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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

Federal Law

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 messageRegistration, 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‑sensitive 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‑emergency text messages.  
  • Opt‑in is program‑specific and remains valid until the recipient opts out.  
  • Opt‑in disclosures must clearly state:  
    • Program purpose 
    • Approximate message frequency 
    • “Message and data rates may apply” 
    • STOP and HELP instructions 
    • Link to ATCC privacy information 

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 
  • 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‑party 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: