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Resolving Google Classroom Security Problems

by Katie Fritchen on August 20, 2020

Google Workspace for Education is the main player in K-12 school districts. It’s lightweight, easy to use, and comes at a great price (free!). However, to ensure a secure online learning environment, district IT teams need to understand Google Classroom’s security capabilities and limitations.

In this article, we’ll cover how IT teams can identify and resolve common Google Classroom problems.

Is Google Classroom secure?

Google Classroom, like all Google Workspace for Education tools, is built on one of the world’s most secure cloud infrastructures. While direct attacks on Google’s systems are highly unlikely to succeed — and even less likely to expose your district’s data — security ultimately depends on more than infrastructure alone.

As with any SaaS platform, Google operates under a shared responsibility model. This means your district’s IT team — specifically, your Google administrator — must properly configure domain security settings and continuously monitor accounts and activity across G Suite applications for signs of misuse, breaches, or emerging threats.

To minimize risks, prioritize reviewing and optimizing your Google Classroom security configurations before the school year begins. K-12 schools commonly further fortify their network through third-party monitoring tools. Proactively addressing security concerns now can prevent vulnerabilities from becoming crises later.

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3 Google Classroom security risks

Cybercriminals commonly target K-12 schools. Phishing attacks are a primary threat. By extension, schools risk infiltration of their Google Classroom environment and exposure of sensitive data.

1. Phishing attacks

Phishing and ransomware attacks are a growing threat to school districts today. IT teams face the dual challenge of managing large, often inexperienced user bases alongside chronically underfunded cybersecurity programs. This combination makes school districts uniquely vulnerable — and hackers are well aware of it.

But how do phishing and malware relate to Google Classroom security? While there are no reported incidents of phishing attacks occurring directly within Google Classroom, email remains the primary threat vector. Increased reliance on Google Classroom often leads to a corresponding rise in Gmail activity. The more emails sent, received, and opened, the greater the likelihood of a successful phishing attack.

2. Account takeovers

Account takeovers rank among the most damaging Google cloud security threats. When hackers gain control of an account, they can inflict severe harm.

Once hackers compromise an internal account, they can operate as trusted users. They can send emails, upload and share files, chat, host or join Google Meet calls, and post in Google Classrooms according to that user’s access permissions.

Configuring G Suite application settings correctly establishes a strong foundation for account protection. Unfortunately, spotting Google account takeovers is difficult, and native Google security tools offer little assistance. Once hackers breach an account, their activities resemble those of a recognized user. In today’s environment, you must deploy robust cloud application security to detect anomalous behavior and automatically lock compromised accounts.

3. Data loss

Human error is a significant factor in data breaches within school districts, with most data loss stemming from accidental actions. For example, a staff member might inadvertently set a Google Doc’s sharing settings to “visible to the public.” This simple mistake could allow someone with malicious intent to access sensitive information, highlighting the risks of making such data publicly available.

In the context of Google Classroom, improper data handling is most often accidental. Given the large number of students and educators using the platform — many of whom may lack technical expertise — there is a heightened risk of personal information being unintentionally shared within a Classroom or saved in a Google Drive class folder.

Unlike other Google apps, Google Classroom lacks robust data loss prevention (DLP) monitoring and controls, making such incidents harder to detect. However, implementing a strong DLP policy and properly configuring settings in the Admin Console can mitigate these risks. This is because, even though files are shared within Classroom, they are ultimately stored in Google Drive, where appropriate safeguards can be applied.

Resolving Google Classroom problems: Best practices

While K-12 schools experience security risks, the following best practices can help IT teams fortify their network and fortify their learning environment.

Strengthen authentication and access controls

Strengthening authentication and access controls is a practical initial step to fortifying a network. It entails the following processes.

Enable two-factor authentication

Enable two-factor authentication (2FA) for all users, including students, each teacher, and staff member. 2FA adds an extra layer of security by requiring users to verify their identity through a second method, such as a text message or authentication app, in addition to their password. This significantly reduces the risk of unauthorized access, even if login credentials are compromised.

Implement role-based access controls (RBAC)

RBAC ensures users only have access to the resources necessary for their roles. For example, students should not have the same permissions as teachers or administrators. Use Google Admin Console to create custom roles and assign appropriate permissions, limiting access to sensitive data and administrative functions. Regularly review and update these roles to reflect changes in staff or student responsibilities.

Enforce strong password policies

Require passwords to be at least 12 characters long, include a mix of letters, numbers, and special characters, and prohibit the use of common or easily guessable passwords. Encourage users to update their passwords periodically and avoid reusing old passwords. Google’s built-in password strength checker can help enforce these policies.

To further secure accounts, consider integrating single sign-on (SSO) with your district’s existing identity provider. SSO simplifies the login process while centralizing authentication management, making it easier to monitor and control access across all G Suite applications. Pair SSO with session management tools to automatically log out inactive users, reducing the risk of unauthorized access from unattended devices.

Monitor login activity using Google’s security dashboard and third-party tools to detect unusual patterns, such as logins from unfamiliar locations or devices. Set up alerts for suspicious activity and respond promptly by locking accounts or requiring additional verification.

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Enforce usage policies & ongoing cybersecurity training

School districts need comprehensive policies governing Google Classroom usage, with clear guidelines for content sharing, password management, and security incident reporting. These policies should require signed acknowledgment from all users to ensure understanding and accountability.

Regular cybersecurity training further strengthens the human element of security. Through training, teachers learn to spot risks while students master account security fundamentals and responsible digital behavior. Training incorporates real phishing examples and security incidents, making abstract threats concrete and memorable.

Implement real-time threat monitoring

Real-time threat monitoring is a key component of securing Google Classroom and other G Suite applications. Start by leveraging Google’s built-in security tools — such as the Security Dashboard and Investigation Tool — to track user activity and identify potential threats. These tools provide insights into login attempts, file sharing, and other actions that could indicate suspicious behavior. Configure alerts for high-risk activities, such as multiple failed login attempts or unusual file downloads, to enable quick responses.

Supplement Google’s native tools with third-party cloud security solutions that offer advanced monitoring capabilities. While tools range in capabilities, advanced tools can detect anomalies in user behavior, such as logins from unfamiliar locations or devices, and automatically trigger protective measures like account lockouts or additional authentication steps. They also provide centralized visibility across all G Suite applications, making it easier to correlate events and identify coordinated attacks.

Combining Google’s tools with third-party solutions and a structured response strategy, IT teams can proactively identify and address security incidents before they escalate, ensuring a safer environment for students and staff.

Effectively monitor security and student safety signals in Google Classroom

K-12 schools can ensure a secure learning environment with ManagedMethod’s suite of solutions.

Cloud Monitor by ManagedMethods is a cloud security platform for Google Workspace and Microsoft 365. It delivers continuous monitoring, AI-driven threat detection, and real-time visibility into user activities. The platform also streamlines access control management and provides consistent enforcement of security policies across diverse cloud applications.

With Cloud Monitor, K-12 schools can maintain a safe digital learning environment. Learn more about how Cloud Monitor can meet your district’s needs.