The Acceptable Use of Social Media/Social Networking Policy Review Date May 2014 DMc
CONTENTS 1 INTRODUCTION... 2 SCOPE OF DOCUMENT... 3 WHAT ARE SOCIAL MEDIA/SOCIAL NETWORKS... 4 USE OF SOCIAL MEDIA AT WORK... 5 MONITORING OF INTERNET ACCESS AT WORK... 6 SOCIAL MEDIA IN YOUR PERSONAL LIFE... 7 SAFER ONLINE BEHAVIOUR... 8 DISCIPLINARY ACTION OVER SOCIAL MEDIA USE/ INTERNET USE... 9 PROTECTION OF PERSONAL INFORMATION... 10 USE OF SOCIAL MEDIA/NETWORKING SITES AND RECRUITMENT... 11 FURTHER GUIDANCE... Document Responsibility Name Title Jim Lyon Operations Manager Business Development and Support Change History Version Date Comments Version 1 21 November 2011 Changed to reflect the PVG Scheme. Version 2 22 August 2013 Changed to reflect management restructure 2
Distribution Name Title Location Date Kieron Vango David McCorkindale Craig Given Jim Lyon Stuart Boyle Andrew Hetherington Ian Dyer Chief executive Head of Leisure and Community Services Finance and Resource Manager Operations Manager Business Development and Support Operations Manager Waterfront and Service Quality Operations Manager Sports Facilities and Fitness Gyms Operations Manager Community Facilities Greenock town Hall Distribution may be made to others on request 1 INTRODUCTION Inverclyde Leisure recognises that social media and networking websites have become a regular part of everyday life and that many people enjoy membership of such sites. However, we are also aware that these sites can be become a negative forum for complaining or 3
gossiping and care must be taken by employees not to compromise Inverclyde Leisure s reputation or confidentiality of our internal and external customers. 2 SCOPE OF DOCUMENT This policy details the accepted use of social media, social networking, personal websites & blogs in addition to the existing policy on Acceptable Use of Information Systems for all Inverclyde Leisure employees. The purpose of this policy is to outline the responsibilities of employees who access social networking websites, what is considered appropriate or inappropriate by the company and provide guidance for managers and employees on its usage. The examples used in this policy are not an exhaustive list. 3 WHAT ARE SOCIAL MEDIA/SOCIAL NETWORKS Social media is a type of interactive online media that allows parties to communicate instantly with each other or to share information in a public forum via a profile. This includes online social networking sites e.g. Bebo, Facebook, Twitter and video-image sharing websites such as YouTube and Flickr. Employees should be aware that there are many more examples of social media than can be listed here and this is a constantly changing area. 4 USE OF SOCIAL MEDIA AT WORK A limited number of Inverclyde Leisure employees use social networks and social media such as Facebook to communicate with customers for business purposes and to provide up to date information on developments in the interests of public relations. The Company recognises the benefits of Social Networks and Social Media within our business environment and if any employee requires access to such sites for legitimate business purposes they should contact a member of the Executive management team manager in the first instance who will liaise with our service providers ICT. Employees are not allowed to access personal social media websites from the organisation's computers or devices at any time. This includes laptop computers or hand held devices distributed by the organisation for work purposes unless authorised by a member of the IL s Executive Management Team. 4
The organisation has specifically blocked use of Twitter, Facebook and other social media websites on its computers with the exception of LinkedIn. The organisation understands that employees may wish to use their own computers or devices, such as laptops and hand-held devices, to access social media websites while they are at work. Employees must limit their use of social media on their own equipment to their official rest breaks. 5 MONITORING OF INTERNET ACCESS AT WORK As employees are aware, the internet is provided primarily for business use. Our Service provider has implemented software to prevent access to sites that are deemed inappropriate. This software monitors and logs all sites visited by IL employees and employees are directed to a warning page when a blocked site is accessed. The Company reserves the right to monitor employees' internet usage, but will endeavour to inform an affected employee when this is to happen and the reasons for it. The Company considers that valid reasons for checking an employee's internet usage include suspicions that the employee has: been spending an excessive amount of time viewing websites that are not work related; acted in a way that damages the reputation of the Inverclyde Leisure and/or breaches confidentiality; acted in a way that is in breach of the rules set out in this policy. As the Council monitors employees' internet use to ensure that it is in accordance with this policy, access to the internet may be withdrawn in any case of misuse of this facility. If appropriate, disciplinary action may also be taken in line with the Companies disciplinary policy. 6 SOCIAL MEDIA IN YOUR PERSONAL LIFE The organisation recognises that many employees make use of social media in a personal capacity. While they are not acting on behalf of the organisation, employees must be aware that they can damage the organisation s reputation if they are recognised as being one of our 5
employees. Moreover, employees should be aware that they are representatives of the Inverclyde Leisure and as such their activity outside work may have a bearing on their employment with the trust in accordance with the Companies Code of Conduct. On that basis employees should ensure both personally and professionally, they meet acceptable standards of behaviour conducive of Inverclyde Leisure and the values and principles we endorse. Therefore, when employees identify themselves as employees of Inverclyde Leisure they are expect to act in a manner which does not bring the Company into disrepute. Any communications that employees make in a personal capacity through social media must not: criticise or argue with colleagues or service users; add clients, pupils, or service users as friends as this could potentially breach confidence and trust; make defamatory comments about individuals or other organisations/groups working for, or in partnership with Inverclyde leisure; post images that are inappropriate or links to inappropriate content; breach confidentiality by posting or sending confidential service user information which may breach the Data Protection Act 1998; post derogatory comments about the Company, working for the Leisure trust or decisions made by Inverclyde Leisure; do anything that could be considered discriminatory against, or bullying or harassment of, any individual or group of employees including text or images which may be offensive, intimidating, malicious or humiliating. The above list is not exhaustive. Employees should report to management or internal audit anything that has been posted by another employee that could be offensive or attacks someone personally, or is potentially harmful to employees, customers, clients, service users or Inverclyde Leisure. 7 SAFER ONLINE BEHAVIOUR The Company respects an employee's right to a private life. However, the Company must also ensure that confidentiality and its reputation are protected. It therefore requires employees using social networking websites to ask themselves: 6
Will the content reflect poorly on me and my employer or your relevant profession? Is my intention to post material driven by personal reasons or professional reasons and can they be differentiated against? Am I confident that the comment or social media in question, if accessed by others (colleagues, parents etc) would be considered reasonable and appropriate? 8 DISCIPLINARY ACTION OVER SOCIAL MEDIA USE/ INTERNET USE There is an implied term of mutual trust and confidence between Inverclyde Leisure and its employees. Therefore, all employees are required to be responsible for their own social media and social networks should they wish to have one. Employees are required to adhere to this policy and ensure social media and social networks do not compromise their employment in anyway. Employees should note that any breaches of this policy may lead to disciplinary action. Serious breaches of this policy, for example incidents of cyberbullying of colleagues or social media activity causing serious damage to the organisation, may constitute gross misconduct and lead to summary dismissal. Detailed below are an examples of inappropriate conduct which could result in disciplinary action being taken against you: Example 1: Margaret, Lifeguard, commented on her social networking page that she had called in sick to work as she hated her job and was planning to spend the day looking for a new job. The following day another employee advises her manager that she has seen comments on Margaret s page which suggests she was not really sick. Margaret is then advised by her manager that this would result in disciplinary action being considered. Example 2: Pauline, Receptionist, commented on her social networking page that she had a horrible male customer in reception tonight complaining about the music in the Sauna and that the pool was to busy. The following day Pauline is then advised by her line manager that this would result in disciplinary action being considered for discussing a work related incident on Social media. 9 PROTECTION OF PERSONAL INFORMATION Employees should be mindful that social networking websites are a public forum, particularly if the employee is part of a "network". Employees should not assume that their entries on any website will remain private and should ensure adequate personal security settings are introduced. 7
Employees must also be security conscious and should take steps to protect themselves from identity theft, for example, by restricting the amount of personal information that they give out. Social networking websites allow people to post detailed personal information such as date of birth, place of birth and favourite football team, which can form the basis of security questions and passwords. In addition, employees should ensure that no information is made available that could provide a person with unauthorised access to the Companies confidential information; and refrain from recording any confidential information regarding the Company on any social networking website. 10 USE OF SOCIAL MEDIA/NETWORKING SITES AND RECRUITMENT The Company has an effective existing method for recruitment through the recruitment portal. HR and managers will not, either themselves or through a third party, conduct searches on applicants on social media. This is because conducting these searches during the selection process might lead to a presumption that an applicant's protected characteristics (for example, sexual orientation or religious beliefs) played a part in a recruitment decision. This is in line with Inverclyde Leisure policies on Equal Opportunities and Recruitment & Selection. 11 FURTHER GUIDANCE If you have any questions about this policy or would like to report a breach of policy you contact your Line Manager in the first instance. However if you are unclear on the provisions of the policy or require further advice please contact a member of the companies Senior Management team or Executive Management team. 8