Social Media at Work Place Training Manual

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I created this training manual for the purpose of training senior management regarding Social Media at Work Place and how to inform their Employees regarding the impact social media has on the Work Place Environment.

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Social Media at Work Place Training Manual

  1. 1. Social Media Training Manual Created by: Laura McFarland, Human Resource Manager The Employers reserve the right to amend this policy at any time or to provide additional specific requirements for individual Employer-sponsored social media campaigns. Page 1 of 8
  2. 2. INTRODUCTION: The purpose of Social Media at Workplace training is to ensure that employees of CTR Ventures, ITS, IGS, FRMC, CTRAC and WebTracer have been made aware of our standard policy regarding access and usage of social media and the disciplinary measures which will be applied to employees who contravene provisions of the Social Media at Workplace Policy. Protect yourself: Be careful about what information you share online. The Employers reserve the right to amend this policy at any time or to provide additional specific requirements for individual Employer-sponsored social media campaigns. Page 2 of 8
  3. 3. GUIDELINES: Social media has become a widely used communication tool which The Simple Social Media Do’s The Simple Social Media Don’ts continues to evolve and grow. Social media may be defined as all websites and applications used for social networking purposes where users can communicate with each other by posting information, comments, messages, images, audio, video, etc.. The purpose of this policy is to ensure that the employers’ reputations and other legitimate interests are protected, and to ensure a safe and relaxed working environment for all employees. The expected standard of performance for each employee extends to the use of social media in and out of the workplace. Each employee is responsible for using social media in a manner that is consistent with workplace policies. Employees are not permitted to engage in the use of social media on behalf of the employers or their products or services, either directly or indirectly, on either personal or work time, or using personal or work devices, without express written permission from senior management. In the event that express written permission is provided, please refer to the Social Media Acceptable Use Policy for further guidance on acceptable forms of use. Although many employees may use social media for personal purposes, employees are not permitted to use or access social media for personal purposes during work hours or to use employer-issued property for personal purposes Employees are encouraged to set their privacy settings to personal on their Facebook page. The Employers reserve the right to amend this policy at any time or to provide additional specific requirements for individual Employer-sponsored social media campaigns. Page 3 of 8
  4. 4. Employees can connect to coworkers and managers personally via your social media channels and theirs Employees can connect to the companies social media channels for relevant news and updates Employees can share our company social media channels across other relevant channels and yours Employees are encouraged to measure their social media impact Employees are always to represent themselves professionally Employees can pay attention to competition Employees are encouraged to be prepared, have a plan and to follow it. Employees are to honor our differences: Live the values. Employer, will not tolerate discrimination (including age, sex, race, color, creed, religion, ethnicity, sexual orientation, gender, identity, national origin, citizenship, disability, marital status or any other legally recognized protected basis under federal, provincial, or local laws, regulations or ordinances.) Employees’ discussions or postings must not impact the privacy of any Employees, customers/clients, suppliers or vendors of the Employer or their affiliated companies. Employees must not disclose confidential, proprietary or business information belonging to the employers, their customers/clients, vendors or suppliers, or that of affiliated companies. Employees must not use their personal account to connect to the employer’s customers/clients, vendors, suppliers or competitors. Always refer to the employer’s social media accounts to connect to. Employees must not use their personal social media accounts to initiate a request to connect to the employer’s customers/clients, vendors, suppliers or competitors. Always refer to the employer’s social media accounts to connect to. Employees must not directly or indirectly respond to inquiry from the media. Employees may not directly or indirectly represent that they are speaking on behalf of the employer in any online communications or use any employer branding or logos. Where it may be possible to link the employee’s online postings to an employer, employees are advised to post a clear disclaimer stating that any opinions expressed are the employee’s own and not those of the employer’s. DOCUMENTS NEEDED: Please review appendix A once you have read and understood our Social Media and the Workplace Policy. Please sign the Employee & Acknowledgement Form (appendix B) and it to our Human Resource Manager. Thank you for your time and anticipated cooperation. . The Employers reserve the right to amend this policy at any time or to provide additional specific requirements for individual Employer-sponsored social media campaigns. Page 4 of 8
  5. 5. APPENDIX A SOCIAL MEDIA AND THE WORKPLACE POLICY Summary: The purpose of the Social Media and the Workplace Policy is to ensure that The Employers (CTR Ventures, ITS, IGS, FRMC, CTRAC, WebTracer) all have a standard policy regarding The Employers reserve the right to amend this policy at any time or to provide additional specific requirements for individual Employer-sponsored social media campaigns. Page 5 of 8
  6. 6. access and usage of social media and the disciplinary measures to be applied to employees who contravene provisions of the policy. The policy is to be part of the current Employment Policy and Handbook for each employer. This is to ensure that the policy is available at any time for review and that all new employees have the opportunity to become familiar with the policy as part of each employee’s orientation. All new hires will be required to sign the Acknowledgement of Terms at the back of the Employment Policy and Handbook as confirmation that policies have been read and understood. The signed copy will be placed in the employee’s personnel file in the Human Resource Department. This policy does not replace any current Computer or Database Agreements which are already in use. It is meant to be a generic supplement to any current practices in place and to highlight the significance of social media and its relationship to the workplace and to employment. Procedures: When engaging in social media for personal use, employees are reminded of their responsibilities under this policy, the terms of the employment agreement, and the Employee Policy and Handbook, as well as any applicable laws or regulations. Each employee is liable for the information that is posted using online social media, whether such communications are posted during personal time in or out of work. Particular policies to pay attention to include, but are not limited to, the Non-Solicitation, Confidentiality and Ownership of Company Data and Assets Policy; the Standard of Performance Policy; the Discrimination and Sexual Harassment Policy; the Internet and Email Acceptable Use Policy; and the Personal Computer Equipment and Portable Devices Policy. The following is a list of strictly enforced guidelines for employees to follow when using social media sites for personal use: Social media cannot and should not be considered a private means of communication. It is important to understand that information posted to the internet is not always private even when you think it is. Information on the internet can spread virally making it next to impossible to remove all traces of the original posting. Employees are expected to use caution and good judgement when posting comments or information related to the employer or its affiliated companies on social media sites. Social media discussions or postings must not impact the privacy of any employees, customers/clients, suppliers or vendors of the employer or its affiliated companies. Employees are expected to be knowledgeable of and to comply with any laws pertaining to copyright or trademark. Employees must not disclose confidential, proprietary or business information belonging to the employer, its customers/clients, vendors or suppliers, or that of its affiliated companies. Employees can use their personal social media accounts to connect to other employees personal social media accounts. The Employers reserve the right to amend this policy at any time or to provide additional specific requirements for individual Employer-sponsored social media campaigns. Page 6 of 8
  7. 7. Employees can use their personal account to connect to the employer’s social media accounts for relevant news and updates. Employees can share the employer’s social media accounts. Employees must not use their personal account to connect to the employer’s customers/clients, vendors, suppliers or competitors. Always refer to the employer’s social media accounts to connect to. Employees must not use their personal social media accounts to initiate a request to connect to the employer’s customers/clients, vendors, suppliers or competitors. Always refer to the employer’s social media accounts to connect to. Employees may not directly or indirectly represent that they are speaking on behalf of the Employer in any online communications or use any employer branding or logos. Where it may be possible to link the employee’s online postings to the employer, employees are advised to post a clear disclaimer stating that any opinions expressed are the employee’s own and not the employer’s. Statements made or content posted by employees may generate media coverage. If a member of the media contacts an employee and requests information about The Employer (CTR Ventures, ITS, IGS, FRMC, CTRAC, WebTracer), employees should not respond directly. Instead, employees should inform their manager directly. The manager is responsible to inform the senior management regarding this matter. See “Media and other Third Party Inquiries Policy” for guidelines. Violations of this policy will result in disciplinary action up to and including immediate termination. APPENDIX B EMPLOYEE POLICY & ACKNOWLEDGEMENT FORM I have this day received from The Employer my copy of the Social Media Training Manual. I acknowledge that it is my responsibility to read and understand the appendix A of the Manual within 3 business days. I am aware that I can discuss any questions I may have about the Social Media Training Manual with my Manager or with the Human Resource Manager. I understand that The Employer has the right to manage its workplace and direct its employees. I understand that the Social Media Training Manual contains general statements about The Employers policies and procedures and are not intended to limit The Employers discretion to manage its business in any way. The Employer reserves the right to depart from these general The Employers reserve the right to amend this policy at any time or to provide additional specific requirements for individual Employer-sponsored social media campaigns. Page 7 of 8
  8. 8. statements when, at its sole discretion, such departure is warranted. Moreover, the Employer has the right to revise, amend, add and/or delete any of its policies at any time. Employee Signature Date: The Employers reserve the right to amend this policy at any time or to provide additional specific requirements for individual Employer-sponsored social media campaigns. Page 8 of 8

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