I. Procedure Statement
This procedure provides implementation guidance for College Policy 05.13.01.0, Social Media Policy. In general, this procedure provides that:
- Saint Paul College social media accounts and web pages will be reviewed and approved through an application process.
- Each college social media account will be managed by assigned administrators.
- Each college social media account must include a disclaimer statement, in the prescribed form, regarding content and opinions contained on the site.
- Content that is illegal or violates an applicable college standard is subject to removal by Saint Paul College account administrators or the Director of Marketing and Public Relations after consultation with system legal counsel.
- Best practices for managing social media accounts should be considered, as applicable, such as:
- Authenticity and transparency
- Protecting confidential information
- Respecting copyrights
- Developing a social media strategy
- Respecting your audience
- Creating content that is accessible to disabled individuals
- Obeying terms of service on specific platforms
- Poster or User: A person submitting content to any College Social Media site.
- Social Media: Social media is media based on the use of web and mobile technologies that allow for user-generated exchanges of information. Social media includes, but is not limited to, social networking sites such as Facebook, and Twitter, but also collaborative projects such as wikis and blogs, content communities, virtual game worlds, and virtual communities.
- College Social Media: College Social Media includes commercial social media sites, projects, or virtual communities that are created specifically on behalf of Saint Paul College and exist to serve as official college communications, regardless of where the social media resides. Creation and use of College Social Media sites is for its educational, service, operational, research, marketing and management purposes. Similarly, data or links posted or transmitted via the college or system’s technology resources are reserved for the same purposes.
- Social Media Accounts: These are accounts or profiles created in social media outlets such as Facebook, Twitter, OrgSync, YouTube, Flickr, and LinkedIn.
- Social Media Best Practices: These consist of widely recognized guidelines, ethical considerations, and conventions for creating successful social media campaigns and accounts.
- Social Media Procedure Committee: Members of the procedure committee will include representatives of Public Relations, Student Life, and other College departments, and be led by the Director of Marketing and Public Relations. The purpose of the procedure committee is to help Saint Paul College departments create, manage and succeed in using social media outlets to further their academic mission. The Director of Marketing and Public Relations will identify individuals and groups that currently manage social media accounts for College entities, advise them on the procedure, and encourage those who have not done so to apply for official recognition status. The Director of Marketing and Public Relations and the Marketing Committee will provide training sessions regarding social media best practices at Saint Paul College.
- Social Media Terms and Conditions: The terms and conditions imposed by the social media website in which the User is participating.
III. Application of Procedure
This procedure will apply to users and persons who have responsibilities for College Social Media under this procedure, including, but not limited to, contractors, employees or students who are authorized to use social media to represent Saint Paul College. The College’s Social Media Procedure Committee has been established to assist in the campus-wide implementation of this new procedure.
All College Social Media accounts will be publicly listed by the College in a directory on the Saint Paul College social media website.
Student organizations that wish to create a College Social Media account must register through Saint Paul College's Office of Student Life.
This procedure will apply only to College Social Media postings or accounts
College employees acting in an individual capacity should exercise caution to communicate clearly that they are not acting in a representative capacity, or expressing the views of Saint Paul College.
V. Procedures and Responsibilities
A. Administrative Responsibilities and Procedures
- The Director of Marketing and Public Relations will be responsible for administering this procedure.
- The Director of Marketing and Public Relations and the Marketing Committee provide input and assist in College outreach and training on this procedure and best practices.
- The Director of Marketing and Public Relations will manage the College Social Media application process and update the social media web page and account directory as needed.
- Any academic or administrative department may apply to create a College Social Media account with the consent of their Dean in conjunction with input from the Director of Marketing and Public Relations. Student organization or student association may create social media accounts, under the supervision of the Director of Student Life.
- Applications are available on the Saint Paul College intranet portal. Completed applications should be returned to the Dean or Department Supervisor. The Dean or Department Supervisor will submit the completed application to the Director of Marketing and Public Relations. Accounts created prior to the implementation of this policy must provide information related to their created social media accounts to the Director of Marketing and Public Relations, including the names and contact information of current account administrators. All College Social Media accounts must conform to administrator requirements of College Policy 05.13.01.0.
- All applicants for a College Social Media account are required to submit the profile image/avatar of each account as part of the application process to ensure that Saint Paul College's branding standards as set forth in the Graphics Standards Manual are upheld.
- All College Social Media accounts must designate at least two college employees as administrators at all times to ensure adherence to this procedure, including a member of the Marketing and Public Relations department.
- Should a designated account administrator leave the College or no longer wish to serve as an account administrator, the applicable department shall designate another Saint Paul College employee to be an account administrator and remove the former employee’s administrative permissions to the site. Whenever possible, a department should appoint two individuals to act concurrently as account administrators for each College Social Media site.
- The Saint Paul College Director of Marketing and Public Relations will assist a department in identifying a new administrator, upon request.
- Saint Paul College employees identified as administrators of accounts are responsible for managing and monitoring content of their social media accounts. Administrators shall consult with the Director of Marketing and Public Relations and system legal counsel before removing content that is deemed to violate applicable college conduct policies or the Social Media Terms and Conditions.
B. Guidelines for Content:
- All users of College Social Media must comply with applicable laws, regulations, Board policies, System and college procedures, contracts, and licenses applicable to their particular uses. This includes, but is not limited to, the laws of libel, data privacy, copyright, trademark, gambling, obscenity, and laws pertaining to electronic communications; and other employee and student conduct standards applicable in other media and settings. Use good judgment about content and respect privacy laws. College employees are prohibited from posting non-public government data online, such as private personnel or student information.
- Content that violates applicable standards of conduct or constitutes an inappropriate use of college information technology under System procedure 5.22.1 is subject to removal by an authorized administrator after consultation with system legal counsel.
- Users may not state or imply that their personal opinions represent or are endorsed by Saint Paul College unless specifically authorized. Saint Paul College’s name or marks may not be used to endorse any product, private business, cause, or political candidate.
- Use best practices to respect copyright laws. For example, when using or posting online material that includes direct or paraphrased quotes, thoughts, ideas, photos, or videos, always include citations. Provide a link to the original material if applicable.
- For assistance in determining whether certain content is protected by privacy or intellectual property laws, contact Saint Paul College’s Vice President of Academic Affairs who may consult with system legal counsel.
- On personal social media accounts, employees should avoid creating confusion over whether or not the account is associated with Saint Paul College. If you identify yourself as a Saint Paul College faculty or staff member online, it should be clear that the views expressed on your site are not those of the College and you are not acting in your capacity as a Saint Paul College employee.
- Faculty are encouraged to familiarize themselves with the proposed guidelines suggested by the group, Faculty Ethics on Facebook, and to engage in discussions concerning the ethical use of social media sites in an academic setting.
Administrators may consult with Saint Paul College's Director of Marketing and Public Relations at any time for further assistance.
C. Clickwrap User Agreements for New Accounts.
Whenever a social media account is created, the social media outlet requires the account creator to agree to certain terms and conditions for use of the site by clicking “Yes” or “I accept” as part of the account creation process. These are legal contracts, and often contain terms and conditions that create risks for the account creator and the College (for officially-recognized Saint Paul College accounts). Accordingly, account administrators are delegated authority to create College Social Media accounts only through completion of the application process as described at <> and approval by the Director of Marketing and Public Relations. The Director of Marketing and Public Relations will request legal and/or administrative approvals prior to approving applications when necessary.
D. Use of Social Media Sites for the Placement of Advertising.
This Procedure does not authorize College departments to enter into advertising agreements with social media sites. Any Saint Paul College department wishing to purchase advertising services from social media sites, or from any type of publication, must follow all applicable rules and policies governing both the public relations considerations and the procurement and contracting considerations related to such services.
VI. Reference and Cross-References
- All applicable Board Policies and System procedures including, but not limited to: Minnesota State Board Policy 5.22 and related System Procedures including, but not limited to: System Procedure 5.22.1, Acceptable Use of Computers and Information Technology Resources: http://www.Minnesota State.edu/board/procedure/522p1.html; Board Policy 1.C.0.1 , Employee Code of Conduct: http://www.Minnesota State.edu/board/procedure/1c0p1.html; Board Policy 1.B.1, and System Procedure 1. B.1.1., Report Complaint of Discrimination/Harassment: http://www.Minnesota State.edu/board/procedure/1b01p1.html; Board Policy 1.B.4., Access and Accommodations for Individuals With Disabilities http://www.Minnesota State.edu/board/policy/1b04.html.