NOT PROTECTIVELY MARKED POLICY. Yes. A017 Version 1.0

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1 T PROTECTIVELY MARKED POLICY Security Classification Disclosable under Freedom of Information Act 2000 Yes T PROTECTIVELY MARKED POLICY TITLE Social Media POLICY REFERENCE NUMBER A017 Version 1.0 POLICY OWNERSHIP DIRECTORATE BUSINESS AREA ENABLING SERVICES CORPORATE COMMUNICATIONS POLICY IMPLEMENTATION DATE September 2013 NEXT REVIEW DATE: September 2015 RISK RATING EQUALITY ANALYSIS MEDIUM LOW Warwickshire Police welcome comments and suggestions from the public and staff about the contents and implementation of this policy. Please write to the Force Policy Manager, Business Assurance and Improvement, at Leek Wootton, Warwick, CV35 7QB or complete the feedback form located on our website ( West Mercia Police welcome comments and suggestions from the public and staff about the contents and implementation of this policy. Please write to the Force Policy Manager, Business Assurance and Improvement, at Hindlip Hall, PO Box 55, Worcester, WR3 8SP or contactus@westmercia.pnn.police.uk T PROTECTIVELY MARKED 1

2 T PROTECTIVELY MARKED 1.0 POLICY OUTLINE Social media has revolutionised the way people communicate and share information. It has provided the opportunity for communication not simply to be one-way but multidirectional and allow one individual to speak with and share information with any number of people or groups across the world. This medium provides both forces with new and innovative ways of working to engage with and involve people in policing. As with anything there are risks attached to information sharing, however these should be proportionately and appropriately managed by the same principles that underpin all police activity. Therefore the risks attributed to using social media should not inhibit or prevent Warwickshire Police and West Mercia Police maximising the opportunities social media provides. This policy details how both forces direct its workforce to use social media and its strategic intentions and principles for doing so. 2.0 PURPOSE OF POLICY Social media provides both forces with an important means to increase public engagement and confidence in policing services, building trust and respect in the forces. Therefore, Warwickshire Police and West Mercia Police s strategic intent must be based on possibility and opportunity both of which inspire our workforce and communities to be excited about engaging through social media. Our strategic intent will be: Warwickshire Police and West Mercia Police will use social media to engage with, motivate, inform and educate our communities to better protect people from harm. The outcome we seek to achieve is that every day we want people to be discussing, debating and endorsing the work of Warwickshire Police and West Mercia Police online. We must recognise the vital importance of participating in online conversations and be committed to ensuring that we take part in social media in the right way not only as a broadcaster but as a participant listening and responding to both the positives and negatives. It is crucial that we always remember our identity, vision and purpose (protecting people from harm) and what our role is in the social media community (to increase confidence in the police). T PROTECTIVELY MARKED 2

3 T PROTECTIVELY MARKED Warwickshire Police and West Mercia Police will use social media in accordance with it s: 1. Strategic Intent and Principles for Use of Social Media (Appendix 1), 2. Social Media Guidance (Appendix 2), and 3. Authorised Professional Practice (APP): Police use of digital and social media 4. Force guidance on the use of IT Systems. As we seek to better engage with all our communities, we need to be proactive in making conscious decisions which maximise opportunities to use all available communication channels including the appropriate and current digital, new and social media channels, as well as exploring opportunities through new technologies and systems as they appear. Social media has the opportunity to deliver real business benefits on so many positive levels. The below principles outline exactly what the forces should be looking to achieve through their use of social media. These principles are generic so while today they relate to using the current popular channels of Facebook, Twitter and You Tube, they can also be applied across any future and new emerging channels that will inevitably appear in the coming years. To realise our strategic intent, our joint force principles for the use of social media will be to: 1. Maximise opportunities to use social media 2. Engage with communities 3. Achieve direct business benefits Adoption of the above as policy means the two forces will be consistent with the manner in which we engage with communities using social media. In following these principles and guidance it will mean that both forces ensure that their interactions using social media are professional, transparent and capable of withstanding scrutiny. There may be occasions when members of the public submit inappropriate, offensive or illegal comments on Warwickshire Police and West Mercia Police social media channels. The channel administrator should consider any comments that may fall under the National Crime Recording Standards definition of Hate Crime or malicious communications. Such comments must be promptly referred to the Crime Bureau for advice on crime recording and promptly referred to Corporate Communications who will manage subsequent action as appropriate. 3.0 IMPLICATIONS of the POLICY T PROTECTIVELY MARKED 3

4 T PROTECTIVELY MARKED In complying with the principles, guidance and APP these three documents take into consideration and manage: The Management of Police Information; Risks and Health and Safety considerations; Human Rights, Equality, Data Protection and Freedom of Information considerations, and Legal considerations. 4.0 CONSULTATION The approach to adopt this new policy, as detailed above, was agreed by the Executive Board in May It has been designed following consultation with Head of Intelligence, Authorising Officer, Business Assurance and Improvement and all Chief Officers. It also follows national guidance from the College of Policing and APP. 5.0 DOCUMENT HISTORY The history and rationale for change to policy will be recorded using the below chart: Date Author / Reviewer July 2013 Kate Quilley, Head of Corporate Communications Amendment(s) & Rationale New Social Media Policy created for Warwickshire Police and West Mercia Police. Approval / Adoption Management Group 18 September PROCEDURE All members of Warwickshire Police and West Mercia Police will engage using social media in accordance with: 1. Strategic Intent and Principles for Use of Social Media (Appendix 1) 2. Social Media Guidance (Appendix 2), and 3. APP section Police use of digital and social media - unications.pdf T PROTECTIVELY MARKED 4

5 7.0 ASSESSMENT AND ANALYSIS T PROTECTIVELY MARKED HEALTH & SAFETY, RISK and EQUALITIES assessment Title: Business Area Point of Contact: Summary: Social Media Policy Kate Quilley, Head of Corporate Communications Please provide a brief outline of the aims and scope of the activity including any changes to people, premises, procedures, work patterns, work locations or impact on services to the public This is a new policy for both forces to ensure the consistant and appropriate use of social media. Any member of our workforce who uses social media should now do so in accordance with this policy, its principles and related guidance documents. Individuals/groups consulted with (e.g. Staff Associations/Independent Advisory Groups) Chief Officers Executive Board ACPO and College of Policing guidance Unison Superintendents Association Police Federation Is there any reason why this assessment should not be published? If yes, please state reasons. No Completed by:- Kate Quilley, Head of Corporate Communications Date :28/06/2013 T PROTECTIVELY MARKED 5

6 T PROTECTIVELY MARKED PART 2. HEALTH & SAFETY This section seeks to identify potential Health, Safety or Welfare risks that may be associated with your Policy / Business Change / Decision. It will help the Health & Safety Team to offer appropriate advice and guidance in support of your project where required. Please consider the following Occupational Health Safety or Welfare screening questions What are the Health &Safety risks inherent in this change? Increased use of social media and allowing greater access increases the risk of non-compliance by individuals with the guidance. It increases the risks of misuse but this policy adopts a less risk adverse approach in an attempt to increase engagement with often hard to reach audiences. Any breach of these guidelines increases the risk to both force reputation. Who will be affected, and what is the foreseeable result? Force reputation How can you effectively control these risks? Ensure professional training to all those who use social media on behalf of the organisation. Enable our workforce using the comprehensive guidance document and making this readily accessible and useable. Wide communication to our workforce as to this new policy. I acknowledge, understand and accept the Health & Safety risks involved in this business change and I am satisfied they are sufficiently controlled to ensure compliance with legislation. Policy / Business Change / Decision Owner Signature: Name: Kate Quilley Post Title Head of Corporate Communications Date 28/06/2013 T PROTECTIVELY MARKED 6

7 T PROTECTIVELY MARKED PART 3. Risk This section seeks to identify potential risks that may be associated with this work. It will help the Risk Management Officer to offer appropriate advice and guidance in support of your project where required. Please consider the following Risk screening questions What are the Organisational Risks inherent in this change? Risk to force reputation if use is not managed in accordance with the new policy. What are the benefits? Increased openness and accessibility with communities. Consistent approach with national guidelines and between both Warwickshire Police and West Mercia Police in the use of social media. Clear boundaries established as to what information should and should not be released on social media. Improved working relationship between the police service and the public. Reduced risk to force reputation from no policy approach. Does this change significantly affect (positively or adversely) a Police & Crime Plan Objective? No supports engagement objectives. Does either Force have any historic experience (success or failure) connected to this work that could provide Organisational Learning that would enable us to perform better? No T PROTECTIVELY MARKED 7

8 T PROTECTIVELY MARKED EQUALITIES This section seeks to identify equality impacts that may be associated with the activity and whether further equality analysis is required. Protected characteristics defined by the Equality Act are: Age, Disability, Gender reassignment, Race, Religion or Belief, Sex, Sexual Orientation. People identifying as Trans are covered by gender legislation Could this activity potentially discriminate against people with Protected Characteristics? Impact on employees? Internal Impact on the public? External Could this activity prevent us promoting equality for people with Protected Characteristics? Could this activity potentially create harassment against people with Protected Characteristics? Could this activity potentially discourage the participation of people with Protected Characteristics? Could this activity promote negative attitudes towards people with Protected Characteristics? Could this activity help to prevent equality of opportunity between people who share a protected characteristic and those who do not? Is there evidence / belief that some groups could be differently affected? Is there any public concern that the function or policy is being carried out in a discriminatory way? Total of yes answers (this will help to decide whether a full equality analysis is required). 0 0 Brief summary of factors affecting relevance and overall rating T PROTECTIVELY MARKED 8

9 Comments of H&S, Risk and Equalities T PROTECTIVELY MARKED Signed: Date Combined Recommendations of H&S, Risk and Equalities to Policy / Business Change / Decision Owner. Signed: Date T PROTECTIVELY MARKED 9

10 T PROTECTIVELY MARKED Appendix 1 Warwickshire Police and West Mercia Police: Strategic intent and principles for the use of Social Media Corporate Communications Enabling Services Directorate May 2013 Introduction Social media has revolutionised the way people communicate and share information. It has provided the opportunity for communication not simply to be one-way but multi-directional and allow one individual to speak with and share information with any number of people or groups across the world. This medium provides both forces with new and innovative ways of working to engage with and involve people in policing. As with anything there are risks attached to information sharing, however these should be proportionately and appropriately managed by the same principles that underpin all police activity. Therefore the risks attributed to using social media should not inhibit or prevent Warwickshire Police and West Mercia Police maximising the opportunities social media provides. For too long both forces have had little clear strategic direction as to how they want to use these channels now and in the future. There has also been a lack of appreciation for the extent to which these channels can result in direct business benefits for operational policing and a clear vision for use in the years ahead. Strategic Intent needs to be a year of strategic intent in relation to Warwickshire Police and West Mercia Police s use of social media. Both forces should no longer simply ride the social media wave but guide it with strategic intent. This means establishing a clear vision and tone for how the two forces want to use social media in the months and years ahead and a detailed plan as to how we will achieve these goals. Social media provides both forces with an important means to increase public engagement and confidence in policing services, building trust and respect in the forces. Therefore, Warwickshire Police and West Mercia Police s strategic intent must be based on possibility and opportunity both of which inspire our workforce and communities to be excited about engaging through social media. Our strategic intent will be: Warwickshire Police and West Mercia Police will use social media to engage with, motivate, inform and educate our communities to better protect people from harm. The outcome we seek to ultimately achieve must be that every day we want people to be discussing, debating and endorsing the work of Warwickshire Police and West Mercia Police online. The forces must recognise the vital importance of participating in online conversations and be committed to T PROTECTIVELY MARKED 10

11 T PROTECTIVELY MARKED ensuring that we take part in social media in the right way not only as a broadcaster but as a participant listening and responding to both the positives and negatives. Coca-Cola describe their online social media principles as being developed to help empower associates to participate in this new frontier of marketing and communications, representing the company and sharing the optimistic and positive spirits of the brand. If Warwickshire Police and West Mercia Police can capture the spirit and dedication of its workforce through the medium of social media, the possibilities are limitless. It is crucial that the forces always remember our identity, vision and purpose (protecting people from harm) and what our role is in the social media community (to increase confidence in the police). Joint force principles for the use of social media As we seek to better engage with all our communities, we need to be proactive in making conscious decisions which maximise opportunities to use all available communication channels including the appropriate and current digital, new and social media channels, as well as exploring opportunities through new technologies and systems as they appear. Social media has the opportunity to deliver real business benefits on so many positive levels. The below principles outline exactly what the forces should be looking to achieve through their use of social media. These principles are generic so while today they relate to using the current popular channels of Facebook, Twitter and You Tube, they can also be applied across any future and new emerging channels that will inevitably appear in the coming years. They could be described as innovational guidelines that are at the heart of our vision for future social media use of both forces. To realise our strategic intent, our joint force principles for the use of social media will be to: 1. Maximise opportunities to use social media This will be achieved by: Fully integrating the use of social media as one of a diverse range of appropriate and innovative channels available to engage with specific audiences. Making the use of social media enjoyable for the user and the audience, we will therefore endeavour to facilitate its use by our workforce at every opportunity and ensure we use it in an appropriate and proportionate manner. Both forces will no longer be risk adverse towards the use of social media and actively make efforts to increase our use of this medium in a proactive manner. Encouraging our entire workforce to explore and engage in social media at a level at which they feel comfortable. Trusting and supporting our workforce to engage in a professional and appropriate manner, in accordance with our joint force guidelines, with the public every day through this channel. We will engender a culture of openness, honesty and accountability through social media and in relation to its use. Setting the parameters around professional use of social media to enable its successful use and clearly define the difference between speaking in a professional capacity on behalf of the Chief Constable or personal dialogue. T PROTECTIVELY MARKED 11

12 T PROTECTIVELY MARKED 2. Engage with communities This will be achieved by: Using social media channels to directly enter into conversation with members of our community and build meaningful relationships with the people we serve to protect. Listening to concerns, issues or feedback received by this route and reply appropriately in a timely manner. Using social media to assist in changing the image and perceptions of policing to being more open, accessible and approachable. 3. Achieve direct business benefits This will be achieved by: Seeking new opportunities to directly improve operational policing through the use of social media. We will use social media to meet business outcomes eg reduce the number of calls to service. Using social media channels to increase our visibility and presence within communities. Giving people confidence to come forward and speak to us by allowing an insight into what we are doing, what we are working on and how we operate. other applicable policies Recognising the importance of social media, particularly in the current economic climate, as a cost-effective means to inform and engage with our communities. Using these channels as a means to meet priorities set to the force by the Police and Crime Commissioners, for example ensuring every member of the community knows who their SNT is and how to contact them. We can increase accessibility to contact SNTs via social media. T PROTECTIVELY MARKED 12