Along with the vast majority of organisations, the Union recognises that social media is everywhere, is for everyone, and can strengthen our efforts to engage with our members. It is a form of customer service and is changing the way that we work. We do have a responsibility, however, to effectively manage our reputation on-line.
We are therefore, very keen that all staff members are given appropriate support and guidance on the use of social media in the workplace. This will be during inductions, if they are new to the Union, or for existing staff with, for example, the development of a service or job description/role.
This policy deals with the use of all forms of social media, including Facebook, LinkedIn, Twitter, Wikipedia, all other social networking sites, and all other internet postings, including blogs. It applies to the use of social media for both business and personal purposes, whether during office hours or otherwise.
The policy applies regardless of whether the social media is accessed using our IT facilities and equipment or otherwise. Breach of this policy may result in disciplinary action up to and including dismissal. Disciplinary action may be taken regardless of whether the breach is committed during working hours, and regardless of whether our equipment or facilities are used for the purpose of committing the breach. Any member of staff suspected of committing a breach of this policy will be required to cooperate with our investigation, which may involve handing over relevant passwords and login details.
Staff may be required to remove internet postings which are deemed to constitute a breach of this policy. Failure to comply with such a request may in itself result in disciplinary action.
Compliance with related policies
Social media should never be used in a way that breaches any of our other policies. If an internet post would breach any of our policies in another forum, it will also breach them in an online forum. For example, employees are prohibited from using social media: ?
- in breach of our Electronic information and communications systems policy;
- in breach any obligations you may have relating to confidentiality;
- in breach our Disciplinary Rules;
- to defame or disparage the Union or its affiliates, customers, clients, business partners, suppliers, vendors or other stakeholders;
- to bring the Union into disrepute;
- to harass or bully other staff in any way or breach our Anti-bullying and Harassment at Work policy;
- to unlawfully discriminate against other staff or third parties OR breach our Equal Opportunities policy;
- in breach of our Data protection policy (for example, never disclose personal information about a colleague online);
- in breach of any other laws or ethical standards (for example, never use social media in a false or misleading way, such as by claiming to be someone other than yourself or by making misleading statements).
Staff should never provide references for other individuals on social or professional networking sites, as such references, positive and negative, can be attributed to the Union and create legal liability for both the author of the reference and the Union.
Employees who breach any of the above policies will be subject to disciplinary action up to and including termination of employment.
Personal use of social media
If your duties require you to speak on behalf of the Union in a social media environment, you must still seek approval for such communication from your Manager who may require you to undergo training before you do so and impose certain requirements and restrictions with regard to your activities.
Likewise, if you are contacted for comments about the Union for publication anywhere, including in any social media outlet, direct the inquiry to and do not respond without written approval. The use of social media for business purposes is subject to the remainder of this policy.
Responsible use of social media
The following sections of the policy provide staff with common-sense guidelines and recommendations for using social media responsibly and safely.
Protecting our business reputation:
Staff must not post disparaging or defamatory statements about: ?
- our organisation; ?
- our clients; ?
- suppliers and vendors; and ?
- other affiliates and stakeholders, ?
- but staff should also avoid social media communications that might be misconstrued in a way that could damage our business reputation, even indirectly.
Staff should make it clear in social media postings that they are speaking on their own behalf. Write in the first person and use a personal email address when communicating via social media.
Staff are personally responsible for what they communicate in social media. Remember that what you publish might be available to be read by the masses (including the Union itself, future employers and social acquaintances) for a long time. Keep this in mind before you post content. If you disclose your affiliation as an employee of our Union, you must also state that your views do not represent those of your employer. For example, you could state, "the views in this posting do not represent the views of my employer". You should also ensure that your profile and any content you post are consistent with the professional image you present to clients and colleagues. Avoid posting comments about sensitive business-related topics, such as our performance. Even if you make it clear that your views on such topics do not represent those of the Union, your comments could still damage our reputation.
If you are uncertain or concerned about the appropriateness of any statement or posting, refrain from making the communication until you discuss it with your manager.
If you see content in social media that disparages or reflects poorly on the Union or our stakeholders, you should contact your manager. All staff are responsible for protecting our business reputation.
Respecting intellectual property and confidential information:
Staff should not do anything to jeopardise our organisation and other confidential information and intellectual property through the use of social media.
In addition, staff should avoid misappropriating or infringing the intellectual property of other companies and individuals, which can create liability for the Union, as well as the individual author.
Do not use our logos, brand names, slogans or other trademarks, or post any of our confidential or proprietary information without prior written permission.
To protect yourself and the Union against liability for copyright infringement, where appropriate, reference sources of particular information you post of upload and cite them accurately. If you have any questions about whether a particular post or upload might violate anyone's copyright or trademark, ask before making the communication.
Respecting colleagues, clients, partners and suppliers:
Do not post anything that your colleagues or our members, clients, business partners, suppliers, vendors or other stakeholders would find offensive, including discriminatory comments, insults or obscenity.
Do not post anything related to your colleagues or our customers, clients, business partners, suppliers, vendors or other stakeholders without their written permission.