Novatia's guide to cloud computing services for schools

Cloud computing has become an essential tool for modern schools. 

From providing a platform to store and access learning resources to streamlining administrative tasks, cloud computing helps schools of all kinds function on a daily basis.

It’s likely you’re already using cloud-based tools in your school strategy, such as email, video conferencing, curriculum software or document storage systems. 

Whether you’d like to expand on existing software or opt for a brand new cloud computing system, there are a number of factors that you should consider when it comes to reviewing your school’s ICT approach.

Our guide gives you the complete run-down on cloud computing, from its many benefits to best practices for implementation.

Read on to discover everything you need to know…

Understand the benefits of cloud computing    

Before investing in a brand new system for your institution, it’s important to understand what cloud computing software is and how it can benefit your school.

Cloud computing covers the delivery of computing services over the internet, including storage, processing power, and applications. Instead of relying on local servers or personal devices, cloud computing allows users to access and store data on remote servers maintained by third-party providers. 

There are many benefits associated with cloud computing when it comes to its application in educational environments:

• Accessible online resources - from educational videos to interactive simulations and even digital excursions, students will be able to access a wealth of learning material on cloud-based platforms. 
• Reliable backup and storage - for staff and students alike, cloud systems will back up work automatically. In scenarios of cyber attacks or accidental deletion, data will be retrievable.
• Increased classroom collaboration - the cloud enables students to work together effortlessly, regardless of their physical location. They’ll be able to access specific files simultaneously, making group work more efficient.
• Limitless scalability - regardless of a school’s population, with cloud software it’s easy to set up or add a new user to have access. This helps reduce the expenditure associated with school growth.
• A paperless process - with schools encouraged by DfE to achieve zero carbon status by 2030 under "Let’s Go Zero", sustainability remains an important consideration in the education sector. Cloud-based services offer students the chance to access textbooks, schoolwork, and hand in homework online, reducing paper usage and contributing to a more environmentally-friendly environment.

Learn the different types of cloud computing

‘Cloud computing’ is a broad term, but this can present itself in many different forms:

• Infrastructure as a Service (IaaS) - IaaS provides virtualised computing resources over the internet. Schools can rent virtual machines, storage, and networking components, allowing them to build and manage their own IT infrastructure without the need for physical hardware.
• Platform as a Service (PaaS) - PaaS offers a platform for developing, testing, and deploying applications. It provides a framework that developers can build upon, reducing the complexity of managing hardware and software layers.
• Software as a Service (SaaS) - SaaS delivers software applications over the internet on a subscription basis. Common examples include Google Workspace, Microsoft 365, and learning management systems like Canvas and Blackboard - which we’ll touch more upon below.

When it comes to specific cloud computing software for schools, you should be looking for accessible options that promote flexibility and ease of use.

Popular choices include:

• Microsoft 365 Education - investing in a Microsoft package provides access to Office applications like Word, Excel, and PowerPoint, along with collaboration tools such as Teams and OneDrive. It also includes educational resources and training materials.
• Google Workspace for Education - Google offers a suite of productivity tools, including Gmail, Google Drive, Docs, Sheets, and Classroom. 
• Canvas - this cloud-based learning management system supports online and blended learning. It offers features like course creation, grading, communication tools, and analytics to enhance the teaching and learning experience.

It’s important to realise that most MIS products now being installed by schools are cloud-based by design - so if you’d like to future-proof your school, it’s best to turn to cloud computing.

Invest in software that meets the needs of your school

Keep in line with data security and GDPR Compliance

As always, data security is crucial when handling sensitive student and staff information. Schools must therefore choose a cloud provider that adheres to the General Data Protection Regulation (GDPR) to protect personal data. 

All systems need to follow the National Cyber Security Centre (NCSC) cloud security principles. Make sure:

• Data processing carried out by third parties is covered by an appropriate contract.
• There is a user account creation, approval and removal process that is part of your school’s joining and leaving protocols, and it complies with data protection legislation.
• There is a data sharing agreement with your cloud solution provider.
• Roles and responsibilities for dealing with a data breach are clearly documented.

You should therefore look for providers that offer: 

• User authentication - multi-factor authentication (MFA) and other robust authentication techniques are used to confirm users’ identities.  
• Access controls - these put into effect restrictions on access to sensitive information.
• Security audits - a cloud security audit evaluates a cloud service provider's security and data protection measures to help identify and address any risks. The audit assesses how secure, dependable, and reliable a cloud environment is.

Data breaches and cyberattacks can still happen, even when a trusted connection is used. So before signing up for cloud computing software, read the fine print and ensure the security settings are strong.

Consider integration with existing systems

UK schools often use a range of software applications and systems for various purposes. When choosing a cloud computing service, schools should ensure that it integrates seamlessly with existing systems to avoid compatibility issues and streamline operations. 

Compatibility with the school MIS, whether that be SIMS, Arbor, or something else, is particularly important to create a single source of truth for pupils' information and administration. 

Whichever software you opt for, make sure it complements your existing systems to save you a headache in the long run.

Collaborate with ICT education experts

When it comes to cloud computing, it can be difficult to know where to begin. Working with ICT education experts ensures that your institution receives quality support from knowledgeable consultants who know the ins and outs of cloud computing software.

If your school ICT software isn’t quite up to scratch, Novatia can point you in the right direction.

Through our ICT Consultancy and Advice services, we can help you navigate the extensive world of cloud computing, providing you with the right fit for your school. 

We’re proud to provide our partners with expert advice, providing clarity of thought and expertise about how to use ICT in the Education environment. 

If you’d like to find out more about our services, please get in touch with us today.