Leigh C.E. Junior School. Policy Employees/Agents. Social Media

Transcription

1 Leigh C.E. Junior School Policy Employees/Agents Social Media Social Media Policy School: Leigh C.E. Junior School Date of Policy: November 2012 Next review date: November 2013 Social Media Policy Employees/Agents draft 1 1 of 7

2 1 Introduction 1.1 This policy should be read in conjunction with the following policies and guidelines: Data Protection Guidelines Codes of Conduct for Staff and Governors Disciplinary Policy Child Protection Policy I.C.T. Policy 1.2 Leigh C.E. Junior School acknowledges the increasing use and popularity of internet-based social networks. However, their very openness makes them vulnerable to unsuitable use or abuse and appropriate controls are required to minimise these risks. This necessitates a policy to ensure that these online forums are used in a safe, secure and appropriate manner that protects both the school s reputation and that of our employees and agents. 1.3 This policy is binding on all school employees (including teaching, administrative and ancillary staff) and agents (including governors, members of the PSA (all parents) and other volunteers, and any contractors/suppliers whilst they are under contract to work/with supply the school) and must be adhered to at all times when commenting on the school, its employees/agents or its activities. 1.4 It is not the intention of the policy to be unnecessarily restrictive. The aim of the policy is to ensure there is a framework of control in place for mitigating significant risks to the school, its employees/agents and its reputation. 1.5 A breach of this policy may result in: Employees: action being taken in line with the provisions of the Disciplinary Policy. Governors: action being taken in line with the Governors Code of Conduct. Members of the PSA and other volunteers: action being taken which may result in their volunteering role being terminated. Contractors/suppliers: action being taken in line with that specified by Wigan Council s Procurement and Performance Team which might include the termination of contract. All: legal action in line with the provisions indicated in section Guiding principles 2.1 The policy has been drawn up having regard to the following guiding principles: Confidentiality - ensuring information is not disclosed inappropriately. Integrity - safeguarding the validity, accuracy and completeness of information owned, obtained and used by Leigh C.E. Junior School. Social Media Policy Employees/Agents draft 1 2 of 7

3 Legislation ensuring that online social networking is used in a way that does not conflict with legislation or good practice. 2.2 The policy has been written in accordance with the current legal provisions relating to information systems which include: Human Rights Act 1998 The Data Protection Act 1998 The Obscene Publications Act 1959 and 1964 Common law duty of confidentiality Defamation Act 1996 This is not an exhaustive or exclusive list. Reference might be made to other statute and common law provisions as deemed appropriate. 3 Appropriate use 3.1 Employees/agents are considered to be acting as representatives of the school if they: Access the internet to post or comment on information in work time Send s or facsimiles in work time At any time, use work equipment, systems or networks At any time, access internet sites (including the school s sites) to share, post or comment on information relating to the school, its employees/agents or its activities At any time, access internet sites (including the school s sites) to post or comment on information or send s/facsimiles while presenting themselves as an employee/agent of the school In all the above situations, employees/agents must conduct themselves in a way that does not damage or undermine the school s brand or reputation and that adheres to the provisions of this policy. Using a false identity does not take an employee/agent outside the cover of this policy. 3.2 Leigh C.E. Junior School has a reasonable and lawful expectation that employees/agents will not bring the organisation into disrepute. Any grievance with the school should be channeled through procedures and policies already in place and dealt with within the work environment. If an employee/agent becomes aware of a breach in this policy they should contact their line manager (employees) or the Headteacher (agents) in the first instance. 3.3 Employees/agents should not contribute to any site that contains personal identifiable information relating to students. Social Media Policy Employees/Agents draft 1 3 of 7

4 3.4 Employees/agents should not contribute to a site that contains personal identifiable information of another employee/agent in relation to their employment/relationship with the school including judgments or comments on their performance, character or personal life. 3.5 Employees/agents should not contribute online content which may cause concern or raise questions about their own suitability to work with or be in contact with children or young people. 3.6 Employees/agents should not contribute to a site that contains photographs or video content of another employee/agent or student taken in the school or in clothing that identifies them as being an employee/agent or student of the school. 3.7 Employees/agents should not contribute to a site that contains defamatory statements about the school, its activities or its employees/agents. 3.8 When posting information on social networking sites, blogs or other user-generated content sites, whether using their own or school equipment, in working hours or outside working hours, employees/agents should not make direct or indirect reference to an employee, student or agent without the knowledge and consent of that person. 3.9 Employees/agents should never post a comment about the school that purports to represent the view of the school, without first consulting the Headteacher Employees/agents should not establish or seek to establish online social contact with pupils. If a student seeks to establish online social contact, this should be reported to the Headteacher at the earliest reasonable opportunity and no later than the next working day Employees/agents must not give their personal details (such as landline/mobile telephone number, home or address) to students unless the need to do so has been agreed in advance with the leadership team and permission in writing to do so has been sought and provided. A record of the reason for, scope and duration of that permission should be part of that written record The leadership team should ensure that the access to social networking sites, blogs or other user-generated content sites is carried out in accordance with this policy The leadership team should ensure, through the CDP process and volunteer/governor/contractor/supplier selection processes that appropriate training is made available to employees/agents on the contents of this policy The leadership team is responsible for ensuring employees/agents understand their rights and responsibilities with regard to this policy and must ensure that employees/agents receive a hard copy of this policy, and any subsequent amendments, together with a copy of the Declaration (at Appendix 2) The leadership team is responsible for ensuring employees/agents sign the declaration (at Appendix 2) and that a copy of the signed declaration is kept on file for the period of the employee s/agent s relationship with the school. Social Media Policy Employees/Agents draft 1 4 of 7

5 3.16 Employees/agents should be familiar with the contents of this policy and ensure that their online internet activity is in accordance with the contents of the policy and/or any guidance provided at training sessions and/or defined within a training manual Employee/agents should remember that internet posts are not private. Once posted, they are accessible globally and even if removed may still be accessible publicly as a cached (stored) page. Given this, great care needs to be taken when publishing content on the internet to ensure it is factually and technically correct, relevant and appropriate In order to ensure compliance with the requirements of this policy, monitoring will be utilised to check on the use of internet services. Monitoring will only be used for the legitimate purpose of ensuring compliance with stated legal acts, policies and guidelines so as to protect the school against the risk of criminal and civil actions as a result of the unauthorised actions of its employees/agents. Employees/agents should be aware that content posted online could ultimately be disclosed in court. Social Media Policy Employees/Agents draft 1 5 of 7

6 4 Appendix 1: Dos and Don ts The internet is increasingly used as a means of communication. Irrespective of whether employees/agents use these systems, they should be aware that they represent the school and are accountable to the public. Therefore, this Social Media Policy has been produced to ensure the protection of the school its employees, agents and students. The policy makes it a disciplinary offence to abuse or misuse social media to the detriment of the school and the aforementioned employees and students. Employees/agents have an implied duty of trust and confidence to their employer and thus responsibility for the way they use social media. The information below covers the main dos and don ts of which they need to be aware. DO: Be aware that internet activity could be monitored when necessary and appropriate Respect the confidentiality of the school, its employees and its students Take advantage of appropriate training Discuss with the leadership team any issues they may have and, if necessary, ask for a copy of the policy Ensure their computer equipment is kept secure at all times Ensure appropriate use of language as internet posts can be misconstrued DON T: Publish or comment on material containing potentially offensive language or images Access inappropriate websites or post inappropriate content Social Media Policy Employees/Agents draft 1 6 of 7

7 5 Appendix 2: Declaration Leigh C.E. Junior School Social Media Policy Declaration I confirm that I have accessed a copy of the Social Media Policy. I have read and understood the policy and am aware that should I contravene the requirements contained in the policy, disciplinary action will be taken. I understand that this form will be retained on my file. Name: Job title/role: Signed: Date: Line manager s name: Line manager s signature: Social Media Policy Employees/Agents draft 1 7 of 7