Scheduling tools are widely used to streamline posting, but they also introduce accessibility risks if not configured properly.
Scheduling Decision Rule
Using a scheduler (Hootsuite/Sprout Social, etc.) is allowed as long as the version posted on each platform is accessible. If the scheduler cannot preserve a required accessibility feature for that platform (e.g., caption file upload, alt text fields), the social media creator must do one of the following:
- Bake accessibility into the media (e.g., open captions, integrated description in narration, on-screen text also spoken aloud), OR
- Post natively/manual on that platform to use the platform’s accessibility tools.
Document the choice and the reason (e.g., “scheduler strips SRT on this network”) so the team can repeat the correct method next time.
Key Requirements
Alt text support: Confirm whether the tool allows alt text entry for each platform (many do not for Instagram or LinkedIn). If not → post natively or add accessibility alternatives.
Video caption support: Some schedulers strip caption files (.SRT) when posting to Facebook or LinkedIn. Always test before relying on the tool. If stripped → upload video natively.
Image descriptions and hashtags: Ensure that accessibility features (alt text, CamelCase hashtags) are carried through when scheduled.
Preview before posting: Use the platform preview to confirm accessibility metadata is retained.
Documenting Your Workflow
Why this matters: Documentation makes the process repeatable across teams and provides evidence of good-faith compliance. It also prevents “separate but equal” drift (posting inaccessible content and relying on a separate accessible version).
What to document (lightweight):
- Which platforms receive the asset and whether it is scheduled or posted natively
- Caption method used on each platform (open captions OR closed caption file OR platform captions and edits)
- Whether the video has meaningful visuals and how that meaning is conveyed (integrated description, described cut, descriptive transcript)
- Where the “source of truth” version lives (e.g., YouTube/webpage) and where the descriptive transcript is stored
- Any exceptions and the reason (e.g., “scheduler strips SRT on Instagram; used open captions”) and who approved
Staff Guidance
Check vendor accessibility road map (VPAT or equivalent). UMB requires vendors to disclose accessibility compliance.
View if tool is approved or should be submitted for approval. The IT Procurement Compliance and Security (IT-PCS) Form displays approved tools and can be used to submit for approval
If accessibility features are missing, staff must:
- Publish natively on the platform, OR
- Provide a link to an accessible version (e.g., captioned YouTube upload).
Document issues: Report when scheduling tools fail to meet accessibility requirements. The Office of Communications and Public Affairs (OCPA) will track recurring gaps for vendor escalation.
Risk Management
The compliance obligation falls on UMB, not the vendor. If our scheduling tool prevents accessibility, UMB is still accountable.
Schools/units should budget staff time for manual posting when accessibility features are not supported by the scheduler.