SOCIAL MEDIA

About This Policy

Policy Statement

Social media must be used in a manner that complies with university rules, policies, and procedures documented in the student, staff, and faculty handbooks.

University employees can only post on behalf of the university in an official capacity if explicitly authorized.

The university does not endorse or use any social network communication service or media sharing service as a secure means of communication for online business transactions, academic information, advising, or matters involving personal information.

Creation of official university social media accounts

All university departments and employees must receive approval from university Department of Marketing & Communications before starting an account using the North Central University name. Marketing will review all requests and will help you determine the best platform to accomplish your needs, as well as ensure that there is no existing account that could meet your needs better.

Confidential and proprietary information

University departments and employees must abide by FERPA, HIPAA, ADA, and NCAA policies. Posting information or photos about individuals without their written consent can constitute an invasion of privacy that may violate Minnesota and federal privacy laws.

Protect individual and university intellectual property

Only share copyrighted information with the copyright owner’s consent unless an exception applies. The U.S. Copyright Office enforces U.S. copyright law and provides resources on Fair Use and other exceptions. Questions about fair use or copyrighted material should be directed to the Office of Marketing & Communications or university counsel.

Any use of university logos, trademarks or other images must have prior approval. Do not use official logos, trademarks, or any other university images on personal social media sites. Do not use the university’s name to endorse a product, cause, or political party or candidate.

Using or posting stock art, photography, and video without explicit permission from the source is also strictly prohibited.

Respect University time and property

Employees may, on occasion, utilize social media and the web for personal matters in the workplace. Employees may engage in incidental personal use of social media in the workplace so long as such use does not consume significant time or resources, interfere with operations and productivity, or violate university or department policies.

Be aware of terms of service

Comply with the Terms of Service of any social media platform used.

Administration

All official university social media accounts must have at least two administrators. The Department of Marketing & Communications must be an administrator on all official university social media accounts.

Emergency and crisis situations

In the event of an emergency or crisis situation, administrators of university social media accounts must only share approved messages by the Office of Marketing & Communications or appropriate emergency response team.

Personal use of social media

Personal communications made via social media are not exempt from the laws and regulations that govern personal liability across general and traditional forms of communication. Such communications should not indicate that you are speaking on behalf of the university.

Clearly identify your personal communications

Individuals must use care to separate business and personal use and may not use university social media accounts to distribute personal communications. Employees who use personal social media channels to talk about work or university-related matters are asked to disclose their affiliation with the university. Employees may consider adding a disclaimer to their social media accounts stating that their thoughts are their own.

Protected activity

Nothing in this policy should restrict your ability to engage in concerted, protected activity under the National Labor Relations Act with your fellow employees regarding your wages, hours and other terms and conditions of employment. The university encourages employees to use established processes and direct complaints or concerns about their job or working environment to supervisors, local or university administrators and the Office of Human Resources.

Reason For Policy

North Central University acknowledges that social media may be used to further the university’s mission by providing channels of interaction and engagement between the university and its constituents, its stakeholders, and other organizations.

The purpose of this policy is to encourage the use of social media by institutional users while making sure usage is in line with applicable state and federal laws and regulations, and to provide protection to the university’s reputation and other members of its community. While this policy primarily focuses on social media accounts that are university-owned and university-controlled, it will also provide general guidelines regarding personal use.

Policy Scope

All university community members. This includes, but is not limited to employees, students, regents, agents, and affiliates.

Procedures

• There are no procedures for this policy.

Forms

• There are no forms associated with this policy.

Appendices

• Social media guidelines

Additional Contacts

Definitions

Copyright

A form of intellectual property law protecting original works of authorship including literary, dramatic, musical, and artistic works. A copyright does not protect facts, ideas, systems, or methods of operation – only the way these objects may be expressed.

Social Media

A software system or service provided via the Internet used to communicate and share information between people through interactions with video, audio, text, or multimedia. Examples include, but are not limited to: Facebook, Twitter, Instagram, and other similar services

Responsibilities

University Community Members

• Adhere to the requirements of this policy.

Office of Marketing & Communications

• Administer university social media accounts.
• Monitor university social media accounts.
• Approve university social media accounts and social media users.

Office of Human Resources

• Educate employees on policy.
• Investigate and adjudicate employee violations of this policy.

Office of Student Development

• Educate students on policy.
• Investigate and adjudicate student violations of this policy.

RELATED INFORMATION

Related Policies & Procedures

• University Policy: Acceptable Use of Information Technology
• University Policy: Anti-Racism
• University Policy: Bias, Discrimination, & Harassment
• University Policy: Conflicts of Interest and Commitment
• University Policy: Employee Grievances
• University Policy: Non-Retaliation
• University Policy: Political Activity
• University Policy: Sexual Misconduct

Related Legislation & Regulations

• Family Educational Rights & Privacy Act (FERPA)
• The Health Insurance Portability and Accountability Act of 1996 (HIPAA)
• The Americans with Disabilities Act of 1990 (ADA)
• NCAA Division III Manual
• Payment Card Industry Data Security Standard (PCI-DSS)

History

Issued
2022-06-12