AI in Schools: How Artificial Intelligence is Transforming HR in Education

Quick look: Artificial intelligence (AI) is no longer just a buzzword; it’s becoming part of everyday school operations and redefining how HR is managed. But before implementing, school leaders need to understand its capabilities and potential challenges. In this blog, we break down how schools can use AI for HR, what to consider before adopting it, and how a professional employer organization (PEO) can streamline certain parts of the process.

AI is reshaping industries across the nation and education is no exception. From personalized learning tools to automated grading systems, teachers and administrators are already using AI to make their day-to-day work more manageable.

In fact, according to one EdWeek study, 52% of K-12 school administrators are experimenting with AI for administrative tasks. The National Business Officers Association (NBOA), a leading education resource, also reported an increase in AI adoption across U.S. independent schools.

But AI’s impact isn’t limited to just the classroom. More schools are turning to AI to improve processes and fill bandwidth gaps across their HR strategy. Here’s how education thought leaders and HR experts are leveraging AI to build a more productive, engaged workforce.

AI’s growing role in HR

The demand for HR technology is growing 23% year-over-year, with more modern software designed for specific HR operations like payroll processing, benefits administration, and leave management.

AI takes these capabilities to the next level by analyzing data and automating tasks to help schools make smarter decisions. While most traditional HR software performs single actions, AI adapts to patterns and predicts potential outcomes and challenges.

Some popular AI tools include:

• Resume screening and applicant matching
• Chatbots for employee questions
• Predictive analytics to track staff turnover and absenteeism
• Automation for compliance and onboarding workflows

Why schools are embracing AI in HR

With interest in AI integration growing, many schools are determining where these applications fit into their HR workflows.

Recruitment and hiring

Finding the right talent is essential for student success and mission growth. AI-powered  applicant tracking system (ATS) makes candidate selection easier by comparing resumes against roles requirements and highlighting top candidates. Since its focus is on matching skill sets, an ATS can also reduce hiring bias from affecting your candidate pool.

Additionally, AI keeps education leaders aligned with the progress of different candidates. These tools can also consolidate feedback from interviews and assessments, making it easier to monitor multiple job postings and candidate communications from start to finish.

Staff onboarding and training

AI helps streamline onboarding for new hires, automating paperwork reminders and offering virtual assistance on school policies and handbooks. Some roles may require additional training besides harassment prevention, compliance, and other mandated workplace courses. For ongoing learning, AI-driven systems enable schools to personalize professional development plans for different staff roles, keeping educators well-informed about the industry’s best practices and strategies.

Workforce retention and expansion

Retaining mission-aligned staff is key for many schools. With AI, schools access predictive analytics based on workforce patterns. This data helps forecast future staffing needs and identify retention risks like teacher burnout and safety concerns. AI insights may also help administrators notice gaps in talent availability or coverage, helping them better allocate staff and organize class sizes to create a more balanced and sustainable work environment.

Payroll management and compliance

School payroll is complex, with full-time teachers, aides, substitutes, consultants, and other part-time roles. Additionally, school payroll periods differ for staff paid on a school-year or traditional-year basis. AI helps automate repetitive processes or requests, reduce administrative burdens and payment errors, and flag risks, such as missing information, expired certifications, or scheduling errors.

Compliance maintenance

To remain operational, schools must comply with employment laws set by the Department of Education and state governments. With these regulations constantly changing, staying up to date can be challenging, especially for smaller HR teams.

AI can summarize and simplify complex legislative language, identifying mandate changes and flagging key requirements that directly affect schools. It can also enhance accessibility by suggesting ADA-compliant messaging for handbook, policy, and internal communication updates.

Additionally, education leaders may use AI to prevent risks with school-owned devices. Activating precautionary automations can quickly report and block staff from accessing unauthorized sites or tech. Administrators can also automate faculty reminders to set up or renew required passwords, multi-factor authentications, or other protective measures.

Employee engagement and support

A positive employee experience leads to a productive, loyal team. Schools can use AI chatbots or HR helpdesks to support staff and measure their job satisfaction by answering common HR questions like benefits plans or leave policies. When gauging employee feedback through a pulse survey, sentiment analysis tools help highlight engagement trends and define how staff feel about their workplace culture.

Benefits and considerations for AI in schools

When exploring AI solutions to support your school’s human resources, it’s important to understand the advantages of this technology:

• Increased efficiency: Automate time-consuming administrative tasks to free up staff for higher value work
• Stronger accuracy: Minimize human errors in time scheduling, leave management, benefits, risk mitigation, and reporting
• More strategic decision-making: Leverage AI-powered insights to optimize staffing, resource allocation, and task organization
• Improved employee satisfaction: Simplify onboarding, provide faster answers to questions, and make information easily available
• Better cost savings: Streamline operations to allow teams focus more on budgeting and maintaining financial sustainability

However, schools must approach AI as they would any cybersecurity initiative, implementing safety measures to keep tech integrations efficient and protected. Here are key ethical and practical considerations school professionals should know.

• Secure your schools’ data privacy: Protect sensitive staff and student data by outlining which information can and cannot be shared with AI tools.
• Prevent bias in algorithm: Continually evaluate and adjust your AI algorithms to ensure fair, equitable recruitment and performance analysis.
• Keep the “human” in human resources: Be sure AI enhances, not replaces, human decision-making across your school’s HR practices.
• Transparent guidelines: Create handbook policies and staff training about what AI tools are approved and prohibited.

Selecting the best-fit AI for your school

The global AI sector is expected to reach $1.68 trillion by 2031, with the United States projected to have the largest market size. Finding the right tools and platforms within this space can be a complex decision for schools. To ease the vetting process, keep these tips in mind:

• Make sure all technology meets data privacy standards set by FERPA (Family Educational Rights and Privacy Act), CIPA (Children’s Internet Protection Act), and other federal and state employment regulations
• Confirm data ownership, storage capabilities, and protections in place
• Verify cyber insurance and employment practices liability coverage for AI-related risks
• Inquire about algorithmic bias testing and the results of any recent audits
• Ask how the AI system was developed and what types of data it uses
• Prioritize vendors who specialize in school operations and education HR
• Check if the solution is scalable and includes strong customer service support

How a PEO simplifies AI-powered HR for schools

Partnering with a professional employer organization (PEO) makes it easier to adopt AI safely and strategically. PEO experts offer guidance on AI best practices while ensuring compliance with education standards and state data privacy laws, such as the California Consumer Privacy Act (CCPA). They also help your school develop AI policies and staff training to minimize workplace risks.

Some PEOs offer technology with secure automation capabilities. ExtensisHR’s SchoolCloud® solution is designed for charter, private, parochial, and independent schools, combining human expertise with a comprehensive HR platform to streamline operations. Its user-friendly hub enables schools to automate tasks like onboarding, managing leave, activating office equipment access, and other HR administrative tasks.

SchoolCloud® smooths your school HR’s AI transition

AI empowers schools to work smarter, not harder, across HR management. Still, AI isn’t a standalone solution. Human expertise is critical to align automations and predictive insights with the needs of teachers, administrators, and educational leaders.

ExtensisHR delivers tailored services and white-glove customer support that balance AI optimization with compliant HR success. Beyond the SchoolCloud® technology platform, each school receives a dedicated service team, including a School Account Manager, an HR Business Partner, and an Implementation Manager, who provide expert guidance and support, while ensuring HR practices meet your school’s mission and industry expectations.

With ExtensisHR on your side, your school can implement AI-driven HR strategies to support staff and strengthen overall workforce management.

Contact us today for a free consultation and experience the future of school HR with SchoolCloud® and intelligent tech solutions.