PRIVACY POLICY

I. Purpose

This policy establishes guidelines for the use of Short Message Service (SMS) and text messaging as an official communication channel between Emily Griffith Technical College and its enrolled students. The primary purpose of this policy is to ensure that SMS communications are used effectively, responsibly, and in compliance with relevant regulations, while respecting student preferences and privacy. This channel is intended to provide timely, important, and concise information to enhance student success and safety.

II. Scope

This policy applies to all Emily Griffith Technical College departments, faculty, staff, and authorized third-party vendors who utilize SMS/text messaging to communicate with students for official college business. It covers all forms of SMS communication, including standard text messages, multimedia messages (MMS), and messages sent via college-approved texting platforms.

III. Opt-In and Opt-Out Procedures

A. Opt-In

Students must provide explicit consent (opt-in) to receive SMS communications from Emily Griffith Technical College. Consent can be obtained through:

1. Online Forms: A clearly marked checkbox or consent statement on enrollment forms, student portals, or specific departmental service request forms.
2. Initial Text Message Confirmation: For certain services, students may receive an initial text message confirming their enrollment and providing instructions on how to opt-out.
3. Verbal Confirmation: In specific, documented cases, verbal consent may be obtained, followed by an immediate confirmation text message.

B. Opt-Out

Students may opt-out of receiving SMS communications at any time. Each text message sent for non-emergency purposes will include clear instructions on how to opt-out, typically by replying “STOP,” “UNSUBSCRIBE,” or a similar keyword.

1. “STOP” Keyword: Replying “STOP” to any college text message will cease all further non-emergency communications from that specific service or department.

IV. Types of SMS Communications

SMS communications will be categorized and used for the following purposes:

1. Time-Sensitive Alerts: Critical and time-sensitive information related to closures,  or severe weather.
2. Academic Reminders: Important dates (registration deadlines, add/drop dates, payment due dates), course updates, and advising appointments.
3. Student Service Notifications: Important dates (registration deadlines, add/drop dates, payment due dates), career services events, course updates, and advising appointments. 

V. Message Frequency and Timing

1. Frequency: Messages will be sent only when necessary and at a reasonable frequency to avoid overwhelming students. High-volume messaging campaigns will be avoided unless absolutely critical.
2. Timing: Non-emergency messages will primarily be sent during standard business hours (e.g., Monday-Friday, 8:00 AM – 5:00 PM local time). Messages will generally not be sent late at night, early in the morning, or on major holidays, unless they are emergency alerts.

VI. Content Guidelines

All SMS communications must adhere to the following content standards:

1. Brevity and Clarity: Messages should be concise, clear, and easy to understand, due to character limitations.
2. Professionalism: All messages must maintain a professional and respectful tone, reflecting the college’s values.
3. Identification: Messages must clearly identify Emily Griffith Technical College as the sender.
4. Call to Action/Further Information: Where applicable, messages should include a clear call to action (e.g., “Reply Y to confirm,” “Visit [URL]”) or direct students to a reliable source for more detailed information (e.g., web address, student portal, phone number).
5. No Confidential Information: Personally Identifiable Information (PII) or sensitive data (e.g., Social Security Numbers, grades, detailed financial information) will not be transmitted via SMS.
6. Accessibility: Consider language and formatting to ensure messages are accessible to all students.

VII. Privacy and Security

Emily Griffith Technical College is committed to protecting student privacy.

1. Data Protection: Student mobile numbers collected for SMS communications will be stored securely and only used for authorized college purposes. They will not be shared, sold, or rented to third parties for marketing purposes.
2. FERPA Compliance: All SMS communications will adhere to the Family Educational Rights and Privacy Act (FERPA) by not disclosing protected student information.
3. System Security: College-approved SMS platforms will employ appropriate security measures to protect data integrity and confidentiality.

VIII. Cost to Students

Emily Griffith Technical College does not charge students for receiving SMS messages. However, standard message and data rates may apply depending on the student’s individual mobile phone plan. Students are encouraged to check with their mobile service provider regarding their plan details.

IX. Compliance

This policy is designed to comply with applicable federal and state regulations, including but not limited to the Telephone Consumer Protection Act (TCPA) and its associated rules. All departments and staff involved in SMS communications must be aware of and adhere to these regulations.

X. Contact Information and Feedback

For questions regarding this SMS policy, to manage communication preferences, or to report an issue with SMS communications, students should contact support@emilygriffith.edu

XI. Policy Review

This policy will be reviewed periodically or as needed to ensure its effectiveness, relevance, and compliance with changing regulations or technological advancements.