Social Media Policy for Carlisle City Council

METADATA
Audience / Carlisle City Council
Creator / Policy and Communications Team
Version / 1.0
Date Issued / September 2014
Description / Carlisle City Council Social Media Policy– describing how The Council will use social mediaand how it expects its officers and Elected Members to use it.
Supersedes version / N/A
Format / MS Word 97
Language / English
Publisher / Carlisle City Council

Status / First published version
Subject. Category / Communications, Social Media
Title / Social Media Policy

CONTENTS

Page

1.Background4
  1. Strategic Link4
  2. Policy Scope5
  3. Policy Aims and Objectives5
  4. Policy Details6
  5. Reviewing Arrangements8

1. Background

Over recent years,information and communications technology has moved forward at an incredible pace. Perhaps the best illustration of this is the way people share information, opinions, knowledge and interests through ‘Social Media’. This is the term used for online tools, websites and interactive media that involves building online communities or networks, which encourage participation, dialogue and involvement.

Here are some of the most popular types of social media:

  • Facebook
  • Twitter
  • LinkedIn
  • MySpace
  • YouTube
  • Blogs
  • Instagram
  • Forums

‘Some estimates report that misuse of the internet and social media by workers costs Britain's economy billions of pounds every year and add that many employers are already grappling with issues like time theft, defamation, cyber bullying, freedom of speech and the invasion of privacy. ‘[1]

This policy is designed to set clear guidelines for using social media sites to ensure they are used effectively as part of the Council’s wider communications strategy. Moreover it has been developed to ensure their use does not expose the Council to security risks or reputational damage.

2. Strategic Link

This Social Media Policy should be read in conjunction with the following documents:

  • Code of Conduct
  • Data Protection Policy
  • Confidential Reporting Policy
  • Encouraging Mutual Dignity and Respect
  • E-mail and Internet Policy
  • Safeguarding Policy
  • Disciplinary Policy and Procedure
  • Grievance Policy and Procedure
  • Social media protocols and guidance on the Digital Champions Workspace on the Intranet

3. Policy Scope

This policy applies to all employees, Elected Members and other workers (including casual and agency workers, secondees and contractors) who use the Council’s infrastructure or who can otherwise be associated with the Council.

4. Policy Aims and Objectives

Social media offers great potential for building relationships and improving the services we provide. This policy sets out how social media can be managed effectively and how any risks or pitfalls can be avoided or mitigated.

As with any online activity there are often risks associated, the following are some of the risksthat have been identified with social media use (not exhaustive):

  • Virus or other malware (malicious software) infection from infected sites
  • Disclosure of confidential information
  • Damage to the reputation of the organisation
  • Social engineering attacks (this is the act of manipulating people into disclosing confidential material or carrying out certain actions. Social engineering is often conducted by individuals fraudulently claiming to be a business or client)
  • Civil or Criminal action relating to breaches of legislation
  • Breach of Safeguarding
  • Bringing the Council into disrepute
  • Accusations of bullying and harassment

In light of these risks, the use of social media needs to be regulated to ensure that use does not damage the Council, its employees, partners and the people it serves.

The aim of this policy is to ensure:

  • Engagement with individuals and communities, and successful promotion of Council-based services through the use of social media, is appropriate
  • A consistent and corporate approach is adopted and maintained in the use of social media
  • That Council information remains secure and is not compromised through the use of social media
  • That users operate within existing policies, guidelines and relevant legislation
  • That the Council’s reputation is not damaged or adversely affected
  • That employees and Elected Members receive a level of protection (for example against bullying and harassment) when using social media

5. Policy Details

Social media will be made available for corporate and business use to those approved to use such communications.

5.1 Responsibilities of Members and Officers

The following guidelines will apply to online participation and set out the standards of behavior expected as a representative of the Council.

  • Members and officers should be aware of and recognise their responsibilities identified in the Social Media Policy
  • Individuals are personally responsible for the content they publish on any form of social media
  • Personal details such as home addresses and telephone numbers should not be given out
  • Any personal or sensitive information should be handled in line with the Data Protection Policy
  • Members and officers should be aware of any potential safeguarding issues when using social media
  • Confidentiality, copyright, fair-use and financial disclosure laws must be respected
  • Permission must be obtained from the appropriate senior manager or Member to publish or report on meetings or discussions that are meant to be private or internal to the Council
  • Permission must be obtained from the appropriate party if customers, partners or suppliers are referred to
  • Insulting or offensive language or images must never be used
  • Respect for others’ privacy – such as politics or religion – must be shown
  • Software, shareware or freeware from any social media site must not be downloaded unless it has been approved by Digital and Information Services
  • Social media must never be used in a false or misleading way, such as an individual claiming to be someone else or by making misleading statements
  • If an officer is contacted by someone from the press or media concerning an update via social media which relates to the Council, the employee must discuss the matter with their line manager and the Policy and Communications Team before replying

Failure to comply with these guidelines will result in disciplinary action being taken.

If anyone receives any threat, abuse or harassment from members of the public through their use of social media then they must report such incidents immediately to their line manager and if appropriate seek advice from Human Resources and/or Legal Services.

5.2 Investigatory Use

It is recognised that social media can be used for investigatory purposes, such as suspected disciplinary breaches (e.g. harassment or bullying) or identifying fraud or illegal activity. It is important that anyone using social media for this purpose comply with relevant guidance and legislation.

5.3Personal Use

The Council welcomes the fact that Officers and Members participate in social media. However, individuals should continually be aware that their online presence could affect the Council, due to their association with the organisation.

Reasonable use of social media whilst at work is permitted (i.e. checking emails, twitter accounts during break timewhile clocked out[2]). If an officer needs to access social media during work hours they should gain approval from their line manager and keep the manager informed of when they are likely to be using social media for personal use. Even when individuals are engaging in personal use – whether they are at home or at work – they should be aware of their responsibilities to their employer and may still leave themselves open to disciplinary action if they are found to be breach of acceptable conduct.

This policy applies regardless of how social media is accessed by individuals (i.e. desktop, laptop, smart phone, tablet, any other hand-held device) and whether or not the device is provided by the Council or owned personally by the Officer or Member.

5.4Breaches of Policy

Any breaches of this policy will lead to disciplinary action being taken and for those staff approved to use social media as part of their role having access restricted or withdrawn. Breaches may include the use of ‘second hand’ material such as the forwarding of an email or re-tweeting a message. Serious breaches of this policy may constitute gross misconduct as described in the disciplinary policy and may therefore result in dismissal.

Other violations of this policy, such as breaching the Data Protection Act, could lead to fines being issued and possible criminal or civil action being taken against the Council or the individual(s) involved in addition to disciplinary action being undertaken.

6. Reviewing Arrangements

This policy has been developed by the Policy and Communications Team. In light of the speed at which technology advances, it is recommended that it is reviewed on an annual basis.

1

[1] ACAS Guidance on Social Media

[2] Line manager approval should be obtained regarding exceptions to this rule.