Guide to IT and Network Requirements for New Schools: Key Considerations for School Leaders

Guide to IT and Network Requirements for New Schools: Key Considerations for School Leaders

Establishing a robust infrastructure for IT and network requirements for new schools is crucial for the success of any educational institution. Technology underpins daily operations, enhances teaching and learning experiences, and ensures the safety and security of students and staff. This guide outlines the core IT and network requirements for new schools that school leaders should consider, from server capacities to CCTV systems, and offers insights on planning for future growth, budgeting, and making cost-effective decisions without compromising quality.

1. Core IT Infrastructure Components

• Servers and Storage: Servers are vital for managing data, applications, and security across the school network. A combination of on-premises servers and cloud storage for backups and redundancy provides flexibility and cost-effectiveness. Starting with a minimum of 2-5 terabytes (TB) of storage is advisable, with plans for scalability as the school expands.
• Computers and Devices: When evaluating the IT and network requirements for new schools, it’s essential to include a mix of desktops, laptops, and tablets for administrative tasks, teaching, and student learning. Choices should reflect the curriculum and digital strategy, considering both quantity (one device per student/staff or shared) and quality (durability, warranty options, and repair services).
• Networking Equipment: A reliable network infrastructure requires switches, routers, and modems with sufficient capacity to handle high data traffic. Enterprise-grade switches should be prioritized for their fast, reliable connections. A central modem/router should connect to a high-speed fiber optic or dedicated broadband line to provide the primary internet connection.
• Cabling and Wireless Access Points (WAPs): Structured cabling (preferably Category 6A or higher) ensures stable connections throughout the school. WAPs placed strategically provide consistent Wi-Fi coverage for seamless access to digital resources and communication. WAPs should support high-density environments, accommodating many simultaneous users.
• Power Backup and Management: Uninterruptible power supplies (UPS) for servers and critical network equipment protect against data loss during power outages. Surge protectors and power distribution units (PDUs) are essential to avoid damage from power fluctuations.

2. Security Systems

• CCTV and Surveillance: CCTV cameras are essential for monitoring school premises and ensuring the safety of students and staff. An IP-based, high-definition (HD) camera system provides remote access, enabling monitoring from off-site locations. Cameras should cover entry points, hallways, common areas, and any high-risk zones, with adequate storage for recordings based on quality and retention policies.
• Security Access Points: As part of the IT and network requirements for new schools, physical security access points, including card readers and biometric scanners, enhance school safety by controlling entry to buildings and restricted areas. These systems should integrate with an electronic access management platform for tracking and monitoring.
• ID Cards: ID cards for students and staff facilitate identification and access control. Integrated with security systems, these cards can streamline attendance tracking, library access, and secure entry into facilities.
• Cashless Payment Points: Implementing cashless payment systems allows for secure transactions within the school, such as in cafeterias or bookstores. These systems can include mobile payment options, enabling seamless financial transactions while reducing the need for cash handling.
• Cybersecurity Measures: A strong cybersecurity framework is essential for protecting sensitive information and preventing breaches. This includes deploying firewalls, antivirus software, and regular security audits. Training staff and students in cybersecurity best practices enhances awareness and reduces risks.
• Bus Transport Monitoring Systems: Sensors installed in school buses help monitor routes, student attendance, and vehicle performance. GPS tracking allows real-time monitoring, while additional sensors can provide alerts for safety issues or mechanical problems, ensuring efficient and safe transport.

3. Considerations for Budgeting and Cost Calculation

• Initial vs. Ongoing Costs: Initial costs may include equipment purchases, installation, and configuration. Ongoing costs, however, involve maintenance, upgrades, software licensing, and replacements. Schools should allocate around 10-20% of their IT budget for these recurrent expenses, as they can accumulate over time.
• Quality vs. Less Expensive Options: Cheaper equipment may seem budget-friendly initially but can be more costly in the long run due to frequent repairs and replacements. Opt for durable, reliable brands with good support options, as higher-quality products generally offer longer lifespans and warranties, reducing downtime and maintenance costs.
• Planning for Future Expansion: Calculate potential growth in student enrollment and technology needs over the next five to ten years. Investing in scalable solutions, such as stackable switches and modular servers, allows schools to expand capacity easily without needing to replace core components.

4. Budget Risks and Pitfalls of Poor Planning

• Inadequate Server Capacity: Underestimating server requirements can lead to frequent downtime and data bottlenecks. Capacity needs should be projected based on estimated growth, with an additional buffer to accommodate unexpected demands. Utilizing virtualization technology on servers can help handle increased loads without additional hardware.
• Insufficient Cabling and Coverage: Poor cabling can lead to weak network connections and frequent disruptions. Wireless systems with inadequate WAPs create connectivity issues, especially in high-traffic areas. A professional network assessment during construction ensures coverage that accommodates a growing number of devices.
• Security Oversights: Lapses in network security, such as inadequate firewalls or antivirus solutions, can expose sensitive data to breaches. Implementing a strong firewall, regularly updating security protocols, and training staff and students in cybersecurity basics are essential.

5. Establishing a Plan for Future IT Needs

• Scalability and Future-Proofing: The school’s IT and network requirements should accommodate increased bandwidth and device usage over time. Cloud-based solutions, modular designs, and scalable network equipment allow schools to adjust as demands grow without requiring full replacements.
• Regular Audits and Upgrades: IT and network audits, conducted yearly, help identify outdated or underperforming equipment. Prioritize upgrades for mission-critical hardware, and consider leasing options for high-cost items to avoid one-time capital expenses.

Key Recommendations

• Plan for Comprehensive Support: Include provisions for vendor support contracts, warranties, and spare parts to ensure quick repairs and maintenance. A reliable IT team or outsourced service provider can handle troubleshooting and maintenance, reducing potential downtime.
• Prioritize Training for Staff: School staff should be trained in basic troubleshooting and cybersecurity best practices. This not only enhances the security of the school’s network but also enables smoother daily operations.

A well-planned approach to the IT and network requirements for new schools is foundational to a school’s success. While the initial investment may be substantial, high-quality, future-ready systems provide a strong return on investment, supporting a seamless educational experience and minimizing long-term costs. School leaders, even without IT backgrounds, can make informed decisions by understanding these principles and consulting with IT professionals to ensure that their infrastructure is resilient, secure, and capable of supporting future growth.

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If you want to learn more about the steps required to set up a school check out some of our other articles:

– Steps to Setting Up a New School

– 10 Steps and Articles on How to Set Up a New School

– GSE International School Franchise Models

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Considered one of the premier experts in his profession, Greg has trained teachers and principals worldwide in critical thinking, language development, and leadership. His expertise in school start-up projects, leadership, and curriculum development has made him a sought-after authority in these disciplines.

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Global Services in Education establishes and operates schools worldwide. Guided by a philosophy of global citizenship, every member of the GSE team shares a passion for inspiring and collaborating to shape international education and student achievement.
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