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Using Social Media When Representing Rogue Community College (AP-115)

ROGUE COMMUNITY COLLEGE
ADMINISTRATIVE PROCEDURE


 

Procedure: USING SOCIAL MEDIA WHEN REPRESENTING ROGUE COMMUNITY COLLEGE (AP-115)
Contact: Director of Marketing, 541-956-7088

Rogue Community College is committed to having a robust presence in social media with multiple accounts managed by multiple users. Rogue Community College provides staff, faculty and students tools and guidelines for them to successfully represent the College through legal, safe, and effective use of social media. The reputation of the College must be considered in any use of social media.

Social Media Accounts Representing Rogue Community College
Social media is defined for this administrative procedure as any form of electronic communication through which users create or participate in online communities to share information, ideas, personal messages, and other content.

The purpose of any Rogue Community College social media account should be linked to the College Mission and goals and guided by the RCC values of Integrity, Collaboration, Inclusion, Stewardship and Courage.

Social media accounts that use the Rogue Community College name; any of its trademarked logos or iconography, or that communicate as a representative of the College's services, programs, organizations, departments, students, staff or faculty, must be created and managed in cooperation with the Rogue Community College Marketing Department. The President's Office has the option to approve or deny any social media accounts. These social media accounts are the sole property of the institution. Creators and administrators of the accounts have no ownership rights.

Account Creation or Access
The Rogue Community College Marketing Department creates any social media account that will represent the college and then provides access to the person(s) who will manage the account. 
The Marketing Department and one responsible person must have administrative access to each existing social media account. This allows for better regulation of content and creates a failsafe if an administrator were to leave the College.

Consult with Marketing to determine if a social media account for your department or organization is the best choice. Marketing may be able to meet your goals through the general Rogue Community College online communities or groups.

Marketing will assist in the development of the account and provide training and access. Users may not use Rogue Community College social media accounts before completing a full training session with the Marketing Social Media Specialist. Marketing provides social media guidelines on its section of the Rogue Community College website.

Copyright and Attribution
It is important to spend time creating original content for your social media accounts, but if you do share external logos, images, videos, articles, messages or user-generated content, be sure to provide appropriate credit to the original creator.

Terms of Use on Rogue Community College Online Communities and Social Media
Taking responsibility for a social media account that represents Rogue Community College is a serious commitment. Social media accounts require daily monitoring, maintenance, and interaction.
College-managed online communities are intended to inform users of Rogue Community College-related news and events, as well as encourage College-related discussion and a sense of community among users.

Staff and faculty who engage in discussions on Rogue Community College online communities are encouraged to share opinions and comments freely about the topics Rogue Community College posts. However, comments are expected to be respectful and professional.

When posting on social media on behalf of Rogue Community College, users should not express their own personal opinions or engage in online discussions that are outside the official position(s) of the college. Consult with Marketing if there are any questions.

Employee use of social media falls under the RCC Board of Education policies in Article V, Section B,  Conduct/Ethics; the administrative procedure for Standards of Professional Behavior (AP-024), and Title IX.

Social media accounts for student organizations fall under the Rogue Community College policy for student publication; the student code of conduct (AP-003), and the RCC Board of Education policies under Article VII, Section D, and Title IX. For more information, visit Student Rights, Freedoms and Responsibilities (AP-003).

A social media account that is dormant for over one year may be retired by Marketing.

If administration becomes aware of posts that are off-topic; represent advertisements or spam; constitute or encourage illegal activity; infringe upon someone’s rights; violate terms of Title IX or any other applicable Federal law; contain obscenities or targeted physical threats then account administrators and the Rogue Community College Marketing Department reserve the right to remove them or request removal.

Privacy Laws
Use good judgment when sharing recognizable images and information of subjects. Do not include confidential information about the College, its staff, students or materials on any social media sites. All recognizable subjects in imagery must sign a model release form. Marketing will provide the release form.

NCAA Regulations
Rogue Community College employees and affiliates are required to follow National Collegiate Athletic Association (NCCAA) regulations when communicating on social media. Under no circumstance should an employee or account affiliated with Rogue Community College interact with prospective student-athletes.

Official Announcements
Announcements such as closures, emergencies, or breaking news will come directly from the Rogue Community College main social media accounts on Facebook, Twitter and Instagram. Do not, under any circumstance, announce before the main accounts do. Please only re-share updates from main Rogue Community College accounts.

Personal Social Media Accounts
Please remember that, depending on your affiliation with the College, your online activity may be subject to other Rogue Community College policies including RCC Board of Education policies in Article V, Section B,  Conduct/Ethics; the administrative procedure for Standards of Professional Behavior (AP-024), and Title IX.

Student use of social media may be subject to the Rogue Community College student code of conduct (AP-003); the RCC Board of Education policies under Article VII, Section D, and Title IX. For more information, visit Student Rights, Freedoms and Responsibilities.

On personal sites, do not use any Rogue Community College logos or iconography. If you identify yourself as a Rogue Community College faculty or staff member online, it should be clear that the views expressed by you are your own and not necessarily those of the institution.

Managing Negative Feedback from Users
There is no single answer to this dilemma. Ignore those looking to incite an argument. For those that are very upset, give an option to connect offline and away from public view. If you have the ability to contact them directly make sure to leave a response, in the public forum, so others don't assume the issue was ignored. If you are unsure on how to respond to a specific situation please reach out to the marketing department for help.

For minor grievances or complaints try to solve the problem publicly. Be apologetic, offer to help. Try to find a solution, but make sure to not overpromise or commit to something that can't be delivered. Negative feedback happens, it's an opportunity to demonstrate the value of your social network. Show people you are listening and that you care about their membership to the Ospreys community.

What to Do During an Emergency or Crisis
Whether it’s a simple snow day or a threat of violence, there will be times when providing information quickly and accurately is vital. In the event of an emergency or high-level announcement on or off campus, we ask that College-related accounts refrain from posting any content and refer all followers to the @RogueCC Twitter account or Rogue Community College website. Use this copy to direct traffic: “For updates on the current situation, follow @RogueCC or visit roguecc.edu. Thank you.”

Be Sensitive in Emergencies
When serious situations arise elsewhere in the world, the best thing for an account to do is to go silent. The social atmosphere is an on-topic universe. The key is avoiding criticism from those who find off-topic posts offensive during a serious time.

Actions to Take

  • Halt all scheduled posts until the crisis has concluded
  • Do not engage with other users
  • Re-share official College updates
  • If you see additional information on social media, alert the police or the College’s social media team immediately.

Date Adopted: 03/25/2018

Date Revised: