Internal Responsible AI Awareness Campaign Guide

How to use this document

• What it is for. This is a base guide to plan and run an internal campaign that makes the organization's AI use policy and its practical rules known: which tools are authorized, what information must not be entered, who reviews outputs and how problems are reported. It covers audiences, messages, calendar, assets, metrics and a comprehension quiz.
• Who should own it. Usually internal communications together with the AI governance function or the [AI COMMITTEE], supported by HR and IT. Enter the function in [RESPONSIBLE FUNCTION] and the person coordinating the campaign in [OWNER].
• Decisions to take first. The campaign assumes the organization has already approved its AI policy and its list of authorized tools. Before launching, decide who will be the voice of leadership (Section 6), which channels actually reach all staff, including people without email (Section 7), whether the dilemma mailbox will accept anonymous questions (Section 9) and which targets to set for the metrics (Section 10).
• Fields to complete. Replace the bracketed text, such as [ORGANIZATION NAME], [RESPONSIBLE FUNCTION], [AI GOVERNANCE EMAIL] and [COMPLETE]. Adjust the messages in Section 4 to the actual rules of your policy: the campaign must not promise anything the policy does not establish.
• Country variants. This document has no country variants. If you operate in several countries, adapt language, examples and channels to each workforce and check "Related regulatory references" for laws that call for AI training or AI literacy measures.
• Review. Ask legal or compliance to review messages that describe obligations or sanctions, HR to validate recognition and incentives, and information security to confirm the data rules.
• Approval and publication. The plan is approved by the executive sponsor or the [AI COMMITTEE]. Record the approval in "Version history." This guide is a working document for the campaign team; what is published to staff are the assets produced from it.

Internal Responsible AI Awareness Campaign Guide

Field	Value
Organization	[LEGAL ENTITY NAME]
Owning function	[RESPONSIBLE FUNCTION]
Campaign coordinator	[OWNER]
Executive sponsor	[COMPLETE: name and title]
Approved by	[APPROVED BY]
Launch date	[DATE]
Review frequency	[REVIEW FREQUENCY]
Contact for questions	[AI GOVERNANCE EMAIL]

1. Campaign objective

1.1 [ORGANIZATION NAME] runs this campaign so that everyone who works with or for the organization knows its AI use policy and knows how to apply it in daily work.

1.2 By the end of the main phase of the campaign, we aim for every person to:

a) know where the policy is and which AI tools are authorized;
b) distinguish which information may and may not be entered into an AI tool;
c) understand that they are responsible for reviewing the outputs they use and that AI can be wrong;
d) know whom to ask a question and how to report an incident or misuse;
e) have confirmed that they read the policy.

1.3 The campaign complements, and does not replace, the AI Literacy and Training Plan. Its role is to raise awareness and give direction; training by role profile and deployment profile is delivered under that plan, and workshop attendance is entered in its log, the single source of training records. Campaign materials and dates are kept as part of the AI literacy measures the organization adopts (Section 12).

1.4 The campaign is the internal communications piece of the Change Management Plan for AI Adoption. Its launch accompanies the approval of the Responsible AI Use Policy (Including Generative AI) within the first 30 days of the 30-60-90 Day AI Implementation Roadmap: making the approved tools known early is the first containment against unauthorized AI use.

2. Scope

2.1 The campaign targets all staff, including executives, interns and temporary staff, and contractors who use AI systems on behalf of [ORGANIZATION NAME].

2.2 It covers the content of the AI use policy and of the documents that implement it: list of authorized tools in the AI System Inventory, information classification rules, human review of outputs, transparency, incident reporting and the question channel.

2.3 It is not a campaign to promote specific tools or vendor products. Assets do not show vendor brands except to indicate which tools are authorized.