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Free Template · AI Ethics

AI Ethics Review Board Charter

Establish a formal AI Ethics Review Board with binding authority. This charter defines the mission, membership, review processes, ethical principles, appeals procedure, and reporting requirements your organisation needs.

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6 sections
complete charter coverage
21 days
standard review timeline
4 decisions
Approve / Conditions / Defer / Reject
Free
to use and customise

Why Your Organisation Needs an AI Ethics Review Board

AI governance committees focus on risk and compliance. An ethics review board goes further, it provides structured accountability for the values embedded in your AI systems and a public-facing transparency mechanism that regulators, customers, and employees increasingly expect to see.

High-risk
EU AI Act mandates human oversight for high-risk AI
Article 26 requires deployers to assign responsibility for oversight of high-risk AI systems. An ethics board is the most defensible structure for this.
ISO 42001
ISO 42001 requires documented AI accountability structures
Clause 5.1 requires top management to take responsibility for AI management system objectives. Auditors expect to see a formal governance body.
78%
Of employees have ethical concerns about workplace AI
A formal ethics board with an external independent member signals that the organisation takes these concerns seriously.
Board
Directors face personal liability for AI governance failures
An ethics board with documented decisions and quarterly reporting provides the evidence trail boards of directors need to demonstrate oversight.

The Charter Template

Click each section to expand the charter text. Replace highlighted placeholders with your organisation's details.

The AI Ethics Review Board (the "Board") of [Organisation Name] is established to ensure that the organisation's development, procurement, and deployment of artificial intelligence systems is consistent with its core ethical values and with the rights and interests of all people affected by those systems.

Core Ethical Principles

  • Fairness, AI systems must not discriminate against individuals or groups on the basis of protected characteristics including race, gender, age, disability, religion, or national origin.
  • Transparency, stakeholders affected by AI-driven decisions have a right to a meaningful explanation of how those decisions were reached.
  • Accountability, every AI system deployed by the organisation must have a named human accountable for its outcomes; there must be no diffusion of responsibility.
  • Privacy, AI systems must be designed to minimise the collection and use of personal data and to protect individual privacy by default.
  • Safety, AI systems must not pose unacceptable risks of physical, psychological, financial, or reputational harm to individuals or to society.

Scope of Authority

The Board has binding authority over all AI systems developed or procured by the organisation. No AI system that meets the review trigger criteria defined in Section 3 may be deployed without a formal Board decision. Board decisions are final unless appealed under the process set out in Section 5.

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How to Establish Your AI Ethics Review Board

Follow these five steps to go from charter template to a fully operational ethics board within 90 days.

1
Secure executive sponsorship and define authority
Identify a C-suite sponsor who can grant the board binding authority over AI deployments. Without executive backing, the board will be advisory only.
2
Appoint board members and define terms
Recruit permanent members from Legal, HR, Technology, Data Science, and Business Operations. Appoint at least one external independent member.
3
Define review trigger criteria
Agree precisely which AI deployments require board review. Codify the criteria in a simple flowchart so teams can self-assess before submitting.
4
Run a pilot review to calibrate the process
Process two or three existing AI systems through the review procedure before going live. Adjust the 21-day and 7-day timelines based on your capacity.
5
Publish the charter and begin quarterly reporting
Communicate the charter internally, begin processing submissions, and produce the first quarterly ethics report within 90 days to establish the reporting cadence.

FAQ

Frequently Asked Questions

What is an AI ethics review board?
An AI ethics review board is a formal governance body that evaluates AI systems and use cases against an organisation's ethical principles before and after deployment. Unlike a general AI governance committee focused on risk and compliance, an ethics board specifically examines issues of fairness, transparency, accountability, privacy, and societal impact. The board has authority to approve, conditionally approve, defer, or reject AI deployments, and it produces public transparency reports to demonstrate accountability to external stakeholders.
Who should sit on an AI ethics review board?
An AI ethics review board should include a Chair (typically the Chief Ethics Officer or a designated senior executive), permanent seats from Legal, HR, Technology, Data Science, and Business Operations, and critically at least one External Independent Member with no commercial relationship to the organisation. This external member provides objective challenge and prevents groupthink. Some organisations also include a civil society representative, particularly for AI systems that affect customers or the public.
Is an AI ethics review board required by law?
No regulation currently mandates an AI ethics review board by name. However, the EU AI Act requires deployers of high-risk AI systems to implement appropriate human oversight and demonstrate accountability for AI governance decisions. ISO 42001 Clause 5.1 requires top management to establish AI governance structures with defined accountability. In practice, an ethics review board is the most robust structure for meeting these requirements and demonstrating ethical AI governance to regulators, auditors, and the public.
What happens when an AI system is rejected by the ethics board?
When the ethics board rejects an AI system, the submitting team has the right to appeal within 14 calendar days by providing new information or proposed mitigations. The board reviews the appeal and issues a final determination within 10 business days. If the appeal is unsuccessful, the deployment is blocked. In exceptional circumstances, an executive override mechanism is available but must be documented in writing and reported publicly in the next quarterly ethics report.
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Bring AI-Use Evidence to Your Review

Aona helps security teams discover employee AI use, apply supported controls and review evidence. Use this charter to define your own ethics review process.

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