Social Media Policy Webinar

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Social Media Policy Webinar

  1. 1. Travis Warren Ron Weikers WHIPPLEHILL SOFTWARE-LAW.COMHOW TO DEVELOP A SOCIAL MEDIA POLICY 101
  2. 2. l mediaHow c an your socia ission?policy s upport your m
  3. 3. Policies v.Guidelines
  4. 4. Personal v.Institutional
  5. 5. STUDENTS AND PARENTS- Enrollment Contract- Behavior Code or Contract- Honor Code- AUP - Acceptable Use Policy- Photo and Video Releases WHIPPLEHILL
  6. 6. FACULTY AND STAFF- Employment Contract- Behavior Code or Contract- AUP - Acceptable Use Policy WHIPPLEHILL
  7. 7. SITE ADMINISTRATORS- Guidelines for: - Parents, Students, - Staff, Faculty - Alumni/ae WHIPPLEHILL
  8. 8. BIG ITEMS- Privacy- Defamation- Intellectual Property- Harassment WHIPPLEHILL
  9. 9. PRIVACY- Laws, Rules & Regulations- Case Law WHIPPLEHILL
  10. 10. DEFAMATION- Opinion- Stating a fact WHIPPLEHILL
  11. 11. INTELLECTUAL PROPERTY- School Logo, name- Third Party logos, names,- Images & Music WHIPPLEHILL
  12. 12. FAIR USE- Sampling- Educational Purposes WHIPPLEHILL
  13. 13. COMMENTARY- may not initiate or administrate any social media site (blog, photo or video gallery, or other internet site) that takes SCHOOLNAME as its primary subject matter without written consent by SCHOOLNAME WHIPPLEHILL
  14. 14. DECISION POINTS- “Posting”- “Tagging”- “Friending” WHIPPLEHILL
  15. 15. DECISION POINTS- “Posting” ➡ Student Newspaper- “Tagging” ➡ Privacy Policy- “Friending” ➡ Behavior Code WHIPPLEHILL
  16. 16. N G S TIPO
  17. 17. N G G I GTA
  18. 18. N G N DI IEFR
  19. 19. Looking for good examples?- Private Colleges or Universities- Summer Camps- Other Non-Profits
  20. 20. http://socialmediagovernance.com/policies.php
  21. 21. OPERATING POLICY ON BLOGGING AND SOCIAL MEDIA USE SCHOOL respects the right of employees to create and usepersonal blogs and social media sites (such as Facebook,LinkedIn and Twitter) outside of their work time. Due to the rapidexpansion of both personal and work-related blogging and socialmedia use, many companies have developed policies on bloggingand social media use to protect themselves and their employeesfrom liability and negative publicity and also to give users someuseful guidelines for their own protection.
  22. 22. ! This document sets forth the Operating Policy of SCHOOL,and its affiliates, , with regard to the use of blogs, social mediasites and similar online communication channels both during andafter work time. All SCHOOL employees, as a condition of theiremployment, commit to observe and be bound by the provisions ofthis Operating Policy. ! In accordance with SCHOOL’s Code of Ethics (and BusinessEthics Agreement, if applicable to you) and Employee Guide, yourblogging and usage of social media sites should not interfere withyour job or your responsibilities to SCHOOL, its customers,vendors, employees or other persons that provide services toSCHOOL. For this reason, and also because third parties mayattribute to SCHOOL any personal blogging or social media postsyou do using SCHOOL computers and networks, you may notupdate or contribute to your personal blog or make personal use ofsocial media sites during work time.
  23. 23. ! As an employee of SCHOOL, you have certain responsibilities toSCHOOL, its customers, vendors, employees and other persons thatprovide services to SCHOOL as detailed below.1. ! Your personal blog or any personal social media posting you makeis a personal publication and not a SCHOOL publication. If you choose toidentify yourself as a SCHOOL employee, make clear to your readers thatthe views you express are yours alone and do not represent the viewsand opinions of SCHOOL. At a minimum you should include thisdisclaimer in your own blog or personal page on Facebook or other socialmedia site: “The postings on this site are my own and I take fullresponsibility for them. I am not speaking as a representative of myemployer, any company or organization.” Also, all references in yourblogging to your position with SCHOOL or employment status must beaccurate (for example, you may not represent yourself as an activeemployee if you are on leave). If you choose to disclose your position withSCHOOL, please use only the title or description of your position officiallygiven to you by SCHOOL.
  24. 24. ! As an employee of SCHOOL, you have certain responsibilities toSCHOOL, its customers, vendors, employees and other persons thatprovide services to SCHOOL as detailed below.1. ! Your personal blog or any personal social media posting you makeis a personal publication and not a SCHOOL publication. If you choose toidentify yourself as a SCHOOL employee, make clear to your readersthat the views you express are yours alone and do not represent theviews and opinions of SCHOOL. At a minimum you should include thisdisclaimer in your own blog or personal page on Facebook or other socialmedia site: “The postings on this site are my own and I take fullresponsibility for them. I am not speaking as a representative of myemployer, any company or organization.” Also, all references in yourblogging to your position with SCHOOL or employment status must beaccurate (for example, you may not represent yourself as an activeemployee if you are on leave). If you choose to disclose your positionwith SCHOOL, please use only the title or description of your positionofficially given to you by SCHOOL.
  25. 25. 2.! From time to time SCHOOL may choose to participate in blogs, social media sites or other onlinecommunications, and you may be asked to participate in such efforts, either by posting on aSCHOOL-sponsored blog or social media page or posting comments on third parties blogs. All suchcommunications may be deemed SCHOOL’s official communications. Therefore, before engaging inany such activity for work (or for any SCHOOL-sponsored program which you may participate inoutside of work), you must discuss the intended nature and purpose of the blogging generally withSCHOOL’s Legal Department and Communications Department and follow any additional guidelinesthey provide. NOTE: This does NOT mean that all online communications must be submitted for priorlegal and communications review, although this may be required in certain instances (such as thosediscussed below). However, the Legal and Communications Departments should be informed inadvance of the goals and context of the intended blogging or social media usage so that they canassess any risks to SCHOOL which may be involved and work with you to manage those risksappropriately. (For example, Federal Trade Commission rules require you to identify your employmentor affiliation with SCHOOL if you make posts on third parties sites to advertise or promote SCHOOLor our products or services.) ! At a minimum, in work-related online communications, any summary or discussion of the terms orfeatures of SCHOOL products or services (including, but not limited to, rates, rewards, charitable/philanthropic matching, minimum payments, etc.) must be pre-approved by SCHOOL’s LegalDepartment. If you are in doubt as to what may be appropriate to write, seek advice from SCHOOL’sLegal or Communications Department. When participating in work-related communications, you mustidentify your position or affiliation with SCHOOL. SCHOOL does not take responsibility for anypublication except for those authorized by it. ! In some cases, SCHOOL department managers may wish to permit outside consultants (i.e., non-employees) to blog in connection with SCHOOL projects on which they are working. The samerequirements and procedures that apply to SCHOOL employees under this Operating Policy shall alsogovern consultants blogging activities on behalf of SCHOOL. SCHOOL managers must advise suchconsultants of this Operating Policy and are responsible for ensuring their full compliance with it.
  26. 26. 3.! The same principles and standards that apply to your activities ingeneral, as reflected in SCHOOL’s Code of Ethics (and Business EthicsAgreement, if applicable to you) and Employee Guide, apply online tothe extent your activities may affect your performance, the performanceof others, or SCHOOL’s business interests. Please bear in mind thatblogs, social media posts and other online publications are potentially inthe public domain, and, along with all blog or social media posts andother online communications made from SCHOOL computers ornetworks, are occasionally reviewed by SCHOOL. You have noexpectation of privacy in any publicly accessible posts or in any posts(whether public or made on password-only sites) made using SCHOOLcomputers or networks. Screenshots or copies of all posts made fromSCHOOL computers or networks may be stored on your hard drive orotherwise retrievable by SCHOOL. If you wish to keep your personalonline communications private, you should make them using yourcomputer at home and activate your privacy settings or set up apassword system so that you can carefully control who accesses yourposts.
  27. 27. 4.! The following rules apply to BOTH the content of your personal blog or socialmedia posts (even if you do not identify yourself as a COMPANY employee) ANDthe content of your contribution to an official SCHOOL blog, social media page orother online posting:a.! Make sure you do not disclose or use information that is confidential orproprietary to SCHOOL, its customers, vendors, employees, affiliates or otherpersons that provide services to SCHOOL. Such information may includeinformation that is available to you as a SCHOOL employee but that is not publicknowledge; for example: customer information, financial information regardingSCHOOL or its performance, business projections, upcoming product, service orprogram details or timelines, information about SCHOOL’s business or marketingconcepts and strategies, and other types of confidential and proprietaryinformation.b.! Do not cite, reference or discuss SCHOOL’s customers, vendors, employeesor other persons that provide services to SCHOOL without their approval.c.! Do not provide any information about SCHOOL, its business, or itscompetitors which is untrue, misleading or deceptive. Do not disparageSCHOOL’s competitors.
  28. 28. d.! Do not use trademarks, copyrighted material, logos or other similar intellectualproperty belonging to SCHOOL (in your personal posts), or SCHOOL’s customers orvendors. If you choose to use trademarks and logos belonging to other third parties, thefollowing requirements apply:(1)!Do not use third-party trademarks or logos in any way that attempts (or seems toattempt) to capitalize on their fame, reputation or familiarity to benefit you or SCHOOL,that seems to associate you, SCHOOL or the blog or other posting with the trademarkor logo owner, or that seems to suggest any affiliation or endorsement by the owner(unless the owners consent has been obtained).(2)!To avoid complaints, do not use third-party trademarks and logos in connection withnegative or derogatory posts.(3)!Do not use third-party trademarks and logos in connection with any content thatpromotes a revenue-generating product or service (such as a product promotion).(4)!The following disclaimer must be clearly visible on every page where third-partytrademarks or logos appear and ideally should appear somewhere near the trademarksor logos. “Third-party trademarks used on this site are the property of their respectiveowners, and do not indicate any sponsorship or endorsement of, or affiliation with, “, asapplicable, by such trademark owners.”
  29. 29. e.! Do not use expression that would constitute discrimination orharassment in violation of SCHOOL’s Equal Employment Opportunityand/or other policies in the Employee Guide, or that may reflectnegatively on SCHOOL and affect its business, such as inflammatorypolitical, racial or religious content. ! Failure to follow these rules may subject you to disciplinary action (upto and including termination) and may, in certain cases, depending onthe information provided or on the circumstances, also be a violation oflaw resulting in civil or criminal liability.
  30. 30. General Writing Guide: ! If you decide to contribute to a blog, social media site or otheronline publication, whether for work, or on your own time, pleasekeep the following guidelines in mind:1.! Speak in the first person. Dont hide behind anonymity orattribute your comments to others. This will avoid possible liabilityor negative publicity for SCHOOL and will help build the credibilityof your blog or social media presence.2.! Respect copyright and other intellectual property rights ofothers. Beware when providing links to content which may infringecopyright. Do not post another persons photographs or commentsthat were intended to be private without that persons permission.Also, keep in mind that information posted online remains in thepublic domain for a very long time -- protect your own privacy.
  31. 31. 3.! Respect your audience and others. Refrain from using ethnic slurs, personalinsults, obscenity, harassment and threats, as well as comments that invade theprivacy of another person or organization. If you are uncomfortable aboutsomething you want to write, particularly if it concerns your job, take a step backand reconsider it.4.! Focus on areas with which you are familiar and in which you have someexpertise. This way you will attract more readers who will regard you as a crediblesource of information. If you make a mistake, take the high road by correcting it.5.! If you open your blog or social media page to comments, please keep in mindthat in certain circumstances you may be held responsible for the content of suchcomments and should take any necessary precautions to protect yourself. ! SCHOOL may change this Operating Policy from time to time at its discretion.In such cases, the updated version of this Operating Policy will be made availableon [specify Intranet location, if applicable].

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