Artificial Intelligence

Prompt wording lowers the risk but does not eliminate it, because AI tools ignore instructions routinely. Treat these as a second line of defense, not a substitute for the workflow above.

• Add to every prompt: "Do not include any logos, wordmarks, monograms, seals, mascots, emblems or text of any kind."
• Reserve the space: "Leave the lower left corner empty and uncluttered as clear space for a logo to be added later."
• Never prompt for the brand by name. Do not write "add the OCPS logo," "Orange County Public Schools branding" or "in the style of the OCPS logo." Naming the brand invites the tool to invent a version of it.
• When editing an existing asset, mask or lock the logo area before running any generative edit, then confirm the tool honored the mask.
• Avoid tools that cannot export a layered file. If you cannot place the logo as a separate, non-generated layer, use a different tool.

Open the official logo file beside your asset at full size and confirm:

• The wordmark reads ORANGE COUNTY PUBLIC SCHOOLS letter for letter, with no dropped, doubled or invented characters.
• The blocks monogram has the correct number of blocks in the correct arrangement and orientation.
• Colors match exactly: navy #011E41 and orange #EE7623. Sample the pixels; do not judge by eye. Proportions are unchanged. The logo hashas not been stretched, squeezed, rotated or skewed.
• Required clear space is preserved and nothing overlaps the mark.
• No effects have been added: no glow, shadow, texture, 3D, outline or filter.

If anything is off, do not correct it in the AI tool. Delete the generated mark and place the official file. School logos follow the same rule; a school logo altered by AI is not an approved school logo.

AI-assisted designs must follow approved OCPS color palettes, typography, logos and graphic elements; maintain the professional, inclusive and student-centered tone of the district; and accurately represent our schools and community. Avoid generic AI templates that do not match district branding. Start from an approved OCPS template whenever one exists.

Before publishing, verify all dates, times, names, statistics and locations; confirm the spelling of schools, departments, employee names and program titles; and review all text for grammar, readability and adherence to AP Style and this Style Guide. Never rely on AI to generate factual information without human verification.

• Use authentic photography whenever possible to represent students, staff and schools.
• Do not create images that could reasonably be mistaken for actual OCPS students, employees or events unless the content is clearly identified as an illustration or conceptual image.
• Do not create images that misrepresent district facilities, programs or experiences.
• Do not alter documentary photographs in any way that changes the factual nature of an event.

All AI-generated graphics must meet district accessibility standards: adequate color contrast, readable typography, clear visual hierarchy, alternative text for digital images, and type large enough to read on mobile. See the ADA Social Media Guide.

You are responsible for ensuring AI-generated content complies with copyright and licensing requirements. Do not recreate copyrighted artwork, logos, mascots or branded characters without permission; do not generate designs that closely imitate another organization's branding; and do not use AI outputs that violate licensing terms or intellectual property rights. Per Board Policy IJNDC, using AI to generate content that infringes copyright, trademark or intellectual property rights is prohibited.

Never upload confidential or protected information into public AI platforms. This includes student information, employee records, internal documents, personally identifiable information and sensitive district information. Only district-vetted AI tools may be used when confidential information is involved. Board Policy IJNDC prohibits the use of open-source or unvetted commercial AI models.

Board Policy IJNDC prohibits using AI to generate deepfakes, voice cloning or synthetic media to impersonate, harass, bully or mislead others.

Review every AI-assisted asset for brand compliance, accuracy, accessibility, inclusiveness, appropriate messaging, and legal and policy compliance. Submit work for review to graphics@ocps.net.

• Start with an approved OCPS template whenever possible.
• Use AI to generate ideas, not finished designs.
• Replace AI-generated text with approved messaging.
• Verify all event details.
• Check spelling, branding and logo placement.
• Confirm accessibility on desktop and mobile.
• Obtain required approvals before distribution.

Contact Public Relations at pr@ocps.net or submit a Graphics Request.