Responsible AI Checklist for UK Grant Writers
UK trustees want assurance that AI-assisted grant writing meets legal and ethical standards. Follow this responsible AI checklist to govern tooling, protect data, and keep outputs factual before Crafty helps you scale drafting.
TL;DR
- Document permitted AI tools, accountable owners, and review logs before anyone hits generate.
- Check data consent, sensitivity, and retention, especially when handling health or youth records.
- Record human oversight, bias testing, and incident responses following ICO and NCSC guidance.
How should trustees govern AI-assisted grant writing?
The Information Commissioner’s Office emphasised in its October 2024 AI guidance that boards must document accountability for AI use. Define which tools are authorised (Crafty, transcription services), who monitors them, and how incidents are reported. Align the policy with the NCSC Cyber Assessment Framework 2024 for security oversight.
Tie governance back to your readiness checklist so trustees see AI compliance alongside finance and evidence status.
What data protection checks are mandatory?
Run a Data Protection Impact Assessment whenever AI tools process sensitive data (health, justice, safeguarding). Reference the ICO’s DPIA templates. Ensure datasets in your evidence bank are tagged for sensitivity and consent. When using Crafty, redact personal identifiers or use anonymised summaries before upload.
| Risk | Checklist Item | Owner | Evidence |
|---|---|---|---|
| Data leakage | Anonymise personal data before upload | Data Protection Officer | DPIA references, redaction log |
| Bias | Run bias tests on sample outputs | Impact Lead | Bias testing worksheet |
| Inaccuracy | Cross-check AI claims with evidence bank | Bid Writer | Evidence references logged in Crafty |
| Unapproved use | Restrict access to approved AI tools | IT & Governance | Access control reports |
How do you detect bias or hallucinations before submission?
Use a sampling routine: generate outputs, highlight claims, and verify against the modular answer library and evidence bank. Log hallucinations and escalate to governance. Charity Digital’s AI adoption report (2024) suggests storing a “known false claims” list to help users spot patterns.
How does Crafty support responsible AI workflows?
Crafty logs every draft, evidence citation, and reviewer comment. Enable the compliance checklist so writers confirm data consent and cite sources. Combine with our AI prompt playbook to embed safe prompts, and update the security update to reassure stakeholders.
Download the checklist and next steps
Download the responsible AI checklist, DPIA template, and incident log. Schedule a governance review within 30 days and record actions in board minutes.
Next actions
- Approve the AI governance policy and circulate to staff.
- Audit current AI usage and shut down unapproved tools.
- Activate Crafty’s compliance logging so every AI-assisted draft records reviewer sign-off.
Key takeaways
- Responsible AI requires documented governance, not just good intentions.
- Protect data and monitor bias before you scale AI use in grant writing.
- Crafty’s audit trail, prompt controls, and compliance logging keep oversight tight.
Summary and next steps
AI is only as safe as the guardrails around it. Bring governance, data checks, and human oversight together, and refresh them quarterly alongside other readiness metrics.
- Complete the responsible AI checklist for every programme using generative tools.
- Update board minutes with compliance status and incident responses.
- Train staff using real examples from your prompt library and evidence bank.