School of Education: Third-Party Communication Tools Policy

This document provides guidance and best practices for UNC School of Education faculty and staff who use third‑party communication tools to communicate with students or colleagues in an official capacity. Its purpose is to promote compliance with University policies and federal law while balancing effective communication with privacy, data security, and employee responsibility considerations.

Unit Policy

Title

School of Education: Third-Party Communication Tools Policy

Introduction

Purpose

Students on the campus of the University of North Carolina at Chapel Hill (“UNC”) and in its School of Education (“School of Education” or “School”) have access to several tools and applications that facilitate communication about classes, programs, and campus life – between students, students and faculty, students and staff, etc.

Some of these tools are provided by the University, including email and learning management systems. Others, third-party tools and applications that include GroupMe, Slack, WhatsApp, and more, are acquired by online download.

These tools serve to communicate a range of information with individuals and groups containing individuals. These tools help facilitate the educational experience, and they also enhance it.

Scope

The following only applies to the use of third-party communication tools and applications by UNC School of Education faculty and staff members as representatives of the School and University and not as private citizens.

Best Practices

When communicating with students, the use of University-provided tools is considered best practice.

University-provided tools help to ensure:

Proper credentialing

Data and information provided by University community members (including students and employees) enable the University to automate a number of processes, including grouping by a variety of demographics; in the case of students this includes class enrollment, degree, program, class year, and more. This enables University employees to accurately and efficiently credential community members, and in the case of communications, enables better, more relevant information to be shared with appropriate parties.

Equitable delivery of information

Every member of the University community is provided with a UNC email address and support to set up and maintain their own email account. Messages sent via email helps to ensure all University community members have the opportunity to receive official messages and information. Many UNC classes also utilize the learning management systems; these systems help to ensure every student enrolled in a class has the opportunity receive messages and information related to the class.

Privacy and data security

With University-provided tools, data security and privacy are ensured by University ITS. The University provides and utilizes tools to communicate with students – as individuals and as groups or classes. Those tools include:

• Email (UNC email domains only)
• Learning management systems (i.e. Canvas)
• Team productivity and collaboration tools (i.e. Microsoft Teams)
• Additional University-wide systems (i.e. Connect Carolina)

If you believe that a University-provided tool cannot help or is not helping you achieve your communication goals, please reach out to a member of the UNC School of Education's Communications and Marketing Team or the EdIT Team.

At the UNC School of Education, staff members in IT maintain a number of communication groups, including ones for students that enable accurate sharing of messages to students by degree level, program, and more. In addition to the aforementioned University tools, these communication groups are considered best practice for communicating with groups of students within the School of Education.

Communication groups exist for student communication (and additional community members) in the School of Education. Those can be viewed here.

Third-Party Tools

While third-party tools are not considered best practice, they do offer benefits for faculty, staff, and students in some instances. In some cases, they may better reflect where students live their digital lives or how they prefer to communicate. The following list of practices provides some insight into strategies and protocols when using third-party communications tools and applications in communicating with students in an official capacity:

1. A University tools-first approach. When sharing information with students or other members of the University community, do so using University tools to ensure all intended recipients receive your message. Since users must opt in to use third-party tools, University employees cannot always ensure that all students have access to the information shared.
2. Commitment. Many third-party tools are not used for one-way communication. Communication tools that invite interaction between multiple users means that administrators and University employees utilizing the tool must monitor messages in a timely way for a number of reasons, including but not limited to user questions, emergencies and issues of safety, and more. If University employees utilize a third-party communication tool, they should plan a frequency at which to monitor communications among its users.
3. Setting expectations. When using a third-party communication tool, much like with any communication tool, University employees should set and communicate reasonable expectations with other employees and students about their use of the tool. For example, in the case of email, a faculty member may choose to inform students that they only respond to emails within a certain window of time during the day. The same should be considered and communicated with third-party tools. When communicating with students in a class, as an example, communications expectations can and should be set within the course syllabus.
4. Identifying yourself clearly. With some third-party tools, it may not be apparent that a University employee is monitoring the communication. Users, especially students, might believe they have privacy from the University while using these tools, particularly when the tools allow for private groups. Be transparent about your presence, either within the tool or offline.
5. Communicate clearly and accurately. Always, University employees should do their best to communicate ideas transparently, without omissions, biases, or inaccuracies.
6. Negative comments. If someone makes negative comments or complaints using a third-party tool, often the best strategy is to engage the person outside of the platform first. Conversations can involve nuance and private information not appropriate for all members using the tool. Send the person a private message to let them know who the appropriate individual or office is to contact about the issue. However, if a message is blatantly harmful or incorrect, exercise good judgment in responding; you could consider linking to accurate information or resources.
7. Mandatory reporting. If you see postings related to UNC indicating an individual may be a danger to self or others, notify the UNC Police immediately by calling 9-1-1 and take a screenshot.
8. Ensure data security and privacy. Before agreeing to a tool's terms and conditions and then using the tool, consult with a School or University information technology professional. Depending on how the tool will be used, a data security checklist or review may be needed.

When in doubt, contact the School's Communication and Marketing Team. Third-party tools and applications – and communications – are ever-evolving. If you have questions or concerns, contact the School's Communications and Marketing Team at education_comm@unc.edu.

Employee Responsibilities

Using any communication tool, University-provided or third-party, University employees are bound by:

• Mandatory reporting responsibilities defined by the Workplace Violence Policy. When using communication tools, users may disclose information that describes workplace violence. To prevent workplace violence, hold perpetrators of violence accountable, and support individuals affected by workplace violence, University employees are bound by this policy. University employees should follow procedures for reporting workplace violence. Employees should contact the Equal Opportunity and Compliance Office; learn more at eoc.unc.edu.
• Family Educational Rights and Privacy Act of 1974 ("FERPA"). University employees are bound by federal law and University policies in accordance with FERPA in protection of student information.
• Public Records Act. All University communications, whether using University-provided tools or third-party tools are subject to public records request and are not considered private or privileged. Note: Communication with students is generally considered part of a student's academic record and, therefore, not subject to North Carolina's Public Records Act.

Related Requirements

External Regulations

• Family Educational Rights and Privacy Act of 1974 (“FERPA”)
• Public Records Act

Unit Policies, Standards, and Procedures

• Information Classification Standard
• Information Security Controls Standard
• Workplace Violence Policy
• Procedures for Reporting and Responding to Reports for Workplace Violence
• Policies and Procedures Under the Family Educational Rights and Privacy Act of 1974 (“FERPA”)

Contact Information

Primary Contact

If you have questions about these policies, please contact education_comm@unc.edu.