Please also read the Internet Acceptable Use Policy Available at U:\Network Services\policies\ SDC Internet acceptable use policy.
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1 Sussex Downs College: Policy for personal use of Social Networking and third party websites Introduction This policy sets out the principles which Sussex Downs College staff and students are expected to follow when using the Internet and social networking sites. The Internet is a fast moving technology and it is impossible to cover all circumstances, however, the principles set out below should always be followed. Please also read the Internet Acceptable Use Policy Available at U:\Network Services\policies\ SDC Internet acceptable use policy.doc The Internet provides a number of social networking opportunities in which Sussex Downs College staff and students may wish to use, including Facebook, Friends Reunited, Bebo, MySpace, Twitter, FriendFeed and other personal websites, blogs and twitter accounts. However, when someone clearly identifies their association with Sussex Downs College and/or discusses their work, they are expected to behave appropriately when on the Internet, and in ways that are consistent with the College s values and policies. The College reputation for impartiality and objectivity is crucial. The public must be able to trust the integrity of Sussex Downs College. Our audiences need to be confident that the outside activities of staff do not undermine the College s impartiality or reputation. The intention of this note is not to stop Sussex Downs College staff and students from conducting legitimate activities on the Internet and social networking sites, but serves to flag-up those areas in which conflicts can arise. Principles Staff and students who identify themselves as part of Sussex Downs College: Must not engage in activities on the Internet which might bring Sussex Downs College into disrepute. Must act in a transparent manner when altering online sources of information Must not use the Internet in any way to attack or abuse students, colleagues, teachers or tutors. Must not post derogatory or offensive comments on the Internet.
2 Social Networking sites All Sussex Downs College staff and students should be mindful of the information they disclose on social networking sites. Through the open nature of such sites, it is also possible for third parties to collate vast amounts of information. Where staff and students associate themselves with the College (through providing work details or joining a Sussex Downs College network) they should act in a manner which does not bring Sussex Downs College into disrepute. When a staff member is contacted by the press about posts on their social networking site that relates them to Sussex Downs College, the press office must be consulted. If a student is contacted by the press about posts on their social networking site that relates them to Sussex Downs College, they should inform their personal tutor who will then contact the College press office. Consideration towards other staff and students Social networking sites allow photographs, videos and comments to be shared with thousands of other users. However, it may not be appropriate to share work-related information in this way. For example, there may be an expectation that photographs taken at a private Sussex Downs College event will not appear publicly on the Internet, both from those present and perhaps those not at the event. Staff and students should be considerate to their colleagues and should not post information when they have been asked not to. They should also remove information about a colleague/peer if that colleague/peer asks them to do so. Under no circumstances should offensive comments be made about Sussex Downs College colleagues on the Internet. This may amount to cyber-bullying and could be deemed a disciplinary offence. Wiki sites and Wikipedia The Communications department are responsible for the writing, overseeing, monitoring and updating the College s entry on the free online encyclopaedia Wikipedia in association with the Head of Quality and Learning Services and CST. No staff or student member within Sussex Downs College or affiliates (i.e. WSC) must write or edit the College entry. Staff and students should always contact the Communications Department if they find errors in online encyclopaedias relating to Sussex Downs College (such as Wikipedia). Editorial changes by Sussex Downs staff or students to online encyclopaedias or wikis will be recorded as coming from a Sussex Downs College IP (Internet Provider) address. The updates will therefore appear to be endorsed by the College. It is essential that all changes are channelled through the Communications Department.
3 Staff and students should therefore act in a manner that does not bring the College into disrepute and should not post derogatory or offensive comments on any online encyclopaedias. When correcting errors about the College, we should be transparent about who we are. We should never remove criticism about Sussex Downs College. Instead, we should respond to legitimate criticism. We should not remove derogatory or offensive comments but must report them to the relevant administrators for them to take action. Again staff should refer all online encyclopaedia and wiki editing to the Communications department and students refer issues to their personal tutors. Blogging When staff use their personal blogs to discuss their work Sussex Downs College work, they must ensure that confidential information is not revealed. This might include aspects of Sussex Downs College policy or details of internal Sussex Downs College discussions. If in doubt about what might be confidential, staff members should consult their line manager. If a blog makes it clear that the author works for the Sussex Downs College, it should include a simple and visible disclaimer such as these are my personal views and not those of Sussex Downs College. Staff members who already have a personal blog or website which indicates in any way that they work at the Sussex Downs College should discuss any potential conflicts of interest with their line manager. Staff members who want to start blogging, and wish to say that they work for the College should discuss any potential conflicts of interest with their line manager who should then inform the Communications department. Staff members are free to talk about Sussex Downs College programmes and content on their blogs, unless there are specific concerns about the nature of their role (for instance because they are a member of editorial staff). If in doubt, staff members should consult their line manager. Personal Blogs and websites Blogs or websites which are purely about personal matters and do not identify the blogger as a Sussex Downs College employee or do not discuss the College will normally fall outside this guidance. However, personal blogs and websites should not be used to attack or abuse colleagues. Staff members should respect the privacy and the feelings of others. Remember also that if you break the law on a blog (for example by posting something defamatory), you will be personally responsible.
4 If a staff member thinks something on their blog or website gives rise to concerns about a conflict of interest, and in particular concerns about impartiality or confidentiality, this must be discussed with their line manager. If a staff member is offered payment to produce a blog for a third party this could constitute a conflict of interest and must be discussed with their line manager. When a staff member is contacted by the press about posts on their blog that relate to the College s Communications department must be consulted. Hybrid sites It should always be clear to users whether the site they are interacting with is a Sussex Downs College page run by the College for Sussex Downs College purposes or whether this is a personal page run by an individual for their own private purposes. We should avoid creating or endorsing hybrid sites which contain elements of both as this is likely to cause confusion, editorial problems and brand damage. For example, a staff member s personal profile should not have a URL which contains a Sussex Downs College brand. If a department or an individual member of staff would like to set up their own blog they should speak with their line manager in the first instance. Guidance for Managers Under this Guidance Note, managers in each area will decide what is appropriate. They should not adopt an unnecessarily restrictive approach. Managers should ensure that any special instructions on blogging are reasonable and explained clearly to staff. Managers should bear in mind concerns about impartiality, confidentiality, conflicts of interest or commercial sensitivity. In some cases individuals may be dealing with matters which are so sensitive that rules may have to be set on what they can and cannot talk about on their personal blog. Those involved in editorial or production areas must take particular care to ensure that they do not undermine the integrity or impartiality of the Sussex Downs College or its output on their blogs. Managers can consult the College s Internet acceptable use policy.
5 Disciplinary action If a member of staff or student is found to be engaging in any form of online activity that is deemed as cyber bullying, bringing the college s reputation into disrepute and/or uses the Internet in any way to attack or abuse students, colleagues, teachers or tutors they could face disciplinary action. Please reference the college s Staff Disciplinary Policy and Procedure document on the U drive: U:\Human Resources\HR Policies, Procedures & Guidelines For students the curriculum manager of course(s) and personal tutors will be contacted to discuss the matter with the student(s) directly. Parents/guardians should also be informed of the misconduct. Disciplinary action could lead to exclusion depending on the nature of the misconduct.
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