GRFC Mini and Youth Social Media Policy

Introduction

GRFC is committed to making the best use of all available technology and innovation to improve the way we do business. This includes using all reasonable and cost-effective means to improve the way we communicate, reach out and interact with the different communities we serve.

Background

With the growing use of technology, GRFC as a club feel it necessary to stipulate who and how social media can be used during direct support such as training sessions and activities.

Definition of Social Media

For the purposes of these guidelines, social media is a type of interactive online media that allows parties to communicate instantly with each other or to share data in a public forum. This includes e-mail, online social forums, blogs, video- and image-sharing websites and similar facilities. Examples of social media include Facebook/Twitter/Friends Reunited/YouTube/Instagram/Skype/Snapchat/Pinterest/Telegram.

Members of GRFC should be aware that there are many more examples of social media than can be listed here and this is a constantly changing area. Members of GRFC should follow these guidelines in relation to any social media that they use;

  • Clearly identify who is responsible for posting and maintaining social networking and internet sites:
  • Set standards for content generated in line with the RFU’s Core Values and the guidelines above
  • Establish protocols for monitoring output, moderating content in online forums and removing offensive postings and
  • Hold members to account for any breaches.

Social Media

This policy aims to provide the club with information concerning the use of, or the development of, any social media application, and to help them get the best out of the tools available whilst maintaining a safe professional environmentand protecting themselves, as well as GRFC.

Personal Use of Social Media

Members of GRFC must be aware at all times that, they are representing GRFC (during training/game hours or out of hours). Members of GRFC who use social media as part of their GRFC role must adhere to the following safeguards:

  • Making sure that the communication has a purpose and a benefit for the organisation;
  • These are public forums, so treat them as such
  • Individuals and organisations are strictly responsible for any posting on his/their account/s
  • Re-posting or re-tweeting inappropriate content represents an endorsement of that content and can be actionable
  • Do not use abusive, derogatory, vulgar or sexual language
  • Do not criticise or imply bias in match officials
  • At all times, exercise discretion and respect for clubs, players, fans and the game’s partners
  • Deleting or apologising publicly for an improper posting does not prevent disciplinary action being taken
  • Consider “protecting” Tweets and changing security/visibility of Facebook accounts
  • obtaining permission from the club before embarking on a public campaign using social media; and
  • getting an approved person within the club e.g. coach/committee member to check the content before it is published.

Any communications that employees make in a professional capacity through social media must not:

  • breach confidentiality, for example by:
  • giving away confidential information about an individual or organisation or
  • discussing the organisations internal workings or future business plans that have not been communicated externally) or;
  • do anything that could be considered discriminatory against, or bullying or harassment of, any individual,
  • bring GRFC into disrepute, for example by:
  • criticising or arguing with service users, clients, colleagues, members
  • making defamatory comments about individuals or other organisations or groups

Social Media with GRFCMini and Youth

Any social media group set up outside of the approved GRFC channels are a personal responsibility of the participants and have no liability on the club.

Please note that these individual groups such as Whats App are not monitored by GRFC.

Use of Social Media in the Recruitment Process

Unless it is in relation to finding candidates (for example, if an individual has put his/her details on social media websites for the purpose of attracting prospective employers), the HR department and committee should conduct searches, either themselves or through a third party, on social media only when these are directly relevant to the applicant's skills or claims that he/she has made in the recruitment process. For instance:

  • a prospective volunteer might claim that he/she has used social media in his/her previous job (for example, as a publicity tool); or
  • a prospective volunteer's social media use may be directly relevant to a claim made in his/her application (for example, if he/she runs a blog based around a hobby mentioned in his/her CV or a skill in which he/she claims to be proficient).

There should be no systematic or routine checking of prospective members' online social media activities, as 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.

Disciplinary Action over Social Media Use

All members of GRFC are required to adhere to this policy. Members should be aware that use of Social Media in a way that may be deemed as deliberate or inadvertent misuse which could be a breach of this policy, may lead to disciplinary action. Serious breaches of this policy, for example incidents of bullying or social media activity causing serious damage to the organisation, may constitute gross misconduct and may lead to action under the disciplinary procedure up to and including barring from the club.

Whistle Blowing

Where a member of GRFC releases information through Social Media that may be considered as a Public Interest Disclosure (Whistle Blowing’), GRFC’s Whistleblowing Policy, must be initiated in the first instance before any further action is taken.

Policy Statement

No GRFC member should be photographed or videoed without their permission.

Where possible consent should be sought prior to the event, templates for consent are available from the GRFC office.

Within the club, consent can be obtained/confirmed in a more informal manner, but it is imperative that the photographer always gain permission before taking photographs and images. It is also essential that the person taking the image/video indicates where this image will be posted as it is each person’s individual right to have their privacy respected. Non compliance of this request will result in disciplinary action. If this occurs with a visitor or member of the public, they will be asked to remove the image/video and will not be able to attend future events/activities arranged by GRFC with a media device (e.g. camera/phone).

If a member of GRFC changes their mind after an image/video has been taken it is must be removed and deleted and the line manager must be informed.

General guidelines:

  • Don’t comment if you have any concerns about the consequences
  • Don’t link to unsuitable content
  • Don’t get into disputes with audience
  • Don’t share or elicit personal detail

But

  • Do show your personality and be approachable
  • Do share your achievements
  • Do let people know what it is like to be a player/official
  • Do post regular comments to grow and engage with an audience

Review

The fast changing nature of information technology, particularly in relation to electronic communication incorporating aspects such as Social Media, means that these guidelines will be reviewed on an annual basis.

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Social Media 2017To Be Reviewed: December 2018