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Office of General Counsel Policies & Guidelines

Use of Social Media : SO-Social Media

Policy/Guideline Area

System Office

Applicable Divisions

System Office

Purpose

The objectives of this guideline include:

  • to provide guidance to ensure that social media tools are used properly,
  • to address potential risks, and
  • to ensure consistency across the Tennessee Board of Regents System Office operations. 

Definitions

Social media – includes Facebook, Twitter, You Tube, flickr, LinkedIn, Instagram and related systems.

Policy/Guideline

  1. Professional Social Media Accounts
    1. All official social media accounts representing the Tennessee Board of Regents or its System Office units/departments/functions must be established and maintained by the TBR System Office communications and marketing staff and belong solely to the TBR.
      1. Access to and passwords for the accounts are limited to designated communications/marketing staff members and others only as authorized by the chancellor and/or communications director.
      2. Any accounts created to imply representation of the Tennessee Board of Regents must be approved and authorized by the communications director.
        1. Password access to management of the social media account must be provided to the communications director, even if responsibility for the account resides elsewhere.
      3. Content created for and distributed through TBR social media accounts is the sole property of the TBR and not the employee managing the account. All followers, friends and connections associated with the account belong to the TBR.
        1. TBR social media account managers must relinquish all rights and access to the accounts upon termination of their employment for any reason.
  2. Personal Social Media Accounts
    1. While this policy is not intended to dissuade employees from using personal social media accounts or any other forms of communication protected by local, state or federal law, TBR System Office employees must abide by the following guidelines when using any form of external electronic social networking, communications systems, web logs (blogs), etc. This applies to both TBR resources and all other electronic resources, as well as any personal social media/networking/communications accounts.
      1. Do not imply to represent the TBR in any unauthorized way or identify yourself as a TBR employee or representative when conducting any of the following activities (the following list is intended to be illustrative and not exhaustive).
        1. Posting, sending or displaying any inappropriate materials or messages (especially and including – but not limited to – those identified in TBR Guideline G-054 IT Acceptable Uses http://policies.tbr.edu/guidelines/it-acceptable-uses.
        2. Communicating in a way that could negatively impact the reputation of TBR or interfere with its mission or performance of its employees.
        3. Sharing, accessing or discussing any proprietary or confidential information, especially and including, but not limited to those identified in TBR policies and those governed by copyright law.
        4. Engaging in political activities, private commercial transactions or private business activities.
        5. Violating any federal, state or local law or policy.
      2. TBR employees may be honest about their identities and employment; however, they should make very clear when sharing their personal views that they do not represent the views of the TBR System. A disclaimer should be included on employees’ personal profiles if the TBR is listed as the employer. (Example: “The views/posts/comments/opinions expressed on this site are my own and do not necessarily reflect the views of the Tennessee Board of Regents.”) Employees may not use the TBR seal/logo on any unauthorized or personal postings.
      3. Employees’ social media accounts may be subject to monitoring without notice or consent if these sites are accessed using TBR property or resources.
      4. Violation of these policies/guidelines may result in disciplinary action, up to and including termination.

Sources

Board Meeting June 24, 2016

Contact

Mickey Sheen
615-366-4437
mickey.sheen@tbr.edu