G-032 Text Messaging

Southwest Minnesota State University (SMSU) provides employees and students with technology systems that can be used to support electronic messaging, including short message services (SMS), to personal phone numbers. This policy addresses guidelines and expectations regarding the appropriate use of university-provided systems.

Scope

This policy applies to individual, mass, and other auto-generated text messages by University employees and students, originating from University-provided technology systems, and being sent to prospective and currently enrolled students and other currently employed faculty and staff. (See Board Policy 5.22.2, “Cellular and Other Mobile Computing Devices.”)

Definitions

Text messaging: sending electronic text messages to cell phones.

Short Message Service (SMS): technical standard for sending text messages between mobile phones.

Emergency messages: brief and urgent communications sent out to inform the University community about situations that require immediate attention or action, such as natural disasters, severe weather conditions, campus lockdowns, or other emergencies that pose a threat to safety or disrupt normal operations. The purpose of such messages is to quickly disseminate important information and instructions to ensure the safety and well-being of everyone on campus.

Non-emergency messages: important but non-urgent information to students, faculty, and staff. These messages could include reminders about upcoming events, administrative announcements, campus updates, or general information relevant to the University community. The purpose of such messages is to keep members of the University community informed about relevant matters that may impact their academic or campus life, without causing unnecessary alarm or urgency. They serve to promote communication, transparency, and community awareness.

University-provided text messaging systems: those systems supported by the University to support business functions. Examples include SMSU Alert, Zoom, Microsoft Teams, Slate, and ISRS Communications. In addition, cell phones provided to certain employees are within the scope of this policy.

Policy

Individual, mass, or other system-generated text messages that use University-provided systems must support health, safety, student success, recruitment, and enrollment activities at the University.

University-provided messaging systems can be an effective means for faculty to communicate with their course groups and advisees. Text messaging, however, must be limited to students currently enrolled in faculty members’ courses and currently assigned advisees. The purpose of such text messages must be related to course content or the faculty members’ roles as advisors. Faculty must secure authorization from the individual students before texting them. Individual students may give permission on a form or via email. Documentation on this authorization must be provided to the Department Chair.

Staff use of University-provided technology systems for texting students must pertain to services associated with their position at the University and authorized by supervisors. Authorization from individual students must be received before texting them. Individual students may give permission on a form or via email. Documentation on this authorization must be provided to the supervisor.

Use of University-provided technology systems by faculty and staff to text prospective students is not permitted except for those persons serving in positions that include student recruitment duties. Such text messaging must be authorized by supervisors.

Registered Student Organizations (RSO) and Student Government may send messages, if authorized, to their membership with the members’ permission. Messages using SMS messaging must allow an easily available method to opt out of receiving messages. Such messages must be limited to the official business of the RSO or Student Government.

University-issued mass text messages must be identified as coming from SMSU in the title.

Text messaging must not be used as the sole means of communicating an emergency or other essential message or announcement. These text messages must be supplemented by some other means of communication (such as email, the official method of communication at SMSU) to ensure that all individuals, including those without a cell phone, receive the message.

Text messages, using University-provided technology systems, must not be used to communicate regarding the following:

  • Personal matters (e.g., items for sale or farewell messages)
  • Advertising or other commercial purposes not related to the University’s mission.
  • Personal or confidential information, including, but not limited to Tech ID, StarID, social security numbers, passwords, or financial information.
  • Any content constituting discriminatory harassment based on protected class status (System Procedure 1B.1, “Equal Opportunity and Nondiscrimination in Employment and Education”) including, but not limited to sex, race, gender identity, age, or disability.
  • Any content related to alcohol and controlled substances (System Procedure 5.18, “Alcoholic Beverages or Controlled Substances on Campus”).

Related Documents

Minnesota Statute 13, “Government Data Practices”
Board Policy 5.22, “Acceptable Use of Computers and Information Technology Resources”
System Procedure 5.22.2, “Cellular and Other Mobile Computing Devices”

Policy History

Date of Adoption: January 22, 2026
Date of Last Review:

Date and Subject of Amendments

1/22/2026 – Creation of policy

Note: While every effort is made to ensure accuracy, SMSU reserves the right to correct any clerical errors herein. Also, you can submit feedback.