Social Media Policy

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TBR Policy Reference: 9:01:04:00

Approved by: President's Cabinet

Original Date Effective: 2019-03-18

Last Modified: 2024-06-17

This policy applies to the use of all social media by Jackson State Community College (JSCC) students, faculty, and staff to represent or discuss matters concerning the college and/or members of the college community, whether or not such use involves the college's network or other computer resources. Social media includes, without limitation, texting, blogs and proprietary platforms such as Twitter, Facebook, Snapchat, Linkedln, lnstagram, Google+, YouTube, Flickr, etc.

Purpose:

Social media is a growing part of communications at JSCC. Members of the JSCC community may use social media to build on line awareness of the college's events, activities, and accomplishments. These platforms are used to build a sense of community among and communicate with JSCC's key audiences - from prospective students and parents to alumni and benefactors.

Academic departments and student clubs are encouraged to create and maintain an online presence using social networking websites. JSCC is active on Facebook, Twitter, YouTube, Flickr, and Linkedln. For an updated record of all JSCC's social media sites, go to Social Media Hub.

JSCC's social media policies provide individuals and organizations including, but not limited to, academic departments, administrative offices, and student clubs and organizations, with information about rules, laws, and guidelines for the use of social media platforms.

Adherence to these policies is intended to avoid copyright claims and other liabilities that might arise from the posting of inappropriate or unauthorized content, including pictures and videos in which a third party claims a copyright or other intellectual property right.

The following guidelines apply to faculty, staff (including student workers), and student organizations who engage in on line conversations for work-related purposes or who are asked by supervisors to use or participate in social media as part of their job responsibilities.

This policy exists to safeguard, elevate, and protect the reputation Jackson State Community College. The policy aims to create an environment to foster a consistent and unified digital presence across all JSCC accounts, ensuring online interactions reflect institutional values and maintain the high standard of communication stakeholders expect. Additionally, this policy serves as a roadmap to navigate the dynamic digital landscape, helping mitigate potential risks while maximizing the benefits of social media engagement. This policy defines the rules and procedures for the use of Official Social Media Accounts to ensure that college-sponsored social media accounts are both legal and in compliance with TBR policies.

Definitions:

Social media – A digital technology that allows users to interact and network to facilitate the creation, sharing, and exchanging of information, ideas, and multimedia content through virtual communities and networks.

Official Social Media Account - Any social media account representing a JSCC. Any other social media accounts, including student organization accounts or an employee’s personal social media site, are subject only to Section IV of this policy.

Account managers – Any employee given expressed written permission to create content on behalf of the College on an Official Social Media Account.

Definitions included in the overarching Marketing and Communications Policy (9.01.00.00) apply.

Policy/Procedure:

  1. Things to Consider When Beginning to Use Social Media
    If you decide to create a social media site for your academic program, student club or other college-related purpose, you are responsible to adhere to college graphic standards and maintain an active account. Inactive or "dead pages" negatively reflect on the college's online presence. Having someone available to actively post on the site is an important consideration in setting up a social media site.
    1. A. General Guidelines
      Faculty, staff, and students are encouraged to share news, events, or promote work through social media tools and engage in conversations with the community that is built. Social media is an excellent, low-cost way to share information that is available to the public. The best way to do it is to link to the original source.

      When you share information that is not a matter of public record, please follow the guidelines listed below. Failure to do so could risk future participation representing JSCC using social media sites.
    2. B. Maintain Confidentiality
      Do not post confidential or proprietary information about JSCC, its students, alumni, or your fellow employees. Use good ethical judgment and follow college policies and federal requirements, such as the Health Insurance Portability and Accountability Act (HIPPA) and the Family Educational Rights and Privacy Act (FERPA).
    3. C. Do No Harm
      Think before posting. There is no such thing as a "private" social media site. Search engines can turn up posts and pictures years after publication.

      Keep in mind that your parents, siblings, roommates, internship site supervisors and future employers will read your blog or social media posts, as well as prospective students, their parents, alumni, professors and college administrators.
    4. D. When You Post
      Remember, JSCC's staff, faculty, and students are personally responsible for the content published on biogs, wikis, or any other form of user-generated content. Individuals are subject to disciplinary measures stated in the college's employee handbook and student conduct guide.

NOTE: JSCC is not responsible for monitoring or pre-screening content posted on its social media sites. Notwithstanding the foregoing, the right is reserved to monitor sites and remove, without notice, any content that JSCC determines to be harmful, offensive, commercial in nature, or otherwise in violation of law or this policy. If you become aware of objectionable content posted on a JSCC social media site - or objectionable comments concerning the college that are posted on an unaffiliated site - please notify the marketing department promptly. Do not reply on behalf of the college. The marketing department director will work with the appropriate department(s) as necessary to address the objectionable content.

  1. Personal Social Media Sites (Adapted from Tennessee Board of Regents Policy Guidelines

    While this policy is not intended to dissuade JSCC employees from using personal social media accounts or any other forms of communication protected by local, state or federal law, JSCC employees must abide by the following guidelines when using any form of external electronic social networking, communications systems, web logs (biogs), etc. This applies to both JSCC resources and all other electronic resources, as well as any personal social media/networking/communications accounts.
    1. 1. Do not imply to represent JSCC in any unauthorized way or identify yourself as a JSCC employee or representative when conducting any of the following activities (the following list is intended to be illustrative and not exhaustive).
  1. Posting, sending or displaying any inappropriate materials or messages.
  2. Communicating in a way that could negatively impact the reputation of JSCC or interfere with the college's mission or performance of its employees.
  3. Sharing, accessing or discussing any proprietary or confidential information, especially and including, but not limited to those identified in JSCC policies and those governed by copyright law.
  4. Engaging in political activities, private commercial transactions or private business activities.
  5. Violating any federal, state or local law or policy.
    1. 2. JSCC employees may be honest about their identities and employment; however, they should make very clear when sharing their personal views that they do not represent the views of JSCC. A disclaimer should be included on employees' personal profiles if JSCC is listed as the employer. (Example: 1'The views/posts/comments/opinions expressed on this site are my own and do not necessarily reflect the views of JSCC.") Employees may not use the JSCC seal/logo on any unauthorized or personal postings.
    2. 3. Employees' social media accounts may be subject to monitoring without notice or consent if these sites are accessed using JSCC property or resources.
    3. 4. Violation of these policies/guidelines may result in disciplinary action, up to and including termination.
  1. Official Social Media Account Creation
    1. Social media posts, including text, images, video, and other content, must follow local, state, and federal laws and other applicable marketing, communication, and branding policies and procedures.
    2. All official social media accounts representing the College must be approved, authorized, established, and maintained by the Chief Marketing Officer (CMO) or designee(s). Social media accounts should serve a clear purpose for the JSCC’s mission and goals.
      1. JSCC should document appropriate procedures for units, programs, and initiatives in local policy or guidelines to request Official Social Media Account creation, including requesting account managers.
    3. Access to and/or passwords for official social media accounts are limited to designated communications/marketing staff members and others only as authorized by the CMO.
      1. As a contingency measure, a minimum of three people, including the college Spokesperson, should always have access to all social media accounts.
    4. Official social media accounts are the property of the College; thus, account managers must relinquish all rights and access to the accounts upon employment separation for any reason.
  2. Official Social Media Account Maintenance
    1. Content created for and distributed through official social media accounts is the sole property of JSCC and not the employee managing the account. All audience lists and associated information with the account belong to JSCC.
    2. Account managers are responsible for ensuring that social media content does not infringe on the intellectual property rights of others as governed by federal and state copyright law, the terms of service of the social media provider, and/or TBR policy.
    3. Account managers should adhere to the policies of the social media platforms in which they participate. It is the duty of the account manager to understand social media policies, including this policy, and stay updated with any policy changes.
    4. Account managers must be full-time employees of JSCC or vendors with fully executed contracts with JSCC as approved by purchasing and the CMO.
    5. Account managers should monitor official social accounts for comments if they are permitted. Requests for authorization to hide or delete any material posted to an official social media account in violation of local, state, or federal law or this policy, or to block a user from a site, including comments that expose the private data of others, contain commercial solicitations, are factually erroneous/libelous, are off- topic, are threatening or abusive, or are obscene, should be made through the CMO or their designee, who shall obtain advice from the TBR Office of the General Counsel prior to removal of such material.
    6. Account managers shall not engage in personal activity under the guise of any Official Social Media Account, including expressing political opinions or engaging in political activities, private commercial transactions, or private business activities.
    7. Official Social Media Accounts shall not be used to communicate business transactions, including payment information, educational records protected by FERPA, medical records protected by HIPAA, or any other confidential information.
  3. Branding
    1. Official social media accounts must comply with the JSCC Branding and Trademarks policies and standards as defined in TBR Policy 9.01.01.00, Branding and Trademarks.
  4. Personal Social Media Accounts
    1. Do not imply representation of JSCC in any unauthorized way when conducting personal activities.
    2. Employees’ social media accounts may be monitored without notice or consent per TBR Policy 1.08.05.00, IT Acceptable Uses, if these sites are accessed using JSCC property or resources.
  5. Exemptions and Exceptions
    1. It is understood that cross-functional duties between marketing and communications and that social media might fall under either in the organizational chart. JSCC divisions and departments are expected to comply with the intent outlined in this policy regardless of organizational design or title.
    2. Account managers may designate contributors to Official Social Media Accounts on a limited-time basis, such as social media takeovers by students, faculty, or other staff, and interns and student workers.
    3. Exemptions and exceptions outlined in the overarching Marketing and Communications Policy (9.01.00.00) apply.

 Best Practices Guidelines when Posting on Behalf of JSCC Be Kind, Honest, and Transparent

Contact JSCC Communications Department at pr@jscc.edu for questions regarding best practices.

Sources/References:

Authority

T.C.A. § 49-8-203

History

New policy approved December 12, 2023, Board Meeting.