Social Media Policy. Academy Transformation Trust Further Education (ATT FE)
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1 Social Media Policy Academy Transformation Trust Further Education (ATT FE) Policy reviewed by Academy Transformation Trust on Policy adopted by FE Board on 4 th November 2015 This policy links to: Data Protection Policy e-safety Policy Disciplinary Policies and Procedures Dignity at Work (Harassment and Bullying) Policy Equalities Policy Located e.g. Intranet REVIEW DATE: Academy Transformation Trust Social Media Policy 0
2 Content 1 Introduction Responsibilities of employees/fe Board Compliance with related policies and agreements Monitoring... 4 Academy Transformation Trust Social Media Policy 1
3 1 Introduction 1.1 Social networking is defined as sharing your interests and thoughts in an online forum with like-minded individuals. 1.2 These social media sites have become important marketing tools as they allow users to interact and raise their profile with a wide cross section of other users. 1.3 Blogging is also an important part of digital communication, and is used by a diverse range of businesses as well as individuals. 1.4 This policy and the procedures in it apply to any content that employees/fe Board members publish on the internet (e.g. their contributions in blogs, message boards, social networking sites or content sharing sites), even if created, updated, modified or contributed to outside of working hours or when using personal IT systems. This extends to both content which published on personal websites, blogs or social networking sites, and content which is published on corporate ATT FE social media accounts. 2 Responsibilities of employees/fe Board members Safeguarding 2.1 Any employees wanting to create a work-related social media site must discuss this with and obtain approval from the Director of Further Education (DFE) or The Trust Head of Marketing. 2.2 This policy covers all types of social media sites, which include but are not limited to: Social networking sites e.g. Facebook, LinkedIn, Instagram Blogging Micro blogging sites e.g. Twitter Video clips and podcasts e.g. YouTube Discussion forums. 2.3 Trust employees/fe Board members are personally responsible for the content they publish on social media sites both personal and ATT FE/Trust based. 2.4 Employees/FE Board members should not accept learners as friends, unless there is a pre-existing relationship with the learner e.g. niece/nephew, and information must not be posted on personal social media accounts that would disclose the identity of learners. 2.5 Learners must not be named or discussed on personal social media sites. 2.6 Photographs or videos of learners can only be posted if the digital media release slip has been received and only posted on ATT FE specific sites. They should never appear on personal social media sites. Academy Transformation Trust Social Media Policy 2
4 2.7 Employees/FE Board members must not post information, including photographs and videos, on social media sites, (e.g. photographs and videos), that could bring ATT FE or The Trust into disrepute. Corporate Responsibility 2.8 Employees/FE Board members must not represent their own views/opinions as being those of ATT FE or The Trust. If you express any idea or opinion then you should add a disclaimer such as these are my own personal views and not those of ATT FE. 2.9 Potentially defamatory remarks towards ATT FE, The Trust, employees, Governors, FE Board members, pupils, pupils relatives, learners or learners relatives, partner organisations etc. must not be posted on social media sites Employees/FE Board members must observe the requirements of the Equality Act and the Human Rights Act and must not use any offensive or discriminatory language on social media sites Employees/FE Board members must not divulge any information that is confidential to ATT FE, the Trust or a partner organisation ATT FE/the Trust expects employees/fe Board members, at all times, to conduct themselves appropriately when posting content on your own social media accounts, blog or website and in an manner which is consistent with your contract of employment and with the ATT FE s policies and procedures It should be noted that individuals can be identified as working for ATT FE/the Trust simply by revealing their name or a visual image of themselves Employees/FE Board members who already have a personal blog or website (this does not include sites such as LinkedIn or Facebook) which indicates in any way that they work for ATT FE should report this to the DFE. If they intend to create a personal blog or website that will say they work for ATT FE, or in any way could identify them as someone who works for ATT FE, then they should also report this to the DFE or The Trust Head of Marketing ATT FE/Trust s logo or intellectual property may not be used in connection with any blogging or social networking activity without permission from the DFE/Trust Head of Marketing If employees/fe Board members think that something on a blog or a website could give rise to a conflict of interest and in particular concerns issues of impartiality or confidentiality required by your their then this must be discussed the DFE or The Trust Head of Marketing No posts should cause others embarrassment or harm. Academy Transformation Trust Social Media Policy 3
5 2.18 Employees/FE Board members should be mindful when placing information on social media sites that it is potentially visible to a large audience and could identify where they work and with whom, thereby increasing the opportunity for false allegations and threats Employees/FE Board members must use appropriate security settings on social media sites in order to mitigate any potential issues Employees should never provide references for other individuals on social or professional networking sites, as such references, positive and negative, can be attributed to ATT FE/the Trust and create legal liability for both themselves and ATT FE/the Trust. 3 Compliance with related policies and agreements 3.1 Social media should never be used in a way that breaches any of our other policies. If an internet post would breach any of our policies in another forum, it will also breach them in an online forum. For example, employees are prohibited from using social media to: breach our e-safety Policy and obligations with respect to the rules of relevant regulatory bodies breach any obligations they may have relating to confidentiality breach our Disciplinary Policy and Procedures defame or disparage ATT FE/the Trust or its partners/stakeholders harass or bully other employees in any way or breach our Dignity at Work (Harassment and Bullying) Policy unlawfully discriminate against other employees or third parties or breach our Equalities Policy breach our Data Protection Policy breach any other laws or ethical standards. 4 Monitoring 4.1 The contents of ATT FE/Trust IT resources and communications systems are The Trust s property. Employees should have no expectation of privacy related to any type of communication made on Trust-owned equipment, including personal communications. 4.2 Employees should be aware that all electronic communications may be monitored. This includes: any message files data Academy Transformation Trust Social Media Policy 4
6 documents facsimile telephone conversations social media postings. 4.3 We may store copies of such data or communications for a period of time after they are created, and may delete such copies in line with Data Protection Policy. 4.4 Do not use our IT resources and communications systems for any matter that you wish to be kept private or confidential from the organisation. 4.5 For further information, please refer to Acceptable Use Policy for Employees. Any breach of this policy is likely to result in disciplinary action being taken. A serious breach of this policy may be considered to amount to gross misconduct warranting summary dismissal. This policy does not form part of any employee's contract of employment and it may be amended at any time. Academy Transformation Trust Social Media Policy 5
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