A CIO’s Guide to Text Message Compliance in Student Engagement Software

In today’s digital age, the role of technology in higher education has never been more critical. With an increasing reliance on communication platforms, student engagement software has become a staple for educational institutions. However, the question isn’t just about having the ability to send text messages — it’s about ensuring that your institution’s engagement software boasts high text deliverability rates while staying aligned with ever-evolving legal compliance requirements.

As most CIOs are already well aware, the adoption of new software can be a double-edged sword. While it promises improved student engagement and communication, it also raises concerns about security, integrations, and performance — all while overburdening already strained IT resources.

In the sections below, we’ll delve into the realm of text messaging compliance and why it should be at the forefront of every educational institution’s digital strategy. We’ll also address the specific concerns that CIOs grapple with when considering new software solutions – and how to navigate these challenges effectively.

Join us as we explore the intricate landscape of student engagement software, where text messaging compliance is not an afterthought but a cornerstone of success in the digital age.

The Risks Associated With Non-Compliance

When it comes to text messaging compliance, there’s much more at stake than just your institution’s reputation. Neglecting TCPA text message compliance can have far-reaching consequences. Major U.S. telecommunications carriers possess the authority to block messages from sources that are not fully registered or vetted for compliance. This poses a significant risk to the deliverability rates of crucial communications, potentially resulting in missed opportunities for meaningful interactions.

Beyond the communication disruptions, the use of non-compliant messaging services can expose educational institutions to legal and regulatory risks that should not be underestimated. By relying on non-compliant options, institutions may inadvertently open themselves up to vulnerabilities with severe financial implications, compromising the integrity of personal data or even violating established laws and regulations.

The Unforeseen Challenge for CIOs

Many CIOs embark on the journey of selecting a student engagement software provider with the assumption that once the partnership is established, they are set for life with their university messaging tool. However, an unexpected and relentless challenge often awaits them — the ever-changing landscape of compliance rules governing text messaging.

This scenario has blindsided countless CIOs. After an exhaustive selection process, they opt for a student-engagement software provider that promises seamless integration, stellar performance, and a user-friendly interface. The institution invests substantial time and resources into implementing this tool, anticipating a revolution in communication and engagement.

Yet, a brutal reality soon unfolds. The tool they thought would solve their engagement needs falters where it matters most: keeping pace with the constantly shifting compliance rules imposed by U.S. telecommunications providers. These policies undergo frequent updates and revisions, and failing to adapt can lead to dire consequences, including undelivered messages and costly compliance violations.

CIOs, already tasked with managing a complex array of IT resources and strategic initiatives, find themselves in an unexpected predicament. They must now grapple with an unanticipated challenge — the relentless need for vigilant monitoring and adaptation to ensure their engagement software remains compliant.

Ultimately, the software they relied on to ease their workload has transformed into an additional resource drain, demanding constant attention and resources to navigate the ever-evolving regulatory landscape. CIOs must now balance effective compliance management with the allocation of precious IT resources to other pressing initiatives.

7 Effective Strategies CIOs Can Adopt

To navigate the complex landscape of text message compliance, CIOs should consider asking potential providers a series of crucial questions to gauge their commitment to compliance. Here are key inquiries that can help you assess the level of effort required when choosing a potential university messaging tool partner:

 

1. Compliance Handling

How do you handle brand registration, A2P, TCR registration, Long Code/Short Code registration, and 10DLC compliance?

Can you describe the assistance you provide for these processes?

2. Restoring Credibility

If one or more carriers flag our messages as spam, what is your process for restoring our credibility with the carrier(s)?

How do you support us if our messages encounter reduced delivery rates?

3. Campaign Flexibility

How do you handle TCR registration for campaigns with different 10DLC use cases, particularly when transitioning from marketing to customer support-oriented conversations?

4. Additional Compliance Measures

Are there any additional compliance procedures that we need to undertake beyond the ones mentioned?

5. Opt-In/Out Handling

Describe how easily an opt-out can be converted to an opt-in.

6. Throttling for Compliance

Explain how your solution throttles messages for compliance purposes.

7. Accessibility

Is your solution accessible to meet accessibility standards?

8. Accessibility Statement

Can you provide your VPAT (Voluntary Product Accessibility Template) or WCAG (Web Content Accessibility Guidelines) statement?

By posing these questions to potential providers, CIOs can ensure they select a reliable university messaging tool that is not only compliant but also effective in delivering messages to students while maintaining TCPA text-message compliance.

How Mongoose’s Cadence Addresses Compliance Requirements

The unfortunate truth is that without compliant options in place, universities are at risk of having their messages and communications between students disrupted. Not being able to relay messages effectively can result in delays when it comes to getting students critical information. More and more universities are finding that a partnership with Mongoose can help to avoid these complications and meet compliance requirements.

Mongoose’s approach to texting for universities focuses on empowering the end users on campus to use text messaging effectively without pulling in already taxed IT departments. Unlike other messaging software providers, Mongoose is secure, compliant, and easily integrated into your already existing programs. When you choose Mongoose, you can move on with confidence, knowing that your teams won’t have to monitor the messaging software to maintain TCPA text-message compliance down the road.

Having worked with more than 950 colleges and universities across the U.S., our team is well aware of what it takes to protect clients’ needs, transforming advice into concrete policies and providing excellent functionality for compliance and communication purposes. We take compliance seriously, which is why we use an SMS compliance checklist to ensure that universities and their students are receiving the most updated, streamlined, and effective messaging software available.

Without a doubt, it is essential for universities to ensure that their messaging tools are fully compliant with TCPA standards. Any potential risk associated with using non-compliant options could expose them to major setbacks in communication and data security. Mongoose’s integrated engagement solution provides a safe and reliable option for higher-education institutions to meet all of the necessary requirements while providing quality customer service experiences. 

With this innovative approach to compliance, universities can rest assured that they have access to an effective university messaging tool that won’t disrupt communication between them and their students or compromise their privacy. For more information on how to get started with compliant text messaging to your students, book a meeting today. (If you’re not ready to meet, listen to the recent FYI podcast episode about this very topic.)

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