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Social Media Guidelines Operating Procedure 520.01

Social Media Guidelines Operating Procedure 520.01
Johnson County Community College
Series: 500 Information Services
Section: Social Media

Cross-Reference: Social Media Policy 520.00

Applicability: This Operating Procedure applies to all Johnson County Community College (“JCCC” or the “College”) students and employees.

Purpose: The purpose of this Operating Procedure is to provide guidelines to ensure appropriate and effective use of Social Media, as defined in Social Media Policy 520.00, in connection with the College or as regulated by federal, state, and local laws or applicable College policy. This Operating Procedure will adapt as Social Media evolves.

Procedures:

Social Media accounts hosted or sponsored by the College are owned and monitored by JCCC and users should have no expectation of privacy. JCCC reserves the right to remove any posting that violates applicable federal, state, or local laws, or College policies or operating procedures. The opinions expressed by visitors on sites hosted or sponsored by JCCC are those of the person making the post and do not necessarily reflect the opinions, policies, or position of JCCC.

Students and employees who use personal Social Media accounts in association with JCCC courses, student life activities or other JCCC events are considered the owners of such accounts and are individually responsible for the content found in such personal Social Media accounts.

When using Social Media, students and employees are expected to:

  1. Comply with JCCC policies and operating procedures when applicable. For instance, comments made by JCCC students or employees on Social Media concerning other JCCC students or employees that are vulgar, obscene, threatening, intimidating, or harassing may be considered a violation of applicable College policies or operating procedures.
  1. Comply with applicable federal, state, and local laws.
  1. Be aware that personal liability can be incurred for content posted or maintained by individuals on Social Media.
  1. Keep personal Social Media accounts separate from JCCC Social Media accounts.
  1. Only use JCCC logos, trade names, trademarks, or copyrighted material in compliance with College policies, operating procedures, and guidelines, including the Copyright and Patents Policy 425.01, JCCC’s Brand Style Guide, and guidelines in applicable faculty syllabi.

When using Social Media, students are expected to:

  1. Comply with the Student Code of Conduct Policy 319.01.
  1. Comply with specific department, program, course, instructor, classroom, or club and organization rules set forth on the JCCC website, in a course syllabus or in other materials distributed or communicated by JCCC employees, whose rules may be more restrictive than this Operating Procedure.
  1. Uphold the ethical and professional conduct standards of their prospective or current professions and affiliations as directed by a dean, advisor, or course syllabus.

When using Social Media, employees are expected to:

  1. Only post on Social Media in their official capacity as a JCCC employee when authorized to do so.
  1. Be clear when using Social Media if they represent JCCC as an employee of the College in an official capacity.
  1. Avoid creating any impression that they are acting in an official capacity with JCCC or otherwise representing JCCC when using Social Media for private and personal matters unrelated to an employee’s job responsibilities. Consider using a disclaimer such as, “Views and opinions expressed are my own and do not reflect that of my employer” when using personal Social Media accounts that directly identify the College as the employee’s employer.
  1. Keep Sensitive Data and Restricted Data, as defined by the Data Classification and Security Operating Procedure 530.01, confidential and comply with applicable privacy laws, such as the Family Educational Rights and Privacy Act (FERPA).
  1. Only use third party brands, trademarks and copyrighted or confidential material in compliance with the law when using Social Media as an employee of the College.
  1. Uphold the ethical and professional conduct standards of their profession.
  1. Not use Social Media for private or personal matters unrelated to their job responsibilities during hours in which employees are being compensated for their work for JCCC, unless:
i. It is on a very limited basis,
ii. Does not interfere with the employee’s job responsibilities, and
iii. Otherwise complies with these guidelines and College policies and operating procedures.

  1. Plan for business continuity of JCCC hosted or sponsored Social Media accounts for which they are the administrator by:
i. Contacting Strategic Communications and Marketing via socialmedia@jccc.edu when creating new accounts.
ii. Designating at least two administrators when possible or transferring administrator rights to another employee prior to transferring or separating from employment.

  1. Report any concerning behavior on JCCC Social Media by JCCC students, employees, or community members to socialmedia@jccc.edu and be responsive when contacted for follow-up information.

As allowed by law, JCCC may take action if it determines that Social Media use or postings violate College policies or operating procedures. Failure to follow these guidelines could put future participation on JCCC Social Media accounts at risk or may lead to disciplinary action pursuant to applicable College policies and operating procedures. If you have questions about these guidelines, please email socialmedia@jccc.edu.

Signature on File in Policy Office
President

Date of Adoption: 08/06/2013
Revised: 08/15/2019, 11/18/2021, 03/21/2024