Non-Emergency Text Messaging Procedure – 61.24.02

College Policy Number/Title

• 61.24 Text Messaging

Howard Community College (HCC) uses two-way, non-emergency institutional text messaging as part of its overarching communications strategy to relay important and time-sensitive information that is critical to student success, health, and safety.

Students, faculty, and staff may elect to receive non-emergency text messages by providing their mobile phone number and opting in to receive texts during the admissions application process or hiring process. Those who opt in are responsible for ensuring that their contact information held by HCC is current and correct and will have the ability to update their phone number, opt in, or opt out at any time.

Non-emergency text messages may not be used for emergency alerts. However, non-emergency text messaging is part of the college’s overall student communications plan and should serve as the last tactic to reach students. The message must be focused on time-sensitive information critical to student success, which may include but is not limited to the following notifications and reminders:

• • Academic advising, progress, risk, and standing
  • Important deadlines and process
  • Registration assistance
  • Financial aid
  • Payment
  • Placement testing

Text messages must include the identification of the sender, so recipients can immediately recognize the sender. Text messages are disseminated by authorized users, under the supervision of the Office of Public Relations and Marketing (PRM). Authorized users and PRM will evaluate the suitability of other messages on a case-by-case basis.

Messages may only be sent by the college’s authorized users and must comply with all other HCC policies regarding content. Additionally, text messages should abide by standards developed by the Office of Public Relations and Marketing.

• • Content is accurate.
  • Wording is appropriate.
  • Tone is casual but professional.
  • If a response is requested, the message should end with a question or request for specific action.
  • Validate and verify the recipient list before sending out.
  • Information in the message is directly relevant to the recipient.
  • Message clearly states how the information impacts the recipient and who to contact for additional information.
  • Message is sent with adequate time for the action or activity.
  • Opt-out is included in every message.

Effective Date: 06/09/22

President's Office Use: EDPRM