2. General Guidelines to Follow When Using Social Media

8.04.03 Acceptable Use – Social Media Professional Use

Approved by: Executive Director Last Review Date: August 2015

Date of Origin: Sept 2013 Next Review Date: August 2019

Last Revision: August 2015

Purpose: This policy is intended to guide staff in the appropriate & professional use of social media which includes but is not limited to; running social media sites and communicating with individuals and other organizations via social media. Social media includes, but is not limited to, blogs, Facebook, Google+, Twitter, LinkedIn, flicker, YouTube and MySpace. Policy: Social media can be used to facilitate communication with individuals, clients, program participants, organizational partners, colleagues and the communities we serve, however social media requires a significant and ongoing investment of time and attention to ensure it is kept current, that it reaches the targeted demographic, and that confidential, negative, personal or derogatory comments are not posted or are removed in a timely fashion. Procedure: 1. The use of social media for Organizational purposes requires approval from the Program Coordinator or Program Director, in consultation with the Information Systems Coordinator to ensure the appropriate setting of privacy and security settings, determine the appropriateness of the monitoring schedule, and establish links to/from the Organizational website. 2. General guidelines to follow when using social media: a. Communications should be productive. Posts should be made with a clear and defined purpose (ie avoid making posts just for the sake of posting); b. Social media communications may be more informal or conversational in nature, however staff should conduct themselves as if they were giving a presentation; c. Posts should be relevant to the programs and services offered by the Organization; d. Posts should remain neutral and not provide endorsement when linking to external resources or information without prior approval (see Section 7 for approval criteria). e. All communications should be clear, concise, professional and lawful. Posts must be consistent with all other LRHCS policies, including, but not limited to: e.i. 7.02.01Confidentiality policy and Privacy Statement e.ii. Photo Consent Form Lanark Renfrew Health & Community Services Page 1 of 3 e.iii. Copyright Policy (8.04.01 Acceptable Use) 3. Appropriate use of social media may include: a. Promoting Organizational programs and services (Date, Time, Location and other related information) b. Sharing resources and information related to Organizational programs and services c. Providing commentary to news in areas to which staff are subject matter experts. d. Linking to and sharing posts from other social media sites to broaden discussion and share insight on subject matter. e. Correcting inaccuracies in news stories about the Organization. 4. Inappropriate use of social media includes, but is not limited to: a. Posting content that contains medical or client care advice. b. Posting content that promotes a fee-for-service agency, or commercial product. c. Posting content that is harassing, offensive or violates human rights. d. Posting content that is slanderous, libelous or unlawful. e. Making official statements on behalf of the Organization. 5. Community members participating in the Organization’s social media sites will be made aware that the Organization will not post information anonymously. Members who post information that is personal, illegal, disruptive, offensive or abusive may be banned from posting further material or from the site. 6. Posts that are deemed to be personal, illegal, disruptive, offensive or abusive will be removed as quickly as possible by the site administrator. Administrators are responsible for setting up a notification system to monitor posts and comments. 7. Staff will observe the following approval guidelines when posting materials to the Organization’s social media sites.

Posts that do not require additional approval are limited to: a. Promoting the Organization’s programs and services (Date, Time, Location and other related information) b. Sharing resources and information related to Organizational programs and services (ie already written and approved media releases and/or news articles of same) c. Promoting external programs and services of partner agencies d. External job postings Posts that require additional supervisor approval include: a. Providing commentary to news in areas to which staff are subject matter experts. b. Linking to and sharing posts from other social media sites to broaden discussion and share insight on subject matter. Posts that require Executive Director approval include: Lanark Renfrew Health & Community Services Page 2 of 3 a. Correcting inaccuracies in news stories about the Organization. b. Providing comments that obligate or imply endorsement of, the Organization. c. Providing an official Organizational statement.

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