Administrative Procedure

 

Text Messaging Procedure

Procedure Number: 4.2.5-P

Current Effective Date: 11/24/2025

Original Effective Date: 08/10/2020

Revision Dates: 0

Revision Number: 0

Revision Summary: updates to the procedure

Responsible Official: Vice President Technology Services; General Counsel

References: Administrative Policy 4.2.5

1. Purpose

To establish procedures for the appropriate use of text messaging by KCTCS in compliance with federal regulations, including the Telephone Consumer Protection Act (TCPA), and KCTCS policies on student and employee data privacy.

2. Scope


This procedure applies to all KCTCS colleges and departments utilizing text messaging platforms to communicate with students, prospective students, and employees.

3. Definitions


- SMS/Text Messaging: Short Message Service used for sending informational messages to mobile phones.
- Opt-in: The act of voluntarily providing consent to receive SMS communications.
- Opt-out: The process of revoking previously given consent to receive SMS communications.

4. Guidelines

 

4.1 Compliance Requirements
All SMS communications must include the following disclosures (the Call-to-Action or “CTA”) at the point of opt-in:

“KCTCS would like to communicate college announcements, account notifications, reminders for important dates, and more. By submitting this form, you acknowledge that KCTCS may contact you by phone, mail, SMS text, or email. SMS text message frequency will vary. Standard message and data rates may apply. You may opt out at any time by replying “STOP”, emailing stop@kctcs.edu, or calling 855-465-2827. Reply "HELP" for assistance. For more information, please view our Privacy Policy and SMS Terms and Conditions.  (https://policies.kctcs.edu/administrative-procedures/4-2-5-P.aspx).”

4.2 Applicants and Enrolled Students

Upon completion of the admissions application, KCTCS students opt in to receive all communications, including text messages, from KCTCS colleges. Students may opt-out of receiving text messages by replying “STOP”, emailing stop@kctcs.edu, or calling 855-465-2827. Students may review and update their status for receiving text messages at any time.

4.3 Carrier Disclosures

KCTCS services are compatible with the following participating carriers: AT&T, T-Mobile, Metro PCS, Verizon Wireless, US Cellular, Google Voice, Cellular One, Cellcom, Cellular South, Interop, Clearsky. Carriers are not liable for delayed or undelivered messages.

4.4 Data Use Disclosures

- No mobile information will be shared with third parties/affiliates for marketing or promotional purposes.
- All categories exclude text messaging opt-in data and consent; this information will not be shared with third parties.

4.5 Restrictions on PII Transmission

Students and employees should not transmit personally identifiable information (PII) via SMS (e.g., social security numbers, grades, financial aid details). Secure portals, email, or direct phone contact should be used for such communications.

4.6 Recordkeeping and Monitoring

All SMS communication programs must be monitored to ensure compliance with KCTCS privacy standards and opt-out mechanisms. Records should be retained per KCTCS records retention schedules.

4.7 Legacy Systems

References to previous vendors (e.g., SignalVine) must be removed from all communication and replaced with current service provider details, if applicable.