The K-12 IT Leadership Roundtable Series

Managing IT operations in a K-12 school district is a multifaceted endeavor that requires a nuanced approach to balance educational innovation with the imperative of security. It involves a combination of leadership, collaboration, resource management, and foresight to create systems that empower educators and protect the school community.

And the challenges never stop: shrinking budgets, new technologies, and the relentless need for stronger cybersecurity solutions to combat evolving threats. But how do you juggle it all while meeting the diverse needs of students, teachers, administrators, and parents?

In our recent K-12 IT Leadership Roundtable "Running IT at a K-12 School District Is Hard! The Balancing Act Between Innovation & Security”, Daniel Eickhoff, K-12 Cybersecurity expert at Securus360 discussed with seasoned school district CTOs Gil Mara (Torrance USD) and Todd Ryckman (Santa Barbara USD (ret.)) their experiences and insights along with the sage advice they offer to other experienced or aspiring K-12 IT leaders.

Some of the areas we explored in this conversation include:

• Dealing with shrinking budgets: how to prioritize and obtain approvals
• Leadership and team dynamics: managing and empowering teams
• Emerging technologies: identifying opportunities, challenges, and separating trends from hypes
• Governance and community: bridging the gap between educators, administrators, and families

You can view the entire webinar here (no registration required).

Cultivating High-Performance IT Teams

Effective IT leadership in K-12 schools hinges on the ability to cultivate high-performance teams. According to Gil Mara, who has spent decades in K-12 IT, building trust and fostering relationships is paramount. "It’s about rapport, trust, and understanding the needs of your team and stakeholders," he believes.

Mara’s strategy includes engaging with school leaders to grasp their challenges and priorities. This approach not only builds trust but ensures that IT initiatives align with the overarching goal of enhancing student outcomes.

Todd Ryckman underscored the value of empowering team members. "Model the behavior you want to see," he advised, noting that demonstrating hard work, honesty, and sound decision-making sets the tone for the entire department. Furthermore, he encourages his team to make independent decisions, guided by the principle: “Always err on the side of teaching and learning.”

Both CTOs agreed that fostering a positive and collaborative work environment is essential. Mara highlighted the benefits of camaraderie within his team: "When there’s mutual respect and humor, even challenging days feel manageable."

Fostering Strategic Relationships Beyond IT

The effectiveness of IT departments often depends on their relationships with district leaders and other departments. Mara and Ryckman stress the importance of aligning IT goals with the district’s broader vision and maintaining open lines of communication.

“Understand your superintendent’s priorities and provide solutions that support their vision,” Ryckman advised. He emphasized that IT leaders must be attuned to the political dynamics of their districts, positioning themselves as allies who help leadership navigate potential pitfalls.

Mara pointed out the advantages of being part of the executive cabinet, where he could advocate for IT initiatives without needing intermediaries. He also stressed the importance of over-communicating: “Transparency reduces resistance to change. Teachers and leaders appreciate being kept in the loop.”

Both leaders also recommended attending board meetings to stay informed about district-wide priorities and challenges. "Being present at these discussions ensures IT remains aligned with educational objectives," Ryckman noted.

Navigating Financial Constraints

Budgetary limitations are a constant hurdle in K-12 IT management, especially during lean years. Both CTOs shared approaches to managing resources effectively while maintaining essential services.

Ryckman highlighted the importance of long-term planning during times of financial surplus. "Invest in infrastructure with longevity in mind. Quality equipment purchased during ‘fat’ years can sustain operations through lean periods," he said.

Mara’s district benefited from a unique bond measure that provided consistent funding for IT. However, he emphasized that certain expenses, particularly cybersecurity, are non-negotiable. "Cybersecurity isn’t optional. It’s a core component of our operational budget," he explained.

To optimize resources, Mara categorizes expenses into three tiers: non-negotiable, essential, and flexible. This approach ensures critical needs like cybersecurity and infrastructure are prioritized, even in challenging financial climates.

Advancing Professional Development

Keeping pace with technological advancements requires continuous professional development for both IT staff and educators. Both of our panelists emphasized the importance of deliberate and structured learning opportunities.

Mara’s district provides learning credits for certifications and encourages participation in industry webinars and workshops. For educators, his team offers professional development focused on integrating technology into the classroom, with a recent emphasis on artificial intelligence (AI).

Ryckman advocated for dedicated learning time. "We set aside time for skill development, sometimes closing the office to allow our team to focus on new technologies or research," he shared. Additionally, his team uses platforms like Slack to share insights and collaborate on emerging challenges.

Both leaders agreed that professional development should align with instructional goals. Ryckman noted, “Technology training should support teaching objectives, creating a synergy between instruction and IT.” Mara added that mentorship is vital for building a pipeline of talent ready to assume leadership roles within the department.

Prioritizing Cybersecurity

Cybersecurity remains a top priority for K-12 districts, especially as cyberattacks become increasingly sophisticated. Mara and Ryckman outlined their multi-layered strategies for protecting sensitive data and ensuring operational continuity.

Mara’s district employs a robust framework based on NIST guidelines, incorporating tools like next-generation firewalls, email protection, endpoint detection and response (EDR), and a 24/7 security operations center (SOC). "Investing in prevention is far less costly than recovering from a breach," he noted.

Education is another critical component of cybersecurity. Mara’s team conducts simulated phishing campaigns and mandatory training sessions to enhance staff awareness.

Ryckman emphasized the importance of presenting data to leadership to secure funding for cybersecurity initiatives. "Show the risks of inaction through clear, data-driven presentations," he advised. Specifically, he suggested to make sure the risks and the devastating results of a potential breach are detailed and documented in the meeting minutes, which are public. This approach ensures that decision makers – district executives and the board members – not only understand the stakes, but are incentivized to support these types of investments. In case of an cyberattack, no one wants to be the person who voted against the necessary and recommended protective measures.

Key Takeaways for IT Leaders

When asked to summarize their advice for IT leaders aiming to excel in the K-12 education space, both panelists agreed on this short list of key nuggets of wisdom:

1. Focus on Problems, Not People: Cultivate a supportive culture where challenges are addressed constructively.

2. Build a Strong Team: Surround yourself with skilled professionals and empower them to take initiative.

3. Commit to Lifelong Learning: Lead by example by staying informed and encouraging professional growth within your team.

4. Collaborate Across Departments: Foster partnerships that align IT initiatives with broader educational goals.

5. Keep Students at the Core: Always prioritize solutions that enhance student outcomes and safeguard their data.

Running IT operations in a school district is a demanding yet rewarding role. By focusing on strategic relationships, financial foresight, professional development, and robust cybersecurity, K-12 IT leaders can navigate the complexities of their responsibilities while driving critical innovation for their districts.