FAQs | HubSpot Approval Process

As part of our institution’s commitment to meeting Federal Accessibility Guidelines (WCAG 2.1 Level AA) ahead of the April 24, 2026 deadline, UNO will be implementing a new approval process for all mass email communications sent through the campus-provided tool, HubSpot.

The approval process will be in place for the foreseeable future. MarComm is working to identify and implement a more sustainable, long-term approach to accessibility compliance across campus communications.

Questions regarding Pardot communication should be directed to Institutional Effectiveness and Student Success (IESS).

All emails sent through HubSpot will need to be approved with this process. This includes emails that are text only, internal to campus, newsletters, student focused, and more.

When an email is approved, the original requestor is notified through automated in-app alerts and external communications, depending on their personal notification settings.  

If you do not receive a notification, you can verify the status directly within the email editor:

• Navigate to Marketing >> Email and click the drafted email's name.
• Click View approval in the top right. The collaboration sidebar will display the current status as Approved, meaning the email is now ready to be sent or scheduled.

Note: The user who sent the approval request will get the status updates notifications. However, any user with access to the email draft will be able to see the status and any comments left.

Yes. If you scheduled emails prior to the effective date of April 13, 2026 to send after April 13; you will need to cancel the send and submit the email for approval.

Yes. You may send a series of emails through the workflow ahead of events, campus reminders, campaigns.

Note: HubSpot will require a secondary round of approval if changes have been made within the email.

The HubSpot notification is the internal workflow to the software. The Approval Ticket is to track the process, overall status, and provide documentation for compliance reasons.

You are encouraged to run your own accessibility scan prior to requesting MarComm approval. 

Email Best Practices

WAVE Extension

If the UNO Events team is managing your event communication, their team will draft and gain final approval prior to sending the email communication.

You will still be part of the overall copy and content creation and approval.

Most HubSpot templates are accessible if the structure is left unedited. MarComm will be reviewing all templates to make sure they meet the standard as well.

No. HubSpot is the campus provided communication tool and it is advised to send all communication through HubSpot.

This practice will ensure communication is meeting the WCAG 2.1 Level AA Accessibility Standard.