SMS Standards of Use

1.0     Purpose

This standard explains how the office of Graduate Admissions (herein referred to as “Virginia Tech”) collects and uses customer mobile phone numbers (herein referred to as mobile numbers) in its Technolutions Slate (herein referred to as “Slate”) instance for text/SMS/MMS messaging (herein referred to “SMS”).

2.0     Policy

Virginia Tech collects information related to prospective students and their family members in Slate to process applications for admissions. That information includes mobile numbers. Consent to use the mobile numbers for the purpose of sending SMS is collected directly from the customer. The mobile numbers provided by the customer will be available to university staff and admissions reviewers and stored in Slate. The mobile numbers provided may be shared with third-party software vendors, who are contractually obligated to protect the privacy and security of the information. Other departments may use mobile numbers from admissions for internal quality improvement and other administrative processes necessary to provide educational services.

Virginia Tech will not ask for, nor should customers provide, personally identifiable information, passwords, or any other confidential or sensitive information in SMS.

2.1       Use of mobile phone number

By providing consent, customers agree that Virginia Tech may send periodic SMS to communicate about application and aid deadlines, event reminders, and other important information related to the admissions process.

Messaging frequency per month varies based on customer status and associated actions.

2.2       Messaging costs

Message and data rates may apply. When customers opt in to receive SMS messages, they are responsible for any carrier fees such as data plan charges, text messaging charges, tolls, out-of-area roaming, and other charges.

2.3       Opt-out

Customers may unsubscribe at any time by texting the word STOP as a reply. They may receive a subsequent message confirming opt-out request.

The following numbers are used in the Virginia Tech Graduate School instance of Slate. Unsubscribing from one line will unsubscribe from all lines in this instance. No call forwarding or voice capabilities apply to these numbers.
Graduate School and Innovation Campus +1 540-385-3836
Graduate School EvMBA Department +1 540-739-2009
Graduate School MIT Department +1 540-506-4231
Graduate School OMBA Department +1 540-418-1144

2.4       Information collection

Data obtained from customers in connection with this SMS service may include mobile phone number, carrier name, and the dates, time and content of the messages, as well as other information that is provided. Virginia Tech may use this information to contact the customer and to provide services requested.

2.5       Information sharing

Virginia Tech and Slate may share mobile numbers with companies that provide services. Virginia Tech strives to minimize the information provided to our service providers and to obtain appropriate agreements regarding their handling of personal information. Virginia Tech may also share this information when necessary to comply with applicable laws and regulations, to detect and prevent fraud, to protect the security of our information, and to protect the rights and safety of others. Related policy: Slate Privacy Policy.

If admitted to Virginia Tech, the mobile number will become part of the customer student record and will be subject to the Family Educational Rights and Privacy Act (FERPA, 34 CFT Part 99).

2.6       Information retention

Virginia Tech follows applicable laws governing the retention of customer personal information. Virginia Tech will retain customer information for as long as needed to fulfill our business and archival purposes, and some information may be retained indefinitely. Factors that influence the length of time that Virginia Tech maintains customer information include our legal obligations, our need for information to provide services to our customers, and our interest in preserving historical records of the university and our activities.

2.7       Virginia Tech related policies

Privacy Statement

Acceptable Use of Information Systems at Virginia Tech

Policies Library

3.0     Procedures

Users permitted to send SMS messages from Virginia Tech must comply with industry standards and rules in the A2P 10DLC regulations.  

3.1       Collection and consent

Mobile numbers are collected through event registrations, form submissions, applications for admissions, and data imports. Notice of implied or explicit consent will be included, where possible.

3.2       Updating information

Texting STOP will unsubscribe the mobile number from the instance the subscription is applied to. See Section 2.3 for details. Mobile number updates can be made by contacting either Undergraduate Admissions or Graduate Admissions, depending upon the instance the subscription is applied to.

3.3       Training

Documentation is provided that instructs permitted users in the appropriate use of mobile numbers.

3.4       Monitoring

Consent and opt-out dates are retained for messaging and auditing purposes.

4.0     Definitions

CUSTOMER describes prospective applicants, applicants, admitted applicants, and current students who have provided a mobile phone number in the Undergraduate and/or Graduate instances of Slate.

TECHNOLUTIONS SLATE is the higher education CRM system used by Virginia Tech Graduate Admissions.

INSTANCE OF SLATE/SLATE INSTANCE refers to a separate and distinct database of records.

SMS messages or Short Message Service are short two-way alphanumeric paging messages that can be sent to and from a mobile phone or a suitably equipped networked device.

MMS stands for Multimedia Messaging Service and is a system application by which a client is able to provide a messaging operation with a variety of media types.

A2P 10DLC refers to a system in the United States that allows businesses to send Application-to-Person (A2P) type messaging via standard10-digit long code (10DLC) phone numbers.

5.0     References

Sustainability of Digital Formats: Planning for Library of Congress Collections

https://www.loc.gov/preservation/digital/formats/fdd/fdd000431.shtml

Internet Engineering Task Force (IETF) – RFC 5724

https://www.ietf.org/rfc/rfc5724.txt

OMA MMS Architecture

https://www.openmobilealliance.org/release/MMS/V1_3-20110913-A/OMA-AD-MMS-V1_3-20110913-A.pdf

CAN-SPAM Act: A Compliance Guide for Business

https://www.ftc.gov/business-guidance/resources/can-spam-act-compliance-guide-business