1.0 Purpose
These standards explain how the University of Lynchburg Office of Admissions (“University of Lynchburg,” “Lynchburg,” “we,” or “us”) collects and uses mobile telephone numbers in its Technolutions Slate (“Slate”) system for text, SMS, and MMS communications (“SMS”).
2.0 Policy
The University of Lynchburg collects information from prospective students, applicants, admitted students, current students, parents, guardians, family members, and others in connection with recruitment, admission, enrollment, and related University services. This information may include a mobile telephone number.
Consent to receive SMS communications is collected directly from the individual. Participation is voluntary and is not a condition of applying for admission, being admitted, enrolling, or receiving University services.
Mobile numbers and related communication records may be available to authorized University employees and service providers with a legitimate business need. This information is stored in Slate or other University-approved systems and handled in accordance with applicable University policies and law.
The University will not request passwords, Social Security numbers, payment-card information, or other highly sensitive information through SMS. Recipients should not send such information by text message.
2.1 Use of Mobile Telephone Numbers
By opting in, recipients authorize the University of Lynchburg to send SMS messages at the mobile number provided. Where applicable, messages may be sent using an automated system.
Messages may concern:
- Application requirements and status updates.
- Admission and financial-aid deadlines.
- Campus visits, interviews, and events.
- Enrollment deposits and admitted-student next steps.
- Orientation and registration.
- Scholarships and University programs.
- Other information related to recruitment, admission, enrollment, and the student experience.
Message frequency varies according to the recipient’s relationship with the University, application status, interests, and actions.
2.2 Messaging Costs and Availability
Message and data rates may apply. Recipients are responsible for charges imposed by their wireless carrier, including messaging, data, roaming, or other applicable charges.
SMS delivery depends on participating wireless carriers and other service providers. Delivery may be delayed or unsuccessful and is not guaranteed.
2.3 Opting Out
Recipients may withdraw consent at any time by replying STOP to a University of Lynchburg SMS message. The University may send one final message confirming the opt-out request.
The University will also honor other reasonable requests that clearly communicate a desire to stop receiving SMS messages. Recipients may submit such a request by contacting the Office of Admissions at:
- Email: [email protected]
- Phone: 434.544.8300
After opting out, recipients may continue to receive communications through email, mail, telephone, or other channels when permitted by law and University policy.
Where supported, recipients may reply START to resume SMS communications.
2.4 Help
Recipients may reply HELP for assistance or contact the Office of Admissions at [email protected] or 434.544.8300.
Messages are sent from the following University-approved number or numbers:
[INSERT SMS SENDING NUMBER, SHORT CODE, OR NUMBER LIST]
Unless expressly stated otherwise, SMS sending numbers may not support voice calls or call forwarding.
2.5 Information Collected
Information associated with the SMS service may include:
- Mobile telephone number.
- Wireless carrier.
- Opt-in and opt-out status and dates.
- Date and time of messages.
- Message content and delivery status.
- Responses and other information voluntarily provided by the recipient.
- Admissions, event, or enrollment information associated with the recipient’s University record.
The University may use this information to administer the messaging program, respond to requests, provide University services, document consent, improve communications, troubleshoot delivery issues, maintain security, and comply with legal obligations.
2.6 Information Sharing
The University of Lynchburg may share information with Technolutions and other vendors that provide messaging, hosting, telecommunications, analytics, security, or related services on the University’s behalf. These service providers may use the information only to perform authorized services and are expected to protect it appropriately.
The University does not sell mobile numbers or SMS consent information for third-party marketing.
Information may also be disclosed when reasonably necessary to:
- Comply with applicable law, regulation, subpoena, court order, or other legal process.
- Investigate or prevent fraud, misuse, or security incidents.
- Protect the rights, property, or safety of the University or others.
- Carry out authorized University administrative or educational functions.
For additional information, see the University of Lynchburg Information Privacy Statement and the Technolutions Privacy Policy.
2.7 Student Records and FERPA
If an individual enrolls at the University of Lynchburg, relevant contact and messaging information may become part of the student’s University record. Education records are handled in accordance with the Family Educational Rights and Privacy Act (“FERPA”), 34 CFR Part 99, and applicable University policies.
2.8 Information Retention
The University retains SMS consent records, communication history, and related information for as long as reasonably necessary to support admissions and University operations, document compliance, satisfy legal obligations, resolve disputes, maintain security, and meet applicable records-retention or archival requirements.
Retention periods may vary depending on the type of record and the recipient’s relationship with the University.
2.9 Related University Policies
- University of Lynchburg Information Privacy Statement
- University of Lynchburg Technology Usage Policy
- Technolutions Privacy Policy
3.0 Procedures
3.1 Consent
Mobile numbers may be collected through inquiry forms, applications, event registrations, campus-visit registrations, information requests, the admissions portal, or other University-approved method.
