Schools rely on a complex web of technology partners to deliver instruction, streamline administration, and connect communities. From learning management systems to specialized apps for math practice or literacy, third-party vendors have become essential to modern education. But every time a new tool is introduced, so is a new potential risk to student data.

As October is Cybersecurity Awareness Month, it’s the right time to reflect on how schools manage these risks, and what they can do to ensure partnerships enhance learning without compromising safety.

Why Third-Party Risk Is a Growing Concern

In many districts, the number of apps in use has skyrocketed over the past few years, and more than half of all breaches originate with third-party vendors. Teachers adopt new tools to personalize learning, administrators add systems for reporting and communication, and IT teams manage integrations between them all. Each app, however, often requires access to sensitive student data such as names, grades, or demographic details.

That data is valuable. Cybercriminals target schools precisely because student records can be used for identity theft or sold on the dark web. A single vendor with weak security practices can become the entry point for a major breach.

Transparency, accountability, and sustainability are the pillars for reducing risk. Without these, districts can easily lose track of where data is flowing and who has access to it.

Common Third-Party Risk Scenarios

Third-party risks can surface in many ways, often unintentionally. Some examples include:

• Rogue apps: A teacher downloads a free app without district approval. The app collects more data than necessary and lacks strong security protocols, putting every student’s data at risk.
• Manual data uploads: Staff members export student rosters from the SIS and upload them into an external platform, increasing the risk of exposure and possibly violating compliance requirements.
• Vendor breaches: Even established edtech companies can suffer cyberattacks. If their defenses are weak, schools and students pay the price.
• Unclear data policies: Some tools may bury key details in their privacy agreements, leaving schools unaware of how student data is actually stored or shared.

Recognizing these scenarios is the first step toward managing them effectively.

Principles for Managing Third-Party Risk

To keep students safe, schools need to move beyond simply “trusting” vendors. They need systems, policies, and a culture that prioritize security in every partnership. Here’s how.

1. Vet Vendors Thoroughly

Before approving a new tool, districts should conduct a privacy and security review. This includes examining:

• What data the app collects.
• Whether data is encrypted in transit and at rest.
• How long data is retained.

Whether the vendor complies with FERPA, COPPA, and state regulations.

Some districts develop scorecards to evaluate vendors consistently. Others rely on frameworks like SchoolDay’s governance model, which emphasizes accountability and ongoing monitoring. To further expand a school’s ability to vet apps quickly and thoroughly, SchoolDay has partnered with the EdTech Index. The EdTech Index is a groundbreaking initiative from ISTE+ACSD that brings clarity, transparency, and trust to education technology.

2. Eliminate Rogue Applications

Teachers often adopt tools on their own, eager to enhance instruction. While their intentions are good, “rogue apps” create hidden risks. Districts should make it easy for teachers to request and access approved tools and communicate why unapproved apps may put student data at risk. Schools should establish policies to protect student data from the potential risk of rogue applications by clearly forbidding the practice.

3. Limit Manual Data Handling

Manual transfers increase the chance of errors or leaks. Instead, districts can require the use of secure integrations like single sign-on (SSO) or identity federation to share data safely. SchoolDay’s zero-trust ecosystem orchestration simplifies the entire data exchange process between schools and vendors. 

4. Demand Transparency from Vendors

Vendors should clearly explain their data practices in plain language beyond lengthy legal documents. The best way to achieve this transparency is through using only properly vetted apps that have committed to working effectively with schools without requiring access to PII.

5. Create Shared Accountability

Third-party risk management shouldn’t rest solely on IT. Teachers, administrators, vendors, and even parents have a role to play. By embedding accountability across the community, schools reinforce that protecting student data is a shared responsibility.

Building a Cybersecure Culture

Policies alone are not enough. To sustain safe practices, schools must cultivate a culture where data privacy is part of everyday decision-making.

Educate staff: Provide regular training on how to evaluate apps, recognize risky practices, and report concerns.

Engage families: Be transparent with parents about what data is being shared with vendors and why. Provide simple guides so families know how to ask questions.

Involve students: Older students can learn about digital citizenship and data privacy, helping them recognize the stakes of sharing personal information online.

Celebrate good practices: Recognize staff who model safe digital behaviors, reinforcing that privacy and security are valued.

Measuring Third-Party Risk Management

To gauge progress, districts can track measurable indicators such as:

• The percentage of approved vs. unapproved apps in use.
• Number of vendors reviewed under the district’s privacy framework.
• Reduction in manual data uploads.
• Results from staff awareness surveys.
• Incident response times for vendor-related issues.

Tracking these metrics helps leaders understand where vulnerabilities remain and how well policies are being followed.

Cybersecurity Awareness Month: The Right Time to Act

Cybersecurity Awareness Month provides a perfect opportunity to strengthen vendor management practices. Districts can:

• Host sessions for teachers about the risks of unapproved apps.
• Make sure teachers have access to a tool like SchoolDay’s catalog so that requesting needed apps is not complicated.
• Share resources with parents on how the district protects student data.
• Commit to working only with third-party vendors who are willing to use anonymized data.

Implementing measures during Cybersecurity Awareness Month not only upholds best practices but also clearly communicates to the community that student safety remains a foremost priority.

Technology partnerships enrich learning, but they also expand the attack surface for cyber threats. Managing third-party risk in K-12 education is not just a technical issue; it’s a human one. By demanding transparency from vendors, reducing rogue apps, limiting manual data handling, and building accountability into daily practices, schools can ensure that technology supports learning without undermining trust.

Lasting safety depends on transparency, accountability, and sustainability. With the right culture and practices in place, schools can navigate the complex world of third-party vendors confidently, protecting both student data and the integrity of education itself.