NET-S010 Avaya Telephone System Text Messaging (SMS) Privacy Standard

1.0    SCOPE:  
1.1    This Standard outlines the university's requirements and limitation for the use of text messaging (SMS) through the Avaya Telephone System for official university business.

2.0    RESPONSIBILITY:  
2.1    Office of Information Technology

3.0    APPROVAL AUTHORITY:
3.1    Chief Information Officer

4.0    DEFINITIONS:
4.1    Avaya Telephone System:  The university managed telecommunications platform used for voice and text (SMS) communications.
4.2    SMS (Text Messaging):  Short Message Service used to send text-based communications to mobile devices.
4.3    Opt-In:  The voluntary act of an individual providing their mobile phone number and consent to receive text messages for university related purposes.

5.0    Standard:
5.1    Text messaging via the Avaya Telephone System will be used solely for official university business purposes.
5.1.1    Text messages will not be used for advertising or other commercial purposes not related to the university's mission.
5.1.2    Text messages will not include personal or confidential information,including but not limited to social security numbers, passwords, financial information, or grades.
5.1.3    Text messaging will not be used for any malicious, unlawful, or otherwise inappropriate communications.
5.2    Faculty use of text messaging with students is subject to additional limitations.
5.2.1    Faculty will only send text messages to students currently enrolled in their classes.
5.2.2    All faculty to student text messages must be limited to class related content.
5.3    Consent and opt-in requirements apply to all recipients of text messages.
5.3.1    Students consent to receiving class related or official university text messages by providing their mobile phone number to university faculty or staff.
5.3.2    University employees will only send text messages to individuals who have opted in by voluntarily providing their mobile phone number for that purpose.
5.3.3    If a recipient requests to stop receiving text messages or opts out, university employees will immediately cease further text communications with that individual.
5.4    Mobile data privacy protections shall be maintained.
5.4.1    Mobile phone numbers and related data collected for text messaging purposes will not be shared with third parties.

6.0    ASSOCIATED DOCUMENTS:
6.1    Acceptable Use of Information Technology Resources Policy

7.0    RECORD RETENTION TABLE:

8.0    REVISION HISTORY:
Date:    Rev.    Description of Revision:
3/11/2025        Initial Release
      

 
***End of Standard***