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A social media guide for the college's faculty and staff. Key information includes procedures for requesting a college social media account; the process for creating a college social media account; posting and monitoring content; understanding unacceptable content; communicating disclaimers; handling the college’s visual identity, branding and media relations; and the process for removing a social media account.

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Published by Mary Ann Davis, 2015-10-07 06:19:49

Carroll Community College's Social Media Standards

A social media guide for the college's faculty and staff. Key information includes procedures for requesting a college social media account; the process for creating a college social media account; posting and monitoring content; understanding unacceptable content; communicating disclaimers; handling the college’s visual identity, branding and media relations; and the process for removing a social media account.

Keywords: social media,college social media policies,social media standards,social media policies

Web Standards Committee
Social Media Standards

Section 1: Purpose

Carroll Community College students, faculty, staff, alumni and donors are using social media to
communicate and receive information.

The College believes that having a presence in social media platforms allows the College to broadcast
information and interact with the public using the latest popular communication technologies. In an
effort to use these mediums effectively and consistently, the College has developed these Social
Media Standards to ensure that any and all interactions on behalf of the College represent the College’s
best interests.

With social media tools, uses and challenges constantly evolving, these standards will be monitored and
adjusted to accommodate changes in the various social media platforms that the College uses.

Social media guidelines are intended to help members of the college community with the following:

 requesting a social media account
 creating a social media account
 posting content
 monitoring content
 understanding unacceptable content
 communicating disclaimers
 handling the College’s visual identity, branding and media relations
 removing a social media account

Section 2: Requesting a College Social Media Site/Account

College social media sites/accounts may only be created by authorized representatives of Carroll
Community College.

Department directors or chairs must be notified of social media sites/accounts and Student Club
Advisors must be notified of student club sites/accounts.

Faculty must first evaluate whether the college’s current course management system’s social media
tools can meet the necessary instructional needs and use them if they are appropriate. If an external
social media site/account is deemed necessary, the faculty member must notify the faculty chair. If
social media is required for a graded assignment, the faculty member must arrange for student training
on the technology and expectations for use should be clearly stated.

To comply with social media terms and conditions and enable the college to track authorized pages, any
department, student club advisor and faculty member wishing to create a social media site/account
must have approval from the Office of Marketing and Creative Services.

Requests to the Office of Marketing and Creative Services for a social media site/account need to be
initiated by contacting the Digital Marketing Administrator/Copywriter for the purpose of reviewing the
intended uses and the primary administrator assigned to operate, monitor and edit postings to keep the
site/account current and in compliance. Additionally, the Digital Marketing Administrator/Copywriter
will provide guidance and best practices.

Section 3: Creating a College Social Media Site/Account

The requesting department’s director or senior manager may delegate creating the social media
site/account and daily responsibility for monitoring, adding and removing content to a staff member
who will act as the primary account administrator. Secondary administrative rights need to be assigned
to the department’s director/senior manager, Digital Marketing Administrator/Copywriter and Web
Technologies Manager.

In the case of faculty social media sites/accounts that are used to enhance teaching, learning and
student services activities, the faculty member is responsible for creating and overseeing the social
media site/account. Though the faculty member will be the primary administrator, secondary
administrative rights need to be assigned to the faculty chair, Digital Marketing
Administrator/Copywriter and Web Technologies Manager.

In the case of student clubs, the club advisor is responsible for creating and overseeing the social media
site/account. While the club advisor will be the primary administrator, he/she may delegate daily
responsibility for monitoring, adding and removing content to a current student in a club position.
Secondary administrative rights need to be assigned to the Digital Marketing Administrator/Copywriter,
Web Technologies Manager and any current club student who is given the right to monitor, add and
remove content.

In all cases, the primary administrators are responsible for removing unacceptable content, within one
business day, as provided for in Section 5. Secondary administrative rights are assigned to the Digital
Marketing Administrator/Copywriter and the Web Technologies Manager to provide the College the
capability to remove previously posted or published material that violates privacy statutes, that is
libelous, that is illegal, that threatens violence or other dangerous or illegal activity, or is prohibited by
Section 6 of these Standards. The College will not engage in prior review of content.

The Digital Marketing Administrator/Copywriter must be provided with names of account
administrators, for recording, and notified of any account administrator changes.

Section 4: Posting Content

Social media should be treated like any other communication vehicle and are subject to the College’s
Standards for Acceptable Use of Information Systems and the Internet Policy, Electronic
Communications Policy and all policies and rules apply including the Code of Integrity. All administrators
should be aware of the social media outlet’s terms and conditions.

All content must relate to programs, courses, events, activities or interests related to College life or the
College. Content must reflect the College in a positive way and must not include any of the unacceptable
content in Section 6.

To enable an informative and engaging environment for the audience, pages and blogs must be
constantly updated by the primary administrators. Lack of constant posting will result in a site/account
review, which may lead to removal.

Social media sites used for instructional purposes must be updated and/or refreshed each semester.

While a majority of social media content is user-generated, all social media sites must adhere to
copyright laws. Copyright-protected content can only be used with the explicit permission of the
copyright holder and must cite the content source.

Photos and videos of individuals may be posted if the photos or videos were taken at a public facility and
depict a College program or service. The department, student club advisor and faculty member must
receive and maintain signed photo/video release forms of individuals, including students, who are
identifiable in the image unless the photo or video meets the conditions of the College’s
Taping/Photographing of Students and Visitors policy.

Primary administrators who are interested in posting photos should consult with the Coordinator of
Communications for best practices and consult with the Library Media Associate on best practices for
posting video content.

Section 5: Monitoring Content

Primary administrators must use available tools, such as e-mail notification, for incoming submissions to
monitor the site/account. To enable rapid responses to any problems that may arise, pages and blogs
must be monitored daily by the primary administrators.

The primary administrators are responsible for removing unacceptable content, provided in Section 6,
within one business day. They must exercise appropriate professional judgment regarding the
modification or removal of user-generated content. If the primary administrators are unable to remove
the content within one business day, the Digital Marketing Administrator/Copywriter or Web
Technologies Manager may remove the content.

Primary administrators will contact the user to inform him/her about the deletion of the post to allow
the user to adjust the content for re-posting.

Section 6: Unacceptable Content

Confidential or proprietary information about the College, students, faculty, staff, alumni and donors
may not be posted on social media sites.

The following types of content are prohibited from these sites:

 Violates state or federal law
 Commercial activity unrelated to the College
 Political activity
 Online gambling
 Endorsements of any product, service or private organization
 Personal information or personal financial business including credit card numbers and other

payment information.
 Student information and/or academic records. Faculty and staff are not to convey information

that is protected by FERPA.
 Virus or Trojan-infected content
 Personally identifiable information (PII) about any current or former Carroll Community College

student, faculty, staff and donor. PII is loosely defined as any information that can be used to
perform identity theft against an individual.
 Images depicting hazing, harassment, sexual harassment, vandalism, alcohol or drug
paraphernalia except for College sponsored works of art
 Inappropriate language or language demeaning a third party except for College sponsored works
of art
 Negative or gossip information that can potentially harm an individual, organization or
institution

Section 7: Disclaimers

All College social media accounts must post the following disclaimer.

Carroll Community College accepts no responsibility or liability for any user-generated
content publicly posted on this site. The College reserves the right to delete or remove
(without notice) any content posted on this site that may infringe on the rights of any
third party including, but not limited to, copyright, trademark and privacy, or that
contains defamatory, discriminatory, unlawful or inappropriate material. If necessary,
we will block users who violate any of these guidelines.

By posting content to this site, users give the College the irrevocable right and license to
exercise all copyright, publicity and moral rights with respect to provided content,
including using the content for any purpose in any form and on any media including, but

not limited to, displaying, modifying, reproducing, distributing, publishing and creating
other works from the content.

If disclaimers are unable to be posted to social media sites/accounts, a link to the disclaimers
must be posted.

Section 8: Visual Identity, Branding and Media Relations

The Office of Marketing and Creative Services is responsible for ensuring that the College’s
visual identity and branding are represented on all College social media sites/accounts. These
accounts must maintain a consistent look that is in accordance with the College’s branding.

Only College-approved social media sites/accounts will be permitted to use any College logos,
slogans or advertising collateral.

If use of social media generates media coverage, and a reporter contacts a faculty or staff
member for additional comment, he/she is to refer the media query directly to the Executive
Assistant to the President.

Section 9: Removing a College Social Media Site/Account

A department, student club advisor and faculty member may choose to remove the social media
site/account they created, but must first notify the Digital Marketing Administrator/Copywriter, who
may provide guidance and best practices for removing the site/account.

A College social media site/account may be removed for any one of the following provocations.

 Site/Account Dormancy – the site becomes dormant after three months and is not being
maintained by the primary administrator

 Violation – content is in violation of Section 6: Unacceptable Content
 Branding – the Office of Marketing and Creative Services determines the site/account does not

conform to the College’s branding
 Personal Injury – the account is found to be potentially damaging to the College’s prospective

and current students, faculty, staff and/or alumni
 Third Party Damage – the account is found to be potentially damaging to any third party.

Approved by the President March 26, 2014
Revised on advice of legal counsel March 14, 2014
Reviewed by the Executive Team and Approved by the President June 21, 2011
Adopted and recommended by the Web Standards Committee May 23, 2011


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