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Social Media Policy
Name of Policy
Social Media Policy
Policy Number
IX. 1
Owners
Media and Communications
Original Policy Date
25/09/2016
Cosigners
_______________________
Last Revised Date
16/10/2019
Other Related Regulatory Rules Laws & Policies Next Scheduled review Date
_______________________
Associated Procedures & Forms (Attachments)
_______________________
Versioning
_______________________
Cycle of Reviews
_______________________

Purpose

While effective use of social media can bring many benefits to the University, yet there are certain risks that can be brought about by social media channels. These may include, for example, the risk of reputational damage arising from misuse by employees, students or other third parties and threats to the security of confidential information. This policy aims to provide all PMU Community members with information and guidelines concerning the use of social media applications whilst maintaining a safe professional environment and protecting themselves as well as the University.


Statement

1-    Definition of Social Media:

Social media for social interaction, using highly accessible and scalable communication techniques. Social media uses web-based and mobile technologies to convert communication into interactive dialogue. Examples include Myspace and Facebook, blogs, podcasts/audio-files, discussion forums, RSS feeds, Twitter, Instagram, Snapchat, LinkedIn, YouTube, interactive geolocation, online collaborative information, and publishing systems that are accessible to internal and external audiences (i.e., Wikis), as well as related future technologies

2-    Types of Social Media Accounts:

For the purpose of this policy there are three types of Social Media Accounts. These are:

§  Professional PMU Account:  This is used by representatives of the University to communicate messages from a departmental, College or corporate perspective and managed by a Professional Account Administrator.

§  Professional Personal Account:  This is an account used by an individual who is identifiable as an employee of PMU through the contents of his posts or his profile information.

§  Private Personal Account:  This is an account used by an individual primarily for non-work activity.

3-    Guidelines:

3.1 Professional Prince Mohammad Bin Fahd (PMU) Accounts:

§  Colleges, Departments, Units or Students’ Clubs of the University that would like to create or maintain a Social Media Account must apply for permission from the University Rector through the Business Development and Communication Department. The purpose of the account and how it is planned to use and maintain it must be clearly stated in the Social Media Registration Form. Registering your accounts will allow it to be added to the PMU Social Media Directory and recognized as an official PMU account.

§  The email address used to register and manage a social media should be a generic PMU email University address such as sample@pmu.edu.sa, which the IT department can create. Having an official PMU email address serves as a safety net for account management. If a mobile number is used then the mobile number should be registered with the Business Development and Communications Department.

§  After receiving approval from the Rector’s Office, the new account may be created subject to the terms of this policy.

§  Administrator rights for official university sites should only be assigned to permanent University employees.

§  All accounts must have a minimum of two moderators. It is mandatory that the PMU Social Media Manager be included as one of the secondary administrators.

§  All Facebook pages must be created or moved under the ownership of the PMU University Facebook account. The university account will maintain the "administrator" role and additional account managers will be added as "editors" on the page.

§  The University reserves the right to revoke the approval at any time.

§  Colleges, Departments, Units or Students’ Clubs will be required to have a plan for keeping their social media site up-to-date.

§  Once a College, Department, Unit or a Students’ Club social media account has been approved by the University Rector, it will be reviewed periodically by the University to ensure that it is accurately and acceptably representing Prince Mohammad Bin Fahd University.

§  Employees identified as administrators of Professional PMU Accounts are responsible for managing and monitoring content and ensuring that postings are consistent with other PMU published materials on the same topic, and that available graphics are utilized to reinforce the University brand.

§  PMU employees who have authority to update Professional PMU Accounts should not post personal information or personal updates to these accounts.

3.2 Professional Personal Accounts:

§  Prince Mohammad Bin Fahd University (PMU) employees using social media in a professional capacity should make sure that their communications do not do any of the following:

§  Bring the University into disrepute. For example, by making defamatory comments about individuals or other organizations or posting images that are inappropriate.

§  Breach confidentiality. For example, revealing confidential information owned by the University relating to its activities.

§  Breach the terms of service of the social network. Each social network has different terms of use and community guidelines which must be followed.

3.3 Private Personal Use of Social Media:

All PMU employees making personal use of social media must not:

§  Breach confidentiality, for example, by revealing confidential property or information owned by the University, give away confidential information about colleagues, discuss the University’s internal affairs in public.

§  Bring the University into disrepute, for example, by making defamatory comments about individuals or other organizations.

§  Breach copyright, for example, by using someone’s images or written content without permission.

§  If an employee would like to add information to his site then he should add a disclaimer stating that all content posted does not necessarily reflect the views/opinions of the University.

4. Account security

The social media account manager is responsible for maintaining a full log of staff with access to the account’s password and the password must be changed whenever one of those staff members moves on to a different role or different institution. In any case, the password must be changed on a quarterly basis.

5. General Responsibilities

§  Staff and students are personally responsible for anything they publish online. PMU does not review, edit, censor, or endorse individual posts. Staff members and students of the University, must not only consider how their posts reflect on them as an individual, but also about how they reflect on PMU thus ensuring the University is not brought into disrepute.

§  PMU encourages participation in the online social media space, but urges staff and students to do so appropriately, exercising sound judgment and common sense. If there is any doubt as to the suitability of a message, it should not be posted. Post sensibly and responsibly in accordance with PMU’s policies and guidelines. Anything posted that can potentially tarnish PMU’s image will ultimately be the responsibility of the individual staff member or student.

§  Prospective students may sometimes look to PMU staff or students for help with general queries. Staff and students should make sure information given is accurate, up-to-date, and suitable for public disclosure (i.e. not confidential).

§  When utilizing online discussion forums/blogs/Facebook etc. in the delivery of a subject, a disclaimer should be used to ensure that students understand that the forum/blog etc. is not monitored on a full-time basis. An example of a disclaimer is:

 Monitor and Editorial Control: PMU reserves the right, but does not have any obligation, to monitor and/or review any content or materials posted to the Site    and is not responsible for any posts/submitted materials. The views expressed    on this [blog; website] are my own and do not reflect the views of PMU. Users of this blog/website/etc. should be aware that information posted or discussions are not regularly viewed or monitored.

Let PMU Officials respond to negative posts

If Faculty, Staff or Students come across negative or disparaging posts about PMU or its students, or see third parties trying to spark negative conversations, they should forward them to PMU’s official online spokespeople at socialmedia@pmu.edu.sa who can respond to such comments.

6. Disciplinary Action over Social Media Use:

All PMU Employees are required to adhere to the guidelines of this Policy. Employees should be aware that use of social media in a way that may be deemed as deliberate breach of these guidelines may lead to disciplinary action under the University’s Disciplinary Procedures.

Any accounts which are not approved by PMU (Business development and communication department) will be considered as unofficial and unauthorized and subjected to restrictions.