27. Social Media Policies and Procedures

Franklin College is a smoke/tobacco-free campus. This policy applies to all faculty, staff, students and visitors on our campus. Smoking and/or tobacco use is prohibited within the boundaries of college property including all buildings, facilities, indoor and outdoor spaces and grounds owned, rented, operated, and/or licensed by the college, parking lots, walkways, sidewalks, college vehicles, private vehicles parked or operated on college property. For the purposes of this policy, smoking and tobacco use include but are not limited to cigarettes, cigars, cigarillos, electronic cigarettes, pipes, smoking apparatuses, spice, cloves, all smokeless tobacco products, hookahs and vaporizers.

Enforcement of this policy will depend on the cooperation of all faculty, staff, and students not only to follow this policy but also to encourage others to comply in order to promote a healthy environment in which to work, study and live. Anyone who observes a policy violation may courteously and without confrontation inform the individual of the smoke/tobacco-free policy. Violators of this policy will face progressive discipline, as with all other policies, as stated in The Student Handbook.

27. Social Media Policies and Procedures

Social Media Requirements and Best Practices

The use of social media is widespread for Franklin College departments and organizations, and these communication platforms have the potential to create a significant impact on the reputation of the college. Social media is defined for the purposes of the college as blogs and microblogs (i.e., Twitter), content communities (i.e., YouTube), and social networking sites (i.e., Facebook, Instagram, LinkedIn). If creating or maintaining a social media account representing a college group or organization, please be mindful the account is the property of the college and has a direct impact on its image and reputation.

Please note: This document is just a basis for requirements and best practices of social media. All other questions and concerns should be directed to the Social Media Coordinator unless otherwise stated.

Social Media Coordinator: A search for the coordinator is currently underway. Please direct inquiries to Ann Smith, director of marketing, 317-738-8109 or asmith@franklincollege.edu.

Emergency and Crisis (in the event of a campus emergency or crisis, such as a fire, storm damage, etc.):

• Do repost official college statements only • Do not post statements of your own • All inquiries received should be directed to the official college accounts, as listed in the

Additional Resources section below

Need to create an account:

• You must have VP approval for the account before reaching out to the coordinator • You must contact the coordinator before starting the account

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• Notify the coordinator by completing the Marketing Intake Form on MyFC • The coordinator will contact you to discuss the account

Already have an account:

• Make sure the coordinator has the information for your account by completing the Marketing

Intake Form on MyFC. • If the account allows, the coordinator is to be included as an account administrator, otherwise the coordinator must be provided with the account password

Post Frequency:

• Update your accounts frequently, engage with other social media accounts through the college, monitor your accounts, and remember to post throughout the evenings and weekends as well • Post frequently but keep it relevant • If you do not have enough resources to maintain a social media account, do not start one.

Remember, your posts can be shared by the college’s social media accounts • If your account is not regularly updated, you may be advised to close the account • Suggestions for posting (this includes retweeting or sharing content): o Twitter: 2-3 times a day o Facebook: 2-4 times a week o Instagram: at least two times each week o Youtube: once a month

Accuracy:

• Try to avoid shorthand as posts reflect writing ability • Make sure you have all the facts before posting • If you make a mistake, admit it and correct it • If you cannot provide an accurate answer or reply to someone, let them know you will get back to them soon with an answer. Contact the social media coordinator for further help

When to delete:

• Only delete comments when they are vulgar or disparaging • If you see anything concerning of disparaging of the college, please take a screenshot and send to

Ann Smith, Director of Marketing • Use complaints as an opportunity for feedback, not as an opportunity to cover-up imperfections

Brand Consistency

• New account holders must participate in a brand and social media training provided by the coordinator • Approved college logos may be used as profile pictures. These can be found on MyFC

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• Posts should be in accordance with the college mission statement and common set of values, both of which can be found at: franklincollege.edu/franklin-college-facts

Keep in mind:

• Franklin College social media accounts are not to be used to express personal views or beliefs • All posts should be relevant to the college in some way • Retweeting and sharing posts from outside sources is considered an endorsement of or belief in the content, refrain from this practice • Any content deemed unfit will be removed by the coordinator • If utilizing the assistance of students in maintaining social media accounts, the faculty adviser or staff member is responsible for the content of the account and should always be the primary administrator

Confidentiality and Respect:

• Do not post confidential or proprietary information about the college, its students, alumni or employees • Make sure your posts do not violate the Family Educational Rights and Privacy Act (FERPA) or the Health Insurance Portability and Accountability Act (HIPAA) • Keep in mind the copyright and intellectual property of others. Do not use graphics or photos from the internet without legal permission • If you do not have permission, then do not use it, and if you have to think twice about a post then do not post it

Additional Resources:

• Below is a list of the official college social media accounts and their department origins. A list of all social media accounts can be found here.

Institutional

Facebook: Franklin College

Twitter: @FranklinCollege

Instagram: @franklincollegegrizzlies

YouTube: youtube.com/c/franklincollege

Development and Alumni Engagement

Facebook: Franklin College Alumni Association

Twitter: @grizalumni

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