TOOLKIT SOCIAL MEDIA POLICY Sample

The Oklahoma Center for Nonprofits understands that social media is an important tool to communicate to constituents, members, policymakers, donors and the public. Additionally, the use of social media also presents certain risks and carries with it certain responsibilities.

To ensure that the Center’s message is accurate, truthful and within the strategic marketing direction of the organization, we are providing guidelines for the organizational use of social media. Finally, the Center understands that employees also have private and personal social media accounts. We encourage employees to use discretion and be judicious in their own posting outside of work, as all individuals with social media presence become “public figures”, and, as such, their postings can be taken from the private space into the public.

This policy applies to all associates who work for the Center, or one of its subsidiary companies in the United States.

Oversight Of Okcnp Accounts

All social media accounts of the Center – including the Center’s website, blog, Facebook, Instagram and other online presence - are managed by the Vice President of External Affairs and appointed representatives of his or her team, including the Director of Communications.

Additional individuals may be given “permissions” to post from the Center’s accounts. Those permissions will be granted solely by the Vice President of External Affairs and/or the Director of Communications. In their absence, this is automatically assumed to be the President and CEO. These individuals will oversee messaging, pictures, video or other content posted on social media. These individuals will also oversee all passwords and privacy as they pertain to all social media accounts.

Content posted on Center social media accounts will be truthful, ethical and adhere to the highest standards as promoted within the Standards for Excellence benchmarks and guidelines. Additionally, any content related to advocacy, public policy or government relations (including likes, shares, etc.), will be informed by the Center’s board-approved public policy platform and approved by the Vice President of External Affairs. Should an employee post something that would fail to meet these standards, the Director of Communications and/or the Vice President of External Affairs may revoke those privileges and permissions. Egregious violations will be reported to the Vice President of External Affairs and the President and CEO and further action may be taken.

Staff is encouraged to share Center posts on their own personal social media accounts as they care to. Should staff have questions about how to share or what to share, they should contact either the Vice President of External Affairs or the Director of Communications.

Guidelines For Personal Posting

Because the Oklahoma Center for Nonprofits understands that staff members, volunteers, board members and other associated contractors or partners (affiliates) have their own personal social media accounts (defined as but not limited to personal websites, blogs, video channels, Facebook, Twitter, Instagram, etc.), we have set forth a group of guidelines for affiliates as they post on social media.

Know and follow the rules

Carefully read these guidelines along with all policies outlined in the employee handbook, and ensure your postings are consistent with these policies. Inappropriate postings that may include discriminatory remarks, harassment, and threats of violence or similar inappropriate or unlawful conduct will not be tolerated and may subject you to disciplinary action up to and including termination.

Be respectful

Always be fair and courteous to fellow associates, customers, members, suppliers or people who work on behalf of the Center. Also, keep in mind that you are more likely to resolve work-related complaints by speaking directly with your co-workers or by utilizing our Open Door Philosophy than by posting complaints to a social media outlet. Nevertheless, if you decide to post complaints or criticism, avoid using statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating, that disparage customers, members, associates or suppliers, or that might constitute harassment or bullying. Examples of such conduct might include offensive posts meant to intentionally harm someone’s reputation or posts that could contribute to a hostile work environment on the basis of race, sex, disability, religion, political beliefs, sexual orientation, gender identity or any other status protected by law or company policy.

Be honest and accurate

Make sure you are always honest and accurate when posting information or news, and if you make a mistake, correct it quickly. Be open about any previous posts you have altered.

Remember that the public can screenshot and share your posts and that the Internet archives almost everything; therefore, even deleted postings can be searched. Never post any information or rumors that you know to be false about the Center, and maintain confidentiality at all times. Never post inaccurate information about fellow associates, members, customers, suppliers, or people working on behalf of the Center.

Post appropriate and respectful content

Maintain the confidentiality of Center trade secrets and private or confidential information. Trade secrets may include information regarding the development of systems, processes, products, know-how and technology. Do not post internal reports, policies, procedures or other internal business-related confidential communications.

When expressing your personal opinions, never represent yourself as a spokesperson for the Center, particularly for candidate endorsement during an election, public policy issues not found within the posted public policy platform of the Center, etc. If the Center is a subject of the content you are creating, be clear and open about the fact that you are an associate of the Center.

If you do publish a blog or post online related to the work you do or subjects associated with the Center, make it clear that you are not speaking on behalf of the organization. It is best to include a disclaimer such as “The postings on this site are my own and do not necessarily reflect the views of the Center.”

Public Behavior Posted Online and Made Public

Be judicious in posting personal messages and behaviors online as they become public. Once out, you are considered a “public figure”. Should unsavory or inappropriate messages or behavior be posted online by either you or someone else, notify your supervisor. Because posts become “viral”, meaning shared across a number of platforms with large groups of individuals, this behavior could be potentially associated with the Center. The Center, its management and its board of directors reserve every right to protect its own reputation. Should this behavior be in violation of workplace policies OR produce a significant risk to Center operations or reputation, employees engaging in such behavior could be subject to disciplinary action or terminated.

Using social media at work

Refrain from the overuse of personal social media while on work time or on equipment we provide, unless it is work-related as authorized by your manager or consistent with strategies determined by the Vice President of External Affairs or the Director of Communications. Do not use Center email addresses to register on social networks, blogs or other online tools

utilized for personal use.

Retaliation is prohibited

The Center prohibits taking negative action against any associate for reporting a possible deviation from this policy or for cooperating in an investigation. Any associate who retaliates against another associate for reporting a possible deviation from this policy or for cooperating in an investigation will be subject to disciplinary action, up to and including termination.

Media contacts

Associates should not speak to the media on the Center’s behalf without contacting the President and CEO, Vice President of External Affairs or the Director of Communications. All media inquiries should be directed to them. This includes responding to or posting on various media websites or making statements on behalf and acting as a spokesperson of the Center. Only the above named staff may make official statements on behalf of the Center.

For More Information

If you have questions or need further guidance, please contact the Vice President of External Affairs, Director of Operations or the President and CEO.