Colleges and universities face mounting obstacles when purchasing artificial intelligence tools and services, according to a new EDUCAUSE QuickPoll survey. The primary challenge stems from the evolving nature of AI technology itself. Governance frameworks lag behind rapid innovation cycles, leaving procurement teams uncertain about standards, risk assessment, and long-term vendor viability.
The survey findings highlight a disconnect between institutional AI strategy and purchasing decisions. Many colleges lack clear governance policies before deploying AI systems, creating friction in procurement workflows. Teams struggle to evaluate vendor proposals when institutional priorities remain undefined.
EDUCAUSE recommends two concrete approaches to streamline AI procurement. First, institutions should establish formal AI governance structures before initiating purchases. This means developing institutional AI strategy, defining use cases, and setting clear evaluation criteria. Second, procurement professionals should prioritize solution providers demonstrating transparency around model training data, algorithmic bias testing, and security measures.
The tension between speed and caution defines the current landscape. Colleges recognize AI's potential to improve admissions processes, student support systems, and administrative efficiency. Yet rushing into vendor agreements without governance infrastructure invites compliance risks and compatibility problems when institutions later shift strategies.
Schools investing time upfront in governance planning report smoother procurement cycles. They can articulate specific requirements to vendors, negotiate terms aligned with institutional values, and avoid costly platform migrations caused by poor initial choices.
Procurement teams should also demand vendor accountability. This includes clear documentation of how AI systems make decisions, regular audits for bias, and explicit data handling policies. Institutions buying AI tools assume responsibility for how those tools affect students and staff.
The EDUCAUSE findings underscore a broader reality: AI procurement is not purely a technology problem. It requires alignment between legal, academic, and administrative departments. Colleges succeeding in this space treat procurement as a governance exercise, not a vendor selection task.