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The Desirable Education IT Checklist for the New Academic Year
Table of Contents
Introduction: Why IT Planning Matters for Schools Post-Summer
The return to school in September is always a pressure point for IT Managers. After a long summer break, devices are switched back on, thousands of students reconnect to Wi-Fi, and teaching staff expect seamless access to cloud tools.
Typical challenges include:
- Dormant systems: Firewalls, servers, or Wi-Fi points may not have been updated or patched over the summer.
- Resource pressure: Budgets remain tight, yet demand for technology in classrooms keeps rising.
- High expectations: Teachers increasingly depend on IT for lesson delivery, marking, and safeguarding.
🔑 Key takeaway: The education IT checklist is about more than ticking boxes. It’s about protecting learning time, avoiding embarrassing outages during inspections, and keeping staff confident in IT systems.
Cybersecurity First: Protecting Students and Staff Data
Education has become a prime target for cybercrime. The UK’s National Cyber Security Centre (NCSC) has repeatedly warned that schools face increased ransomware threats. Attackers know that downtime directly impacts students, putting pressure on schools to pay ransoms.
Key Threats Facing Schools in 2025:
- Phishing emails targeting staff with fake exam board communications.
- Ransomware that locks systems just before GCSE/A-Level deadlines.
- Data breaches exposing personal details of pupils and parents.
Real Example
In 2023, several UK schools were forced offline for weeks after ransomware attacks. Exams were delayed, parents couldn’t access portals, and staff reverted to paper registers.
Quick Wins for Cybersecurity
- Deploy Barracuda Email Security Gateway to filter out phishing attempts.
- Train staff with phishing simulations at the start of term.
- Introduce Multi-Factor Authentication (MFA) across admin and finance systems.
- Segment your school network (admin vs student Wi-Fi) to prevent spread.
Backup and Recovery: Safeguarding Education Records
Imagine an Ofsted inspection is due, and student records are suddenly lost. Without reliable backups, you risk non-compliance, reputational damage, and financial penalties.
Why Backup Matters in Education
- Exam results must be accessible for years.
- Safeguarding records are highly sensitive and must never be lost.
- Staff HR files are critical for compliance.
Case Study
A UK college lost access to its Microsoft 365 environment after a malicious insider deleted key data. Because they had Barracuda Cloud-to-Cloud Backup, they restored everything within hours.
Best Practice Steps
- Automate backups of Microsoft 365, Teams, SharePoint, and OneDrive.
- Store at least one copy offsite (not on the same server).
- Test recovery at least once per term with a simulated data loss.
Identity Management with Entra ID
Schools face unique challenges: teachers, students, temporary staff, governors, and contractors all need different access levels. Managing this manually is a nightmare.
Entra ID (formerly Azure AD) simplifies the process:
- Single sign-on for Microsoft 365, Teams, and EdTech platforms.
- Conditional access policies to prevent logins from unusual locations.
- Temporary guest access for contractors or visiting staff.
Example in Action
A school with 2,000 students used Entra ID to enforce MFA only for staff, reducing friction for pupils while keeping sensitive HR data secure.
💡 Many schools don’t realise they already have Entra ID bundled in their existing Microsoft licensing.
Preparing for the PSTN Switch-Off: VoIP for Schools
Devices are often the weak link. Over summer, laptops sit unused and unpatched. When thousands reconnect, IT systems are flooded with vulnerabilities.
Device Audit Checklist
- Patch all operating systems (Windows 11, iOS, Android).
- Retire devices older than 5–6 years.
- Encrypt student laptops to protect lost/stolen devices.
- Enforce policies with Microsoft Intune MDM.
Real-Life Scenario
A sixth form college discovered 40% of its student laptops hadn’t updated since June. Within a day of reconnecting, several malware alerts appeared. A device audit before term start would have prevented this.
Device Audits and Management for Students and Teachers
Devices are often the weak link. Over summer, laptops sit unused and unpatched. When thousands reconnect, IT systems are flooded with vulnerabilities.
Device Audit Checklist
- Patch all operating systems (Windows 11, iOS, Android).
- Retire devices older than 5–6 years.
- Encrypt student laptops to protect lost/stolen devices.
- Enforce policies with Microsoft Intune MDM.
Real-Life Scenario: A sixth form college discovered 40% of its student laptops hadn’t updated since June. Within a day of reconnecting, several malware alerts appeared. A device audit before term start would have prevented this.
Microsoft 365 Licensing and Renewals
Licensing is a recurring pain point. Many schools either over-purchase licenses (wasting budget) or run out at the start of term (blocking access).
Best Practices
- Run a license audit in August.
- Track inactive accounts and reassign licenses before buying new ones.
- Consider student use benefit licences, which are discounted.
Example: One academy trust reduced its Microsoft licensing costs by 18% simply by auditing and reallocating unused licenses across multiple schools.
Network Health Check: Wi-Fi, Firewalls, and Connectivity
Network demand spikes massively in September. Streaming video lessons, Teams calls, and AI-driven EdTech platforms all add pressure.
Areas to Test
- Wi-Fi capacity: Use heatmaps to test signal strength across buildings.
- Firewall rules: Review policies to block risky apps and sites.
- Redundancy: Implement SD-WAN with dual internet lines.
Example: A primary school upgraded to Fortinet firewalls and instantly saw a 50% reduction in attempted phishing access by students.
IT Procurement Smarts: How AI is Transforming School IT Purchases
Budgets are shrinking, but needs are growing. AI can help schools buy smarter.
How AI Helps in Procurement
- Forecasts Microsoft 365 usage so you don’t overbuy.
- Compares vendor pricing automatically.
- Predicts hardware lifecycle needs.
Example: A college used AI procurement tools to project its next 3 years of device refresh needs. By buying in bulk strategically, they saved 22% over three years.
Building an IT Roadmap for the Year Ahead
An IT roadmap helps schools avoid firefighting and plan strategically.
Roadmap Tips
- Term-based goals: e.g., Cybersecurity in Autumn, device refresh in Spring.
- Budget alignment: Match IT spend with academic milestones.
- Training focus: Invest in CPD for staff on cybersecurity and safeguarding tech.
Example: One MAT (Multi-Academy Trust) planned a phased VoIP rollout across 10 schools over two academic years. By spreading investment, they avoided large one-off costs.
FAQs for Education IT Checklist
Why is IT planning important before the new academic year starts?
Because schools rely heavily on IT for teaching, safeguarding, and communication, any downtime in September disrupts learning and creates risks. Planning ahead ensures security, licensing, and devices are ready before students return.
What is the biggest IT risk for schools in 2025?
Cybersecurity remains the top threat. Schools are increasingly targeted by ransomware and phishing because attackers know downtime directly impacts pupils and exams.
Do schools really need to back up Microsoft 365 if it’s cloud-based?
Yes. Microsoft protects against infrastructure failure but not accidental deletion or malicious insider activity. A third-party backup ensures you can always recover critical data.
How will the 2025 PSTN switch-off affect schools?
Traditional landlines will stop working. Schools relying on them for safeguarding or parent communication must switch to VoIP before the cut-off.
What’s the benefit of Entra ID for schools?
It centralises identity and access management, giving staff and students secure single sign-on. It also enforces multi-factor authentication and guest access policies.
How often should schools audit devices?
At least once per term. Devices should be patched, encrypted, and enrolled in Mobile Device Management (MDM) like Intune.
Can schools save money on Microsoft licensing?
Yes. Many overspend by failing to reallocate unused licenses. A licensing audit often reduces costs by 15–20%.
What role does AI play in school IT management?
AI helps predict device refresh needs, optimise software purchases, and even flag unusual network behaviour before it becomes a breach.
How can Qual Limited help?
We provide schools with tailored IT support, including cybersecurity, VoIP, device management, licensing audits, and procurement advice — all built around the education sector.
Final Checklist: Quick Wins for IT Managers
Here’s your education IT checklist condensed:
✅ Update cybersecurity tools and staff training.
✅ Test backups and recovery processes.
✅ Audit devices and enforce MDM with Intune.
✅ Prepare for PSTN switch-off with VoIP.
✅ Audit Microsoft 365 licenses.
✅ Run network health tests (Wi-Fi, firewall, redundancy).
✅ Use AI procurement tools to stretch budgets.
✅ Draft an IT roadmap aligned with the academic calendar.
Conclusion & CTA: Partnering with Qual Limited
The new school year doesn’t need to bring IT headaches. With the right education IT checklist, you can ensure your systems are safe, efficient, and future-ready.
At Qual Limited, we’ve been supporting the education sector for over 30 years. From cybersecurity and Microsoft licensing to VoIP and procurement, we understand the pressures IT Managers face.
👉 Contact Qual Limited today to get your tailored education IT checklist for 2025.
Work With Qual Limited: Smarter Procurement, Better Results
At Qual Limited, we specialise in streamlining IT procurement and fulfilment for the education sector. Our approach includes:
- A dedicated Personal Account Manager to handle your IT needs
- End-to-end procurement support, from vendor selection to delivery
- Strategic cost-saving solutions tailored to your budget
- Access to an extensive network of global IT vendors
With 30 years of experience, we understand the challenges of IT procurement and provide customised solutions to eliminate inefficiencies, reduce costs, and improve IT fulfilment speed.
IT procurement doesn’t have to be complex. Qual Limited simplifies the entire process, ensuring you get the right IT solutions at the right price, without the usual frustrations and delays.
Book a consultation today with your dedicated Personal Account Manager and discover how we can streamline IT procurement, enhance efficiency, and drive cost savings.
Book your consultation now and take the stress out of IT procurement with Qual Limited
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Biography
Ken, our Senior Sales Consultant, has been with Qual since 2000. Renowned for his excellent customer reputation, Ken specialises in supporting education and providing expert advice on hardware solutions. With decades of experience, he is trusted for his knowledge, reliability, and commitment to finding the right solutions for every customer. Ken’s dedication ensures that clients receive the best service and support every time.
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