Human Resources

Social Media Policy

Purpose

The purpose of this Social Media Policy is to provide guidelines for Southwestern University’s employees, faculty, and students employees regarding the University’s expectations regarding the use of social media. This Policy aims to ensure that social media interactions, both in the workplace and on personal accounts, are free from unlawful discrimination and harassment, respect privacy and trademark laws, satisfy institutional compliance obligations, and are consistent with University values. This policy is in accordance with federal guidelines.

Policy Summary

It is the policy of the University that the use of social media be consistent with its commitment to academic freedom and University values and promote thoughtful discourse on appropriate matters. This Policy applies to all social media use on behalf of the University; social media content created or posted on University-sponsored websites and social media accounts; and social media content created or posted by members of the University community in a personal capacity, if that content incorrectly creates an appearance of an endorsement by the University or violates applicable law or University policies.

Policy

The University recognizes the value and importance of diverse opinions and encourages responsible and respectful social media use that is consistent with its commitment to University values. The University also recognizes that social media content has the potential to adversely affect members of the University community and the reputation of the University. With that as backdrop, the University has established the following guidelines.

Guidelines for Social Media Content

Social media content created or posted on behalf of the University must:

  • Comply with all applicable laws, regulations, and University policies, including, but not limited to, those addressing harassment, privacy of student and health records, confidentiality, copyright, trademark, computer usage, and information security;
  • Comply with the terms of use for the social media platform used;
  • Clearly identify its affiliation with the University (which can be provided within the social media account profile or similar account description); and
  • Use University marks, symbols, and logos only in accordance with University policies and standards.

Social media content created or posted on behalf of the University, or in response to University posts, must not:

  • Disclose any regulated, restricted, or otherwise non-public information, including personal data with malicious intent;
  • Be abusive, threatening, defamatory, obscene, harassing, or create a hostile work or learning environment; or
  • Negatively impact the University’s image or the image of a member of the University community.

Members of the University community may not:

  • Create or post personal social media content that implies that the content is on behalf of or is endorsed by the University (if a University affiliation is identified in such content and this could incorrectly create an appearance of an endorsement by the University, members of the University community must include a disclaimer that the views expressed are personal and are not necessarily those of the University);
  • Use the University name, marks, symbols, and logos to promote a product, service, cause, political party, or candidate on a personal social media account or platform;
  • Post information prohibited by applicable law or University policies (most notably the University’s policies regarding discrimination) or non-public information about the University, its students, faculty, staff, or alumni; or
  • Post information that is defamatory, obscene, confidential, or proprietary.

In general, members of the University should strive to always respect the dignity of others and engage in honest, civil, and thoughtful discussions of differing viewpoints on social media.

Violations and Enforcement

The University reserves the right to monitor social media activities to ensure compliance with this Policy. Non-compliance with this Policy may result in disciplinary action, up to and including termination of employment or dismissal from the University.

Definitions

By “social media,” we mean a wide range of online communities such as blogs, social networks, chat rooms, and forums, not just platforms like Facebook, Instagram, X, or LinkedIn. This policy addresses two key areas: using personal social media and representing the University on social media.

History of Policy or Procedure
Draft: 08/13/2024
Adopted: 8/16/2024
Reviewed by: President, Senior Staff, AVP for Human Resources, and Legal Counsel 
Contact: The Human Resources Department serves as the primary point of contact for inquiries regarding policy questions, training, and interpretation and is responsible for receiving reports of alleged violations.