API
An application programming interface: a defined way for software systems to exchange requests and data. An API does not by itself guarantee that two products integrate safely or cover the workflows a school needs.
Read the related guideLess jargon. More clarity.
A plain-English guide to the terms you will come across when planning, buying and managing school technology.
A
Accessibility
Designing information and services so people with different disabilities and access needs can use them. It includes readable content, keyboard access, compatible structure and testing with real users.
Read the related guideAsset register
A record of equipment, ownership, location, support status and lifecycle details. A useful school register connects each device to the person or team responsible for managing it.
Read the related guideAssistive technology
Equipment or software that helps a person overcome an access barrier. Its value depends on the individual task, suitable configuration, training and ongoing support.
Read the related guideAuthentication
Checking that a person or system is who it claims to be. A password, security key or another approved factor may form part of the process. It is separate from deciding what the person is allowed to access.
Read the related guideB
Backup
A recoverable copy of information or configuration kept so it can be restored after loss or damage. Synchronisation and version history can help recovery but are not automatically a complete backup strategy.
Read the related guideBandwidth
The data-carrying capacity of a connection. A headline broadband speed does not describe every part of the user experience: latency, contention, Wi-Fi coverage and device performance also matter.
Read the related guideBusiness continuity
The arrangements that keep essential school activities going during disruption. Technology recovery is one part; people also need alternative processes, communication and clear responsibilities.
Read the related guideC
Canonical URL
The preferred address for a particular web page. Consistent canonical URLs, links and redirects help people and search engines understand which address represents the content.
Read the related guideCashless catering
A process for recording meal choices, balances and payments electronically. The school still needs arrangements for pupils or families who cannot use the usual digital payment route.
Read the related guideCloud service
Software or computing resources operated remotely and accessed over a network. The school still needs to understand account ownership, data protection, access, continuity and how information can be exported.
Read the related guideContent management system
Software that lets authorised people publish and maintain website content. The publishing workflow, account permissions and content structure matter as much as the editing interface.
Read the related guideD
DNS
The domain name system, which connects names such as a school website address with the services behind them. Clear control of DNS and recovery access is important when changing providers.
Read the related guideDPIA
A data protection impact assessment: a structured way to assess how planned processing may affect people and how risks will be addressed. Whether it is required depends on the processing and its likely risk.
Read the related guideData controller
An organisation that determines the purposes and means of processing personal data. A school should establish its responsibilities for each activity rather than assume every supplier relationship has the same arrangement.
Read the related guideData migration
Moving information from one system or structure to another. Successful migration includes deciding what to move, mapping fields, checking results and planning what happens to the old system.
Read the related guideData processor
An organisation processing personal data on behalf of a controller. The actual relationship and contractual terms determine the responsibilities; the product label alone does not.
Read the related guideData retention
Keeping information for an identified period and disposing of it appropriately when it is no longer needed. Different records may need different rules, review points and exceptions.
Read the related guideDigital exclusion
Barriers that prevent someone using a digital service, such as a lack of access, affordability, confidence, language support or accessibility. A well-designed school process includes workable alternative routes.
Read the related guideE
Endpoint
A device that connects to a network or service, such as a laptop, tablet or desktop. Managing endpoints includes configuration, updates, access controls and responding when a device is lost or compromised.
Read the related guideF
Filtering
Technical controls that restrict access to categories of content or particular destinations. Filtering needs appropriate configuration, testing, review and a route for handling educational exceptions.
Read the related guideFirewall
A control that permits or blocks network traffic according to rules. It is one part of a security design and does not remove the need for account protection, updates and effective recovery.
Read the related guideG
Generative AI
Software that produces content such as text, images or code from patterns learned during training. Outputs can be plausible but wrong, so school use requires appropriate data handling, oversight and verification.
Read the related guideI
Identity provider
A service that manages user identities and authentication for other systems. Centralising sign-in can simplify access, but recovery, privileges and account removal still need careful control.
Read the related guideIntegration
A working connection between systems that supports an agreed process. Check the direction of data flow, update frequency, permissions, error handling and which record is authoritative.
Read the related guideL
Latency
The delay before a network request or response arrives. High latency can make video calls or interactive cloud systems feel slow even when a connection has plenty of bandwidth.
Read the related guideLeast privilege
Giving each person or system only the access needed for its work. Permissions should be reviewed when responsibilities change and removed promptly when no longer needed.
Read the related guideLifecycle cost
The cost of acquiring, using, supporting and retiring a product over its useful life. Training, accessories, subscriptions, replacement and disposal may matter alongside the original purchase price.
Read the related guideM
MDM
Mobile device management: software and processes for applying settings, applications and controls to managed devices. The exact capabilities depend on the device, operating system and enrolment method.
Read the related guideMIS
A management information system that holds and processes core school records. The required workflows, integrations, permissions and reporting needs vary between schools and trusts.
Read the related guideMonitoring
Reviewing activity or alerts to identify issues that may need action. A school monitoring process needs named responsibilities, appropriate access, escalation and a clear understanding of its limitations.
Read the related guideMulti-factor authentication
A sign-in process that combines different kinds of evidence about identity. It reduces reliance on a password alone; recovery arrangements and the strength of the chosen method still matter.
Read the related guideP
Parent app
A mobile or web interface through which families may receive messages, complete forms or use school services. Access arrangements and the underlying office workflow determine how useful it is.
Read the related guidePayment reconciliation
Matching payments and settlements to the correct pupil, activity, balance and accounting record. Fees, refunds, timing and unmatched transactions need a clear process.
Read the related guidePhishing
An attempt to trick someone into revealing information, transferring money or taking another harmful action by appearing to be a trusted person or service. Technical controls and clear reporting routes both help.
Read the related guideR
Recovery point objective
The amount of recent data loss a service can tolerate, expressed as time. It helps define how current a recovered copy needs to be and should be agreed with the people using the service.
Read the related guideRecovery time objective
The target time for restoring a service after disruption. It must account for people, access, dependencies and testing, not just the speed of restoring files.
Read the related guideRedirect
A server response that sends a request from one web address to another. Permanent redirects are useful when content genuinely moves; unrelated destinations are not a reliable substitute for missing pages.
Read the related guideRole-based access
Assigning permissions according to defined responsibilities, such as office administrator or teacher. Roles need review so they reflect the real work people are authorised to do.
Read the related guideS
SLA
A service level agreement describing a supplier's commitments, such as support coverage and response targets. Read how targets are measured, exclusions, escalation and remedies rather than relying on the headline.
Read the related guideSingle sign-on
An arrangement that lets a user access several connected services through one authentication session. It can reduce repeated sign-ins, while making account security and recovery especially important.
Read the related guideT
Total cost of ownership
The full cost of owning and using a system over an agreed period, including implementation, support, renewal and exit. Compare options on the same assumptions and timescale.
Read the related guideV
VLAN
A virtual local area network that separates traffic into logical network groups. Separation needs an appropriate design and access rules; a different network name alone is not a complete security boundary.
Read the related guideW
WCAG
Web Content Accessibility Guidelines: a technical framework for making web content more accessible. A standard can support testing, but a meaningful assessment includes the complete tasks people need to perform.
Read the related guideWi-Fi access point
Equipment that connects wireless devices to a network. Effective school coverage depends on placement, capacity, interference, configuration and the physical environment.
Read the related guideZ
Zero-day vulnerability
A software weakness for which defenders do not yet have a suitable fix or prior opportunity to prepare. Reducing exposure, limiting privileges and having response plans remain useful alongside patching.
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