Chapter 1.8.4 – Social Media Policy

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Purpose and Objectives

The purpose of this policy is to provide understanding and guidance for the appropriate official use of social media platforms and tools by Company employees approved to utilise these sites to provide information to customers and stakeholders in regard to Company activities.

Scope/Coverage

This policy relates to Company employees and to some extent elected representatives, providing direction on the use of, and engagement with, all forms of online social media in order to maintain Company credibility, integrity and customer confidence and reinforces Council’s corporate values and brand.

This policy does not apply to personal use of social media platforms where no reference is made to Company, its people, services, contractors and/or other stakeholders.

Policy Statement

This policy relates to all employees who use online social media to communicate messages to the community on behalf of Company. In such instances, the employees are determined to be speaking directly to the community or other media, and must adhere to relevant policies, including:

  • Communications and Media Policy
  • Confidentiality Procedure
  • Access to Information Procedures
  • Workplace Harassment and Bullying Policy
  • Code of Conduct Policy
  • Performance and Misconduct Policy
  • Gifts and Benefits Policy

All Company employees, regardless of their employment status, role or position are expected to familiarise themselves with and follow the spirit and content of organisation’s Social Media Policy and protocols when using social media.

Authority to Use Social Media

Company permits only Authorised Employees to establish, manage and use social media on behalf of Barcaldine Regional Council for the purpose of marketing, communicating with and engaging the community, providing they:

  • Have sought and received written permission from the Chief Executive Officer for each page/tool established on behalf of the organisation;
  • Follow Company Social Media Protocols and Guidelines.

Authorised Employees

  • Only authorized employees may undertake social media activity on behalf of Company
  • Authorised employees will moderate submissions to be posted on Company social media sites
  • Authorised employees will remove all posts of a political, vexatious, derogatory, offensive, obscene, or malicious nature or other material considered inappropriate and refer these to the Chief Executive Officer for review/action
  • Authorised employees will distribute social media enquiries which require a response to the appropriate Area Executive Manager
  • Area Executive Managers will prepare a response to comments/enquiries as requested and obtain approval from the Chief Executive Officer prior to sending it to an Authorised Employee for posting
  • Responses to comments/enquiries are to be made in a timely manner, preferably within 48 hours
  • Site/s will be monitored during business hours – 8am to 4.30 p.m. Monday to Friday
  • Security/password procedures will apply to social media sites in order to protect Company integrity and IT system
  • Care will be taken about posting or linking to items that may contain viruses, malware or material deemed inappropriate by these procedures
  • Updates to Company website to reflect social media content will be referred to the Chief Executive Officer for approval and uploaded to the website by  Company appointed employee

Employees

  • Elected Representatives are bound by this policy in relation to Company coordinated or administered social media communication only and not their own personal social media communications
  • False or fake personas may not be used
  • Employees may not pretend to be impartial individuals in order to promote the company, its brand, products or services
  • Elected members and employees may not provide any confidential or proprietary information in social media statements
  • Any person disregarding this policy will be liable for any negative outcomes that result and may also face disciplinary procedures or dismissal.

Personal Use of Social Media

  • Any personal social media communication on matters that relate to ‘Company Name’ should include a disclaimer that the content is their personal view and not the official view of the Company
  • It should be assumed that you will be identified as a Company employee, so careful consideration of what is written is recommended when using social media on a personal basis
  • Employees and those acting on behalf of Company are provided access to social media on the understanding that using such tools are limited to personal time, unless their job requirements warrant such usage in work time

Social Media Content

  • No reference is to be made to customers, colleagues, suppliers or subcontractors without their express prior approval and according to privacy legislative requirements
  • Prohibited communications include postings that may be considered discriminatory or harassing, spam or junk type postings, profanity or pornography
  • Comment is not permitted on anything related to legal matters, litigation, or any parties Company may be in litigation with
  • Employees who become aware of any negative comment made about Council, its brand, products or services on any social media will not respond directly but are to inform the Chief Executive Officer
  • Social media content will be at the direction of the Chief Executive Officer
  • During an election period, general day-to-day business activities will continue to be processed through dissemination by Authorised employees to the appropriate Manager
  • All organisational social media sites will contain a disclaimer in regard to the accuracy, completeness or currency of information; that the data is free from defects or malicious code such as viruses; that Company does not
  • accept any responsibility for loss or damage; to the satisfaction of the Chief Executive Officer
  • All Company social media sites will contain a Privacy Notice to the satisfaction of the Chief Executive Officer
  • The procedures apply to all employees. As social media is a fast-developing means of communication, any suggestions that may help Company adapt to new issues or improve on these procedures are welcome.

Responsibilities

Management must be aware of their responsibilities and agree they should:

  • exercise due care when handling or using information acquired in their role as a manager;
  • acknowledge that there will be information that must be treated as confidential because to release it would reduce public trust and confidence in the integrity of the organisation;
  • acknowledge that disclosure of confidential information constitutes a breach of the Privacy Act;
  • if uncertain, presume information is confidential, and seek advice from the CEO prior to any release of it;
  • undertake not to disclose, and to use their best endeavours to prevent disclosure of,
  • confidential information to any person or organisation, specifically:
  • avoid discussing confidential organisational information with family, friends and business associates; and
  • ensure documents containing confidential information are properly safeguarded at all times – including materials stored at private or business residences.

Documentation

  • Communications and Media Policy
  • Code of Conduct Policy
  • Confidentiality Procedure
  • Access to Information Procedures
  • Workplace Harassment and Bullying Policy
  • Code of Conduct Policy
  • Performance and Misconduct Policy
  • Gifts and Benefits Policy