Your Complete KHDA IT Inspection Checklist for 2025
KHDA inspection teams assess school IT provision as part of the broader school quality framework. Inspectors are not IT specialists, but they are trained to look for evidence of structured, documented IT management — and the absence of that evidence is a finding that affects your school's overall grade. The good news is that most of what inspectors look for is achievable by any school with a capable IT team and the right systems in place.
The CCTV and physical security documentation block is typically the first thing an IT-focused inspector will ask for. You need an up-to-date camera location map, a maintenance log showing when each camera was last tested, storage retention policy documentation (minimum 30 days for most KHDA-regulated schools), and a record of who has access to the footage and under what circumstances. If you cannot produce these documents within five minutes of being asked, that alone can result in a finding.
Acceptable Use Policies are scrutinised for two things: whether they exist in a current version, and whether there is evidence that all staff and students have acknowledged them. A PDF emailed to staff two years ago with no record of who opened it does not constitute acknowledgement. Inspectors want to see a tracked acknowledgement process — ideally one that shows when each person acknowledged, which version they signed, and what happens when a new staff member joins. Digital policy management systems with timestamped sign-off records are the most inspection-resilient approach.
Asset documentation is another major focus area. Inspectors may ask to see a list of all computing devices, their locations, their assigned users and their disposal records. A spreadsheet that was last updated four months ago is a risk — any device that has left the building without a disposal record is a gap. Schools that maintain a live asset register with assignment history and disposal logs consistently perform better in this area than those relying on annual audits. The register should cover laptops, desktops, tablets, interactive displays, network equipment and CCTV infrastructure at minimum.
Safeguarding-related IT systems attract particular attention. Inspectors will want to see evidence that web filtering is active and configured appropriately for different age groups, that there is a monitoring or alerting system for safeguarding-relevant online activity, and that IT staff understand their role in the school's broader safeguarding policy. This is not purely an IT responsibility — but IT teams are expected to be able to evidence the technical controls that support it. If your filtering logs are accessible and you can demonstrate the configuration in under ten minutes, you are in a strong position. If they require a specialist third party to be contacted before you can show anything, that is a gap.