Schools and colleges increasingly depend on digital technology to deliver teaching, manage administration and support pupils. From management information systems (MIS) and cloud-based learning platforms to staff devices, financial systems and safeguarding records, educational organisations hold substantial amounts of information that must remain secure and accessible. But greater reliance on technology also creates additional risks.
A compromised staff account could expose sensitive information. Ransomware may prevent access to essential systems. Poorly managed devices or software vulnerabilities can provide opportunities for attackers to gain access to a school network.
For education IT leaders, the challenge is selecting cybersecurity solutions that provide effective protection without creating unnecessary costs or making everyday teaching more difficult.
The Department for Education (DfE) updated its digital and technology standards in September 2026, reinforcing the importance of strong cybersecurity alongside digital governance and appropriate filtering and monitoring.
The most useful buying question is therefore not simply: Which security products should we install?
It’s: How can we protect the people, information and services our school depends on, and keep them available when something goes wrong?
At a Glance: What Schools Should Compare
| Area to assess | Why it matters | What to check |
|---|---|---|
| Identity and access | Compromised accounts can expose sensitive systems | MFA, permissions, account management and recovery |
| Endpoint and network security | Devices and networks provide potential routes for attack | Malware protection, patching, firewalls and segmentation |
| Data protection | Schools hold sensitive pupil, staff and safeguarding information | Access controls, encryption, secure sharing and retention |
| Backup and recovery | Ransomware or system failures can interrupt essential services | Separated backups, restoration testing and recovery objectives |
| Monitoring and response | Early detection can limit the impact of incidents | Alerts, logging, support coverage and escalation |
| Governance and staff awareness | Technology depends on effective policies and people | Risk assessments, training, responsibilities and supplier support |
Start with the Risks That Matter Most
Schools should begin by understanding which systems and information are most important to their operations.
These may include pupil records, safeguarding information, financial systems, staff accounts, cloud platforms and teaching resources.
The DfE’s cybersecurity standards recommend conducting a cyber risk assessment annually and reviewing it every term.
This helps organisations identify important assets, assess vulnerabilities and prioritise improvements.
A school with limited IT resources may need to address weaknesses in account security and backups before investing in more advanced monitoring technology.
Another organisation operating across several sites may require stronger centralised management of devices and permissions.
The aim is to identify the most important risks before deciding which products will address them.
Protect User Accounts with Strong Authentication
Compromised user accounts are an important route through which attackers can access school systems.
Phishing emails, stolen passwords and weak account management can expose information or allow unauthorised activity.
Multi-factor authentication (MFA) adds another layer of protection by requiring additional evidence of identity.
The DfE’s current cybersecurity standard states that MFA must be enabled for staff accounts accessing cloud services or on-site systems remotely, as well as IT administrative accounts.
It also recognises that suitable alternatives may be needed for people with accessibility requirements.
Buyers should establish whether proposed identity and access solutions support MFA, appropriate password policies, role-based permissions and secure account recovery.
The objective should be to make unauthorised access more difficult without creating unnecessary obstacles for legitimate users.
Manage Staff and Pupil Devices
Educational organisations often operate diverse technology environments.
Staff laptops, classroom computers, tablets and shared devices may connect to school networks or cloud services.
Each device can present a potential security risk if it is inadequately maintained.
Endpoint protection can help identify malicious software and suspicious activity, while centralised device management may simplify updates and configuration.
The DfE recommends maintaining appropriate anti-malware protection, keeping software up to date and securing devices.
Buyers should consider how a proposed solution performs across the different operating systems and devices used by the organisation.
They should also establish whether the technology can identify devices that are missing important updates or no longer meet security requirements.
A system that protects only a proportion of the school’s devices may leave significant gaps.
Evaluate Network Security
School networks need to support teaching, administration and increasingly diverse connected technologies.
However, unrestricted access between systems can increase the potential consequences of a security incident.
Network security measures may include firewalls, appropriate access controls, secure wireless configurations and segmentation between different types of users or devices.
For example, pupil devices may not need the same network access as systems holding sensitive administrative records.
The DfE’s digital standards include separate requirements for network switching, wireless networks and cybersecurity, reflecting the importance of considering these elements together.
Buyers should assess whether security controls are suitable for the school’s existing infrastructure and can be managed effectively.
The objective is to maintain reliable connectivity while limiting unnecessary access.
Protect Safeguarding and Sensitive Pupil Information
Schools hold information that requires particularly careful handling.
This may include safeguarding records, special educational needs and disabilities (SEND) information, medical details and other personal data.
The DfE Cyber Security Hub identifies safeguarding and SEND records as among the most sensitive information held by schools.
Organisations should therefore consider how cybersecurity solutions protect these records from unauthorised access, alteration or loss.
Relevant measures may include restricted permissions, secure storage, audit trails and appropriate controls for sharing information.
The Information Commissioner’s Office (ICO) provides guidance on data protection responsibilities within schools.
Buyers should establish whether proposed systems support those obligations and whether suppliers can explain how information is processed and protected.
Security should enable authorised professionals to access important information when needed, rather than making legitimate safeguarding activities more difficult.
Keep Software and Cloud Services Secure
Schools increasingly rely on cloud-based applications for communication, learning, administration and record management.
These systems can provide flexibility and reduce some local infrastructure requirements, but responsibility for security does not disappear when technology is outsourced.
Schools still need to manage accounts, permissions, configuration and the information they place within third-party services.
The DfE’s cloud guidance addresses access management, data protection and backup provision.
Buyers should establish which responsibilities belong to the supplier and which remain with the school.
They should also consider how software updates, vulnerabilities and security incidents are handled.
A provider’s ability to manage its own infrastructure is important, but it does not replace the school’s responsibilities for using the service securely.
Make Backup and Recovery a Priority
Ransomware can prevent schools from accessing information or systems required for everyday operation.
Reliable backups are therefore essential.
The DfE recommends a 3-2-1 approach: maintaining three copies of important data, using at least two separate storage devices and keeping at least one copy off-site.
Its current cybersecurity standard also calls for immutable backups and restoration testing at least termly or following significant changes.
Buyers should assess more than backup frequency.
Can the organisation restore essential data? How long would recovery take? Are backup systems appropriately protected from the same incident affecting the original information?
The ability to recover successfully is more important than simply receiving confirmation that backups have been completed.
Compare Cybersecurity Monitoring and Support
Schools may not have sufficient internal resources to monitor every system continuously.
External cybersecurity providers and managed security services can help organisations identify suspicious activity, investigate alerts and respond to incidents.
However, buyers should establish what the service actually includes.
Does monitoring cover evenings, weekends and school holidays? Who receives urgent alerts? What action can the provider take without additional approval?
The DfE Cyber Security Hub warns that periods of reduced staffing can create opportunities for attackers.
Schools should therefore consider how security responsibilities are maintained when key IT personnel are unavailable.
A monitoring service provides limited value if important alerts are not reviewed or acted upon.
Prepare for Cyber Incidents
No cybersecurity solution can guarantee that an organisation will never experience an attack.
Schools need to establish how they would respond if essential systems became unavailable or sensitive information was compromised.
The DfE recommends maintaining a cyber response plan, supported by appropriate roles, contact information and recovery procedures.
Buyers should consider whether cybersecurity suppliers offer incident response assistance and what support is available during a serious disruption.
The plan should address communication, technical recovery and the potential effects on teaching and administration.
Key personnel should also understand what they are expected to do.
An incident response plan is most useful when it has been tested rather than simply filed away.
Include Filtering and Monitoring in the Wider Strategy
Cybersecurity and online safeguarding are related but distinct responsibilities.
Cybersecurity protects systems, information and digital services.
Filtering and monitoring help schools provide a safer online environment for children and young people.
The DfE maintains separate core standards for both areas.
Schools should therefore avoid assuming that a firewall or endpoint security product automatically fulfils their safeguarding requirements.
Where solutions provide overlapping capabilities, buyers should understand how those capabilities work together.
Relevant staff, including designated safeguarding leads, should be involved where systems affect the monitoring of pupil activity.
The aim should be an integrated digital safety strategy with clear responsibilities.
Train Staff to Recognise Threats
Cybersecurity is not exclusively an IT responsibility.
Teachers, administrators and other employees use digital systems and may encounter phishing attempts, suspicious attachments or fraudulent payment requests.
The DfE recommends an ongoing cyber awareness plan for staff and students.
Training should be practical and appropriate to the roles involved.
Staff need to understand how to identify potential threats, protect their accounts and report concerns promptly.
Organisations should also consider how training is refreshed when new technologies or processes are introduced.
A sophisticated security platform cannot compensate entirely for unclear reporting procedures or widespread uncertainty about basic cyber risks.
Consider the Specific Needs of Multi-Academy Trusts
Multi-academy trusts (MATs) may operate several schools with different systems, devices and historical IT arrangements.
This can create additional challenges around visibility, consistency and support.
Centralised cybersecurity management may help trusts apply common policies, monitor compliance and identify emerging risks across their estates.
However, individual schools still need support appropriate to their local circumstances.
Buyers should examine whether a solution can accommodate multiple sites, delegated responsibilities and different levels of technical expertise.
The objective should be consistent protection without making everyday administration unnecessarily complex.
Compare Total Cost and Supplier Support
Cybersecurity solutions may involve software subscriptions, equipment, implementation, monitoring and ongoing technical support.
Schools should assess the full cost rather than comparing licence fees alone.
A relatively inexpensive product may require substantial internal expertise to configure and maintain.
An externally managed service may cost more but provide additional monitoring, incident response and operational support.
The DfE’s IT support standards emphasise the importance of appropriate expertise, clear responsibilities and effective supplier management.
Buyers should establish what support is included, how quickly problems are addressed and whether the provider has relevant experience in education.
The strongest solution is one the organisation can afford to operate effectively over time.
Questions to Ask Cybersecurity Providers
Before selecting a cybersecurity solution, education IT leaders should consider:
- Which school-specific risks does the solution address?
- How does it support the DfE’s cybersecurity standards?
- Can MFA and appropriate access controls be applied consistently?
- Which devices and operating systems are supported?
- How are security updates and vulnerabilities managed?
- What network protection capabilities are included?
- How is sensitive pupil and safeguarding information protected?
- Can the solution integrate with existing cloud and MIS platforms?
- What backup and recovery capabilities are available?
- How frequently can restoration be tested?
- What monitoring and alerting services are provided?
- Is support available outside normal school hours?
- What incident response assistance is included?
- How are staff training and awareness supported?
- What is the full implementation and ongoing cost?
Frequently Asked Questions
What cybersecurity measures should schools have?
Schools should assess appropriate measures including MFA, device and network protection, software updates, backups, access controls, staff awareness and incident response planning.
Why are schools vulnerable to cyber attacks?
Schools manage substantial amounts of personal information and rely on diverse digital systems. Limited IT resources, changing user populations and interconnected services can create additional security challenges.
What are the DfE cybersecurity standards?
The Department for Education’s cybersecurity standard forms part of its digital and technology standards for schools and colleges. It covers risk assessment, awareness, technical protection, access management, software maintenance, backups and incident reporting.
Do schools need multi-factor authentication?
The DfE’s current standard requires MFA for staff accounts accessing cloud services or on-site systems remotely, and for IT administrative accounts.
How often should schools test backups?
The DfE’s current standard calls for backup and restoration testing termly or following significant changes, with suitable records of the results.
Can outsourced IT providers manage school cybersecurity?
Yes. External providers can support security monitoring, technical protection, updates and incident response, but school leaders retain responsibility for appropriate governance and oversight.
Product & Services Guide
The Education Forum and Ed.Tech Summit bring together senior education decision-makers and relevant solution providers through pre-arranged one-to-one meetings, offering an opportunity to explore cybersecurity, IT infrastructure, data protection, classroom technology and wider digital solutions for schools and colleges.
Protect Learning, Not Just Technology
Cybersecurity investment should not be judged solely by the number of threats blocked, devices protected or alerts generated.
For schools and colleges, the wider objective is to safeguard people and information while maintaining the digital services on which education depends.
A useful buying framework is: assess → protect → monitor → respond → recover
Assess the most important systems and risks.
Protect identities, devices, networks and information.
Monitor for vulnerabilities and suspicious activity.
Respond effectively when incidents occur.
Then recover essential services and learn from what happened.
The best cybersecurity strategy doesn’t simply keep attackers out. It helps keep education running, even when something goes wrong.
The Education Forum and Ed.Tech Summit bring together senior education decision-makers and relevant solution providers through pre-arranged one-to-one meetings, offering an opportunity to explore cybersecurity, IT infrastructure, data protection, classroom technology and wider digital solutions for schools and colleges.
Related Reading
This is the first article in our November IT Security and Cybersecurity series.
It provides a buyer’s guide to evaluating cybersecurity solutions for schools and colleges, covering identity protection, endpoint and network security, data protection, backups, monitoring and supplier support.
The next article will explore how schools can improve their cybersecurity resilience through practical risk assessments, staff awareness, incident planning and tested recovery procedures.
Sources
- Department for Education – Cyber Security: Core Standard
- Department for Education – Digital and Technology Standards
- Department for Education – IT Support Standards
- DfE Cyber Security Hub – Meeting the Standards
- DfE Cyber Security Hub – What’s at Risk
- DfE Cyber Security Hub – Back to School
- DfE Cyber Security Hub – 3-2-1 Backups
- Department for Education – Data Protection in Schools
Image credit: https://unsplash.com/photos/a-group-of-people-sitting-at-a-table-with-computers–JUlfa5fAIg
