Key Certifications to Consider When Issuing a Bookstore RFP: PCI, HECVAT, SOC 2, and VPAT Explained
When colleges and universities begin the process of selecting a new bookstore partner, data security, student privacy, and accessibility are just as critical as pricing and service capabilities. Ensuring that prospective vendors meet established security and accessibility standards protects not only payment transactions but also sensitive institutional data and uninterrupted access for all students.
As more schools transition to digital course materials, cloud-based platforms, and integrated campus systems, understanding the certifications that validate a vendor’s security and accessibility practices is essential. This article breaks down four of the most commonly referenced certifications in higher education procurement: PCI DSS, HECVAT, SOC 2, and VPAT. Including these certifications in your bookstore RFP helps ensure that your campus is working with vendors who prioritize security, accountability, and student access.
PCI DSS: Protecting Payment Transactions
The Payment Card Industry Data Security Standard (PCI DSS) is a foundational security requirement for any organization that processes, stores, or transmits credit card data. For campus bookstores, this is especially important since daily transactions involve students, faculty, and campus guests.
PCI DSS ensures that payment information is handled securely through encryption, secure networks, and regular vulnerability testing. When evaluating bookstore providers, confirming PCI compliance helps your institution protect against data breaches and financial fraud.
According to the PCI Security Standards Council, organizations that follow PCI DSS reduce their security risks while building trust with their communities and customers (PCI Security Standards Council).
HECVAT: Evaluating Cybersecurity Readiness
The Higher Education Community Vendor Assessment Tool (HECVAT) is a security framework developed specifically for higher education institutions. It helps schools efficiently assess whether third-party vendors meet campus cybersecurity standards.
When choosing a bookstore partner, requesting a completed HECVAT can simplify your IT security review process. It ensures that a vendor’s systems are compatible with your institution’s security policies and that student and institutional data will be adequately protected.
As EDUCAUSE explains, HECVAT streamlines vendor risk assessments by providing a standardized, higher-ed-specific security review process (EDUCAUSE).
SOC 2: Independent Verification of Data Security
SOC 2 (Service Organization Control 2) is an independent, third-party audit that verifies a vendor’s ability to securely manage data and protect privacy. For schools, a SOC 2 report demonstrates that a bookstore partner is regularly evaluated for security, availability, confidentiality, and privacy practices.
There are two levels of SOC 2 certification:
- SOC 2 Type I evaluates whether a vendor’s system and security controls are suitably designed at a specific point in time.
- SOC 2 Type II goes further by verifying, through a rigorous audit conducted over an extended period (typically 12 months or more), that these controls are not only well-designed but also consistently followed in day-to-day operations.
Achieving SOC 2 Type II certification is a significant milestone that requires over a year of continuous audits and process validation, providing a higher level of assurance that a vendor’s security and privacy commitments are fully operationalized.
This certification is especially relevant when bookstore providers offer digital platforms, online portals, or cloud-based services that interact with student information systems.
The American Institute of Certified Public Accountants (AICPA) emphasizes that SOC 2 reports are essential for organizations that manage customer data in the cloud, ensuring vendors meet rigorous security benchmarks (AICPA).
VPAT: Ensuring Digital Accessibility
The Voluntary Product Accessibility Template (VPAT) is a key document that evaluates how well a product or service conforms to digital accessibility standards, including Section 508 of the Rehabilitation Act. In higher education, ensuring that bookstore platforms, websites, and digital tools are accessible to all students, including those with disabilities, is both a legal requirement and an institutional priority.
Requesting a VPAT from bookstore vendors helps institutions verify that digital services meet accessibility standards and provide equitable access to students who rely on assistive technologies such as screen readers.
According to the U.S. General Services Administration, the VPAT is a widely accepted tool that helps organizations assess the accessibility of information and communication technology and meet federal accessibility requirements (U.S. General Services Administration).
Why These Certifications Matter for Your Campus
When issuing a Request for Proposal (RFP) for bookstore services, including requirements like PCI compliance, HECVAT completion, SOC 2 certification, and VPAT documentation can help safeguard your institution from potential risks and ensure that all students can fully engage with the bookstore’s services.
These certifications provide peace of mind that the vendors you consider have been vetted against industry-leading security and accessibility standards. As data privacy regulations tighten, cyber threats increase, and accessibility expectations grow, ensuring that your bookstore partner meets these requirements is essential for protecting your students, your campus community, and your institution’s reputation.
Sources:
PCI Security Standards Council. PCI DSS Quick Reference Guide: Understanding the Payment Card Industry Data Security Standard. PCI Security Standards Council, 2022, https://www.pcisecuritystandards.org/documents/PCI-DSS-QRG.pdf.
EDUCAUSE. Higher Education Community Vendor Assessment Toolkit (HECVAT). EDUCAUSE, 2024, https://library.educause.edu/resources/2020/4/higher-education-community-vendor-assessment-toolkit-hecvat.
American Institute of Certified Public Accountants (AICPA). SOC 2® - SOC for Service Organizations: Trust Services Criteria. AICPA, 2023, https://www.aicpa.org/resources/reporting/soc.
U.S. General Services Administration. Accessibility Requirements Tool: Understanding VPAT and Section 508 Compliance. GSA, 2024, https://section508.gov/sell/vpat/.
