Public Records

AI-use reference. Revised Policy copy dated in filename December 16, 2025; footer says adopted November 16, 2021. Later revision vote not established in this bounded review. Applies to: Every authorized NNPS computer user, including students, employees, vendors, third parties and volunteers. Requirements or purpose: Superintendent/designee establishes a program protecting confidentiality, integrity and availability, with Technology executive oversight and applicable FERPA, CIPA and COPPA security requirements. Limits: General cybersecurity controls relevant to AI environments; this review copy is not proof of a specific AI deployment or of December 2025 revision adoption.

AI-use reference. Revised Procedure copy dated in filename December 16, 2025; footer says adopted November 16, 2021. Final revision status not independently established. Applies to: Employees, students, consultants, contractors, vendors and others accessing NNPS systems/data. Requirements or purpose: Assigns Technology/security responsibilities; establishes data-privacy processes for collection, transfer, storage, use, disclosure and destruction; addresses confidential data, vendor/cloud systems, access controls, authentication, incident response, filtering, awareness and training. Limits: Review copy visibly combines some old/new officer labels and numbering. Do not treat all proposed additions as adopted 2025 requirements. Underlying detailed data-classification, technical standards, incident-response plans and approved-tool rubric were not obtained.

AI-use reference. Attached to October 20, 2026 regular agenda item 5.02 as Information, Discussion. Footer lists revisions through July 1, 2026; October 20 adoption is NOT established. Applies to: Employees, nonemployees, volunteers, student users and NNPS computing systems. Requirements or purpose: SectionXIV contains the same all-user GenAI controls as current handbook pp 99–101: no PII in any AI tools, approved tools only, grade/access restrictions, teacher permission, parental opt-outs, assignment levels, disclosure and misuse/reporting procedures. Other sections address annual acknowledgement, confidentiality, security, approved software and Internet safety including AI-generated misinformation. Limits: This is an official published review attachment, not proof October 20 changes were adopted or that every proposed clause is operative. Downloaded server-produced HTML representation of source DOCX; no source page numbers inferred. Paired review copy 22837 is materially matching.

AI-use reference. Published with Biennial Review heading and July 1, 2026 filename; footer records adoption 2007 and revisions through February 20, 2024. This review copy alone does not establish a 2026 amendment. Applies to: All authorized NNPS computing users, including students, employees, nonemployees and volunteers. Requirements or purpose: Requires responsible mission-aligned computing use and compliance with supporting IJND-P, IJND-E, EH and EH-P; Superintendent/designee oversees implementation; signed employee agreements retained by HR; policy/procedure reviewed at least biennially. Limits: General technology policy, not a distinct standalone AI policy. Final current revision/adoption history should be matched to board action rather than inferred from a review filename.

AI-use reference. Official public minutes record the handbook approval on July 1, 2026. Applies to: 2026–2027 Rights & Responsibilities Handbook. Requirements or purpose: Records Hunter/Aman motion to approve the 2026–2027 handbook, carried6–1. Official July 1 agenda 3814 item 3.01 also records the carried motion and names the 28,118KB HandbookSY26.27 attachment; six named yeas and Brown nay. Limits: Confirms approval of the handbook, not the adoption of every later document titled October 20 or a separately identified AI Guidebook. Opening has clerical day/location inconsistencies; p 2 dated header and adoption item are explicit. Version check: the July 1 approved agenda attachment 3748 retains a DRAFT3 cover and is not byte-identical to the live handbook. Both have 112 pages; normalized extracted AI text on physical/printed pp 99–101 matches exactly (6,738 characters). The live PDF is the current published copy; whole-document version differences remain.

AI-use reference. Public page remains available, but prominently retains a January 15, 2016 acknowledgement deadline. Do not present as verified current 2026 policy text. Applies to: Page describes employees, nonemployees, volunteers and students using NNPS computer systems. Requirements or purpose: Published text addresses annual acknowledgement, monitoring, authorized access, safeguarding confidential student/personnel data, de-identification when possible, approved software, licensing and retention. Limits: Historical/version-comparison record: use the 2026–2027 handbook for current published AI procedures. Additional 2026 policy/procedure review copies were located in the migrated official archive, but filenames alone do not establish adoption. No login or acknowledgement was attempted.

AI-use reference. Official published minutes of March 17, 2026 work session. Applies to: NNPS AI governance presentation to the board. Requirements or purpose: Records Executive Director of Technology Wayne Santos presenting the AI Security and Governance Framework and K-12 AI adoption stages, followed by board questions/comments. Limits: Records presentation/discussion, not approval or a verified implementation audit. A second-page footer incorrectly names February 17; substantive first-page meeting date/item are March 17.

AI-use reference. October 20, 2026 posted agenda; not an adoption record. Applies to: New/revised policy attachments, including IJND-P dated 10-20-26. Requirements or purpose: Item 5.02 places New and Revised Policies, including IJND-P, under Information, Discussion; item 4.01 says no action items for that portion. Limits: An agenda is not proof of a later vote or absence of an amendment from the floor; this record specifically prevents inferring adoption merely from the attachment filename.

AI-use reference. Official public archive copy titled AI Board Presentation12162025.pptx; not independently established policy adoption. Applies to: NNPS educators and student AI implementation planning. Requirements or purpose: Explains six principles: AI literacy, transparency, privacy, fair access, human judgment and academic integrity; tells staff to review AI outputs and not use GenAI to assign grades or make final evaluation decisions. Limits: Presentation guidance/plans do not prove formal policy adoption or rollout completion. Its high-school grade 9–12 access plan differs from current 2026–2027 handbook; do not substitute it for current grade rules.

AI-use reference. Published, undated guidance retrieved October 26, 2026. Applies to: NNPS educational GenAI use, particularly students and educators. Requirements or purpose: Students need teacher permission and must stay within assignment rules, honestly represent assistance and verify outputs; never include personal information in prompts. Guidance favors age-appropriate use, oversight, bias checking and original thinking rather than having AI complete an assignment. Limits: Do not label this page a dated board-adopted AI policy. Current handbook §§ 4–6 provides more detailed tool/grade/opt-out rules; the page's FAQ references third-party material and is not proof of a particular approved deployment.

AI-use reference. Publicly linked undated resource; original DOCX downloaded and text reviewed October 26, 2026. Applies to: Commonwealth agency implementation; municipal benchmark if adopted or incorporated. Requirements or purpose: Explains bias risks, fairness measures, testing, remediation, monitoring and documented accountability across government uses. Limits: Official implementation resource, not an independently enacted Newport News requirement. Its examples and proposed processes require the governing law, agency scope and any actual local adoption to be checked.

AI-use reference. Publicly linked undated resource; original DOCX downloaded and text reviewed October 26, 2026. Applies to: Commonwealth agency implementation; municipal benchmark if adopted or incorporated. Requirements or purpose: Checks governance, ownership, data quality, cataloging, issue resolution, privacy, security and staff literacy before AI use. Limits: Official implementation resource, not an independently enacted Newport News requirement. Its examples and proposed processes require the governing law, agency scope and any actual local adoption to be checked.

AI-use reference. Publicly linked undated resource; original DOCX downloaded and text reviewed October 26, 2026. Applies to: Commonwealth agency implementation; municipal benchmark if adopted or incorporated. Requirements or purpose: Describes ownership, intended and excluded uses, risk tiers, data lineage, human review, explanations and monitoring fields. Limits: Official implementation resource, not an independently enacted Newport News requirement. Its examples and proposed processes require the governing law, agency scope and any actual local adoption to be checked.

AI-use reference. Publicly linked undated resource; original DOCX downloaded and text reviewed October 26, 2026. Applies to: Commonwealth agency implementation; municipal benchmark if adopted or incorporated. Requirements or purpose: Documents affected system/data/people, severity, cause, containment, notifications, corrective action and lessons. Limits: Official implementation resource, not an independently enacted Newport News requirement. Its examples and proposed processes require the governing law, agency scope and any actual local adoption to be checked.

AI-use reference. Publicly linked undated resource; original DOCX downloaded and text reviewed October 26, 2026. Applies to: Commonwealth agency implementation; municipal benchmark if adopted or incorporated. Requirements or purpose: Organizes incident roles, classification, evidence preservation, containment, escalation and follow-up for privacy, security, bias and model failures. Limits: Official implementation resource, not an independently enacted Newport News requirement. Its examples and proposed processes require the governing law, agency scope and any actual local adoption to be checked.

AI-use reference. Publicly linked undated resource; original DOCX downloaded and text reviewed October 26, 2026. Applies to: Commonwealth agency implementation; municipal benchmark if adopted or incorporated. Requirements or purpose: Structures implementation responsibilities, approvals, operational monitoring, change management and lifecycle controls. Limits: Official implementation resource, not an independently enacted Newport News requirement. Its examples and proposed processes require the governing law, agency scope and any actual local adoption to be checked.

AI-use reference. Currently linked on ODGA Agency Resources. Applies to: Commonwealth agencies evaluating third-party AI systems/services; municipal benchmark if adopted. Requirements or purpose: Request model/training-data documentation, bias/performance/red-team/security tests, explainability, copyrights, data-location controls, update and incident procedures; attach assessment to AIA and underlying review file. Limits: This entry addresses vendor AI safety/use evidence, not spending approval. Template is not proof a vendor supplied the documents or that Newport News completed the review. Original DOCX downloaded and extracted.

AI-use reference. Currently linked on ODGA Agency Resources. Applies to: Agency review before personal-data AI acquisition/deployment, AI-informed individual decisions, repurposing data or significant modifications. Requirements or purpose: Document business case/alternatives, personal-data inventory and authority, purpose and disclosure, fairness, oversight, transparency, security, testing and operational commitments. Calls for predeployment approval and recurring updates based on system criticality. Limits: Read as a state implementation resource, not new law. Its interpretations of GDCDPA require checking the statute; no completed Newport News assessment found. Original DOCX downloaded and extracted locally.

AI-use reference. Current official source checked October 26, 2026. Applies to: Agencies adopting the referenced data-ethics policy or using the checklist voluntarily. Requirements or purpose: Triage high-stakes automated decisions, sensitive data, new data matching, minors and vendor processing; record authority, purpose, minimization, fairness, human review, security and lifecycle controls. Limits: The checklist’s mandatory phrasing is tied to its policy setting; examples are illustrative. It does not prove Newport News adopted this form or completed a review.

AI-use reference. Publicly linked undated resource; original DOCX downloaded and text reviewed October 26, 2026. Applies to: Commonwealth agency implementation; municipal benchmark if adopted or incorporated. Requirements or purpose: Maps data inventories, owners, metadata and classification to AI registries, stewardship, explanations and risk classification. Limits: Official implementation resource, not an independently enacted Newport News requirement. Its examples and proposed processes require the governing law, agency scope and any actual local adoption to be checked.

AI-use reference. Publicly linked undated resource; original DOCX downloaded and text reviewed October 26, 2026. Applies to: Commonwealth agency implementation; municipal benchmark if adopted or incorporated. Requirements or purpose: Discusses personal information in AI inputs and inferences, purpose changes, data sharing, safeguards and retention. Limits: Official implementation resource, not an independently enacted Newport News requirement. Its examples and proposed processes require the governing law, agency scope and any actual local adoption to be checked. Broad interpretive statements do not override chapter 38 definitions/exemptions or determine the actual recipient and architecture; no separate public OAG opinion is established by this guide.

AI-use reference. Current listed memorandum; rescinds/replaces M-24-10. Applies to: Covered federal executive agencies, including independent regulatory agencies, and AI used on their behalf; not city government merely because it uses AI. Requirements or purpose: Designate AI leadership; AI strategies/inventories; proportionate risk controls; assessment, testing, monitoring, human oversight and remedies for high-impact AI; stop noncompliant high-impact uses when mitigation is inadequate. Limits: Federal-only scope. Does not create rights or obligations for the public; exclusions include national-security systems and specified research/regulatory uses. A federal contract/program could impose separate flow-down terms requiring examination.

AI-use reference. Current published rules; amendedMay7 2025. Applies to: Individuals under Chief Justice's administrative authority, for judicial-system work or court-issued devices; not all city employees or every litigant by this document alone. Requirements or purpose: Verify AI content; do not rely on it as sole authority; training/certification; DeepSeek prohibition; preapproval/registration and strict data limits for other tools; report disclosures; follow applicable laws/ethics. Criminal decisions require human involvement under cited § 19.2-11.14. Limits: Other courts' local filing rules are not automatically Newport News rules. Current NN circuit/general-district pages did not reveal locally linked AI rules in this search; that is a search limit, not proof none exist. Vetted-tool appendix was last updated November 14 2024.

AI-use reference. Current; newly issued October 23 2026. Applies to: Secretary of Public Safety and Homeland Security, AI Task Force and cooperating executive agencies; coordination with higher education, other states and outside experts. Requirements or purpose: Establish Cyber Consortium; develop Commonwealth cyberattack prevention/response and infrastructure-hardening plans addressing AI risks; seek expert/company briefings and public-private information sharing. Limits: This is state preparedness/coordination tasking, not an approved municipal AI deployment, city AI-use license, or blanket city operational policy.