855.00 Texting/SMS Messaging – SKC Policy & Procedures

PurposeSalish Kootenai College values the privacy and preferences of its stakeholders. This policy establishes guidelines for the collection, use, and protection of personal mobile phone numbers by the College to support SMS/text messaging usage. The College adheres to federal laws, including the Telephone Consumer Protection Act (TCPA), and commits to safeguarding personal information while ensuring effective communication.SMS/text messaging may be used by authorized college officials to relay important and time-sensitive information such as campus closures, academic deadlines, notices critical to student academic success, as well as additional relevant and important information.
1. Definitions
  1. Consent – Permission given to the college by a SMS/text message recipient to communicate via SMS/text message. Consent is required in all cases except emergencies; the type of consent required may vary depending on the purpose of the intended message.
  2. Emergency Messages – SMS/text messages that affect the immediate health and safety of the college community. These situations include weather closures, fires, health risks, and other threats to safety.
  3. Informational Messages – SMS/text messages sent to individuals who have shared their personal phone number with the college and have asked to be contacted in the future.
  4. Mass SMS/Text Messages – Identical or substantially similar SMS/text messages that have been sent to multiple individuals.
  5. One-to-one Messaging – Person-to-person communication, usually initiated by an employee that includes just one recipient.
  6. Opt-In – An action by which someone requests to receive communications via SMS/text message.
  7. Opt-Out – An action by which someone who receives SMS/text message communications indicates that they no longer want to receive SMS/Text messages from that particular service.
  8. Personal Contact Information – Information such as personal cell phone number that is provided to Salish Kootenai College for purposes disclosed in this policy.
Policy Statement
1. Salish Kootenai College may collect and use personal mobile numbers to:
  1. Communicate time-sensitive alerts or security notifications.
  2. Provide information relevant to the individual’s relationship with the college (e.g., admissions updates, billing inquiries, academic deadlines).
  3. Send emergency messages critical to health and safety.
2. All use of personal contact information will comply with applicable federal law and institutional policies, including the Telephone Consumer Protection Act.
3. Collection and Consent
  1. Personal contact information is collected voluntarily during admissions, enrollment, onboarding, or service sign-up. Mobile phone numbers are protected student data and only available to those who have a legitimate need as provided in Policy 843.00, Access to SKC Student Data.
  2. Emergency messages may be sent without prior consent as required by law.
  3. For mass texting campaigns:
    1. Specific opt-in is required, along with opt-out instructions, message frequency disclosure, and privacy statement links.
    2. Opt-outs will be logged, and auditing of texting campaigns will be done periodically to ensure compliance.
  4. For one-to-one texting:
    1. Consent is implied if contact information was provided for school communications.
    2. Opt-outs will be effective immediately.
    3. Marketing communications are prohibited unless explicit consent has been obtained.
    4. SMS messages may include reminders, deadlines, or academic status concerns.
  5. Data Protection and Retention
    1. SMS consent and phone numbers will never be shared or sold to any third party or affiliate for marketing purposes.
    2. Personal data will be stored securely in accordance with the Policy 841.00, Data Access and Management.
    3. Access to this data is restricted to authorized college personnel.
    4. The inclusion or disclosure of confidential or restricted information including PII, PHI, and FERPA covered information, in SMS messages, is strictly prohibited.
4. Use of Text Messaging to Contact Individual Students
  1. Use of the College’s text messaging system is restricted to contact students for college business such as reminders of deadlines, appointment reminders, academic matters requiring urgent attention, or periodic inquiries about support needed.
  2. All personal text messages must include notification that the text is sent by “xx at Salish Kootenai College” and should allow individuals to opt-out of future messages.
5. Requirements for Mass SMS/Text Messaging Campaigns
  1. To conduct SMS/text messaging campaigns, Salish Kootenai College units and departments must:
    1. Participate in training regarding the appropriate use of the College’s text messaging platform.
    2. Collect consent from campaign participants prior to sending text messages. This can be achieved by offering target participants the opportunity to opt into text message communications.
    3. At the time of consent, provide a description of the types of content/communications. For example, “Receive account notifications via SMS from Salish Kootenai College.”
    4. Disclose that the recipient may incur a fee as a result of receiving SMS messages. A typical message may state “Message and data rates apply.”
    5. Inform recipients of the frequency with which they will receive messages. Verbiage such as “Four messages per month,” or “Message frequency varies,” are sufficient.
    6. Every message should allow recipients to opt out of receiving future text messages. Instructions should be provided such as, “Text STOP to cancel.”
    7. Provide recipients with a means to receive assistance. This can be done through additional SMS messaging, providing a phone number, or email address. Some examples include “Text HELP for help” or “Call XXX-XXX-XXXX for assistance.”
  2. Text Messaging may not be used:
    1. as the sole means of communicating an essential message or announcement.
    2. for personal matters e.g., items for sale, farewell messages.
    3. to promote the sale of products or services.
  3. Use of text messages to Supplement Information
    1. Text messages that contain important information should be supplemented by an additional form of communication, e.g. an email, to ensure that all students, including those without a mobile phone, receive the message. Such messages should include the instruction to “check your email for full details” or similar message.

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