Many educational organizations rely on digital connectivity to support every aspect of their operations. Delivering lessons, managing student records, communications – it’s difficult to conduct any educational operations without digital tools.
But unexpected IT outages – whether due to power failures, cyber threats, or equipment malfunctions – can disrupt this flow, affecting students’ learning environment and school operations. For example, in January 2023, the Tucson Unified School District – Arizona’s second-largest school district – fell victim to a ransomware that shut down all digital services and resources for two weeks.
Preparing for an outage of any kind should be a high priority in order to protect data, ensure safety, and maintain trust with students, staff, and parents. We’ve put together this comprehensive step-by-step article to guide you through preparing for various types of outages.
Assess School-Specific Needs and Risks
Outage preparation begins with a thorough assessment of your school’s specific needs and potential vulnerabilities. This means determining which systems are most crucial to daily operations, identifying common risks, and prioritizing systems by their impact.
Identify Key Systems
Identify the key electrical systems and digital services that your school relies on to operate smoothly. This might include:
- Student Information Systems (SIS)
- Learning Management Systems (LMS)
- Administrative and financial software
- Communication channels
- Security and access systems
Evaluate Outage Risks
Different types of outages come with unique risks. Evaluate which types of outages are most likely to impact your school:
- Power outages
- Cybersecurity threats
- Network and equipment failures
Prioritize Systems by Impact
Not all systems have the same urgency during an outage. Determine which systems need the highest priority based on their impact:
- High-priority systems
- Instructional systems
- Administrative systems
Read more: Top Cybersecurity Threats Facing Your Organization in 2025
Create an Outage Response Plan
A well-structured outage response plan is key to maintaining calm and organization during an outage. It should include clear guidelines on roles, communication strategies, and emergency procedures that can be quickly and effectively put into action.
Define Roles and Responsibilities
- Assign specific responsibilities to key staff members to avoid confusion during an outage. Each role should have a backup to ensure continuity if the primary person is unavailable.
- Roles might include a lead IT coordinator, a communication officer, and technical specialists.
Establish Communication Protocols
- Develop a multi-channel communication plan. This plan might use emails, SMS alerts, internal messaging apps, and social media.
- Clearly outline what information will be shared during different stages of an outage and assign responsibility for these communications.
Document Emergency Procedures
- For each essential system, create step-by-step procedures to follow in case of failure, including directions for temporary workarounds. For example, have a protocol for offline lesson plans in case of a learning management system outage.
- Store hard copies of emergency procedures in accessible locations so staff can reference them.
Backup Solutions and Data Redundancy
Ensuring that critical data remains accessible during an outage is essential. Establishing backup power and data redundancy measures enables a quicker recovery and mitigates the risk of data loss.
Implement Cloud-Based Solutions
- Cloud-based systems provide secure, offsite access to important data, allowing you to continue operations even if local servers are inaccessible.
- Ensure that key systems are backed up to the cloud where feasible.
- Consider hybrid cloud solutions that combine local and cloud storage to provide both speed and security in data access.
Read more: A Complete Guide to Cloud Services
Plan for Data Backup and Restoration
- Regularly backup critical data, including student records, financial data, and educational resources, and ensure backups are stored in a secure, offsite location.
- Daily automated backups can help maintain current data and reduce manual work.
- Choose backup solutions that allow incremental updates to avoid large-scale data loss.
- For added security, create redundancies, so sensitive information is protected even if one backup fails.
Cybersecurity and Physical Security Measures
Outages are often accompanied or caused by security issues, such as cyber-attacks or physical disruptions. Proactively strengthening both cybersecurity and physical security helps safeguard critical systems and reduce vulnerabilities.
Cybersecurity Protocols
- Implement multi-factor authentication (MFA) across systems to add a layer of security that can prevent unauthorized access, even if passwords are compromised.
- Regularly update software and patch systems to close potential security gaps. Schedule updates outside of school hours to avoid disrupting regular operations.
- Provide cyber awareness training to staff on recognizing phishing attempts and other common cyber threats.
Physical Security of IT Infrastructure
- Protect physical infrastructure, including servers and networking equipment, by securing them in locked, climate-controlled areas.
- Simple measures like surge protectors and temperature monitoring can prevent damage during extreme weather or power fluctuations.
- Establish secure access protocols for these areas, such as badge access or keypad locks, limiting access to essential IT staff only.
Read more: A Complete Guide to Cybersecurity
Technology Investment for Resilience
Investing in resilient technology infrastructure reduces downtime during an outage. By allocating resources to reliable power sources, network redundancy, and regular equipment maintenance, schools can greatly minimize disruption and sustain operations.
Power Backup Solutions
- Uninterruptible Power Supplies (UPS): Deploy UPS systems for critical devices, such as servers, networking equipment, and security systems. These provide temporary power, allowing systems to stay operational during brief outages.
- Backup Generators: These can provide longer-term power support, keeping operations running even during extended outages.
Reliable Internet and Network Redundancy
- Secondary Internet Providers: Contract with a secondary internet service provider as a backup to your primary connection. A redundant internet connection ensures that if one provider experiences an outage, the school can quickly switch to an alternate connection.
- Wireless Network Backup: Equip staff with portable wireless hotspots or backup cellular connections for temporary internet access.
Regular Equipment Upgrades and Maintenance
- Schedule regular maintenance for essential equipment.
- Replace aging or outdated technology before it becomes a risk. Routine upgrades ensure hardware reliability and compatibility with the latest software, improving overall resilience.
- Create an inventory management system to track the age and condition of key equipment.
Ensure Your School’s Continuity During Outages with Managed IT Services for Education
While no plan can entirely prevent outages, a well-prepared response can significantly reduce the impact and keep essential operations running.
As a specialized provider of managed IT services for schools and educational institutions, CTS can keep you prepared, secure, and connected – no matter the challenges that arise.
