Social Media Policy DOCUMENT STATUS: Communications & Engagement Committee DATE ISSUED: October 2013 DATE TO BE REVIEWED: October 2014

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1 Social Media Policy DOCUMENT STATUS: Communications & Engagement Committee DATE ISSUED: October 2013 DATE TO BE REVIEWED: October

2 AMENDMENT HISTORY VERSION DATE AMENDMENT HISTORY V1 Oct 2013 Staff side requested more term change from after hours use to personal use of social media Plus addition of not for public knowledge on pg 5 HR lead requested specific mention of Bullying and Harassment policy. V2 Oct 2013 To Trust Board for final ratification as C&CE committee not quorate at Oct meet REVIEWERS This document has been reviewed by: NAME DATE TITLE/RESPONSIBILITY VERSION Laura Head of Communications V1 Broster Steph HR lead V1 Cartwright Julia Dixon Staff side lead V1 C&CE Committee For ratification V1 with comments from Hr and staffside APPROVALS This document has been approved by: NAME DATE TITLE/RESPONSIBILITY VERSION C&CE Oct 2013 V1 Committee CCG Board Nov 2013 V2 NB: The version of this policy posted on the intranet must be a PDF copy of the approved version. DOCUMENT STATUS This is a controlled document. Whilst this document may be printed, the electronic version posted on the intranet is the controlled copy. Any printed copies of the document are not controlled. RELATED DOCUMENTS These documents will provide additional information: 2

3 Contents POLICY OVERVIEW 1 Introduction 2 Purpose 3 Who This Policy Applies To 4 Key Principles THE POLICY 5 The policy Appendix A You are what you Tweet: Dudley CCG Social Media Guide. 3

4 POLICY OVERVIEW 1. Introduction This policy provides guidance for employees on the use of social media, which should be broadly understood for purposes of this policy to include twitter, blogs, message boards, chat rooms, electronic newsletters, online forums, social networking sites, and other sites and services that permit users to share information with others online. The principles set out in this policy apply to professional use of social media on behalf of Dudley CCG as well as personal use of social media when referencing or identified as affiliated with Dudley CCG. This policy should be read in conjunction with the staff guide, You are what you Tweet. 2. Purpose To support staff to use social media to support rather than oppose the CCG values and strategic direction. 3. Who This Policy Applies To Staff employed by Dudley Clinical Commissioning Group. It is also offered as advice and guidance to members associated with this organisation, for example Dudley GPs. 4. Key Principles To support staff to be part of the CCG growing presence on social media. To set out advice and guidance on how to best represent the organisation online. To support staff to translate our staff code of conduct into their online presence. 4

5 THE POLICY 5. The Policy Employees need to know and adhere to the CCG staff Team Values, Employee Handbook, and other company policies when using social media. For example the Bullying & Harassment Policy. Employees should be aware of the effect their actions may have on their images, as well as the CCG image. The information that employees post or publish may be public information for a long time. Employees should be aware that Dudley CCG may observe content and information made available by employees through social media. Employees should use their best judgment in posting material that is neither inappropriate nor harmful to the CCG, its employees, members or wider NHS. Although not an exclusive list, some specific examples of prohibited social media conduct include posting commentary, content, or images that are defamatory, pornographic, proprietary, harassing, libellous, or that can create a hostile work environment. Employees are not to publish post or release any information that is considered confidential or not for public knowledge. If there are questions about what is considered confidential, employees should check with the Communications or Human Resources Department and/or supervisor. Social media networks, blogs and other types of online content sometimes generate press and media attention or legal questions. Employees should refer these inquiries to the CCG Communications Team. If employees encounter a situation while using social media that threatens to become antagonistic, employees should disengage from the dialogue in a polite manner and seek the advice of a supervisor. Further advice on this is included in the CCG social media guide, You are what you Tweet. Employees should get appropriate permission before you refer to or post images of current or former employees, members, patients or the public. Additionally, employees should get appropriate permission to use a third party's copyrights, copyrighted material, trademarks, service marks or other intellectual property. Social media use shouldn't interfere with employee s responsibilities at Dudley CCG. Dudley CCG computer systems and ipads are to be used for business 5

6 purposes only. When using Dudley CCG computer systems, use of social media for business purposes can be granted by the Head of Communications or Chief Accountable Officer. Personal use of social media networks or personal blogging of online content is discouraged and could result in disciplinary action. Please refer to the internet usage policy for further advice on this. Subject to applicable law, personal online activity that violates the CCG Team Values, Code of Conduct or any other company policy may subject an employee to disciplinary action. If employees publish content via personal social media accounts that involves work, colleagues or subjects associated with CCG, a disclaimer should be used, such as this: The postings on this site are my own and may not represent Dudley CCG position, strategies or opinions. It is highly recommended that employees keep Dudley CCG related social media accounts separate from personal accounts. 6