HomeMy WebLinkAboutSocial Media Policy-~ ......... ADOPTED DOC ID: 7953
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2012-522 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
JUNE 19, 2012:
RESOLVED the Town Board of the Town of Southold hereby adopts a Social Media Policy for
Town Employees and directs the Accounting Department to deliver a copy to each employee.
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: Albert Krupski Jr., Councilman
SECONDER: William Ruland, Councihnan
AYES: Ruland, Talbot, Doherty, Krupski Jr., Evans, Russell
TOWN OF SOUTHOLD
SOCIAl, MEDIA/NETWORKING POLICY
1. Purpose and Policy:
The Town of Southold Social Media/Networking Policy describes the Town's rules and
guidelines respecting the personal conduct by Town employees while engaging in social
networking and utilizing social media and to eliminate any confusion concerning the use of
social media. This Policy applies to all Town employees and its purpose is to:
1. Encourage the Town to permit the responsible use of social media by its employees; and
2. Establish minimum requirements for the use of social media in Town govermnent.
II. Definition of Social Media/Social Networking:
This policy refers to the use of Internet forums, sites like Facebook, Twitter, YouTube, Linkedln,
and photo-sharing sites and blogging sites, among others. Because new social media/networking
sites are created regularly, this Policy is not limited to the sites named herein.
III. Use of Social Media/Networking:
To utilize social media for official Town purposes and during Town business hours, employees
must receive the authorization of the Department lfead. If authorization is obtained, the
employee utilizing social media is required to be respectt~l to the Town, to other employees,
community partners, elected and appointed officials and government agencies. All other use of
social media/networking by Town employees during Town business hours is prohibited.
Outside the workplace, an employee's right to privacy and free speech protect online activity
conducted on an employee's social networks with personal e-mail addresses. However, what an
employee publishes on such personal online sites should never be attributed to the Town and
should not appear to be endorsed by or originated fi'om the Town. if an employee chooses to list
his/her work affiliation on a social network, then the employee should regard all communication
on that network as he/she would in a professional network.
IV. Identifying oneself as an employee of the Town:
Because most social networking sites have fields in the "user Profile" for work experience, job
title, etc., by identifying oneself as an employee of the Town, a social networker becomes, to
some extent, associated with the Town, and everything he/she posts has the potential to reflect on
the Town and its image. Although the Town does not want to discourage this association, if an
employee participates in social medi'a/networking, the Town expects the following:
That each employee will exercise good judgment and proper taste in social media
postings and photos;
2. As a Policy, employees are not permitted to identify themselves as representatives of the
Town;
The Town prohibits employees from listing a job title or using the Town's logo without
written consent fi'om the Town Board; and
If a social network user identifies him/herself as an employee of the Town, then any
personal blogs and other personal posts must contain disclaimers that make it cleat' that
the opinions expressed are solely those of the author and do not represent the views of the
Town. (An example for a blogger, "the posts on this site, including but not limited to
images, links, and comments left by readers, are the author's own and do not represent
the position or opinion of the author's employer.")
Please remember that an employee's online presence, actions, captured images, posts or
comments reflect upon the Town. Each employee is personally responsible for any of his/her
online activity conducted with a Town e-mail address or which can be traced back to the Town's
domain or which uses Town assets. Utilizing a Town employment title or e-mail address implies
that an employee is acting on the Town's behalf.
V. Making Recommendations for Others for Jobs and Other Roles:
Some social medial sites provide for members to write recommendations or referrals for friends
or associates. Ifa Town employee does this as a representative of the Town, it may give the
appearance that the Town endorses the individual being recommended, which may create a
liability issue for the Town. It is for this reason that the Town prohibits employees (those who
identify themselves on social media/networking sites as an employee of the Town) from making
such recommendations or referrals.
VI. Referring to Others:
The Town's relationship with citizens, community groups and organizations and with other
government agencies can be damaged through a thoughtless comment. Even a positive reference
could be utilized in a negative manner and can damage these relationships. As such, this Policy
restricts publishing photographs, videos or quotes of others without first obtaining their
permission.
VII. Confidential Information:
Town employees must protect Town intbrmation that is considered to be non-public in nature, in
accordance with Town polices pertaining to confidential information and disclosure.
VIII. Complying with Terms of Service for Social Networking Sites:
Most social networking sites require that users, when they sign up, agree to abide by a Terms of
Service Agreement. In particular for certain employees who may have been assigned a job
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related duty to use a social network, the employee is responsible for reading, knowing and
complying with the Terms of Service Agreement of the sites used.
IX. Copyright and Other Legal Issues:
The Town requires employees to comply with copyright laws. Plagiarism (the posting of
someone else's work) without permission/citation is also not allowed. Other relevant laws
include those related to libel, slander and defamation of character and can result in litigation
against the author/speaker of the statement. If this involved a Town employee, at the very least it
could bring bad publicity to the Town.
X. Consequences to Employee for Policy Violations:
Violations of this Policy may result in disciplinary action, including termination. Where no
policy or guidelines exist, employees should use their professional judgment and take the most
prudent action possible. Consult with your Department Head if you are uncertain or need
clarification about this Policy.