As EdTech adoption accelerates, schools are under pressure to evaluate new technologies quickly, responsibly, and in alignment with teaching needs, privacy regulations, and IT infrastructure. At PLC Melbourne, EdTech procurement is guided by a clear, structured approach,  not only to ensure educational value but also to manage data risks, budget limits, and interoperability demands.

With over 400 digital tools in circulation some unknown to IT teams  PLC faced a familiar but growing issue: how to responsibly manage EdTech sprawl while remaining responsive to educators’ needs.

Teachers often discover new tools independently, especially during times like COVID, resulting in “shadow IT”,  tools used without approval or awareness.

“There’s software we know we use, software we sort of turn a blind eye to, and software we don’t even know about — and that’s scary.”

Brenton Harty (Director of ICT and Privacy Officer at PLC)

Additionally, many “free” tools pose hidden risks around privacy, data ownership, and contractual obligations.

“The problem with free stuff is teachers don’t realise they’re accepting a contract and they haven’t got delegated authority to do so.”

Brenton Harty (Director of ICT and Privacy Officer at PLC)

The procurement process must filter tools that are engaging but also compliant, safe, and scalable.

1. Strategic Fit & Educational Value:

• Does the product solve a real educational need?
• Is it duplicating something we already have? 
• Are teachers asking for it with clear pedagogical goals?

Impact on EdTech: Companies must clearly articulate the problem they solve, not just the features they offer. Pedagogical alignment must be front and center.

2. Data Privacy, Risk, & Governance:

• Where is the data stored? (Onshore vs. offshore)
• Who owns the data once uploaded?
• Are privacy terms transparent and compliant with school policy?

Impact on EdTech: Schools increasingly reject products with vague or exploitative terms, especially from global tech giants. Clear, ethical data policies are a competitive advantage.

3. Integration & Interoperability

• Does the product support Single Sign-On (SSO)?
• Are there APIs for seamless integration with LMS (like Canvas or Schoolbox)?
• Can data flow in and out without relying on manual CSV uploads?

Impact on EdTech: Schools now expect frictionless integration. If your product doesn’t support APIs or modern authentication, it may not even be considered.

4. Cost – Free Isn’t Free

• What’s the real cost of a free tool? (Loss of control, data exposure, lack of support)
• Do teachers understand they’re entering into contracts when using free tools?

Impact on EdTech: EdTech companies offering free tiers must ensure their terms are school-safe or risk instant rejection.

5. Product and Vendor Assessment

• Is the product ST4S (Safe Technologies 4 Schools) accredited?
• If not, are you ready to complete a 52-question privacy and security audit?

Impact on EdTech: Accreditation matters. Lacking it means longer sales cycles and more scrutiny. A green tick can fast-track procurement.

6. Support & Responsiveness 

• Does the vendor respond quickly?
• Are service expectations clear?

Impact on EdTech: Support is often the deciding factor. Schools favour vendors that communicate clearly, offer training, and fix issues fast.

• Procurement decisions are turned around in 1 week (initial yes/no), and full sign-off happens within 1 month.

• Shadow IT is being reduced by auditing all digital tools and centralising approval processes.

• MITIE’s national network and resources (e.g. the 52-question security checklist) help schools apply consistent, high-standard evaluations.

“We want products to integrate smoothly — no more relying on CSV files and manual workarounds.” 

Brenton Harty (Director of ICT and Privacy Officer at PLC)

Schools like PLC Melbourne are not just adopting EdTech, they are actively shaping the standards for its adoption. For EdTech companies, success means more than building a great product. It requires alignment with educational goals, transparent data practices, technical integration, and proactive support. Those who adapt will thrive in a procurement landscape that is fast-moving and increasingly discerning.

“We’re not anti-innovation,  we just want it to be safe, secure, and smart.”

Brenton Harty (Director of ICT and Privacy Officer at PLC)

Recorded at inform.ed Melbourne 2025