Social Media Policy

Web & Social Media Policy

UCC logo

Print

Version Number: 1.6

Revision date: Tue, 19 Sep 2017 11:49:00 IST

Policy Owner: Director of IT Services


Policy Contents


1 Purpose

University College Cork’s (the “University”) digital estate (defined below in Scope) is vital to the successful promotion, positioning and operation of the University. It is important that all aspects of the digital estate are designed, provisioned and maintained according to best practices and to the highest quality possible. This policy clarifies how the University governs this digital estate and also provides guidelines for users when creating non-academic digital content on behalf of the University.  This policy objectives are:

  1. To outline the management and governance of the University’s digital estate.
  2. To provide collaborative centralised governance for the development, deployment, delivery and maintenance of the University’s online digital estate.
  3. To inform ‘Users’ of the University rules in terms of website and social media.

Back To Top

2 Policy Scope

This document covers policy, procedures and standards relating to the digital estate, meaning the digital platforms or digital spaces through which we provide non-academic information about the University online, including:

  1. The ucc.ie domain and all subdomains and sub sites (excluding those sites whose primary purpose is the provision of digital assets for teaching and learning or research purposes)
  2. Any externally hosted University website that has been developed on behalf of the University for any of its organisational units engaged in promotional activities
  3. Official social media sites created by the University (including repositories of material for Staff and Students)
  4. University profile pages created on third party sites such as Facebook, Twitter, LinkedIn, YouTube, etc.
  5. Users of personal accounts on third party social media sites
  6. UCC YouTube and UCC iTunesU platforms
  7. UCC digital signage

This policy governs the digital estate as outlined above, and applies to heads, staff of all UCC organisational units, UCC students and/or external parties (collectively referred to as “users”). Nothing in this policy shall be construed as a limitation of the academic function of the University, particularly in relation to the provision of digital assets for teaching and learning or research purposes.

For the purposes of this policy:

  • Where digital spaces have been created that serve a dual role as both academic material and promotional material, primary consideration will be given to academic nature of the material within those spaces.
  • Non-academic content means content that is generally of a promotional nature and does not include digital assets for teaching and learning or research purposes.

 


3 Roles and Responsibilities

The following groups are responsible for the governance of the university’s digital estate:

  1. IT Policy Emergency Management Team
  2. The Digital Estate Working Group
  3. Content Information Providers

 

3.1  IT Policy Emergency Management Team

The IT Policy Emergency Management Team includes representation from IT Services and OCLA who in turn will invite appropriate data owners or stakeholders to attend meetings as required. Further details are available in Figure 1 of the IT Policy.  

The responsibilities of the IT Policy Emergency Management Team include:

  1. Executive responsibility for the policy and governance of the digital estate.
  2. Setting the strategic direction for the University’s digital estate.
  3. Approving policies, procedures and standards to govern the University’s digital estate.
  4. Ensure that the governance of the digital estate and its content are functioning correctly.
  5. Manage escalations from DEWG with respect to breach of IT policy in line with the University Emergency Response Plan.

 

3.2 The Digital Estate Working Group (DEWG, dewg@ucc.ie)

The DEWG provide guidance and direction for the University’s websites and social media presence. The group sets strategy, implements policy, defines standards and agrees content for the UCC homepage and other web pages with a promotional function, on a weekly basis. The working group is comprised of an overall content editor from the marketing and communications team and a PR and social media editor, representing the VP for external relations; the UCC webmaster, a web development support specialist, a representative of the Audio Visual and Media Services team, representing IT Services; Students’ Union VP for Welfare and a representative of the Registrar and SVP Academic. This group is divided into technical and content groups who will consider improvements to the digital estate’s technical infrastructure and improvement to the provision of non-academic content across the digital estate. Associate membership may be given to other members of the University community whose input to the management of the digital estate may be necessary from time to time such as, but not limited to:

Photographic Production service

Irish Language translation service

Training service

Film Production service

Graphics Production service

OCLA

Disability support service

Teaching and Learning

 

The responsibilities of the Digital Estate Working Group include:

  1. Setting the strategic direction for the University’s digital estate.
  2. To make decisions regarding the funding, resourcing and strategic priorities of the University digital estate.
  3. To effect the implementation of the University’s official branding guidelines and communications plans on the UCC digital estate.
  4. To meet on a weekly basis.
  5. To review requests for new websites and new official University social media accounts.
  6. To devise policies and procedures for the management of the University’s digital estate, specifically relating to marketing and promotional material.
  7. To evaluate effectiveness, standards and policies for technology and content components.
  8. To escalate compliance issues with respect to legal and regulatory standards including accessibility, security, data protection and freedom of information.
  9. To recommend additional templates or changes to existing templates.
  10. To provide editorial guidance to information providers and ensure website and social media quality and non-academic content integrity.
  11. To facilitate, resolve and forward issues of non-compliance with UCC IT policies (Social Media Policy, etc.).
  12. To convene sub groups to discuss the improvement of the provision of non-academic information across all aspects of the digital estate.
  13. To take direction from the Governance Board through bi-monthly progress meetings.
  14. To report on project plans and developments to the steering group at least once a semester.

 

3.3 Content Providers

Managers of UCC organisational units are considered the content providers for their organisational units. They may delegate day-to-day responsibility to a member or members of their organisational unit (or an external party), to create and maintain the digital estate of that organisational unit. They have responsibility for the state of their portion of the overall UCC digital estate.  

The responsibilities of the content providers include:

  1. To inform the DEWG when responsibility for the day to day maintenance of their portion of the University’s digital estate has been delegated to a named individual or individuals.
  2. To undertake to create a digital communications plan for their portion of the digital estate, a part of which will be a content review plan for their website(s) and social media presences whereby they will outline how often they will review their non-academic content.
  3. To keep their websites and other aspects of the digital estate up to date.
  4. To create non-academic content that is extensible and reusable across the UCC digital estate where relevant.
  5. To create non-academic content that adheres to best practices for accessibility.
  6. To create non-academic content that adheres to the branding guidelines.
  7. To create non-academic content that adheres to the agreed language style guide of the University.
  8. To adhere to the procedure for the establishment and use of UCC organisational unit social media accounts.
  9. To adhere to the procedures for the establishment and use of UCC organisational unit websites.
  10. To consult with the DEWG in good time before commissioning any bespoke website design work or audio visual media services.
  11. To only use approved website designers and developers and approved suppliers of Audio Visual Media Services (contact dewg@ucc.ie for a list of currently approved designers and developers).

 

Guidance on creating communications plans can be sought from the Digital Estate Working Group. Guidance on creating content that is extensible and reusable; adheres to best practices for accessibility; adheres to branding guidelines and adheres to the agreed language style guide of the University can also be sought from the Digital Estate Working Group through the DEWG website at http://www.ucc.ie/en/dewg/ or by email to dewg@ucc.ie.


4 Policy Text

Social Media Policy

Official University Social Media Accounts

Organisational Unit Social Media Accounts

Third Party Social Media Sites

 

4.1 The University Website Policy

The University website (*.ucc.ie) is the sole property of UCC; while certain staff will have access to edit certain portions of the site, create new content, and remove old content, the site and all its sub-sites remain the property of the University.

The University website homepage is ultimately the responsibility of the Vice President for External Relations (or their nominee). Any requests for changes to the University homepage must be made through the DEWG and will be reviewed on a case-by-case basis.

4.2 Social Media Policy

Users must at all times use social media sites in a responsible manner, having due regard to the rights and reputation of the University and of others. In particular, Users are required to comply with the following rules:

  1. Do not use social media sites for any purpose which is prohibited under the terms of the Acceptable Use policy.
  2. Do not use social media so as to contravene or breach the laws of Ireland, specifically in relation to: privacy rights, defamation law and data protection law.
  3. Do not use social media sites to engage in any form of bullying or behaviour which is illegal or likely to cause harassment to others (e.g. stalking, grooming of minors, etc.).
  4. Do not excessively duplicate previously posted communications (other Users may consider this as spam).
  5. Do not impersonate any other person nor engage in trolling (i.e. intentionally insulting and harassing people via the Internet).
  6. Do not post any material which breaches the intellectual property rights of third parties (e.g. logos, written works, diagrams, pictures, music, video/film clips, etc.); where necessary the express permission of the rights holder should be obtained.
  7. When posting as individuals, Users are asked to consider that it may be appropriate for them to identify any personal views expressed by them, on third party websites, as their own and not representing the University (for example the following disclaimer is often stated on twitter accounts: “all views expressed here are my own and don’t reflect the views of my employer”). Please refer to the Acceptable Usage policy, Personal Websites Section for further clarification.
  8. While recognising the importance of academic freedom, Users must ensure that they adhere to this Policy for any official University accounts.
  9. Do not post material which is confidential and proprietary to the University or which could have the effect of damaging the reputation of the University or the privacy or reputation of any third party. 
  10. Do not post material which would identify a third party (e.g. comments, photographs, video clips etc.) without the express permission of the third party concerned.
  11. Ensure that information posted is accurate and not misleading.
  12. Do not post material for the purpose of embarrassing people or which will bring that person or the University into disrepute.
  13. Do not use the name of the University, including any emblems or logos, to promote their own commercial objectives or activities.
  14. Do not use the name of the University, including any emblems or logos to imply that the University endorses an activity without its prior written consent.
  15. Respect University time and property: University IT Resources are reserved for the use of Staff and Students for University related business, research and study. 

 

4.3 Official University Social Media Accounts

The Office of Media and Public Relations and the Office of Marketing and Communications shall maintain the official University social media account on any given social media platform. The following is a link to a list of official University social media accounts:  http://www.ucc.ie/en/connect/

  1. Only the President, the Vice-President for External Relations (or their nominee) may set up an official social media account on behalf of the University.
  2. The operation of some official University social media accounts may be devolved, with permission from the Vice-President for External Relations, to an office other than the office of media and public relations or the office of marketing and communications.
  3. All official University social media accounts shall be operated within the rules established in this Policy.
  4. All official University social media accounts shall contain a link (where feasible) to this policy. 

 

4.4 University Organisational Unit Social Media Accounts

  1. Only the head of unit (or their nominee) may approve the set up a University organisational unit social media account.
  2. The operation of a University organisational unit social media account may be devolved, with permission from the head of unit (or their nominee), to named persons within the organisational unit.
  3. A University organisational unit social media account must have the initials “UCC” in the account name (preferably at the beginning of the name e.g. uccsport or uccenglish).
  4. It is not always appropriate for a University organisational unit to maintain its own social media accounts (depending on the platform and other circumstances) - The Office of Marketing and Communications (via dewg@ucc.ie) must be consulted before the account is created.
  5. On the establishment of a University organisational unit social media account, the Office of Marketing and Communications (via dewg@ucc.ie) must be informed of:
  6. The type of social media account being established,
  7. The name of the social media account,
  8. The name(s) of the nominated staff member(s) who will maintain the account, and
  9. The web address of the account on the relevant platform.
  10. The office of marketing and communications shall endeavour to maintain a public list of these web links, accessible from the University website at http://www.ucc.ie/en/connect/
  11. The use of University branding on University organisational unit accounts is subject to consultation with the Office of Marketing and Communications.
  12. University organisational units should, where possible, provide a link to their University website from their social media account.
  13. University organisational units should, where possible, provide links/connections to other University organisational units’ social media accounts.
  14. All University organisational unit social media accounts shall be operated within the rules established in this Policy.
  15. All University organisational unit social media accounts shall contain a link (where feasible) to this Policy.

 

IT Services provides free classroom based training for Staff on how to set up and maintain various social media accounts – contact tcentre@ucc.ie for details on what courses are available. 

4.5 Third party social media sites

Third party social media sites, such as Facebook, twitter, YouTube and LinkedIn are used at the User’s own risk and since the University has no control over these sites, the University cannot take any responsibility for data stored on these sites. Users should familiarise themselves with the terms and conditions governing all social media sites and adhere to these conditions, in addition to the regulations set out in this Policy. Users should ensure that they protect themselves, read and familiarise themselves with any privacy policy governing the site to ensure that they are happy with the uses and disclosures that may be made of their data. It is recommended that Users maintain the highest possible privacy settings (i.e. “private” profile on Facebook). Users should be aware that this security may not be possible on some services (such as Twitter or LinkedIn).

The following relate to the Twitter social media platform:

  • You must use “UCC” as part of your Twitter account name.
  • Keep the account name as short as possible to enable other Twitter users to retweet your tweets more easily and to reference your account more easily within the 140 character limit for tweets.
  • Make sure your account follows the official University Twitter account so that you can retweet tweets from the official University Twitter account.
  • Identify your Twitter account to the University Twitter account so that a follow back can be reciprocated, allowing the University Twitter account to retweet your tweets to its followers when appropriate (thus sending your message to a wider audience).

 

The following relate to the Facebook social media platform:

  • You must use “UCC” as part of your Facebook account name and Facebook page address.
  • Make sure your Facebook page “likes” other University Facebook pages.
  • Identify your Facebook page to the University Facebook page so that the University Facebook page can add your page to its list of “Liked” pages, allowing the University Facebook page to share your updates more easily.

 

The following relate to the YouTube social media platform:

  • You must use “UCC” as part of your YouTube account name.

 

4.6 Think before you post

Even where social media accounts have been deactivated, copies of user information may still remain online. Before posting content on a social media site, Users should consider the permanent online footprint they are creating in doing so. The nature of the Internet provides unique opportunities for copying and dissemination of information, regardless of the originator’s intentions. Users should think carefully about whether they are happy for their information to be made available in this manner, not just now, but into the future (such as in the context of exams, future job applications, etc.).  The potential for copying information on the Internet makes it difficult to permanently delete user information.

4.7 Compliance with Policy

The University reserves the right to monitor, intercept and review, without notice, the postings and activities of staff, students and alumni where there is reason to suspect that this Policy is being breached, or where deemed necessary by the University for other legitimate reasons.  A working group has been established by the University to advise senior management on websites and social media site content, including any breach of compliance with policy. This group is called the Digital Estate Working Group (email address dewg@ucc.ie).


5 Supporting Procedures, Policies and or Statutes

Please note that certain additional University policies and procedures supplement this Policy and should be read in conjunction with this Policy.  All Users should ensure compliance with all relevant University policies and procedures. These include but are not limited to the following:

 


6 Breach of Policy

Please refer to IT Policy Framework Breach protocol for all IT Policies https://www.ucc.ie/en/it-policies/policies/it-policy/#breach



7 Review and Approval

The University reserves the right to amend this Policy at any time in any manner in which the University sees fit at the absolute discretion of the University or the President of the University.

Any such revisions will be noted in the revision history of the policy, which are available to you on the website and by continuing to use the University’s IT Resources following any updated you will be deemed to have accepted the revised terms of this Policy.

Approval Date

Tue, 19 Sep 2017 11:35:00 IST

Summary of Policy Changes

Date of this revision: 19/9/2017

Date of next review: 19/09/2018

 

Draft Version Number/Revision Number

Revision Date

Summary of Changes

0.1

18/09/2012

Draft received from OCLA

0.2

9/10/2012

Draft updated in newly approved format and suggestions accepted

0.3

06/11/2012

Revised OCLA draft

0.4

21/11/2012

Revised draft to include revised external parties definition

0.5

28/11/2012

Revised draft based on Student Union feedback

0.6

18/1/2013

Changes based on Further Revisions of the document

0.7

21/02/2013

Changes based on feedback from IS&ER committee

0.8

08/03/2013

Revised based on feedback from IT Staff

0.9

14/03/2013

Changes based on feedback from IS&ER committee

1.1

11/4/2013

Changes based on feedback from College of Business and Law

1.2

14/05/2013

Included Clarifications from the College of business and Law

1.3

27/5/2013

Minor changes from Academic council

1.4

01/09/2016

2016 review: Strengthen monitoring and consequence for inappropriate use - by OCLA.

1.5

16/06/2017

Merge content from ‘Digital Estate Governance Policy Version 1.0’ into this document.

Extend scope of this policy to reference UCC websites.

1.6

19/09/2017

Converted contented from pdf format to web format.

 

Consultation History

Revision Number

Consultation Date

Names of Parties in Consultation

Summary of Changes

 

 

 

 

 

Approval

This document requires the following approvals:

Name

Title

Date

Gerard Culley

Director of Information Technology

 

John Fitzgerald

Director of Information Services

 

John Morrison

Chair of IS & ER committee

 

Michael Farrell

Corporate Secretary

 

Heads of College

 

 

Academic Council

 

 


8 Further Information

Contact Email:it_director@ucc.ie

Contact Name:

Director of IT Services

Contact Telephone Number:

021 49002215
Back To Top

Definitions

Please see the for a list of definitions common to all UCC IT policies and procedures. <link>.  For the purposes of this Policy, the following capitalised terms (which are used throughout this Policy) shall have the following meanings:

 

Term

Definition

Digital Estate Working Group (DEWG, dewg@ucc.ie)

 

The DEWG manages the day-to-day running of the University’s websites and social media presence. It is comprised of representatives of:

  • IT;
  • Marketing and Communications;
  • Media and Public Relations;
  • Registrar’s Office.

For more information reference the Digital Estate Governance Policy Digital Estate Governance Policy

 

External Parties

All the University’s subsidiary companies, contractors, researchers, visitors and/or any other parties who have access to the University’s IT Resources.

Heads

Heads can mean: a head of college or college manager; a director of a service or centre; a head of school/department/discipline or school/departmental manager; principal investigator for a research project, society auditor, club president or captain

Policy

This Social Media Policy.

 

Staff

All full-time and part-time employees of the University, including research Staff funded externally

Student

A Student, either full-time or part-time, registered with UCC.

University IT Resources

IT resources include those provided centrally by the University’s IT Services as well as those provided locally in its offices, departments, schools, colleges or other units.  This includes University IT resources accessed remotely via without limitation:

  • The University’s network and connected networks and to all equipment connected to those networks physically or via wireless.
  • Any networks created independently off the campus network, if they are connected to the University network.
  • All University-owned IT equipment including servers, desktops, laptops, tablets, mobile devices and network-related equipment.
  • Any equipment owned by third parties, leased or personally-owned which use the University network, in conjunction with their work or study in the University.

UCC Organisational Unit

UCC organisational unit can include colleges, faculties, schools, departments, research institutes, units, centres, administrative offices, service offices, student organisations such as the student’s union, societies or clubs;

University or UCC

University College Cork – National University of Ireland, Cork

Users

All Students, Staff and External Parties.

 

Back To Top
Close X