Guidance notes for the use of a SMS Text Service
IT Services has recently sourced a software package that will enable users to send text messages directly from a pc to a mobile phone. This package is available for purchase Meercat communications by faculties/schools/administrative offices.
This ability to deliver a short message service (SMS) is a useful addition to the range of options currently available for communicating with students. Indeed it may appear particularly attractive given the high incidence of mobile phone use among our students. However, when considering the use of texting for communicating with students, it will be important to ensure that its use is appropriate and cost effective. In this context users are therefore advised to note the following:
1. Students must be informed of your intention to use a short message service and advised to ensure that their personal details held by the University are updated with any changes to their mobile phone number.
2. All schools and administrative offices must have a nominated individual whose responsibility it is to monitor the use of the messaging service and approve the sending of individual messages to ensure that:
- the message is valid;
- the wording is appropriate;
- the circulation list is correct
3. Text messaging is to be used only in circumstances where a message or announcement is essential and/or urgent. It should, however, be noted that there is no guarantee that text messages will be delivered promptly or at all by the mobile phone companies.
4. Unless it has been agreed with the students concerned, text messaging must not be used as the sole means of communicating an urgent or essential message or announcement. The text message must be supplemented by some other means of communication, e.g. an email or paper notice to ensure that all students, including those without a mobile phone, receive the message.
5. Text messaging must not be used for:
- communicating personal or confidential information to students, e.g. exam results or fees owing;
- repeat reminders of messages already circulated;
- personal matters e.g., items for sale, farewell messages;
- appeals on behalf of individual or groups of students, e.g. to attend academic related or social gatherings or events.
6. All messages must be tagged with the appropriate identifier e.g., school, administrative office so that the recipients of the text can see immediately where it originated.
7. Messages should be no longer than 160 characters and should address the student directly, i.e. as 'you'. They should include essential points plus the instruction: 'check your email for full details' or 'full details to follow by internal post'.
Please note that plans are in hand for the development of a University strategy for communicating with students. These interim guidelines will therefore be reviewed in due course and may be revised in the light of that work.
Office of Communications, Media and Public Relations
Office of Student Support and Services
March 2006