Whistleblower Policy

HR 9.2 Social Media Policy

General

Social media presents both opportunity and responsibility for the Virginia Wesleyan University community. This policy is meant to provide guidance and encourage caution with social media use both professionally and personally.

All campus community members are expected to use good judgment in their online interactions and to carefully consider any commentary that may serve or be seen as a reflection of the University’s mission and core values.

On social media, as in all aspects of conduct associated with the University, faculty and staff are expected to abide by VWU's Rules of Conduct and Code of Personnel Relations. Similarly, VWU students are expected to abide by the Honor Code. The same rules and policies that apply in the “real world” also apply on social media. Any unprofessional or inappropriate online behavior or content that violates University policies will be handled in the same manner as on-campus violations. It is understood, however, that the perceived meaning of thoughts and opinions is subjective by nature, and issues assumed in violation will be reviewed on a case-by-case basis. Employees and students must also follow VWU's Acceptable Use Policy with regard to any activity conducted while utilizing the University's computer systems and networks.

Social media is constantly evolving, and the Office of Marketing and Communications is available to offer support for utilizing these tools. The following tips represent best practices and also serve as expectations for VWU community members using social media for professional and/or personal use.

● Think before you post. Whether it's on a personal or VWU-affiliated page, keep in mind nothing is truly private in social media. Consider your comments, photos, or shared content carefully before posting. If it's something you wouldn't want shared or re-posted for a broad audience, it is best not to share it at all. Remember that VWU policies govern all verbal conduct, whether or not that conduct takes place online or in person. If you are sharing someone else’s post, recognize that a retweet or share connects you to the shared content. Do not share any content you would not be comfortable posting yourself. Also be aware that any visual imagery shared that features VWU apparel or branding creates a connection to the University and could be seen as a reflection of official University endorsement of the subject matter. ● Keep it civil. Professionalism and respect for others is a must. Social media can be a great place to engage in constructive dialogue. But remember, anything you post in your role as a Virginia Wesleyan employee or student reflects not only on you but on the University as a whole. Be careful when participating in negative comment threads or unhealthy debates. Above all, refrain from posting derogatory, false, inflammatory, or harassing comments. If deemed in violation of University standards, Virginia Wesleyan reserves the right to remove comments, as well as to ban or block offending users, from institutional social media pages. The same is true for commentary on University pages that is intended to be defamatory, libelous, inciting, or threatening. ● Be transparent, but private. Use privacy settings to restrict personal information as needed, but

remember, people with access to your private accounts have the ability to screenshot and share your content. If there is any question that your content is inappropriate, do not post it. If you participate in or maintain a social media site on behalf of VWU, make that clear in any relevant communications.

Relationships between faculty/staff and students on social media should reflect those that are appropriate given their respective roles and in their day-to-day interactions on campus and in the community. ● Be aware of liability. You may be legally liable for what you post. Individuals can be held liable for online commentary deemed to be proprietary, copyrighted, defamatory, libelous or obscene. ● Maintain confidentiality. Do not post confidential or proprietary information about Virginia

Wesleyan University, its students, alumni, employees, or yourself. Use good ethical judgment and follow all local, state and federal regulations, such as FERPA and HIPPA. ● Be accurate and address problems. Strive for accuracy and correct errors in a timely fashion. If issues arise on social media that are best handled through another campus office or form of communication, contact the appropriate person and follow through to see that the problem is resolved.

Administrative Rights and Passwords

Social media accounts established to represent the University or any of its departments and programs should be created and maintained by an employee or authorized representative of the University. Student workers may be authorized users on social media sites but should be supervised by a faculty or staff member.

Any social media accounts created to represent Virginia Wesleyan University or any of its offices, departments, teams or affiliate groups are considered the property of the University. The University reserves the right to monitor these accounts. The Office of Marketing and Communications should be notified of any new social media pages created.

Any employees (or student assistants) who maintain VWU-related social media accounts and who leave the University for any reason are expected to make arrangements to either close those accounts or transfer them to an appropriate VWU colleague along with all relevant logins, passwords or other administrative rights. For assistance, please contact the Office of Marketing and Communications.

Policy Review

Virginia Wesleyan University's Social Media Policy is maintained and reviewed annually by the Office of Marketing and Communications.