Minot State University Text Messaging (SMS/MMS) Guidelines and Privacy Policy

A2P 10DLC & Twilio Compliance Framework
This document serves as the terms and conditions and privacy statement for texting.

Purpose

These guidelines establish standards for the appropriate use of SMS (Short Message Service) and MMS (Multimedia Messaging Service) communications with students, applicants, employees, and other authorized recipients.

The purpose is to:

• Protect privacy
• Ensure compliance with federal regulations (including TCPA and A2P 10DLC requirements)
• Reduce spam and fraudulent messaging
• Promote effective and respectful communication

Scope

These guidelines apply to all university departments, faculty, staff, administrators, researchers, contractors, and authorized representatives who send SMS/MMS messages on behalf of Minot State University using approved messaging platforms (including Twilio).

All university text communications must be sent through an approved and registered 10DLC brand and campaign.

Definitions

10DLC (10-Digit Long Code)
A regulated framework governing Application-to-Person (A2P) messaging over standard 10-digit phone numbers. Campaigns must be registered through The Campaign Registry (TCR) and approved by mobile carriers.

A2P (Application-to-Person Messaging)
Text messages sent from a university-managed system to individuals.

Consent
Permission granted by a student or recipient to receive SMS/MMS messages. Consent requirements vary depending on message type (implied vs. express written consent) but are required in all non-emergency cases.

SMS (Short Message Service)
Standard text-only messages.

MMS (Multimedia Messaging Service)
Messages that may include images, links, or other media.

Opt-In
Affirmative action by a recipient agreeing to receive text messages.

Opt-Out
Recipient request to stop receiving messages, typically by replying STOP.

General Principles

1. Text messaging is a direct and immediate communication channel and must be used responsibly.
2. Email remains the university’s official communication method.
3. SMS/MMS should be concise, relevant, and timely.
4. Messages must respect privacy and comply with FERPA, TCPA, and applicable state and federal laws.
5. Mass text messaging must be limited to relevant audiences (e.g., accepted students needing new student registration).
6. Phone numbers must be collected with appropriate opt-in consent and stored securely.
7. Consent cannot be transferred or sold to third parties.
8. The university will not share SMS/MMS phone numbers or opt-in data with third-party marketers.
9. All outbound SMS/MMS messages must clearly identify Minot State University as the sender and include opt-out instructions.
10. Failure to comply with 10DLC requirements may result in carrier blocking or suspension of messaging privileges.

Opt-In and Consent Requirements

Recipients must provide consent before receiving SMS/MMS messages, except in emergency situations.

Acceptable Opt-In Methods

• Texting a university number to initiate a conversation may constitute consent for responsive messaging related to that inquiry.
• Providing a phone number in a required field accompanied by proper disclosure language.

Required Web Form Disclosure

All web forms collecting mobile numbers must include one of the following notices:

Option 1 (Yes/No checkbox):

By selecting “Yes,” you consent to receive SMS messages from Minot State University regarding admissions updates, class registration, application status, and enrollment information. Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for assistance. Consent is not a condition of applying or enrolling.

Option 2 (Consent checkbox):

By providing my mobile number and checking the box below, I consent to receive SMS messages from Minot State University regarding admissions updates, class registration, application status, and enrollment information. Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for assistance. Consent is not a condition of applying or enrolling.

Opt-Out Requirements

All SMS/MMS messages must allow recipients to opt out.

Recipients may opt out at any time by replying: STOP.
After opting out, the recipient will receive a confirmation message and will no longer receive messages unless they opt back in.

Carrier-recognized keywords (STOP, STOPALL, CANCEL, END, QUIT, UNSUBSCRIBE) must be honored.

Recipients may rejoin by replying START, where supported.

Help and Support

Recipients may reply: HELP for assistance.

University Contact Information:
Minot State University
Phone: 701-858-3350
Email: askmsu@minotstateu.edu
Website: https://www.minotstateu.edu

Message Frequency

Text message frequency must be limited and appropriate.
As a general guideline:

• No more than 2–3 messages per week per recipient
• Exceptions may apply during emergencies or critical periods

Message frequency must be disclosed at the time of opt-in.

Message and Data Rates

Message and data rates may apply. Charges are determined by the recipient’s mobile carrier plan. Minot State University is not responsible for carrier-imposed fees. Supported carriers are not liable for delayed or undelivered messages.

Data Protection and Privacy

• Mobile numbers and consent records must be stored securely.
• Information must be used only for the purpose for which it was collected.
• The university will not sell or share personal information for marketing purposes.
• Data will be shared only with authorized service providers (e.g., Twilio) for operational purposes or when legally required.
• Opt-in consent records will be retained in accordance with applicable federal regulations and university record retention policies.

Monitoring and Compliance

Minot State University reserves the right to monitor SMS/MMS communications for:

• System maintenance
• Compliance with policy
• Legal or regulatory requirements

Violations may result in suspension of messaging privileges and/or disciplinary action in accordance with university policies.