Education

Education policy management software for modern educational institutions

Schools, colleges, universities and other educational institutions face a complex regulatory landscape. Regulations such as FERPA, Title IX, the Clery Act and Title IV in the US, alongside ADA accessibility requirements, or Office for Students requirements, the QAA Quality Code for Higher Education and GDPR in the UK, make it hard to keep on top of reporting and compliance.

A comprehensive and structured approach to policy management is critical, but complex and decentralised structures, as well as limited resources, make it a challenging area. Xoralia’s policy management software is purpose-built for educational establishments. The Xoralia solution provides easy access to policies for staff, students, and even parents and third parties, automates policy processes, ensures audit readiness, and more, all within an existing Microsoft 365 environment.

What schools, colleges, universities and educational institutions need in policy management:

Cost-effective policy lifecycle automation

Schools, colleges and universities have to manage a highly complex set of policies and procedures across different locations, departments and faculties, all subject to regulatory scrutiny and regular updates. Any solution that manages policies across the lifecycle should include the following features:

Easy creation, review, approval, distribution and replacement of policies, all backed by automated version control and reminders.
Customisable review and approval workflows ensure policies are updated on time, all avoiding time-consuming manual administration.
An easy-to-access central policy library with powerful search and browsing capabilities, boosted by your custom metadata, with additional ability to publish policies externally.

Regulatory compliance, reporting and audit-readiness

Educational institutions face a wide range of compliance and regulatory requirements across multiple areas, from maintaining academic standards to safeguarding students to ensuring data privacy. To provide rigorous scrutiny and robust reporting, you need to be able to:

Maintain detailed audit trails and related compliance logs for every policy action and update.
View analytics dashboards and export data on policy reads, employee attestation and more to support regulatory reviews and internal and external audits.
Always be audit-ready with a solution that demonstrates regulatory commitments across your entire organisation.

Accountability, engagement and knowledge

It is essential that every staff member or student understands and adheres to your key policies and procedures, and is also aware of any changes. A suitable policy management platform should:

Be able to assign the right policies to different departments, faculties or groups of staff, taking into account different Microsoft 365 groups.
Use employee attestation features to ensure staff or students acknowledge policies, with automated reminders and reporting to ensure success.
Test knowledge with custom quizzes and associated reporting to embed understanding and emphasise key changes.

Seamless integration, security and data privacy

Educational establishments often have a complex digital landscape, with strict requirements to ensure high levels of security and protect data privacy. At the same time, you need to provide access to the essential information that staff and students need every day. Fit-for-purpose policy management software should:

Integrate seamlessly with Microsoft 365, SharePoint, Microsoft Teams, Outlook and other tools, all with Single Sign-On (SSO), and even publish policies to your website.
Have highly granular access to different policies as well as strict control over administrative roles.
Keep all your data on your Microsoft 365 tenant to maintain high security, data encryption and related standards.

User-friendly experience and ongoing support

Educational institutions face resource constraints and complex organisational structures that can make it challenging to implement centralised policy management. Ensure any solution provides:

Intuitive interfaces that require no training for users and are easy for administrators.
Responsive customer support, onboarding assistance, and ongoing updates.
A transparent, flexible and cost-effective pricing model.

How Xoralia delivers for non-profits

End-to-end policy automation

Custom workflows with approval, version control, automated reminders, and more, to keep everything on track.

Compliance & audit-readiness

Granular controls, audit trails, comprehensive regulatory reporting, and more.

Policy acknowledgement & attestation

Features to ensure mandatory policies are acknowledged, supported with reporting and notifications.

Trusted central policy library

A trusted, central library with all the latest polices that everyone can access, with powerful custom search and browsing options.

Robust control & security

Robust security settings, granular access to admin roles and different policies, and effective governance to ensure control from the centre.

Microsoft 365 & SharePoint integration

Deep integration with Microsoft 365, SharePoint and Teams, with ready-to-deploy templates for easy implementation.

Website publishing

Even publish policies for parents, suppliers, prospective students, and other external third parties.

Comprehensive onboarding & support

Easy implementation and friendly, ongoing support from the Xoralia team, whatever your level of technical know-how.

Why leading schools, colleges and universities choose Xoralia

Flexible solution

Xoralia is highly flexible and can be easily configured to the specific needs of your school, college, or university, with internal and external publishing made easy.

Easy to use

Xoralia is easy to use for everyone, including those less confident with technology.

Meets all compliance requirements

Helps you meet your compliance requirements across multiple areas, including data privacy, regulatory compliance, and facilities management.

Proven track record

Educational institutions using Xoralia report strong results, including improved compliance rates.

Value for money

Xoralia comes at a competitive price, supporting schools and universities with limited budgets.

Rapid implementation

Built on Microsoft 365 and SharePoint, launching Xoralia involves minimal disruption and is supported by the friendly Xoralia team.

Central control, campus-wide

Helps maintain central oversight and policy standardisation while allowing local or departmental variation.

Always up to date

Xoralia makes it easy to update policies while notifying staff or students of changes, all underpinned by strict document version control.

Continual improvement

Xoralia is constantly updated with new features, offering educational establishments opportunities to influence our product roadmap.

Frequently asked questions

Which regulations does Xoralia support in the US?

For US educational establishments, Xoralia supports policy and procedure management aligned with education-specific regulations, such as FERPA, Title IX, and the Clery Act, as well as additional Title IV requirements for higher education institutions, and ADA accessibility standards.

Which regulations does Xoralia support in the UK?

For UK schools, colleges, academies and universities, Xoralia can support various Office for Students requirements, the QAA Code for Higher Education, GDPR and many other related regulations.

Can Xoralia support schools or universities with multiple sites, locations and departments?

Yes, Xoralia is built to support complex, geographically distributed educational institutions, combining governance with flexibility to achieve the right balance between central control and local variation.

Can staff and students use Xoralia?

Yes, Xoralia is flexible and can support staff, students, or both. It can even make policies available to parents or external third parties.

How does Xoralia address data privacy and cybersecurity?

Xoralia provides robust role-based access controls, encryption, and audit-ready access logs to support GDPR, data privacy, and cybersecurity requirements.

The story behind Xoralia

We’re Content Formula, the team behind Xoralia. We cut our teeth building intranets for some of the world’s most famous companies like Pfizer, Philips, Johnson & Johnson and Jaguar Land Rover. One of the most commonly requested intranet sections we came across was the policy library. And as time went by, clients asked for more and more complex features in their policy libraries. They wanted attestations, workflows, version history, alerts, approvals, you name it.

Then one day, one of our long standing clients approached us and asked us to build a policy library with every feature they could imagine. We had a great relationship with them and agreed to share the budget to do this, provided we could then market the solution to others. That was in 2019. We’re now on version 3 of Xoralia and the product has grown and evolved a lot.

3 benefits you can expect from Xoralia

Enhance transparency & accountability

Ensure everyone accesses the latest policies, building trust with donors and regulators.

Boost efficiency

Automate compliance tasks to save time, reduce costs, and streamline operations.

Ensure regulatory compliance

Adhere to sector standards with proactive alerts and audit-ready records, avoiding legal issues.

And lots more!

What our clients say

AppSource review

Excellent Tool and Implementation Process

Excellent implementation process. The team worked with our specifications and customised a solution to allow us to create a robust policy management system.

John A. S

Senior Risk Manager

YPO

G2 review

Improved compliance and policy knowledge

It allows for easy document management and attestation of policies. It improved compliance with policies and helped with internal policy management.

Karolina

Administration & Facilities Manager

Client Earth

How to get started with Xoralia

Step 1: Explore or request a demo

Start a free trial for instant, hands-on access, or fill out our form to book a personalised demo at a time that suits you.

Step 2: Get a price proposal

If Xoralia looks right for your organisation, ask us for a tailored quote. We’ll outline any options and packages to fit your needs.

Step 3: Install and launch

Set up Xoralia in your environment with our support. We’ll provide onboarding, training, and full assistance to get your team up and running quickly.

Here's what you'll get

And last but not least:

Ready to get started?

Connect with us to streamline your policy management and ensure effortless compliance.