Introduction
This guide supports Oxford University departments in evaluating and hosting third-party eLearning content that has been provided at no cost. It outlines key considerations and a practical checklist to ensure that any eLearning hosted in CoSy is accessible, technically compatible, and aligned with University standards. The Training Management and Development team can support departments in evaluating technical and accessibility aspects, but not the educational content itself.
A guide for suppliers is available to support the creation of accessible and user-friendly eLearning content. Suppliers are encouraged to follow the accessibility and UX guide to meet both Oxford University's expectations and the legal requirements set out in the Public Sector Bodies Accessibility Regulations 2018.
1. Content Access and Permissions
- Confirm that the provider has granted permission for the content to be hosted internally on CoSy.
- Clarify whether the content can be modified or customised.
- Ensure that the content is complete and final (not a trial or preview version).
- Identify any restrictions on internal distribution or reuse.
2. Support and Maintenance
- Identify a key contact at the provider for technical issues.
- Confirm the level of support available (e.g., helpdesk, email, response times).
- Understand how updates or patches will be delivered and who is responsible for applying them.
- Check if there is a service level agreement (SLA) or informal support expectations.
3. Data Collection
- Determine whether any user data is collected or stored by the provider.
- If so, a third-party security assessment may be required.
- Clarify whether the content runs entirely within CoSy or connects to external systems.
4. Accessibility and User Experience (UX)
- Ensure the content complies with WCAG 2.2 AA standards.
- Request an accessibility statement or VPAT from the provider.
- Confirm compatibility with assistive technologies (e.g., screen readers, keyboard navigation).
- Evaluate the user experience: Is the interface intuitive and easy to navigate?
- Ensure transcripts and captions are available for all multimedia content.
- Identify who is responsible for maintaining accessibility over time.
5. Equality, Diversity, and Inclusion
- Ensure the content reflects diverse groups, job roles, and working environments.
- Consider conducting an equality impact assessment to identify and address potential disparities.
6. Technical Compatibility and SCORM
- Confirm that the content is SCORM-compliant (e.g., SCORM 1.2 or 2004).
- Ensure compatibility with Oxford’s learning platforms (e.g., CoSy).
- Ask whether the content includes interactive elements (e.g., quizzes, branching scenarios).
- Test a sample module in CoSy before deployment.
- Identify any dependencies or plugins required to run the content.
- Confirm which web browsers and versions are supported.
Important Note on Responsibility
It is the responsibility of the person sourcing the eLearning content—whether purchased or provided free—to ensure that all necessary information is gathered and verified. This includes confirming technical compatibility, accessibility compliance, and data handling practices.
Please do not rely solely on the provider’s claims, especially regarding accessibility. In our experience, providers may not fully understand WCAG standards or how their content performs with assistive technologies. We recommend requesting an accessibility statement or VPAT and testing the content yourself wherever possible.
Checklist for Hosting Free Third-Party eLearning in CoSy
☐ Is the eLearning SCORM-compliant and compatible with CoSy?
☐ Does the supplier confirm WCAG 2.2 AA accessibility compliance?
☐ Has the supplier provided an accessibility statement or VPAT?
☐ Is the user experience (UX) intuitive and easy to navigate?
☐ Are transcripts and captions available for all multimedia content?
☐ Has the content been tested with assistive technologies?
☐ Are there any data privacy or hosting considerations?
☐ Who provides technical support and how is it accessed?
☐ Are there any dependencies or plugins required to run the content?
☐ Can the content be updated or customised if needed?
☐ Who is responsible for maintaining accessibility over time?
☐ Has permission been granted to host the content internally?
☐ Are there any restrictions on internal use or distribution?
