- PURPOSE
South Plains College is committed to enhancing the quality of life of the campus community by integrating the best practices of safety and security with technology. A critical component of a comprehensive security plan is the utilization of an emergency notification and mass communication system.
All emergency notification and mass communication software, hardware, and technology which are used by South Plains College, are referred to in this document as “mass communication system.”
The purpose of the South Plains College mass communication system is to disseminate important information to the public, specifically persons and organizations affiliated with South Plains College.
To ensure the protection of individual privacy rights in accordance with the College's mission, vision, values, and state and federal laws, this policy is adopted to formalize procedures for the access and use of the South Plains College utilized mass communication system and the viewing, retention, dissemination, and destruction of data and information pertaining to contact records and information.
2. POLICY
The South Plains College Chief of Police, the Dean of Students, the Vice President for Student Affairs, the Associate Dean of Marketing and Recruitment, and/or designees jointly have the authority to select, coordinate, operate, manage, and monitor the mass communication system pursuant to this policy including the provision of access to the mass communication system and the designation of user roles and permissions for persons granted access. All employees and departments using the mass communication system are responsible for implementing and complying with this policy in their respective operations.
3. RESPONSIBILITIES
The South Plains College Chief of Police, the Dean of Students and the Vice President for Student Affairs are responsible for realization and assimilation of the policy.
The South Plains College Chief of Police and the Vice President for Student Affairs and/or designees are responsible for advising departments on appropriate use of the mass communication system and assisting in operating instructions to departments preparing and sending messages and notifications through the mass communication system.
The South Plains College Chief of Police will review any complaints regarding the utilization of the mass communication system and determine whether this policy is being followed. Appeals of a decision made by the Chief of Police will be made to and reviewed by the Dean of Students who will render a decision. Any appeals to the decision should be taken to the Vice President for Student Affairs, who will act as the final arbiter.
3.1. RESPONSIBILITIES OF INFROMATION SERVICES
The South Plains College Database Administrator will be responsible for reviewing the hardware and software support required to maintain operation of the mass communication system. The Database Administrator will work in conjunction with service providers’ Information Technology and/or support teams to establish and maintain database and contact information of the mass communication system.
3.2. RESPONSIBILITY OF THE DEAN OF STUDENTS
The Dean of Students will be responsible for reviewing and approving or denying all appeals of use violations presented by the Chief of Police. The Dean of Students shall be responsible for the review and approval of any requested exceptions to this policy. The Dean of Students shall propose to the Vice President for Student Affairs appropriate changes to this policy as needed.
3.3. RESPONSIBILITIES OF THE VICE PRESIDENT FOR STUDENT AFFAIRS
The Vice President for Student Affairs will be responsible for reviewing and approving or denying all appeals of use violations presented by the Dean of Students.
The Vice President for Student Affairs will be responsible, along with the Chief of Police, for approving users of the mass communication system.
The Vice President for Student Affairs will be responsible, along with the Chief of Police, for reviewing and approving or denying requested changes to administrative portals of the mass communication system.
3.4. RESPONSIBILITIES OF THE CHIEF OF POLICE
The Chief of Police will be responsible for requesting and mediating training from service providers for users of the mass communications system. The Chief of Police will assist departments and users of the mass communications system in the use of the platform beyond what is provided by service providers.
The Chief of Police will be responsible, along with the Vice President for Student Affairs, for approving users of the mass communication system.
The Chief of Police will be responsible, along with the Vice President for Student Affairs, for reviewing and approving or denying requested changes to administrative portals of the mass communication system.
4. SCOPE
This policy applies to all personnel and departments of South Plains College in the use of the mass communication system. The mass communication system and messages or notifications sent with any South Plains College software, hardware, platform or web service will be limited notifications and messages related to operations of South Plains College and matters consistent with the College's mission, vision, values, and state and federal laws.
5. GENERAL PRINCIPLES
Information obtained from the mass communication system shall be used for safety and security purposes, institutional purposes serving to improve administrative communications with students and employees, and for law and policy enforcement. Information must be handled with an appropriate level of security to protect against unauthorized access, alteration, or disclosure.
All appropriate measures will be taken to protect an individual's right to privacy and hold College information securely through its creation, storage, transmission, use, and deletion.
Departments and individuals requesting access and use of the mass communication system will be required to follow the procedures outlined in section 6 – Procedures of this policy.
5.1. EXCEPTIONS
This policy does not apply to email generated or sent directly from an official South Plains College email address.
6. PROCEDURES
Departments and individuals accessing the mass communication system will be required to follow the procedures outlined in this policy.
6.1 ACCESS
Requests for access and use of the mass communications system can be made to the Chief of Police, The Vice President for Student Affairs, or the Dean of Students, for review and approval.
Prior to provision of access, all users of the mass communication system must complete the following:
- Complete FERPA certification training
- Read any service provider subscription services agreements including exhibits defining terms, conditions, and acceptable use available in section 7.5.
- Sign the Mass Communication User Agreement form available in section 7.4.
6.2. APROPRIATE USE AND CONFIDENTIALITY
Personnel are prohibited from using or disseminating information acquired from the College mass communication system except for official purposes. All information collected, used, or disseminated are considered confidential and can only be used for official College and law enforcement purposes. Personnel are expected to know and follow SPC Policy HV – Data Governance Policy. SPC Policy HV can be accessed via the link provided in section 7.1. Personnel are expected to adhere to all of the Family Educational Rights and Privacy Act (FERPA) guidelines and regulations regarding the handling, use, maintenance, storage, and destruction of personal information belonging to students, employees, all contacts entered into the mass communications system, and all recipients of messages or notifications sent from the mass communication system.
6.3 INSTALLATION
Upon approval, users will be provided access to the web portal and given the appropriate user/ role permissions within the mass communication system. Service providers may be responsible for installation of require hardware in accordance to service agreements.
6.4 TRAINING
Users and administrators of the mass communication system shall receive a copy of this policy and provide written acknowledgement that they have read and understood its contents. Acknowledgement will be completed by filling out and signing the Mass Communication User Agreement Form found in section 7.4.
Users will be trained prior to operating the South Plains College mass communication system. Training will be conducted by service providers in accordance with existing service agreements. The Chief of Police will provide additional training upon request.
6.5 OPERATION
Use of the mass communication system will be conducted in a manner consistent with all existing College policies.
All operators and supervisors accessing the mass communication system in any capacity will perform their duties in accordance with this policy.
6.6 STORAGE AND RETENTION OF RECORDINGS
All records, data, and information belonging to any person acquired through the mass communications system shall be stored in a secure College location, password protected, or destroyed in accordance with FERPA guidelines. Portals to the mass communication system must require a unique username and password and not be left logged in while unattended.
7. RELATED DOCUMENTS AND POLICIES
This policy incorporates documents and policies of South Plains College. Those links and attachment to those institutional documents and policies referred to in this policy can be found in this section:
7.1 POLICY HV – DATA GOVERNANCE POLICY
https://www.southplainscollege.edu/human_resources/policy_procedure/hv.php
7.3 POLICY FX – STUDENT CORRESPONDANCE POLICY
https://www.southplainscollege.edu/human_resources/policy_procedure/fx.php
7.4 MASS COMMUNICATION USER AGREEMENT
SPC Mass Communication User Agreement
7.5 SERVICE PROVIDER SERVICE AGREEMENTS
Approval and Revisions
Executive Council – 6/1/2020
