Background and Introduction
Clayton State University recognizes the value of social media (defined here as online communities including Facebook, Twitter, YouTube and others) as a significant tool for the creation and dissemination of news and information about the University to its constituencies, including, but not limited to students, prospective students, alumni, faculty and staff, donors, members of the community, and news media. The purpose of these best practices guidelines is to provide common sense guidelines regarding the development and management of content regarding official Clayton State University social media usage, as well as personal social media usage.
- These guidelines are designed for Clayton State University employees participating in social media usage as an official job function on behalf of the university as well as personal social media usage.
- Before creating any pages or accounts to conduct university business, secure the approval of your manager in writing. All content must relate directly to Clayton State University business, programs, and/or services. Posts should be collegiate in tone and should maintain the dignity of the University. All content is subject to review by Marketing and Communications.
- There's no such thing as a "private" social media site. Think before you post.
- Content should link back to the Clayton State University website, www.clayton.edu, as often as is reasonable.
- Do not post sensitive or proprietary information about Clayton State University, or personal, medical or financial information on its students, its alumni or your fellow employees. Use ethical judgment and follow university policies and federal requirements.
- All content published by the University must be accurate and consistent. If you make an error, correct it quickly and visibly.
- Social media presences require diligent care and feeding. If you do not have the time or resources to check in on these sites at least a few minutes each day, and to post fresh content several times a week, reconsider jumping into social media at this time. Be prepared to move quickly in response to new developments and announcements with relevant information on your site. If you start a social media account and then realize that it is not meeting your needs nor the needs of your audience or public, it is best to close the account rather than leave it inactive.
- You are responsible for what you post on your own site and on the sites of others. Be sure that what you post will not expose the university or you to legal liability.
- Copyright and Fair Use Laws apply to content on social media. For information on use of copyrighted text or media (i.e., video, images), refer to http://www.clayton.edu/cid/copyright/. Whenever possible all sources should be cited.
- Social media widgets and tools should not be used if content can be distributed without first being reviewed and approved by an employee or agent of Clayton State University. Also, be aware that when you use any scripts that are hosted external to Clayton State University managed web servers, you potentially expose the University and the visitors of its websites to greater risks.
- The Clayton State University logo is trademarked and use must be approved by the Office of Marketing and Communications. The logo cannot be altered and must be used in compliance with the guidelines of the Office of Image and Communications.
- FERPA requirements apply. Permission must be secured from students before publishing content about them, and photos/video should not be posted without permission.
- Refer news media inquiries to University Relations.
- All crisis and/or emergency communications will be generated by the Office of University Relations in conjunction with the Clayton State Department of Public Safety and be posted on the main University Relations Facebook page and @ClaytonStNews Twitter feed with links back to additional information on www.clayton.edu. Departmental social media sites should not freelance emergency information without central coordination.