Departmental AI Champions Charter

This charter defines the AI Champions program at [Company]. AI Champions are the primary point of contact for AI questions, guidance, and feedback within each department. This is an enabling role, not an enforcement role. Champions make AI accessible and safe — they are not a shadow security team.

1. Purpose

The AI Champions program accelerates safe and effective AI adoption at [Company] by placing a knowledgeable, engaged person in each department. Champions bridge the gap between centrally managed AI policy and day-to-day departmental reality. They surface practical questions and feedback upward, and translate policy guidance into department-specific context downward.

2. Scope

The program applies to all departments with [N] or more employees, or to any department that uses AI tools as part of routine work. Current participating departments:

| Department | Champion | Start date |

|------------|----------|------------|

| [Dept A] | [Name] | [Date] |

| [Dept B] | [Name] | [Date] |

| [Dept C] | [Name] | [Date] |

| [Add rows as needed] | | |

3. Selection Criteria

Champions are selected by their department head in consultation with the AI Program Lead. A strong candidate:

• Demonstrates active and thoughtful use of AI tools in their own work
• Is respected by peers and willing to field questions without judgment
• Is comfortable saying "I don't know — I'll find out" and following through
• Has the interest and capacity to take on the role (see time allocation in Section 5)
• Does not need to be a technical expert — practical experience matters more

Champions are not required to have a technology background. Strong candidates frequently come from operations, legal, HR, finance, and communications roles.

4. Responsibilities

Core responsibilities (all Champions)

4.1 First point of contact: serve as the first stop for departmental colleagues with AI questions, including questions about tool selection, data handling, and policy interpretation. Champions resolve what they can and escalate what they cannot.

4.2 Policy communication: communicate AI policy updates to the department when notified by the AI Program Lead. Confirm receipt and understanding through whatever channel works for the department (team meeting, email, Slack, etc.).

4.3 New tool requests: collect and qualify requests from the department for AI tools not on the approved list. Submit completed requests to [IT / Security / Procurement] using the AI tool evaluation request form at [link].

4.4 Incident awareness: if a colleague describes a potential AI-related incident (data handling error, unexpected output, vendor issue), help them report it through the formal channel. Do not investigate independently.

4.5 Feedback loop: collect and relay departmental feedback on approved tools, policy friction, and training gaps to the AI Program Lead through the monthly Champions touchpoint.

4.6 Training support: encourage and track completion of mandatory AI training within the department. Flag to [HR / L&D] if completion falls behind target.

Optional responsibilities (with department head approval)

4.7 Use case development: identify AI use cases relevant to the department and work with the AI Program Lead to evaluate and pilot them.

4.8 Internal training: deliver department-specific AI guidance sessions, building on the company-wide training programme.

4.9 Peer mentoring: work one-on-one with colleagues who need additional support getting started with approved tools.

5. Time Allocation

The role is expected to require:

| Activity | Approximate time per month |

|----------|---------------------------|

| Responding to peer questions | 2-4 hours |

| Attending monthly Champions touchpoint | 1 hour |

| Reading program updates and reviewing any new policies | 1 hour |

| Reporting and escalation tasks | 0.5-1 hour |

| Total | 4.5-7 hours per month |

Champions performing optional responsibilities (Section 4.7-4.9) should expect an additional 2-4 hours per month. This allocation must be confirmed with the department head before the Champion accepts the role.

6. Reporting Line and Escalation

Champions report program matters to the AI Program Lead ([name, contact]). They continue to report to their department head for all other work.

Champions do not have authority to approve exceptions to AI policy. Exception requests follow the process defined in the AI Acceptable Use Policy.

7. Support and Resources

The AI Program Lead provides Champions with:

• Access to a Champions-only communication channel ([Slack channel / Teams channel / email group])
• Monthly touchpoint session (60 minutes, standing invite)
• Advance notice of policy or tool changes before general announcement
• A shared FAQ document updated as new questions arise, at [link]
• Direct contact for urgent questions between touchpoints

8. Term and Off-boarding

The Champion role has no fixed term. A Champion may step down at any time with [30] days notice to allow for a transition. The department head is responsible for identifying a successor.

If a Champion leaves the department or company, the department head nominates a successor within [30] days. During the gap, the AI Program Lead serves as the direct contact for that department.

9. Recognition

[Company] recognises the Champions program as a voluntary contribution. Recognition approaches may include:

• Acknowledgment in internal communications when the program achieves milestones
• Inclusion in performance review notes as a relevant contribution (Champions should document the role under [performance management system] with department head support)
• Priority access to AI-related training, conference opportunities, or pilot programs
• [Any additional recognition [Company] commits to — e.g. a quarterly recognition award, a nominal stipend, additional L&D budget]

10. Program Review and Success Metrics

The AI Program Lead reviews the Champions program annually and reports results to [Executive Sponsor]. Key metrics:

| Metric | Target | Reporting frequency |

|--------|--------|---------------------|

| Department coverage (% of qualifying depts with an active Champion) | 100% | Quarterly |

| Champion tenure (average months in role) | >[X] months | Annual |

| Peer satisfaction score (internal survey) | >[X]/5 | Semi-annual |

| Questions resolved without escalation | >[X]% | Quarterly |

| Mandatory AI training completion in Champion depts vs. non-Champion depts | >[X]% higher | Annual |

Champion name: ___________________________

Department: ___________________________

Start date: ___________________________

Department head: ___________________________

AI Program Lead: ___________________________