Contents
Intro
The following policy is in place so that Asbury University may: maintain a consistent look/brand, develop a more efficient process for delivering information, ensure quality of the presentation, and protect the University from liability and inaccurate/harmful representation. Violating any of these rules may result in discipline outlined by the Asbury University Community Standards.
Employees, in all institutional roles, need to follow the same behavioral standards online as they would in real life. The same laws, professional expectations, and Asbury University community standards and policies for interacting with students, parents, alumni, donors, media, and other University constituents apply in social mediums as in the real world. The university’s current employee policies – including those found in the staff and faculty handbooks – apply to employee use of social media, as do local, state and federal laws.
- Employees are liable for anything they post to official Asbury University social media sites.
- On personal accounts, employees must make certain that views expressed cannot be construed as being those of Asbury University.
This policy applies to but is not limited to websites and apps such as Facebook, Twitter, Instagram, Snapchat, LinkedIn, Pinterest, Reddit, WordPress, Wikis, and YouTube.
In this policy, “SMM” refers to Asbury’s Social Media Manager who may be reached by emailing socialmedia@asbury.edu – Execution of the main official Asbury social media accounts will be done by the SMM.
Creating an Official Asbury University Social Media Account
Groups on campus may wish to create an official Asbury University social media account to improve their online presence. Examples of Asbury groups: Women’s Volleyball, Asbury Collegian, Art Department, Class of 2021, etc.
NOTE: You may not set up your own Asbury University social media account.
If you would like to have a social media account created for Asbury University, you must do the following:
- You must get approval from your department head. The department head will be responsible in overseeing the social media account and the students or staff who post to it. (For example, if you are an equine student wanting to make a Facebook page for the Vaulting team, you must first get permission from the head of the Equine department.)
- You must fill out this request form to submit the request to the SMM (Asbury’s Social Media Manager). The standard username format is @asbury[department] (e.g., @asburyhonors). If this username is already taken, exceptions will be made on a case by case basis.
- Once you have submitted the request and been approved, the SMM will set up the social media account and then give you access.
- The SMM must have access to the account at all times. In most cases, this means the SMM must have accurate login information. In the case of a Facebook page, the SMM must be an admin.
The SMM can make any alteration to current or future posts, pages or any other social media accounts representing the University.
Any page created without authorization is subject to be deleted or altered in any way that fits the policies of Asbury University. Any login information not reported to the SMM is subject to be altered by the Director of Strategic Communications.
Any page request can be denied at any time by the Social Media Manager or the Director of Strategic Communications.
Running an Official Asbury University Social Media Account
Once an official Asbury social media account has been created, it must follow these guidelines. If an account becomes inactive or does not follow this policy, it may be deleted.
Department heads are responsible for the social media account and it’s supervisor(s). They may assign a staff or faculty member to be the account’s supervisor or chose to be the supervisor themselves. Students may be assigned as content creators, but never as the account’s supervisor. All login information needs to be reset when a student content creator leaves the position. (Unless the account is a Facebook page in which no login information needs to be altered, the student simply needs to be removed from the manager list.) Whenever login information is reset, the SMM must be notified with the updated information. The account supervisor will be responsible for any posts or information posted on the account. Every official Asbury University social media account must have at least one faculty or staff person managing and monitoring the account (in addition to the SMM) to ensure it meets all criteria mentioned in the Asbury University Social Media Policy.
- Official Asbury social media accounts must be posted to at least once a week. Ideally, they should have 3-5 posts a week.
- Any graphics, promotions, or promotional videos must be approved by the SMM before they are posted.
- All content should be age appropriate. Do not post information, photos or videos that will reflect negatively on you, your academic department, or Asbury University. All official posting should reflect the University mission statement and values. Always be respectful of all audiences.
- Copyright: You must have written permission prior to using any copyrighted or proprietary materials such as music, art, photographs, videos or texts.
- Permission: In general, verbal or written permission (or a Photo Release Form) must be obtained from individuals whose images are identifiable.
- Personally identifiable information that can be used to locate someone offline, including but not limited to phone numbers, home or local addresses, birth date, and email addresses, should not be posted.
- Remember that the Family Educational Rights and Privacy Act (FERPA) protects the privacy of student education records. The University’s email system (not Facebook, Twitter, or other social media) must be used when communicating about an issue involving any specific student.
- Think Twice Before Posting: Privacy does not exist in the world of social media. Consider what could happen if a post becomes widely known and how that may reflect both on the poster and the University. Search engines can turn up posts years after they are created, and comments can be screenshot. If you wouldn’t say it at a conference or to a member of the media, consider whether you should post it online. If you are unsure about posting something or responding to a comment, ask your supervisor for input or contact the SMM at socialmedia@asbury.edu or (859) 858-3511 x2163
- Strive for Accuracy: Get the facts straight before posting them on social media. Review content for grammatical and spelling errors. This is especially important if posting on behalf of the University in any capacity.
- Be Respectful: Understand that content contributed to a social media site could encourage comments or discussion of opposing ideas. Responses should be considered carefully in light of how they would reflect on the poster and/or the University and its institutional voice. Respond in a timely and courteous manner. Disagreements may occur, but opinions should be appropriate and polite.
- When responding to comments, focus on respectful dialogue rather than confrontation or blame.
- Please refrain from commenting on current events or breaking news unless approved by Strategic Communications.
- Obey the Terms of Service of any social media platform employed.
- The department head and the SMM must have access to the account at all times. In most cases, this means up to date login information. In the case of a Facebook page, the department head and SMM must be an admin.
- All Asbury social media accounts/profiles should be clearly labeled as representing the University, and should include a link to the website for the relevant department or program whenever possible. All pages must have a relevant/appropriate logo and branding that is in line with Asbury University’s style guide.
The SMM can make any alteration to current or future posts, pages or any other social media accounts representing the University.
Advertisements, Geofilters, Contests, and Hashtags
All web and social media advertisements must be created and set up by Strategic Communications. (Asbury’s Marketing Department) If you would like to request an ad, please contact Asbury’s Social Media Manager at socialmedia@asbury.edu
All Geofilters must be set up by the SMM. If you would like to have a community or on-demand geofilter, you must contact the SMM to set it up. This includes, but is not limited to, filters for Highbridge, Freshman Formal, Legacy Games, and Homecoming. Requestors may be responsible for expenses geofilters.
Contests must be approved by the SMM before they are posted on social media.
Hashtags on Asbury social media posts should be from the approved hashtag list found here. Any new Asbury hashtags need to be approved by the SMM.
Contact the SMM at socialmedia@asbury.edu
Asbury University branding or property on unofficial accounts
- Any social media page that is NOT an official page of Asbury University may not use Asbury University’s logos, images, iconography, name, or branding in any way. Do not use Asbury University’s name to promote a product, cause, or political party or candidate.
- No new logos or iconography should be created without consent/approval of Strategic Communications.
- Asbury University’s property may not be used for photos or videos publicly posted online without a signed location release form. This includes, but is not limited to, any film, photo shoot, or web series.
Any account that is found using Asbury University’s name, logos, branding, or property without approval will be reported to that particular social media site to be removed. Staff or students operating said account may be subject to discipline outlined by the Asbury University Community Standards.
If you have any questions regarding the Social Media Policy, please contact the Social Media Manager at socialmedia@asbury.edu