Digital regulations might sound scary, but they are just the rules of the road for teaching and learning in a university. They help us answer the questions we ask ourselves on a daily basis. For example, “Can I put this image in my slides?”, “Should I use this tool with my students?”, and “What advice should I give my students on assessment?”

In this post I will cover some of the most important regulations we need to be aware of and share a few key principles to help guide decision-making and ensure compliance. A full list of the regulations and policies mentioned is given in the resources list at the end in the resources section.

1. Keep your module content on the VLE

We have a great Virtual Learning Environment (VLE) in Blackboard Ultra, and student-facing content should be kept there. By design, the VLE meets relevant data protection, data retention, and accessibility requirements.

Students at universities and colleges in England are covered by consumer protection principles, and a range of laws and guidance apply. We enter into a legal contract with our students and have an obligation to deliver appropriately. For example, if a student complaint is raised as a course was advertised as in-person but delivered online, or the other way round, the VLE provides evidence of what was communicated and a clear audit trail.

Sharing content via personal drives puts student data at risk and may mean materials are lost if you leave the university. Similarly, as our Padlet licence is ending, staff are strongly advised not to use it for delivering key course materials or storing content. If you are working collaboratively with a team you could store master copies on a shared Teams or SharePoint site for your programme.

Top tip: Keep teaching materials, readings, and assessments on the VLE, not on personal drives, third-party tools, or social media.

2. Design your module content with clarity, compliance, and copyright in mind

When creating course materials only upload content you have the right to use, and always credit your sources. If in doubt, talk to the library about copyright and e-journal licences.

Accessibility requirements are set out in the Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018. All digital content including VLEs, websites, documents and videos must meet WCAG 2.2 AA standards. This means documents, videos, and images should be accessible, with alt text, captions, and you should be using properly formatted PDFs.

The Competition and Markets Authority (CMA) states that students have a legal right to clear, accurate information about their course. Learning outcomes and assessment methods should be published in advance, and any changes must go through the appropriate quality processes. All official communications, such as emails and announcements, form part of the student contract. The new Ultra templates for module and programme pages are designed to support these requirements. It makes sense to use these templates and avoid reinventing the wheel.

New regulations also require universities to protect students from online harms, including cyberbullying and harassment. Make sure you set clear ground rules for online discussions and know how to report issues. The Higher Education (Freedom of Speech) Act 2023 requires us to balance open discussion with respect and safety. Also be careful not to share student data in group emails or public forums.

Top tip: Use Talis Aspire reading lists for copyright compliance, and Blackboard Ally to check accessibility.

3. Make sure your assessments are clear and stored appropriately

Again, in line with CMA guidance, assessment criteria and deadlines must be clear and not changed without proper notice. Marks and feedback are personal data, so handle and store them securely. Assessment retention is also very important. The Office for Students requires that appropriate records (assessed work, marks and feedback, and contextual information such as assessment briefs) are retained for five years after the end date of a course. This could mean up to nine years in practice. If your assessments sit in the VLE or on another UWE-recognised system, you will be fine, but if not you need to consider the implications. Retention supports appeals, complaints, and quality assurance reviews.

UWE now has a set principles for using AI and clear guidance on assessment briefs (see: UWE AI principles). Make sure you discuss the process with your students and be transparent about the use of AI in assessment design or marking.

Top tip: Don’t delete or overwrite assessment records until the retention period has passed. Always use the VLE or approved systems for storage.

4. Use university-approved digital tools

Not all third-party tools are compliant with data protection or accessibility standards – the Digital Learning team maintains a list of UWE digital learning and teaching tools that are available for your use.

This article on our move away from Padlet highlights why it is important to use UWE-supported tools, which have been through a rigorous Risk Assessment and Governance (RAG) process. Key considerations include professional technical support, data security, privacy, and institutional consistency. Approved tools also provide a clear plan for how content and data can be transferred onto, and perhaps more importantly off, the platform. This becomes particularly important if a tool is suddenly retired or decommissioned.

Institutionally approved tools also comply with the Public Sector Bodies Accessibility Regulations 2018, and should have a corresponding UWE accessibility statement. Using unapproved tools, such as random apps or websites, can put student data at risk, breach accessibility laws causing fines or expose the university to cyber threats.

Top tip: Always check the university’s approved list of tools and resources before using something new.

Final thoughts

Digital regulations aren’t there to trip you up. They exist to protect students, staff, and the integrity of higher education. By keeping your content on the VLE, designing for accessibility, following assessment and retention rules, and using approved tools, you’ll be well on your way to compliance and to peace of mind. If you have any questions regarding digital regulations, the UWE Digital Learning Team are here to help.