Create a digital shield around your school with Multi Factor Authentication
03/13/25 • 19 min
In a recent episode of the Cloud Design Box podcast, Martin Byford-Rew, Head of Digital Systems at King Edward VI Foundation, discusses the importance of multi-factor authentication (MFA) in schools and the strategies that institutions can use for successful implementation.
MFA offers significant advantages in educational settings.
By introducing an additional security layer, MFA safeguards against unauthorised access, even if a password has been breached.
The rise of cyber threats in education is alarming. And with schools now managing more sensitive digital information than ever before, cyberattacks pose risks to student addresses, financial details, staff information and other personal data tied to HR, Finance and other departments.
Schools must elevate their cybersecurity strategies beyond weak passwords and outdated practices.
Meet Martin Byford-Rew
Martin has extensive experience in education technology, previously working as a Microsoft 365 trainer and consultant. He has collaborated with Cloud Design Box on several SharePoint intranet projects, helping schools and multi academy trusts (MATs) build secure and efficient digital systems.
Now, as Head of Digital Systems at King Edward VI Foundation, Martin is leading the implementation of robust cybersecurity measures in schools.
What is Mutli Factor Authentication (MFA) for schools?
MFA serves as a digital barrier against harmful cyberattacks. Users must log into a system with two or more verification factors, such as emails or accounts.
Many of these additional verification factors, such as receiving a taxt code on your phone after entering your password or using Face ID to unlock your phone, are likely familiar to you. You might have also encountered similar verification requests during payments through your banking app. This familiarity can help ease the transition to MFA.
Make Multi Factor Authentication (MFA) work for schools
While the prospect of rolling out MFA across a school or MAT may seem daunting, Martin shares practical strategies to make the transition smoother.
His insights show that the process is manageable and beneficial for the school’s security:
Prioritise staff accounts first
MFA should be rolled out across staff accounts first, then explore ways to extend MFA to students where possible.
“It’s not optional for staff, because there’s such sensitive data that teaching staff have access to. You’ve got to be so careful, because obviously, if any of that stuff leaks out, it’s really, really bad,” explains Martin.
Other tools worth a mention
Authenticator apps – Use trusted authenticator apps, such as Microsoft Authenticator, Google Authenticator for a secure and easy-to-use option.
Hardware security keys – Ideal for staff who need a highly secure, phishing-resistant method.
SMS or email codes – These are common but less secure than other MFA options.
Schools can’t afford to ignore MFA – so what’s next?
As cyber threats advance, schools must adapt.
Contact our team of Microsoft 365 experts today to talk about making Microsoft 365 more secure.
Watch the full podcast for expert insights on implementing MFA in schools.
In a recent episode of the Cloud Design Box podcast, Martin Byford-Rew, Head of Digital Systems at King Edward VI Foundation, discusses the importance of multi-factor authentication (MFA) in schools and the strategies that institutions can use for successful implementation.
MFA offers significant advantages in educational settings.
By introducing an additional security layer, MFA safeguards against unauthorised access, even if a password has been breached.
The rise of cyber threats in education is alarming. And with schools now managing more sensitive digital information than ever before, cyberattacks pose risks to student addresses, financial details, staff information and other personal data tied to HR, Finance and other departments.
Schools must elevate their cybersecurity strategies beyond weak passwords and outdated practices.
Meet Martin Byford-Rew
Martin has extensive experience in education technology, previously working as a Microsoft 365 trainer and consultant. He has collaborated with Cloud Design Box on several SharePoint intranet projects, helping schools and multi academy trusts (MATs) build secure and efficient digital systems.
Now, as Head of Digital Systems at King Edward VI Foundation, Martin is leading the implementation of robust cybersecurity measures in schools.
What is Mutli Factor Authentication (MFA) for schools?
MFA serves as a digital barrier against harmful cyberattacks. Users must log into a system with two or more verification factors, such as emails or accounts.
Many of these additional verification factors, such as receiving a taxt code on your phone after entering your password or using Face ID to unlock your phone, are likely familiar to you. You might have also encountered similar verification requests during payments through your banking app. This familiarity can help ease the transition to MFA.
Make Multi Factor Authentication (MFA) work for schools
While the prospect of rolling out MFA across a school or MAT may seem daunting, Martin shares practical strategies to make the transition smoother.
His insights show that the process is manageable and beneficial for the school’s security:
Prioritise staff accounts first
MFA should be rolled out across staff accounts first, then explore ways to extend MFA to students where possible.
“It’s not optional for staff, because there’s such sensitive data that teaching staff have access to. You’ve got to be so careful, because obviously, if any of that stuff leaks out, it’s really, really bad,” explains Martin.
Other tools worth a mention
Authenticator apps – Use trusted authenticator apps, such as Microsoft Authenticator, Google Authenticator for a secure and easy-to-use option.
Hardware security keys – Ideal for staff who need a highly secure, phishing-resistant method.
SMS or email codes – These are common but less secure than other MFA options.
Schools can’t afford to ignore MFA – so what’s next?
As cyber threats advance, schools must adapt.
Contact our team of Microsoft 365 experts today to talk about making Microsoft 365 more secure.
Watch the full podcast for expert insights on implementing MFA in schools.
Previous Episode
Building a HR Hub for Education in SharePoint – A podcast with Spencer Academies Trust
Looking to streamline HR processes and communication within your multi academy trust? In this podcast episode, Educational Technology Lead at the Spencer Academies Trust Josh Gibbs shares insights into how they transformed HR management at the MAT with a SharePoint HR Hub.
Watch the full podcast episode here:
About Josh Gibbs and Spencer Academies Trust
Josh is a long-time fan of SharePoint in Education, previously working with Cloud Design Box to lead digital transformation projects for several schools and trusts.
Currently Education Technology Lead at Spencer Academies Trust, Josh wants to bring his wealth of experience and knowledge to help the MAT address its pressing need for improved communication and management of resources.
Josh has been working with our Onboarding Consultants to help build the trust’s new HR Hub, and we take a look at it in action in this podcast.
Building a HR Hub in SharePoint
Centralisation of resources with a SharePoint HR Hub
The trust’s rapid growth has created a complex landscape where managing HR documents across multiple schools within the MAT became increasingly challenging.
With HR documents scattered across different schools, there was a clear need for a single repository to house all essential files, making it easier for central and school-specific HR teams to collaborate.
The HR team needed a centralised platform to store important and sensitive documents securely and efficiently.
Improved security
As HR handle sensitive documents such as contracts, payroll information and personnel files, the trust required robust security measures and their existing systems lacked the necessary controls to manage permissions effectively.
By transitioning from traditional network drives to a cloud-based solution, the MAT can now enjoy better document management, version control and backups.
Challenges to implementing a SharePoint HR Hub
While the vision for the HR Hub was clear, its implementation naturally came with its own set of challenges and Josh discusses these in the podcast.
Migrating to a cloud-based system
Moving from network drives to a fully online system is undoubtedly a significant shift for any organisation.
This migration involved consolidating resources into a single tenant, which required meticulous planning and execution.
Our solution: SharePoint’s robust security features
SharePoint was chosen for its robust features and compatibility with the trust’s cloud-based infrastructure.
Its ability to centralise resources, manage permissions, and provide easy access to documents made it the ideal tool for the HR Hub.
Managing permissions without compromising security
It’s crucial to ensure that only the right people have access to specific documents and the Spencer Academies Trust HR Hub was no exception.
The challenge was to set up a permission system that was both secure and easy to manage in the future.
Our solution: structured permission groups
Instead of assigning permissions on an individual basis, groups were created in advance based on roles within the schools and trust.
This approach ensured that permissions were applied consistently and securely.
SharePoint staff training and adoption
With staff members accustomed to the old ways of managing documents, training them on the new system was essential. The transition needed to be smooth to avoid disruption in daily operations.
Our solution: Comprehensive training programs
Recognising the importance of user adoption, Josh and his team are developing training materials, including video guides and text inst
Next Episode
Digital Safeguarding for schools and MATs
Would your school or trust survive a cyberattack tomorrow? With hackers targeting education, digital safeguarding is just as crucial as physical safety. Without a solid strategy, your student data, staff security and operations could be at serious risk.
In a recent episode of the Cloud Design Box Podcast, Darren Hemming sat down with Philippa Wraithmell, Founder of EdRuption to discuss the growing importance of digital safeguarding in schools.
With cyber threats on the rise, and students spending more time online, safeguarding is no longer only about physical security, but about protecting students, staff and their data in the digital space.
About Philippa Wraithmell and EdRuption
Philippa has a rich background in supporting schools to build successful digital strategies, which led her to pen her book The Digital Ecosystem, where she explores the importance of having strong foundations, policies, governance and safeguards in educational systems.
Philippa founded EdRuption with the vision to bridge the digital divide in schools globally. The company empowers schools with resources, expertise and innovation to create a digitally literate and inclusive educational environment.
Why digital safeguarding matters
A digital safeguarding strategy is no longer optional – it’s essential.
Schools are becoming increasingly vulnerable to cyber threats, from hackers targeting student data to the risks of unmonitored online behaviour.
The vast amount of personal data schools store makes them prime targets for cyber threats. From phishing attacks to ransomware, a lack of proper digital safeguarding can have devastating consequences.
“Aside from hospitals, schools are probably the biggest wealth of data and information – dates of birth, locations, where they’ve been born, what their parents’ names are,” Philippa points out.
“That’s why safeguarding has to include digital.”
Bridging the gap between IT and safeguarding teams
One of the key takeaways from the discussion is the need for collaboration between IT teams and safeguarding leads. Traditionally, safeguarding teams have focused on student wellbeing, while IT teams manage infrastructure and security.
However, these two areas must work together to address modern digital risks effectively.
Philippa explains:
“Your safeguarding team as a whole, and as a core unit, need to grow. Schools need to have their Head of IT sharing information about the firewall. What key words are coming up? What are students looking at?”
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