Social Media Policy
Miles College recognizes that social networking sites and applications are increasingly used to foster the development of the Miles College virtual community. The purpose of these social networking sites should be to foster a virtual community that portrays Miles College in a positive light through information sharing in a community of students, staff, faculty, administrators, and alumni. The evolving nature of social networking sites, however, are not limited to YouTube, Facebook, iTunes, iTunesU , Ustream, BlogtalkRadio, Twitter, LinkedIn, Twitter, Blogs, MySpace, Wiki, Podcast, Google+ and Flicker.
While these social platforms are an important part of Miles College’s communication strategy, it is imperative that all users of these sites make the best use of their time and talents towards reaching their educational goals as stated within the student rights and responsibilities (page 11-12 student handbook). It is expected that all members of the Miles College community who are users of social media act with honesty, respect of the rights of others, display ethical values, maintain individual privacy, abide by applicable slander and copyright laws, and adhere to university policies
Miles College social media accounts are intended to be used solely for business purposes. Depending on the nature of the employee’s duties, these purposes may be addressed through a variety of services, including but not limited to Facebook, Twitter, LinkedIn, and YouTube.
The following are examples of legitimate business usage of public social media:
- Building positive brand image: Organizations can use social media to promote a positive brand image. This is particularly important for organizations vulnerable to negative press or consumer discontent.
- Increasing mind share: Social media can reach large audiences at very low monetary cost, giving organizations another medium for promotion, increasing awareness of your organization/brand.
- Improving customer satisfaction: Customers that receive more timely and personal service in the medium that they prefer will be more satisfied.
- Gaining customer insights: Social media can be used to monitor public opinion on a company, its products and services, or its competitors.
- Increasing customer retention: Using social media builds affinity and loyalty since customers are engaged using a medium they prefer – something the organization needs to offer to remain competitive.
- Increasing revenue: Use of social media to create custom network applications (a.k.a. plug-ins) for product and brand promotion or integration with a company’s own online services.
- Customer acquisition: Use of social networks like LinkedIn for professional networking, such as maintaining academic contacts or maintaining contacts with members of professional or standards organizations that can lead to prospecting.
- Reducing cost of servicing customers: Use of social media to quickly and efficiently respond to customer service issues. The answer to the problem can be public, making it searchable by other customers that have the same request.
- The use of social networking sites to conduct the College business can only be conducted by authorized personnel. The Office of College Relations is the authorize arm of official information relating to Miles College. Only authorized personnel can post on a social network profile, the institutions logo or emblems, the institutions name, college email address and telephone number, official calendars, departmental information, and events.
- Any group wishing to use Miles College’s name and images must receive written approval from the Office of College Relations.
The following activities are deemed inappropriate uses of social media:
- Use of social media for illegal or unlawful purposes, including copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, soliciting for illegal pyramid schemes, and computer tampering (e.g. spreading of computer viruses).
- Use of social media that in any way violates the company’s policies, rules, or administrative orders, including, but not limited to, (See Miles College Code of Conduct in Handbook).
- Opening attachments from unknown or unsigned sources. Attachments are the primary source of computer viruses and should be treated with utmost caution.
- Sharing social media account passwords with another person, or attempting to obtain another person’s social media account password.
- Individuals are not permitted to post personal material that is construed to imply that they are the positions of the College or as a representative of Miles College. Therefore, the responsibility of any department or organization decides to use social networking to educate members of the group on privacy and legal policies and Miles College information technology policy.
Terms and Conditions of Use
- Use of personal social media accounts and user IDs for company use is prohibited. All process-driven use of social media shall be managed by social media management platforms (SMMPs). Employees will have accounts on the SMMP to access company social media properties and shall not directly access the company’s social media accounts with the social media services themselves.
- Use of company social media user IDs for personal use is prohibited. Examples of prohibited use of company User IDs include downloading and installing plug-ins or helper applications such as those that try to access the company email directory, joining groups using a company user ID for personal reasons, or adding friends to an employee’s friends list.
- IT will establish access for any applicable apps to the targeted social media site as required for a SMMP to function, making exceptions in firewall, proxy, or web content filter rules.
- Social networks normally have open, closed, and limited access. Setting up a privacy guard is critical to monitoring the content on the sites; therefore, it is imperative that individuals developing social networking groups be familiar with privacy guards and options. The group administrator is required to develop close or open access groups and frequently monitor group activities and postings for inappropriate content. Group administrators of Miles College affiliate groups are representing Miles College and will be expected to conduct themselves as representatives of Miles College. They have the responsibility for monitoring postings and comments, deleting posts, and defriending individuals who do not adhere to established policies. They also have the responsibility to ensure that the content is frequently updated and is a good representation of the college.
- Miles College recognizes that campus groups will use social media for communicating services and events but in soliciting friends, group administrators must establish participating guidelines for photos, videos, group participation, walls, and discussion boards. Miles College clubs and organizations can only develop official social networking with the consultation of the group faculty or staff advisor. The group description should be visible, the pictures posted must be tasteful, and content must be an appropriate representation of the group. Violators with inappropriate posts must be immediately removed or reported to the Office of the Dean of Student Affairs for disciplinary action.
- As it relates to social media, faculty/staff/students understand that they must protect confidential and proprietary information: Do not post confidential and/or proprietary information about Miles College, students, employees, or alumni. Employees must still follow the applicable federal requirements such as FERPA, PCI-DSS and HIPAA, as well as NCAA regulations and adhere to all applicable Miles College privacy and confidentiality policies. Social media shall not be used to harass, intimated, or the like, any Miles College employee, student, or alumni. Worked related issues to included personnel, office projects, assignments, etc. Must not be discussed or included in social media, unless approved in writing beforehand by employee’s supervisor. Employees are responsible for maintaining proper deportment and language on social media sites. Employees who share confidential information and violate social media agreements do so at the risk of disciplinary action or termination.
Security and Risk Mitigation:
IT must assist the business unit in establishing initial account management procedures for use of a SMMP or other social tools that aggregate and centrally manage the company’s social media accounts properties.
Social Media Content Archival:
In compliance with the organization’s record retention policies, social media content may be retained in the organization’s archives, or as back-up copies, even after they are deleted from an employee’s mailbox. The goals of the backup and archiving procedures are to ensure system reliability, prevent document and data loss, comply with regulatory and legal requirements, and supply evidence in the event of litigation.
Backup copies exist primarily to restore service in case of failure. Archival copies are designed for quick and accurate access for a variety of management and legal needs. Both backups and archives are governed by the company’s document retention policies. These policies indicate that email must be kept for up to 5 years.
Policy Violations and Non-Compliance
- Non-compliance and violations of this policy will be treated like other allegations of wrongdoing at Miles College. Allegations of misconduct will be investigated according to established procedures. Sanctions for non-compliance or violations of this policy include, but are not limited to, the following:
- Temporary or permanent revocation of access to some or all computing and networking resources and facilities;
- Disciplinary action according to applicable organization’s policies, up to and including termination of employment; and/or
- Legal action according to applicable laws and contractual agreements.