Social Media Policy

Owner	University Advancement and Marketing
Contact	[email protected]
Document Type	Policy
Issue Date	October 2020
Last Review	September 2024
Related Documents	Social Media Guidelines and Best Practices, Brand Guidelines, Student Privacy and the Family Educational Rights and Privacy Act (FERPA)

Contents

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Research Misconduct proceedings shall consist of the following phases:

1. Purpose Statement
2. Policy
3. Audience
4. Definitions
5. Related Documents
6. History

A. Purpose Statement

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The purpose of this policy is to provide guidelines for the use of social media by Ferris State University’s community, ensuring that all online communications are professional, respectful, and aligned with the University’s values and goals.

B. Policy

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General Guidelines

1. Respect and Professionalism: All members of the Ferris State University community should conduct themselves with respect and professionalism on social media. Avoid engaging in discussions or sharing content that could be considered discriminatory, offensive, or inappropriate.
2. Confidentiality: Do not share confidential or proprietary information about Ferris State University, its students, employees, or operations.
3. Accuracy: Ensure that any information shared on social media is accurate and up-to-date. If errors are made, correct them promptly.
4. Transparency: Disclose your affiliation with Ferris State University when discussing topics related to the University.

Official University Accounts

1. Authorization: Only designated employees are authorized to create or manage official University social media accounts. Unauthorized accounts representing the University are prohibited.
   1. Employees wishing to create a department-, course- or organization-specific social media account must submit a plan to the Social Media Manager for maintaining the proposed social media page and ensuring its content is updated and passwords maintained.
   2. Social media accounts require regular, active participation to be effective. The plan should include the account’s objectives, intended target audience, and an explanation of why the content requires its own account.
   3. Each social media account will have at least two account administrators assigned in order to maintain access to passwords and contact in an emergency. For accounts maintained by student organizations, passwords and site administrator names must be shared with the Dean of Student Life.
   4. Social media accounts maintained by Ferris State organizations and departments that are
      not student organizations will add the Social Media Manager as an administrator. The Marketing /Communications Department must be provided with the names of the designated site administrators and the passwords for each page and must be notified if any changes or additions occur in site administrators, to maintain access to passwords and emergency contacts.
2. Content Management: Ensure that all content posted on official University accounts is consistent with the University’s mission and branding guidelines.
3. Crisis Communication: In the event of a crisis, only authorized personnel should communicate on behalf of the University. All inquiries should be directed to the designated crisis communication team.
   1. Official University Announcements: Announcements such as a University closing or canceling of classes because of weather or other conditions or Clery Act timely warnings related to campus security and safety will come directly from the University’s main accounts. In the event of an emergency or important official University announcement on or off campus, departmental social media account managers should refrain from posting any content and direct followers to @FerrisState or to ferris.edu.
4. Engagement: Encourage positive engagement and interaction with the community. Address negative comments professionally and escalate issues to the appropriate department when necessary.

Personal Use

1. Identification: When identifying yourself as a member of Ferris State University on personal accounts, clarify that your views are your own and do not reflect the views of the University.
2. Privacy Settings: Use privacy settings to manage who can view your content, especially if discussing sensitive or controversial topics.
3. Respect for Colleagues and Students: Do not post content that could harm the reputation or privacy of colleagues, students, or the University.

Legal Considerations

1. Copyright and Intellectual Property: Respect copyright laws and intellectual property rights when sharing content.
2. FERPA Compliance: Ensure compliance with the Family Educational Rights and Privacy Act (FERPA) when sharing information about students.
3. Harassment and Discrimination: Social media use must comply with the University’s policies on harassment and discrimination. Report any incidents of online harassment to the appropriate authorities.

Monitoring and Enforcement

1. Monitoring: The University reserves the right to monitor official University social media accounts. Personal accounts may also be monitored if there is a suspicion of policy violation.
2. Violations: Violations of this policy may result in disciplinary action, up to and including termination or expulsion. The severity of the action will depend on the nature of the violation.

Training and Resources

1. Training: Provide regular training sessions for students, faculty, and staff on effective and responsible use of social media.
2. Resources: Offer resources and support for those managing official University accounts, including best practices and crisis communication protocols.

C. Audience

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This policy applies to all students, faculty, staff, and affiliates of Ferris State University who engage in social media activities, both on behalf of the University and in a personal capacity when identifying as part of the University community.

D. Definitions

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Social Media - Platforms for online communication and networking, including but not limited to Facebook, Twitter, Instagram, LinkedIn, YouTube, and blogs.

Official University Accounts - Social media profiles managed by Ferris State University’s departments, colleges, or official representatives.

Personal Accounts - Social media profiles managed by individuals for personal use.

E. Related Documents

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• Social Media Guidelines and Best Practices
• Brand Guidelines
• Student Privacy and the Family Educational Rights and Privacy Act (FERPA)

F. History

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This policy supersedes the Ferris State University Policy for Social Media dated October 2020.