2025 HECVAT Updates: What’s New in HECVAT 4?

The HECVAT 4 update, launched February 10, 2025, introduces significant changes to its vendor security risk assessment toolkit for higher education institutions, including new questions, a new structure, and new documentation resources.

Now that it’s live, the whole HECcin’ HECVAT community should start preparing now to ensure a smooth transition from HECVAT v3.06 to v4.0.

So, let’s spill the tea. Here, we’ll explain what’s new in HECVAT 4, what those changes mean for institutions and third parties, and what you can do to prepare. Plus, we’ll even let you in on a little secret about how HECVAT compliance software like Isora GRC can help simplify the whole process.

Grab your cup ‘cause the HECVAT 4 tea is piping hot! 🫖

What is HECVAT?

HECVAT is an acronym for the Higher Education Community Vendor Assessment Toolkit. It’s a free, voluntary, standardized security questionnaire for higher education institutions to assess third parties for information security risks.

Read our complete HECVAT guide for more.

What is HECVAT v4.0?

HECVAT v4.0 was developed to help higher education organizations assess, identify, and mitigate third-party risks more effectively.

Like all the updates before it, HECVAT 4 was purpose-built to make the vendor security risk assessment process more practical (and less painful). For many, the biggest barrier to adoption will be adapting to its structural differences. That’s because (spoiler alert!) unlike any other update before it, HECVAT v4 combines all of the questions it previously siloed across its three toolkits (Full, Lite, and On-Prem) into a single third-party vendor security risk assessment questionnaire.

Now, with the HECVAT 4, higher education institutions can evaluate virtually any vendor—including cloud service providers, SaaS apps, software solutions, on-premise merchants, and more—for cybersecurity, privacy, IT, accessibility, and identity security risks—all in one tool. But that’s not all, folks—the HECVAT 4 does much, much more.

But before we go any further, a friendly reminder: HECVAT is a voluntary security assessment, not a mandatory compliance obligation. For those in the back, that means nobody is legally required to comply with the HECVAT.

It is, however, an excellent resource for anyone looking to meet the rigorous third-party risk management requirements for regulations like HIPAA, CMMC, GLBA, TAC202, and NSPM-33. For that reason alone, we encourage any higher education organization not already using the HECVAT in its third-party security risk management workflow to start right away.

So, you might ask yourself, “Is HECVAT 4 the one vendor security risk assessment questionnaire to rule them all?” Let’s take a gander at some of the most important changes to find out.

HECVAT 4 vs. HECVAT v3.06: What’s Changed?

HECVAT 4.0 is the first major update to the Higher Education Community Vendor Assessment Toolkit from EDUCAUSE since HECVAT 3.0 was announced in 2021.

Developed by the HECVAT Core team with community input and published in Q1 2025, the HECVAT 4 introduces considerable changes to the content and structure of its previous version, HECVAT v3.06.

Here’s a quick look at what’s new in HECVAT 4:

• New questions about privacy and artificial intelligence (AI)

• A new structure that merges all four toolkits (Full, Lite, Triage, and On-Premise) into one

• New documentation resources for three personas (evaluators, service providers, and campus communities)

Now that we’ve covered the basics, let’s take a closer look at what exactly the newest changes entail.

Need a refresher? Check out our complete HECVAT guide for the full scoop.

HECVAT 4: New Questions

The HECVAT 4 update introduces new privacy and AI question sets for higher education institutions to use in the vendor security risk assessment process.

The new questions—which ask third parties to describe and provide evidence of certain security controls—are designed to help organizations more easily identify and fix compliance gaps around data privacy, AI, and machine learning (ML).

Here’s everything we know about the new HECVAT 4 questions so far.

Privacy Questions

The HECVAT 4 introduces new security requirements for organizations that handle more than one million personal data records and/or more than 10,000 sensitive information records.

New privacy requirements for HECVAT 4 include:

• Security assessment guidelines for evaluating data processing practices against global privacy regulations

• A privacy impact analysis framework for assessing data processing necessity and protection measures

• Risk-based protocols for identifying and mitigating high-risk activities

• Cross-border data transfer controls and documentation requirements for international data transfers

The new HECVAT also includes a new tab for privacy analysts to provide input on completed HECVATs.

AI and ML Questions

The HECVAT 4 also introduces specific security requirements for organizations using AI and ML technologies.

New AI and ML requirements for the HECVAT 4 include:

• An AI risk assessment framework for categorizing risk levels based on sensitivity and scope

• Multiple ML security controls, including data validation protocols, access control measures, and monitoring mechanisms for model behavior and output

• Generative AI (GenAI) standards for protecting model training data, validating output protocols, and detecting and mitigating bias

HECVAT 4: New Structure

The HECVAT 4 consolidates all of the questions previously siloed across its three toolkits (Full, Lite, and On-Prem) into a single standardized vendor security assessment questionnaire. It also eliminates the standards crosswalk, deduplicates questions across previous versions, and removes deprecated questions.

Perhaps most importantly, these structural differences are intended to simplify the assessment process for information security teams at higher education institutions and service providers alike.

The new structure simplifies the HECVAT 4 with:

• Two evaluation options for familiar, Full- and Lite-like functionality

• Automation capabilities for real-time vendor response validation, documentation tracking, and security compliance monitoring

• Dynamic scoring systems and contextual risk evaluations with risk-based weights, industry-specific factors, and compliance requirements

According to EDUCAUSE, the goal of combining the HECVAT versions into one file was to add flexibility for institutional evaluations and reduce confusion for solution providers. Now, all they have to do is answer a few preliminary questions to determine which version of the HECVAT to use. With fewer risk assessments to complete, vendors will have more time to spend where it really counts—crafting thorough, thoughtful, and complete responses (without being reminded a bajillion times).

And, with the HECVAT’s new Institution Evaluation tabs, users can select which categories to include in the assessment score. Items marked as “non-negotiable,” for instance, are pulled into a new tab where they’re all visible in one place. It also offers a “high risk” score for a more lightweight evaluation and updated HECVAT Like functionality.

HECVAT 4: New Documentation Resources

The HECVAT update introduces a persona-based approach to documentation, offering detailed guidance and training resources for evaluators, service providers, and campus community members.

Today, the HECVAT Core team works with a group of campuses and service providers to develop a catalog of training workshops and online modules covering implementation best practices, documentation requirements, and risk methodologies.

New documentation resources for the HECVAT 4’s three personas include: 

• For Evaluators: Technical assessment guides, including scoring criteria and risk assessment protocols

• For Service Providers: Compliance checklists and submission guidelines

• For Campus Community Members: Streamlined workflows and high-level overviews

EDUCAUSE also rolled out a new HECVAT 4 website. It features improved training materials, like instructions for solution providers to submit a solid HECVAT and for institutions to learn how to use the tool. This library of training materials will likely expand based on user requests.

So, now you know what’s new in the HECVAT 4. But what does it all mean?! 🧐

What Does the HECVAT 4 Mean for Organizations?

The HECVAT 4 updates might seem insignificant in isolation. This is at least the fourth time the toolkit has changed, after all. However, taken together, these changes may foreshadow many new information security compliance requirements for higher ed in 2025 and beyond—particularly for those using AI.

Like every other industry it touches, AI in higher education promises to unlock new possibilities—but it can also introduce new privacy risks. As technologies like AI continue to emerge and transform how we work, play, and live, everyone—but especially organizations handling sensitive information—should anticipate more regulations to follow.

While there are no federal regulations for AI or data privacy in the U.S. today, legislators have successfully enacted multiple laws at the state level, including:

• AI governance legislation in three states, with most taking effect in 2026.

• Privacy legislation in 19 states, with at least eight taking effect in 2025.

The new privacy questions are a particularly important addition to the HECVAT 4, given the current state of global affairs. By aligning itself with the requirements outlined in similar regulations, HECVAT 4 can even help organizations meet the high privacy standards necessary for global business development and market expansion.

But don’t get too far ahead of yourself just yet—the HECVAT 4 still has a ways to go before it’s 100% complete. Fortunately, additional guidance around incorporating these questions is expected from the HECVAT Core team later this year.

HECVAT 4 for Higher Ed Institutions

Higher education organizations don’t have to switch to HECVAT 4 overnight. But it also wouldn’t hurt to get started. The faster you make the transition, the earlier you can use its up-to-date security controls and baselines. Relying on an outdated framework might not be the worst thing in the world, but why not use the latest and greatest HECVAT tools, which are just a few clicks away?

Look, we get it. Moving to a new version of the HECVAT doesn’t exactly sound like a walk in the park–especially if your organization has grown accustomed to its custom HECVAT question set. But change is coming soon.

With more than 41,000 downloads between 2019 and 2023 and 39,000 in 2024 alone, the HECVAT is an inarguably important resource for the more than 180 institutions using it today. As more higher ed organizations adopt the new version, EDUCAUSE asks for their help, particularly with reaching out to service providers to get them to migrate.

How to Prepare for HECVAT 4

We hate to be the bearers of bad news here, but moving to HECVAT 4 isn’t gonna happen overnight. Because HECVAT 4 replaces the entire toolkit (Full, Lite, and On-Prem) with a single assessment, institutions may need to rethink how they apply it to different vendors. It won’t take a complete security program overhaul, but it will mean adapting to a new approach.

Here are some quick steps for higher education organizations to get started with HECVAT 4:

Step 1: Understand

The first step to preparing for HECVAT 4 is simply understanding it.

• Identify what changed, how the new requirements differ, and what that means for your organization.

• Define criteria for evaluating low-risk vs. high-risk vendors and decide how you’ll scale assessments based on vendor risk levels.

• Consider the practical logistics around adapting internal processes for procurement, IT, and compliance teams.

Step 2: Update

Next, update your internal policies and documentation with the new requirements in mind.

• Refine third-party risk assessment policies and processes for different vendors based on risk levels.

• Update vendor security documentation for existing service providers.

• Align assessment workflows and internal policies with the new privacy and AI controls.

Step 3: Automate

Finally, automate wherever possible—in case you missed it, manual processes are so last season. With a HECVAT compliance software solution like Isora GRC, for instance, institutions can:

• Distribute, collect, and validate HECVAT 4 assessments automatically.

• Keep an up-to-date records of vendor risk levels, compliance statuses, and documentation in one place.

• Generate real-time reports on vendor compliance, security gaps, and overall risk posture.

Benefits of HECVAT 4 for Higher Ed

The HECVAT 4 updates introduce some sweet new advantages for higher education organizations, like better results, fewer gaps, and more options.

Here’s a closer look at some of the benefits of HECVAT v4.0 for colleges and universities:

• Better assessment results. No more juggling multiple versions—just one standardized assessment for all. When vendors only have to complete one questionnaire (instead of dozens), their answers will be more thoughtful and thorough. This means better assessments for institutions. Vendors will face less redundancy and frustration. It’s a win-win for everyone involved.

• Fewer compliance gaps. Simple questionnaires yield better responses from vendors—which makes it easier for you to see where they’re excelling. But they also make it easier to spot those pesky compliance gaps lurking just under the surface. When compliance teams spend less time chasing down documentation for compliant but incomplete security controls, they can focus their energy on bigger and better things.

• More vendor options. Until now, comprehensive security risk assessments have been a big ask for the little guys. With a new adaptive scoring system that better accommodates smaller vendors, HECVAT 4 not only opens up the market to new providers; it puts pressure on all of them to step up the competition.

How HECVAT Compliance Software Can Help

Making the transition to HECVAT v4.0 might seem a bit…overwhelming. But with the right approach (and the right tools), it doesn’t have to be.

Now, institutions can simplify the entire HECVAT 4 assessment process with Isora GRC, the GRC Assessment Platform™.

Because it comes preloaded with HECVAT 4, Isora makes migrating to the latest version as painless as possible. No need to build manual assessments. Simply log in, and the updated questionnaire is ready to go.

Already using HECVAT v3.06? No problem. Just upload your existing HECVAT assessments, and Isora will automatically map responses to the new version. That means less duplicate work, fewer headaches, and a smoother transition for your team.

Once the old responses are in, Isora stores and organizes everything—products, deployment details, documentation, and more—in its searchable, centralized inventory for maximum visibility into vendor risks.

When it’s time to assess vendors, Isora automates the process with collaborative questionnaires and surveys so institutions can send assessments, track responses, and communicate with vendors in real time. No more chasing down files, following up on emails, or sorting through spreadsheets. And, with automated scorecards and risk reporting capabilities, pinpointing gaps and prioritizing next steps is straightforward.

So, what are you waiting for? 👀

Discover how Isora GRC can make HECVAT 4 compliance a whole lot easier.

HECVAT 4 Guide for Third-Party Vendors

The HECVAT 4 doesn’t just change the game for higher ed institutions. It also raises the bar for vendors.

Although it does come with some third-party perks—like more easily demonstrating compliance for prospects by sharing a completed HECVAT assessment with the Community Broker Index (CBI)—the HECVAT 4 may demand some big sacrifices first.

For vendors that haven’t prioritized security and compliance in the past, the transition to HECVAT 4 could be an uphill battle. But with early preparation, vendors can turn these challenges into new opportunities.

Challenges with HECVAT 4 for Vendors

Most importantly, vendors that fail to meet HECVAT requirements may be disqualified from securing contracts with higher ed institutions complying with FERPA, GLBA, HIPAA, and emerging privacy and AI regulations.

Here’s a closer look at some of the biggest HECVAT 4 challenges:

• New requirements. Be prepared to provide clear documentation of your data processing practices, privacy impact assessment results for sensitive data processing activities, and security measures for AI/ML—including bias detection, data validation, and ethical safeguards.

• More scrutiny. Get ready to supply detailed explanations of security controls and evidence-based responses, as well as added transparency in incident response and breach notification plans.

• A bigger burden. Anticipate more granular risk assessments covering a wider range of risk areas and multiple frameworks.

A proactive, intentional approach to HECVAT 4 will be key—but time is also of the essence. Vendors that can’t respond quickly may get passed over in favor of competitors with faster, more complete responses.

Where is HECVAT Headed Next?

Future improvements for HECVAT will focus on maturity, support and training, communications, and governance. There’s even talk of testing GenAI capabilities to reduce the effort needed for these reviews in the future.

With more soon to come on the HECVAT v4.0 update—including additional documentation and FAQs, outreach, and community engagement—covered organizations should stay on high alert until we all know more.

As always, the research team at SaltyCloud will be right here to help guide the way. 💚