AI Literacy Plan Template (EU AI Act Article 4)

AI literacy measures for staff and contractors: roles, competence levels, curriculum, records, assessment, refresh

ШІ та даніСтандартEU AI Act (Regulation (EU) 2024/1689) Article 4, as amended by Regulation (EU) 2026/1744literacy planОновлено 20 жовт. 2026 р.

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Як використовувати: Use it to document how the organisation supports AI literacy under Article 4 of the EU AI Act. Fill the AI systems in use and the roles first, then map modules to roles. The main pitfall is one generic course for everybody with no records of who completed what.

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AI Literacy Plan: [Organisation name]

Plan for building and evidencing AI literacy among the staff and other people who operate or use AI systems on behalf of [Organisation name]. Structure follows the AI literacy obligation in Article 4 of Regulation (EU) 2024/1689 (the EU AI Act), applicable since 2 February 2025, as amended by Regulation (EU) 2026/1744 (the "Digital Omnibus on AI", in force since 27 July 2026), which frames the duty as taking measures that support AI literacy rather than guaranteeing a level for each person. Replace every [bracketed] value and every row marked Example. This is a documentation format, not legal advice.

Field	Value
Plan ID	[AIL-PLAN-001]
Version	[0.1]
Status	[Draft / In review / Approved / Superseded]
Plan owner	[@ai-governance-lead]
Approved by	[Executive sponsor or AI governance committee], YYYY-MM-DD
Effective date	YYYY-MM-DD
Next review	YYYY-MM-DD
Organisation role under the AI Act	[Provider / Deployer / Both]
Related documents	[AI acceptable use policy], [AI use case intake register], [AI risk assessment], [Training policy]

1. Purpose and legal basis

This plan sets out the measures [Organisation name] takes to support the development of AI literacy among the people who operate or use AI systems on its behalf. It responds to Article 4 of the EU AI Act, which applies to providers and deployers of AI systems, and to [internal policy reference]. The measures take into account people's technical knowledge, experience, education and training, the context in which the AI systems are used, and the people or groups the systems affect.

AI literacy in this plan means the skills, knowledge and understanding that allow people to use AI systems in an informed way, to understand their opportunities and risks, and to recognise possible harm. The plan does not promise that every individual reaches a specific level; it commits the organisation to proportionate, documented measures.

2. Scope

Group	In scope	Notes
Employees using AI tools in daily work	Yes	All business units
Employees building, configuring or buying AI systems	Yes	Product, engineering, data, procurement
Contractors and temporary staff operating AI on our behalf	Yes	Via contract clause and onboarding
Outsourced service providers operating our AI systems	Yes	Contractual evidence of equivalent training
Board and executive committee	Yes	Oversight-level module
Customers and end users of our AI products	No (separate transparency measures)	Covered by product disclosures

Example: "In scope are all 2,340 employees and 180 contractors with access to the approved AI tools register, plus the 12-person vendor team operating the claims triage model."

3. AI systems in use

The literacy content is tailored to the following systems. The full list is held in [AI system inventory link].

System	Type	Our role	Risk context	Users
Example: Enterprise chat assistant	General-purpose AI tool	Deployer	Confidential data in prompts, hallucinated facts	All staff
Example: Code assistant	General-purpose AI tool	Deployer	Licensing of suggestions, insecure code	410 engineers
Example: CV screening ranker	Annex III area (employment)	Deployer	Possible high-risk use; discrimination risk	25 recruiters
[System]	[Type]	[Provider / Deployer]	[Key risks]	[Group, headcount]

4. Roles and required competence levels

Competence levels used in this plan:

Level 1, Aware: understands what AI is, where it is used in the organisation, the main risks, and the rules that apply to them.
Level 2, Practitioner: uses approved AI tools safely and checks outputs critically for their own work.
Level 3, Specialist: designs, configures, evaluates or oversees AI systems and can explain their limitations to others.
Level 4, Accountable: makes decisions on AI use, risk acceptance and oversight, and understands the organisation's legal obligations.

Role ID	Role	Description	Target level	Example outcomes
R1	All staff	Uses AI features embedded in standard software	1	Can name the approved tools and the data that must never enter a prompt
R2	AI tool users	Uses general-purpose assistants for drafting, analysis or code	2	Verifies facts and sources; records AI assistance where policy requires
R3	Human overseers	Reviews or acts on outputs of systems that affect people	3	Recognises automation bias; knows when and how to override or escalate
R4	Builders and buyers	Develops, configures, evaluates or procures AI systems	3	Runs an intake and risk assessment; reads a model card critically
R5	Leaders	Approves AI use cases and accepts risk	4	Explains provider and deployer duties; challenges a risk assessment

5. Training curriculum per role

Module ID	Module	Content	R1	R2	R3	R4	R5	Duration
M01	AI basics	What AI and generative AI are; how models learn; typical errors	M	M	M	M	M	30 min
M02	Our rules	Acceptable use policy, approved tools, data classification for prompts	M	M	M	M	M	20 min
M03	Using assistants well	Prompting, verifying outputs, citing sources, confidentiality	O	M	M	M	O	45 min
M04	Risks and harms	Bias, privacy, security (prompt injection), intellectual property	O	M	M	M	M	45 min
M05	Human oversight	Automation bias, override procedures, logging decisions, escalation	-	O	M	M	O	60 min
M06	Building and buying AI	Intake, risk tiering, evaluation, model cards, vendor questions	-	-	O	M	O	2 h
M07	The EU AI Act for decision makers	Roles, risk categories, prohibited practices, transparency, incidents	-	-	O	M	M	60 min
M08	System-specific briefing	Intended purpose, limits and instructions for use of one system	-	-	M	M	-	30 min per system

M = mandatory, O = optional, - = not applicable.

6. Delivery

Format: [e-learning in the learning management system], live workshops for R3 to R5, and system briefings recorded with the instructions for use.
Timing: new joiners complete mandatory modules within [30] days of starting and before receiving access to AI tools; contractors before first access.
Gating: access to [approved AI tools] is granted only after M01 and M02 are recorded as complete.
Languages and accessibility: delivered in [languages]; materials meet [accessibility standard]; reasonable adjustments on request.
Trainers: [internal AI governance team], [external provider] for M07, system owners for M08.

7. Records and evidence

Record	Content	System	Retention	Owner
Completion record	Person, role, module, date, score	[LMS]	[Employment + 3 years]	[@hr-learning]
Contractor attestation	Supplier confirms equivalent training	[Vendor portal]	[Contract + 3 years]	[@procurement]
Material version	Module version, change log, reviewer	[Document repository]	[5 years]	[@ai-governance-lead]
Plan review	Coverage metrics, decisions taken	[Committee minutes]	[5 years]	[@ai-governance-lead]

8. Assessment

Levels 1 and 2: scenario quiz of [10] questions, pass mark [80%], two attempts before a follow-up conversation with the line manager.
Level 3: practical exercise, for example reviewing [20] model outputs and identifying errors, or completing a sample risk assessment.
Level 4: facilitated case discussion with a documented decision.

Programme indicators reviewed each quarter:

Indicator	Target	Current
Mandatory completion, in-scope staff	≥ [95%]	[value]
Average quiz score	≥ [85%]	[value]
AI-related policy breaches per quarter	Falling trend	[value]
Overseers trained before system access	100%	[value]

9. Refresh cadence

Annual refresher for all mandatory modules.
Event triggers: a new AI system in the inventory, a material change to an existing system, a new legal requirement or guidance, a significant AI incident, or an audit finding.
Materials are reviewed every [6] months by the module owner.

10. Responsibilities

Activity	Accountable	Responsible	Consulted
Plan ownership and annual review	[@ai-governance-lead]	[@ai-governance-team]	[Legal, HR]
Module content	[@module-owner]	[Subject matter experts]	[Legal, Security, Privacy]
Delivery and records	[@hr-learning]	[Learning team]	[Line managers]
Contractor coverage	[@procurement-lead]	[Contract owners]	[Legal]
System briefings	[@system-owner]	[Product teams]	[Overseers]

11. Review and approval

Role	Name	Decision	Date
Plan owner	[@name]	[Approved / Changes requested]	YYYY-MM-DD
Executive sponsor	[@name]	[Decision]	YYYY-MM-DD
Legal or compliance	[@name]	[Decision]	YYYY-MM-DD

Standard and licence note

Based on Article 4 (AI literacy) of Regulation (EU) 2024/1689, the Artificial Intelligence Act, as amended by Regulation (EU) 2026/1744; EU legislative texts are free to reuse. The text above is original wording and does not reproduce the Regulation; consult the consolidated text on EUR-Lex and current Commission guidance for binding requirements. This is a documentation format, not legal advice. Template licence: MIT.

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