Colleges and universities are under growing pressure to show that accommodations are handled fairly and consistently. Yet, many institutions struggle to maintain audit logs, leading to poorly documented assistance. AÂ 2024 GAO report found that students with disabilities often struggle to get support, in part because schools lack clear systems for tracking requests.
Without reliable audit logging, institutions face greater legal risk when questioned why someone is not receiving accommodations they need. To manage that risk and to serve students better, many schools are embracing accessibility management tools that track actions and show how decisions were made.
What Are Audit Logs?
Audit logs are timestamped records of user activity within a system. In a university setting, they track key actions such as when a staff member reviews a request, updates a case, or communicates about accommodations. These logs support transparency and help ensure accountability across the accommodation process.
How Audit Logging Works
Audit logging is built into many digital systems used in higher education, including Orchestrate AMS. When someone takes an action, such as editing a student’s accommodation plan, the system records it automatically. Each entry includes who took the action, what was done, and when it occurred. Logs are stored securely and cannot be modified or deleted. That creates a trustworthy record that supports process reviews, reporting needs, and compliance efforts.
Establishing an Audit Trail Through Logging
An audit trail is the full sequence of logged actions that shows how a process unfolded over time. For example, it can show when a student submitted a request, when staff followed up, and how the request was ultimately resolved.
In accessibility-related workflows, this level of detail is essential. A complete audit trail helps confirm that requests were addressed promptly and consistently. When an auditor needs documentation for internal checks or external reviews, the audit trail provides a clear, factual account of the university’s efforts.
Understanding Accessibility Compliance in Higher Education
Colleges and universities must ensure that students with disabilities have equal access to courses, services, and campus life. A combination of legal mandates and technical standards shapes this obligation:
- Americans with Disabilities Act (ADA): This law requires equal access for students with disabilities. Title II applies to public colleges and universities, and Title III applies to private ones. It covers everything from campus buildings to classroom technology and online platforms.
- Section 504 of the Rehabilitation Act: Any institution that receives federal funding must follow Section 504. It protects students from discrimination and ensures that all programs and services, including those offered online, are accessible.
- Web Content Accessibility Guidelines (WCAG): WCAG provides technical guidance for making digital content usable by people with disabilities. Most colleges aim to meet WCAG 2.1 at Level AA, which is widely accepted as the standard for web accessibility.
Compliance is not just about meeting those standards. It also requires showing that appropriate steps were taken. Audit logs track the steps taken to support accessibility, making it easier for institutions to show what actions were completed and when. This level of documentation supports both internal accountability and external compliance reviews.
Why Accessibility Is a Legal Requirement for Universities
Accessibility laws are in place to remove barriers and make sure students with disabilities can take part in all areas of college life. These requirements support a wide range of needs, including mobility challenges, mental health conditions, learning differences, and chronic illnesses. For these students, having access to the right tools and support is a key part of succeeding.
Many students with disabilities do not request accommodations at all. Among those who said they had a disability while attending college, only 37% said they informed their school. That may reflect not just personal hesitation, but also a lack of clear communication or a reliable accommodation system for handling requests.
Beyond that, graduation gaps persist. 49.5% of students with disabilities complete a bachelor’s degree within six years, compared to 68% of students without disabilities. That highlights that many universities still aren’t fully equipped to support their students with accessibility needs.
However, meeting compliance standards can help close these gaps. When schools have clear processes and keep track of what steps are taken, such as through audit logs, they are better able to provide consistent support. That helps students get the help they need while also showing that the institution is meeting its legal responsibilities.
The Role of Audit Logs in Accessibility and Legal Compliance
Audit logs help colleges and universities meet accessibility requirements by tracking how accommodation requests are managed. They record who took an action and when. That creates a reliable record supporting accountability and aligning with any outlined policies.
These records are especially valuable when a university needs to demonstrate that it followed proper procedures. Audit logs can be used during internal reviews, external audits, or in response to a court subpoena. They can assist with showing that the institution responded to requests appropriately and on time, which is critical for meeting legal obligations under accessibility laws.
Beyond compliance, audit logs strengthen institutional oversight. They can help identify unusual activity, assist during a security incident, and support internal investigations. By capturing different types of system activity, they provide a trusted trail of evidence that helps enforce policy and reduce risk.
Other Benefits of Using Audit Logs for Accommodations
While audit logs are essential for legal compliance, they also bring practical benefits to managing accommodation workflows. From better oversight to stronger documentation practices, audit logging helps institutions operate more securely and efficiently. Some key benefits include:
- Stronger documentation practices: Audit logs support consistent record-keeping across accommodation workflows. They help build a reliable documentation trail that can support policy reviews, training, and broader compliance efforts.
- Immutability: Once logged, records cannot be altered or deleted. That ensures data integrity and builds trust in the documentation process.
- HIPAA compliance: Audit logs can help meet privacy and tracking requirements for accommodations involving health-related information.
- Log management and retention: Institutions can set log retention periods based on internal policies or external regulations, helping them stay compliant while avoiding data overload.
Used effectively, audit logs not only support accessibility compliance but also reinforce consistency and accountability across campus systems.
Orchestrate AMS Delivers Compliant and Accessible Audit Logs
When it comes to accessibility, it’s important to create a transparent process that supports students and protects universities. Institutions must show how accommodation requests were received, along with what actions were taken in response to it. An audit trail helps reduce legal risk by providing a consistent record of key actions and updates over time.
Orchestrate AMS makes this process easier. Each entry is timestamped and securely stored, making finding what you need during an audit or legal review simple. With AMS, schools can better meet compliance goals and build trust in how accommodations are managed. And by minimizing risks, universities can stay better protected.
