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Select a language to translate the page content.3.14.1 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
Procedures
Account Provisioning and Access
- Students: ATCC email accounts are provisioned upon admission or onboarding. Students are responsible for monitoring their accounts.
- Employees (including student workers): Official ATCC accounts must be used for college business.
- Instructional Use: Faculty may assume students monitor both email and the LMS.
Message Types and Approval Pathways
| Type | Examples | Who Approves | How Sent |
|---|---|---|---|
| Institutional/campus-wide messages | Closures, leadership updates | President/VP | All-employee/all-student lists via Marketing and Communications |
| All-student/All-employee message | Registration, financial aid deadlines, safety notices | Responsible VP, Marketing and Communications | Official distribution lists |
| Departmental messages | Program updates, events | Dean/Director | Department lists, newsletters |
| Emergency messages | Imminent threats, closures | President/Safety and Security Compliance Officer | Mass notification system (StarAlert) |
| Informational Text Messaging (Non-Emergency) | Registration reminders, advising prompts, deadline notices | Responsible VP or designee; Marketing and Communications oversight | Via approved platform only |
Text Messaging Procedures
Appropriate Use
Text messaging may be used to:
- Share brief, time鈥憇ensitive reminders
- Support student success and operational efficiency
- Reinforce (but not replace) information also shared via email or official platforms
Text messaging is not appropriate for:
- Sensitive academic, disciplinary, or conduct matters
- Lengthy explanations or complex decisions
- Communicating information that must legally be delivered via official notice
Consent and Opt-In
- Individuals must voluntarily opt in to receive non鈥慹mergency text messages.
- Opt鈥慽n is program鈥憇pecific and remains valid until the recipient opts out.
- Opt鈥慽n disclosures must clearly state:
- Program purpose
- Approximate message frequency
- “Message and data rates may apply”
- STOP and HELP instructions
- Link to ATCC privacy information
- Program purpose
Message Standards
- Messages must be accurate, clear, and relevant.
- Messages must not include private or protected student data.
- All programs must support:
- STOP to immediately opt out
- HELP to receive assistance
- STOP to immediately opt out
- Messages should be sent at appropriate times and with reasonable frequency.
Privacy, Records, and Data Protection
- Mobile numbers and consent records are private data under state and federal law.
- Text messages related to college business are official records and must be retained according to ATCC records schedules.
- Third鈥憄arty vendors must meet ATCC and Minnesota State data protection requirements.
Mass Email Process (All-Student/All-Employee)
Requests are submitted to Marketing and Communications and include purpose, audience, draft content, accessibility review, and timing considerations.
Professional Conduct
All communications must reflect respect, professionalism, and compliance with college conduct standards.
Accessibility and Inclusive Communication
Before publishing/sending communications, ensure accessibility standards are met and protected data is not disclosed.
Training and Compliance
Marketing and Communications and Information Technology provide guidance and training. Suspected violations should be reported through appropriate administrative channels.
Related ATCC Items:
Approved by: College President
Effective Date: 6/5/2026
Next Review Date: June 2029
Archive: