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HR-P-019 Social Media Procedure

1.PURPOSE

To set out requirements for appropriate use of social networking platforms by MacKillop Family Service (MacKillop) employees.

2.SCOPE

All MacKillop employees and contractors who use social networking platforms (such as Facebook, Twitter and LinkedIn) during work hours, or to publish content regarding MacKillop and any people or organisations associated with it whether within or outside of the workplace or hours of work. This procedure equally applies to discussion boards/online forums and any personal blogs you may operate.

3.DEFINITIONS

Terms / Definition
Social networking / Facebook, Twitter, LinkedIn, Pinterest, MySpace, Google Plus+, YouTube, instagram etc.
  1. PROCEDURE

4.1 General requirements

MacKillop understands that many employees use social networking sites as a medium for your personal communication and self-expression. However, in using social networking sites MacKillop requires all employees and contractors to ensure that if you are accessing these sites during work time that the time spent is reasonable and in accordance with procedure BF-P-006 ICT User Management. Additionally employees and contractors are required to ensure that whenever and wherever these sites are accessed that the interests of co-workers and the reputation and business of MacKillop are protected.

4.2Important points about information you post online

Information and material posted online, including on social media platforms such as Facebook, is not like having a verbal conversation with a person or group of people. This equally applies to LinkedIn and any posts you make regarding your work.

‘Conversations’ or posts online are in electronic form and have potentially wider circulation than a personal discussion. The nature of social media platforms means that comments andmaterial might easily be forwarded on to others, widening the audience for their publication. Even if the privacy settings on your social media platform are limited to ‘friends’ or ‘contacts’, these may include people associated with MacKillop. Staff are expected to maintain up to date knowledge in relation to online safety and privacy.

Further, social media platforms leave an often-permanent written record of statements and comments made by people. These can be read at any time in the future until they are taken down and, because of the nature of the Internet, it can be difficult (if not impossible) to remove information.

You should therefore exercise considerable care in using social networking sites and understand that making comments or conducting conversations or posting material which relate to employees, clients or contractors of MacKillop can affect the reputation and work of MacKillop. Where staff become aware of information and or material posted by other staff, contractors or clients that has the potential to put MacKillop’s reputation at risk they have responsibility to report this to their line manager.

It is the policy of MacKillop that staff engaged in direct service work should not establish social networking relationships with clients which contain yours or any other staff member’s personal information.

4.3Information you are prohibited from posting on a website or other social networks

Unless prior written permission is provided by MacKillop, MacKillop does not allow you to post the following information on any social media platform.

Confidential Information

You must not disclose or use the confidential information of MacKillop or its clients on any website. The confidential information of MacKillop is information held or communicated in any manner, used or produced by MacKillop, whether or not marked as such, in the conduct of its work or relating to its financial affairs.

Intellectual property

You must not post any trademarks, proprietary information or other intellectual property of MacKillop or its clients on a website or on any social networking sites

Information relating to clients

You must not refer to work you or anyone else are undertaking at MacKillop or for clients of MacKillop.

Content that disparages MacKillop, those who work for it and external parties

MacKillop’s goodwill and client and other connections are dependent upon its reputation. You must not post any content that disparages or is likely to have a harmful effect on the reputation or business of MacKillop.

Inappropriate Information

You must not use social networking sites at any time (whether during or outside work hours) to discriminate, harass, bully or victimise employees, clients or contractors of MacKillop.

4.4Official and authorised use

As an organisation MacKillop uses social media platforms for public promotion of our work, to further engage with our existing supporters and other stakeholders and to recruit new foster carers.

This application is restricted to authorised employees only.

MacKillop does not discourage employees from engaging with this activity as long as it is in accordance with this procedure. Welcomed activity includes ‘retweeting’ content from MacKillop Twitter account and ‘liking’ or ‘sharing’ MacKillop Facebook posts. MacKillop also welcomes new ideas for the use of social media in contributing to our organisational goals.

4.5Consequences of breaching this procedure

A breach of this procedure may result in disciplinary action, which may include the termination of your employment.

MacKillop may request that you delete any information contained on any social media platform that is in breach of this policy.

MacKillop may restrict your access to certain social networking sites during work time if you are found to be accessing social media unreasonably or excessively.

REFERENCES

  • HR-P-013Code of Conduct
  • HR-P-005Prevention of Unlawful Discrimination, Bullying and Harassment
  • BF-P-006 ICT USER Management

HR-P-019Social Media Procedure Version 2Issued: November 2013

Authorisation: CEOReview Date: November 2016