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3.14 Official College Communication

Responsible Position

Vice President of Advancement and Outreach

RELATED ITEMS

Minnesota State Board Policy

Minnesota State System Procedure

Minnesota Statute

  • , Minnesota Government Data Practices Act (MGDPA)
  • , Sale of Student Information

Federal Law

  • , Family Educational Rights and Privacy Act (FERPA)
  • , Code of Federal Regulations – Family Educational Rights and Privacy Act (FERPA)
  • , Restrictions on use of telephone equipment

Policy Statement

Purpose

海角社区 Technical & Community College (ATCC) is committed to communications that are accurate, timely, accessible, professional, and aligned with the college’s mission, values, and brand. Effective communication supports student success, institutional effectiveness, shared governance, and public trust.

Scope

This policy applies to all official communications produced by ATCC offices, employees (including faculty, staff, and student workers), contractors acting on behalf of the college, and recognized student organizations when communicating in an official college capacity. It applies across all approved communication channels. 

Guiding Principles

Official college communications shall adhere to the following principles:

  • Accuracy and Credibility:  
    • Information must be factual, clear, and reviewed as appropriate before release.  
  • Timeliness:  
    • Information should be shared proactively and updated as circumstances change.  
  • Accessibility and Inclusion:  
    • Communications must use plain language and accessible formats that serve diverse audiences.  
  • Audience Prioritization (“Inside鈥慜ut”):  
    • Individuals and groups most directly impacted are informed first.  
  • Professionalism and Respect:  
    • Tone and content must be civil, respectful, and appropriate for an educational environment.  
  • Brand Consistency:  
    • Communications must follow ATCC brand, editorial, and visual identity standards.  
  • Legal and Policy Compliance:  
    • Communications must comply with FERPA, the Minnesota Government Data Practices Act, accessibility requirements, and Minnesota State policies.  
  • Purpose鈥慏riven Use of Channels:  
    • Communication tools are selected based on purpose, urgency, and appropriateness; supplemental channels do not replace official email.

Definitions

Official Communication 

Any message sent on behalf of ATCC related to college business, operations, academics, student services, or public information. 

Official Channels 

College鈥慳pproved platforms used to share official messages, including email, learning management systems, websites, social media, emergency notification systems, and approved text messaging platforms. 

Official Communication Channels

Email (Primary):  

ATCC鈥慳ssigned email accounts are the primary method of official communication for students and employees. Recipients are responsible for timely review. Forwarding to personal accounts is permitted at the user’s risk. 

Learning Management System (Instructional):  

Faculty use the Learning Management System (LMS) for course鈥憆elated communications. Faculty may assume students monitor both ATCC email and the LMS. 

Website:  

Official college information must reside on approved ATCC web pages and be maintained according to governance and content standards. 

Social Media:  

Only registered and approved social media accounts may represent ATCC. Accounts must comply with institutional brand, accessibility, and governance requirements. 

Emergency Alerts:  

ATCC uses designated mass notification systems (text, voice, and email) for emergencies affecting health or safety. Emergency communications are governed by separate safety protocols. 

Text Messaging (Supplemental):  

Authorized ATCC offices may use text messaging as a supplemental communication method for timely, concise messages related to official college business. Text messaging does not replace ATCC email as the primary official communication channel. Non鈥慹mergency text messages are sent only to individuals who have voluntarily opted in. 

Collaboration and Meeting Platforms:

Approved collaboration tools (e.g., Microsoft Teams, Zoom) may be used for meetings and internal communication related to college business. 

Print and Physical Materials: 

Printed materials must follow ATCC brand and accessibility standards and be used when appropriate to the audience and purpose. 

Roles and Responsibilities

Marketing and Communications:  

Leads institutional messaging and brand standards; oversees official web and social media presence; coordinates campus鈥憌ide communications; manages media relations.

President and Designees:  

Serve as official spokespersons for college鈥憌ide or sensitive matters.

Employees & Departments:  

Use official channels appropriately, protect private data, follow approval processes, and route media inquiries to Marketing and Communications. 

Students & Recognized Student Clubs:  

Use official communication platforms responsibly and comply with college standards when representing ATCC. 

Information Technology:  

Provisions and secures communication platforms and supports enterprise communication tools.

Media Relations

All media inquiries must be directed to Marketing and Communications. Only designated spokespersons may issue official statements on behalf of ATCC.

Records, Privacy, and Security

Official communications may constitute public or educational records and must be handled in accordance with records retention schedules, FERPA, and data privacy laws. 

Training and Continuous Improvement 

ATCC provides training and resources to support effective, inclusive, and compliant communication practices. 

Enforcement 

Violations of this policy may result in corrective or disciplinary action in accordance with applicable policies, procedures, and collective bargaining agreements.