Artificial Intelligence Policy

1. PURPOSE

DCIRS Community Care ("DCIRS") acknowledges the need to manage the adoption and use of AI in its workplaces. This Policy establishes the ethical use of AI and the operational boundaries for its use.

The purpose of this Policy is to:

• Provide Authorised Users with guidance on how to engage with AI systems in the course of their employment

• Outline permitted AI systems and tools

• Define clear boundaries with the use of AI systems

• Ensure transparency and set ethical standards on the use of AI systems.

This Policy will commence from 16 March 2026. It replaces all other Artificial Intelligence Policies of DCIRS (whether written or not).

2. APPLICATION AND SCOPE

This Policy applies to employees, agents, supports and contractors (including temporary contractors) of DCIRS. All relevant individuals are collectively referred to in this policy as "worker" unless defined otherwise. It establishes how DCIRS will manage its artificial intelligence use for workers in the different environments they work in.

3. DEFINITIONS

Authorised Users – is a collective of users who use, develop, or have access to AI systems within DCIRS

AI Systems – means the simulation of human intelligence processes by machines, especially computer systems. Thes processes include learning (the acquisition of information and rules for using the information), reasoning (using rules to reach approximate or definite conclusions), and self-correction.

Designated AI Tool – means the only permitted AI system Authorised Users may use at DCIRS.

Restricted Information – means information that must never be inputted into any AI systems.

4. PROHIBITED USE

The following information should never be entered into any AI tools:

• Personally Identifiable Information (PII)

• Government-related information

• Data that participants would expect is kept confidential

• Generation of code or technical queries

If an Authorised User enters any of the above data into a non-designated platform (intentionally or otherwise), they must immediately inform the Managing Director.

5. PERMITTED USE

Unless approval has been granted by the Managing Director, Authorised Users may only use the designated AI tools. All other AI systems are prohibited for use by workers at DCIRS. Below is the list of acceptable platforms:

• Microsoft 365 CoPilot and CoPilot for Cloud (https://m365.cloud.microsoft/)

Authorised Users must ensure that prior to entering any responses into the designated AI tool, the page has the following:

If using CoPilot for Cloud - use Work tab and ensure the green tick is displayed (see above).

6. ETHICAL USE OF AI

The designated AI tool must be used ethically and responsibly. It must not be used to discriminate, harm or unfairly advantage any individual or group. Some common examples of positive and ethical use are:

• Drafting, refining or simplifying organisational policies, procedures, manuals and internal guidance

• Checking documents for clarity, consistency, structure and compliance language

• Creating training outlines, induction materials and refresher content

• Assisting with competency explanations and role expectations

• Drafting professional wording for emails, letters, meeting agendas and internal communications

• Improving grammar, tone or readability of administrative documents

• Identifying themes, gaps or risks in internal policies or processes

• Summarising knowledge support of frameworks and standards in the Aged Care and NDIS sectors (do not rely on AI alone for research)

• Creative and Visual Content generation

AI tools may be used to support drafting, learning, administration and internal quality activities. AI tools must not be used for clinical judgement, participant decision-making, support planning or determinations that impact participant rights, funding or core outcomes.

7. TRANSPARANCY AND ACCOUNTABILITY

Authorised Users using AI must be transparent about how they are using the designated AI tool and/or AI systems. This includes usage of the relevant disclaimers outlined in this policy. Authorised Users must keep up to date with ICT training issued by DCIRS.

Authorised Users must remain vigilant against potential malware and viruses in the Designated AI tool. An Authorised User that uses a Designated AI tool to undertake analysis or conduct research will be deemed the creator of that content. Hence, Authorised Users will be accountable for any final outputs and implications of decisions.

In the case of images or artwork created with AI systems, this must include a clear acknowledgement somewhere within the image or artwork: AI GENERATED.

8. COPYRIGHT AND PLAGIARISM

Authorised Users that may need to copyright unique content should avoid using generative AI. This is to avoid any potential copyright issues which would prevent DCIRS claiming rights on the content

Plagiarism of any content is unacceptable at DCIRS. Authorised Users who plagiarise content from AI systems, websites or any other content may be subject to disciplinary action.

 9. EXECUTIVE APPROVAL

If an Authorised User is unsure about the use of AI systems at DCIRS, they must brief the Managing Director about their concerns or queries. Authorised Users must not engage in any AI systems with the exception of the designated AI tool, without approval from the Managing Director.

 10. DISCIPLINARY ACTION

Workers must comply with the terms and conditions contained in this Policy. Those who cause data or security breaches may face disciplinary action. The type and severity of the disciplinary action will depend on the circumstances of the case and the seriousness of the breach. In serious cases, this may include termination of employment.

Contractors or agents of DCIRS who are found to have breached this policy may have their contracts with DCIRS terminated or not renewed.

If users wish to report an incident or apparent breach of the policy, they should report this to the Managing Director or the organisation's ICT provider.

All reported breaches will be subject to an investigation.

10. CONTACT INFORMATION

Bold ICT: (03) 5410 8999 or help@bold-ict.com.au

11. ASSOCIATED DOCUMENTS

• Cyber Security Policy

• Data Security Policy

• Risk Management Policy

• Employer Property Policy

• Code of Conduct Policy

6. VERSION AND REVIEW INFORMATION

DCIRS reserves the right to amend, replace, or terminate this policy from time to time.

Version 1.0: 16 March 2026 Review date: 16 March 2028