The wireless telecommunications industry, governed by the CTIA, has established updated compliance requirements for Application-to-Person (A2P) text messaging, that is, any SMS sent from a source other than a personal cellular device. These requirements apply to all RingCentral users at Teachers College (“TC”), as well as any automated or system-generated SMS communications originating from campus platforms.
These regulations are universal and carry significant consequences. Non-compliance may result in the suspension of SMS services and/or financial penalties assessed to TC.
Both conversational RingCentral SMS use and automated text messaging workflows are subject to these requirements. The most critical obligation for all senders is Recipient Consent: prior to sending any text message, senders must obtain explicit, documented permission from each intended recipient. This consent must be recorded in written or electronic form and retained for compliance purposes.
This guidance applies to any member of the Teachers College community using a non-cellular source, such as RingCentral, to send text messages, whether to a single recipient or at scale.
Opting Out
Another aspect of consent is discontinuing messages when asked. If a recipient asks TC to stop sending messages, TC must do so immediately and permanently. TC must also do so if the recipient sends a text message with the word STOP. TC should reply with only this message:
We received a STOP message from your phone number. You will no longer receive messages from this number. After replying, TC may not send any more text messages to this number. To resend, the recipient must contact TC and re-authorize SMS use. Failure to comply with a STOP request may result in termination of TC’s SMS permissions and potential fines for the College.
General Consent Language
You agree to receive informational messages (appointment reminders, account notifications, campus updates, etc.) from Teachers College, Columbia University. Message frequency varies. Message and data rates may apply. For help, reply HELP or email ServiceDesk@tc.columbia.edu. You can opt out at any time by replying STOP.
Research Communications
For faculty, staff, and research teams contacting study participants via RingCentral SMS, additional consent requirements apply. Participant consent to receive research-related text messages must be obtained as part of the IRB-approved informed consent process and documented with the participant’s phone number and consent date.
Research SMS messages may include session reminders, survey links, scheduling confirmations, and study updates. Messages must not reference specific study conditions, diagnoses, or any information that could identify a participant’s involvement in a study if the message were seen by a third party.
HIPAA Compliance — Health & Clinical Outreach
Teachers College is not a HIPAA covered entity under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). However, SMS communications related to health programs, clinical studies, or participant health data are protected to the same standards as HIPAA requirements, in addition to standard SMS consent rules.
HIPAA Notice
SMS/text messages are not fully encrypted and must never contain protected health information (PHI). All PHI and health-related details must be communicated via other channels. By consenting to receive health program SMS, recipients acknowledge the limitations and risks associated with text messaging as a communication channel.
Consent for health and clinical outreach must be obtained through a dual Telephone Consumer Protection Act (“TCPA”) and HIPAA authorization. TC maintains a Business Associate Agreement (BAA) with RingCentral for health-related SMS campaigns. Senders must confirm this is in place before texting participants in any health-related program.
Privacy & Data Sharing
We may share and disclose your personal information solely for legitimate business, research, or legal purposes as described in this Notice and in accordance with applicable law, with the following parties: Teachers College, Columbia University, and its programs and departments on a need-to-know basis.
We do not share any individual’s consent to receive SMS messages from Teachers College with any third party. We do not share phone numbers with third parties to allow them to send SMS messages.