Why Every Online School Needs a Systems Account
Over the last six months, I’ve taken myself off LinkedIn to explore different passions, hyperfocuses, and existential crises. I’ve been blessed with time and quiet—so elusive in the hustle and bustle we often mistake as essential for success. These explorations, along with the freedom of being "myself" on Substack, have quite literally changed my life in ways I’m only just beginning to see the potential in.
Still, my fascination with where we learn (with whom)—and the effect it has on, well, everything—is something I can’t shake. I love the conversations I continue to have as a governor and consultant to online schools about where this collaboration between bricks and mortar, public and private, human and artificial superintelligence could take us. I’m wildly optimistic. But while Substack allows me to let my hair down, I felt called to return to this professional, more serious space to write weekly about the fundamentals we need to keep safe, nourished and excited as we map new territories for and with our kids- quite literally in the cloud (a space we can't see clearly - yet - but absolutely exists).
One of the most important foundations in this journey is the creation of a systems account—an invisible backbone to the digital learning environments we’re building. While it may not be the most glamorous topic, it’s one of the most critical. Without it, online schools can’t hope to scale securely or efficiently.
What is a Systems Account, and Why Does It Matter?
A systems account serves as the digital morality of your online school. It’s not a personal account tied to an individual but rather a master account that controls the architecture of your organisation’s digital tools. It creates the framework for how everything from shared drives to user permissions operates, ensuring security, scalability, and, most importantly, protection for our children’s data and wellbeing.
By setting up a systems account, online schools can create a foundation that:
Ensures Security: Creates a robust foundation that keeps sensitive data and core controls hidden from prying eyes, enabling effective safeguarding.
Interrogates Values: Encourages architects to deeply reflect on what they are trying to achieve—not just in functionality, but in the ethos and culture their digital space will cultivate.
Supports Scalability: Provides the structure to grow your school while ensuring the digital space adapts to the needs of both educators and students without falling into chaos.
Promotes Safeguarding: Helps manage permissions and monitor activity to protect students and staff, ensuring a safe and trusted learning environment.
Practical Steps to Create a Systems Account
Here’s how to set up a systems account and lay the groundwork for a secure and efficient online school:
Create a Systems Account: Set up an email address like systems@youronlineschool.com. Assign Super Admin permissions to this account. Restrict its use to architecture management and audits—never for day-to-day operations.
Secure the Account: Use a strong password and enable two-factor authentication (2FA). Configure email settings to block all external communication to and from this account.
Establish a Shared Framework: Design Shared Drives for key areas like staff resources, student resources, and administrative files. Use the systems account to manage permissions and access controls for these drives.
Set Up Organisational Units (OUs): Group users into OUs based on roles (e.g., staff, students). Apply tailored policies for each group (e.g., restrict external email for students).
Create Role-Specific Admin Accounts: Establish an operational admin account (e.g., admin@youronlineschool.com) for day-to-day tasks like managing Google Classroom and Calendar.
Audit and Monitor: Use tools like Google Vault to set retention policies for emails and files. Regularly review activity logs to ensure compliance and spot any anomalies.
Mapping the Cloud:
My fascination with digital learning spaces has always been rooted in asking:
How can we create environments that nurture both human and artificial intelligence while keeping everyone safe?
I believe a systems account is one of the first steps in answering that question.
This weekly newsletter, Building Schools in the Cloud, will delve into everything from the nitty-gritty of systems architecture to broader musings on digital and hyflex learning. My aim is to not only share practical advice but also spark ideas and optimism about the possibilities we’re building for future generations.
If you’re interested in creating a digital learning environment that is as inspiring as it is secure, let’s start with the fundamentals. I’d love to co-create with you.
#digitalsafety #systems #architecture #cloud #school #cocreation
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First published in Building Schools in the Cloud on LinkedIn, 14 January 2025.