Background

Mobile text messaging has become a medium of choice for communication with students about a broad range of university activities. When used effectively, text messaging can be a powerful way to augment existing methods of communication used by the university and improve the university’s ability to reach students with tailored and timely information relevant to the full scope of their experience at Hopkins.

Objective

These requirements serve as a directive for units seeking to add mobile texting to their portfolio of communication tools, and enable the university to utilize texting as a key complementary medium for connecting with JHU students. They are intended to support communication with JHU students regarding regular university business.

Application

These requirements apply to all mobile texting communications with students except in the following circumstances:

  • These requirements do not apply to mobile texting communications with prospective students and applicants who have not yet matriculated.
  • These requirements do not apply to emergency notifications made available to the JHU community by the Office of Public Safety through the RAVE Emergency Alert Text Message System. More information about RAVE alerts is available from the Office of Public Safety’s Emergency Notifications website.
  • These requirements do not apply to informal, one-to-one mobile text messaging with individual students about information specific to them. Text messaging in such circumstances must be conducted in accordance with other applicable university policies, including (but not limited to) JHU’s Personally Identifiable Information and Acceptable Use and Security of Johns Hopkins Information Technology Resources policies.
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University Requirements for Mobile Text Communication with Students

When using mobile texting to communicate with students, JHU employees must:

  • Employ texting only as a supplemental communication approach. Mobile texting should not be used as the only means through which a message is communicated. Text messages to students must refer to communications sent through other official university channels such as Hopkins email or web alerts.
  • Not include personally identifiable information, including student education records, in texting communications with students. Transmission of personally identifiable information is governed by JHU’s Personally Identifiable Information policy.  
  • Further protect student education records by only utilizing texting platforms that are available within systems maintained by the university, or systems that have undergone JHU’s IT risk review process and are governed by appropriate contract language allowing FERPA-compliant data exchange. For more information, please visit the Office of the University Registrar’s FERPA Compliance website or contact [email protected]. 
  • Utilize a functional and accurate listing of student mobile numbers for each message. The use of a current list of mobile numbers for the correct audience is critical for texting initiatives to be effective. In adherence with the Family Educational Rights and Privacy Act (FERPA), university offices, including the Office of the University Registrar, may be able to provide mobile numbers for some specific populations of students via their data request processes.
  • Ensure that text message communications are limited to time-sensitive and relevant subjects related to university business. Examples of appropriate topics for text communications include important deadlines, urgent updates and/or notifications, and special event reminders. Texting should not be used for personal matters, commercial purposes, or solicitation of any kind. 
  • Properly identify the office/unit sending the message. Students should be able to easily understand that the text message they receive is an official communication from JHU and be able to discern which office sent the message.
  • Allow students to opt out of receiving future text messages. Typical instructions, such as “Text STOP to cancel” must be provided in each message. 
  • Disclose that the recipient may incur a fee as a result of receiving SMS messages. A typical message may state, “Message and data rates apply.” 
  • Maintain a copy of the message and the recipient list. This information may be needed for future reference in the event of a question, dispute, or complaint.  

Additionally, JHU employees should consider the following information and best practices when engaging in mobile text messaging with students:

  • Students’ individual message and data rates will apply based on their mobile carrier.
  • Some content, such as symbols and emojis, may appear differently depending on the devices involved in sending and receiving text messages.  
  • The standard SMS character limit is 160 characters, including spaces and punctuation.  
  • Some words and phrases, including “FREE,” “YOU WON,” “OPEN NOW,” and other language such as shorthand and some abbreviations, may be easily misinterpreted as spamming or phishing in the context of texting and should be avoided.
  • Text communications to students should be sent during normal business hours of the operating unit responsible for the message to ensure that students who may wish to reach out after receiving the text are able to do so.  
  • Current students may be advised that they can update their wireless number on file with the university by visiting the Summary page of SIS Student Self-Service.  
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Details

Date of Last Revision: N/A
Effective Date: June 3, 2025