Austin Community College frequently leverages third-party web applications, platforms, and hosted services to support academic programs, administrative operations, student services, public and internal-facing digital experiences. They must align with institutional branding, accessibility, privacy, and user-experience expectations. To ensure consistency, quality, and compliance, all third-party web deployments must follow the processes and standards outlined below.
Review/Approval Process
Any web-based tool, software-as-a-service (SaaS) platform, portal, microsite, form solution, or other vendor-hosted application intended for use by internal or external audiences must undergo a formal review and approval process prior to public deployment. This review process ensures the application:
- Meets ACC accessibility and ADA/508 requirements.
- Complies with ACC data privacy, security, and identity-management standards.
- Follows branding and communication guidelines.
- Provides a coherent and user-centered experience aligned with the ACC digital strategy.
- Presents accurate, approved institutional information.
Requests
Requests for new third-party web deployments must be submitted before contract execution or configuration work begins. Preliminary evaluation may involve OCRM, IT, Legal, Business Services, Purchasing, and other relevant ACC stakeholders and users, depending on the nature of the application.
Branding & UX/UI Design
The Office of College Relations & Marketing (OCRM) has oversight authority for all third-party applications used by ACC that have any public-facing or student-facing interface, including externally hosted pages, portals, and embedded content. OCRM’s responsibilities include:
- Ensuring the application aligns visually with ACC’s Brand Identity standards.
- Reviewing and approving color usage, typography, imagery, and logo placement.
- Providing recommendations for layout, navigation, and overall user experience.
- Ensuring language, messaging, and content follow ACC editorial standards.
- Evaluating whether the user journey supports ACC’s broader digital strategy.
- Identifying usability issues or barriers to understanding.
OCRM may require revisions when vendor-provided templates or interfaces allow for customization. When customization is not available, OCRM will document brand or UX limitations and provide compensating guidance where applicable.
Recognition of Vendor UX/UI Constraints
The policy acknowledges that many third-party platforms provide fixed templates, rigid interface components, or proprietary user flows that limit the degree of customization possible. In such cases:
- OCRM will review all available configuration and customization options.
- Any UX/UI changes that can be implemented must begin with OCRM as the first point of consultation.
- OCRM will advise departments on the most effective use of the tool’s available design features and settings.
When vendor constraints prevent full compliance with ACC standards, OCRM and the requesting department will document the limitations, recommend mitigation steps, and determine whether the application is appropriate for deployment.
If significant UX/UI or accessibility limitations exist, OCRM may require alternative solutions or additional approval from the Web Advisory Committee (WAC), IT Security, or Accessibility Compliance.
ACC divisions and departments may not override vendor limitations by injecting code, installing unauthorized plugins, or modifying the application in unsupported ways without review from both OCRM and IT.
Integration & Data Considerations
Third-party applications frequently collect or store user data, authenticate users, or integrate with internal systems. Therefore:
- All tools must adhere to ACC data-privacy requirements and the ACC Web Privacy Statement.
- Any system involving student data must comply with FERPA and institutional data-governance rules.
- Security review by IT is required for platforms involving authentication, account creation, or personal information.
- Integrations with ACC systems (e.g., SSO, APIs, SIS/ERP connections) must be evaluated by IT prior to implementation.
Domains & URLs
Official ACC resources, programs, and services presented through third-party applications must follow institutional conventions for URLs and domain usage:
- Only OCRM and IT may approve the creation or use of ACC-owned subdomains for third-party tools.
- Vendor-hosted sites must not use unapproved vanity URLs or custom domains that conflict with ACC’s branding or IT governance.
If a tool requires a custom domain or branded URL, it must be reviewed and approved by OCRM and IT jointly.
Ongoing Oversight & Maintenance
Because third-party platforms change over time, platform owners must make sure these systems remain in compliance after launch. This includes:
- Annual review for system performance requirements and content accuracy.
- Periodic audits for branding alignment, broken links, or outdated language.
- Re-evaluation when vendors update the platform’s UI, introduce new features, or change workflows.
- Coordination with OCRM when major changes or redesigns are introduced by the vendor.
- Documentation of accessibility compliance through a VPAT/ACR resource, an Equally Effective Alternate Access Plan (EEAAP), or an official statement from the vendor.
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