This policy defines the rules and procedures for the use of an official University social media account (see definition below) to ensure that University-sponsored social media activity is both legal and in compliance with University policies.
Adelphi University “the University” authorizes the creation and use of University social media accounts, provided their use is professional, protects the reputation and brand of the University, and complies with Adelphi policies and applicable laws and regulations.
Reason for Policy
The University encourages the use of social media to connect with others, including students, employees, alumni and friends of the University. Social media sites are excellent venues to communicate and encourage engaging discussions about University current events, issues, mission, accolades, organizations and people. This policy defines the rules and procedures for the use of an official University social media account (see definition below) to ensure that University-sponsored social media activity is both legal and in compliance with University policies.
Who Is Governed by this Policy
Faculty, Staff, Alumni, Students, Volunteers and the Board of Trustees
The University recognizes the value of social media platforms to enhance the communication to faculty, staff, alumni and students as well as the general public. The University must balance its support of social media for communication purposes with the need for oversight and responsibility so that risks for unauthorized or inaccurate communications are minimized. This policy explains how the University exercises professional oversight of the authorized social media platforms. The University is committed to establishing a program that will maintain confidence that the social media communications achieve our educational mission and our responsibility to the general public for open and accurate communication.
All University social media accounts must adhere to state and federal laws and regulations, and University policies. Only public information may be posted on official University social media accounts. Official University Social Media Accounts must not contain sensitive personal information as defined in New York State laws, or other confidential information as defined by the Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), and National Collegiate Athletic Association (NCAA) Regulations, as applicable. Any sensitive personal information or other confidential information posted on an official University social media account must be removed by the site administrator as soon as practically possible upon discovery.
University Social Media Account
A University social media account is any registered account administered by an official University unit on any social network used in support of the business function or needs of that unit. Typically, these accounts include the name of Adelphi University and the name of the unit.
Branding and Content for University Social Media– For any official University social media account, the social media icon and/or profile image must comply with any applicable University branding standards. The social media icon and/or profile image can be a photograph related to the administrator’s entity, an approved logo for that entity, or another appropriately branded image. All images should be 72 dpi resolution for web.
Use of University social media accounts must be conducted in a manner that is professional, protects the reputation and brand of Adelphi, and is in compliance with Adelphi policies.
Official University social media accounts are expected to post regularly (A minimum of 3 posts per week for Facebook and Instagram and 5 posts per week on Twitter during the school year). Official University social media accounts that are inactive for 60 days or more will be removed from the University’s social media page.
New Social Media Accounts– University Communications and other communications professionals at the unit level collaborate to review and approve the establishment of new University social media accounts. Communications professionals at the unit level document the University social media accounts in their units and provide training and support to account administrators in their units.
Prohibited Conduct on Social Media Accounts of the University– Prohibited conduct includes use of social media in a way that constitutes libel, false advertising, copyright or trademark infringement, harassment, professional misconduct or a violation of privacy or other rights protected under the law.
The University will pursue repercussions for those who engage in deliberate misuse of the social media accounts of the University.
Note: The Office of University Communications is not responsible for shared content of social media accounts administered by outside groups or individuals.
Business Use of Social Media
Adelphi University employees may be authorized to use social media at work to promote the Adelphi brand and encourage active engagement in the life of the University. These individuals must maintain Adelphi’s brand identity, integrity and reputation, while minimizing potential legal risks.
Personal Use of Social Media
This policy does not seek to limit personal use of social media by faculty, staff members or students. Adelphi employees and students may mention their Adelphi affiliation in the “bio” or “about” sections of personal social media accounts, but are prohibited from using Adelphi brand elements on personal accounts in ways that might be interpreted as representing Adelphi University (for example, using the University’s insignia as a profile photo).
Social Media “House Rules”
Adelphi encourages social media users to interact with the University and one another freely, but is not responsible for comments or wall posts made by visitors to or fans of Adelphi accounts. Comments posted by visitors and fans may not reflect official views or policies of the University.
Launching or Assuming Responsibility for University Social Media Accounts
To establish a University social media account, contact the communications professional at the unit level. If your unit does not have a communications professional, contact University Communications.
Account administrators must correct or modify University social media accounts under their control, as directed by University Communications and the communications professional at the unit level.
Account administrators must terminate any University social media account that cannot be made compliant with this policy.
Communications Professional at the Unit Level
Communications professionals at the unit level are expected to:
- Inform University Communications of new requests for University social media accounts.
- Maintain a list of University social media accounts in their units.
- Train account administrators in their units about their roles under this policy.
Required Actions Upon Change in an Individual’s University Status
When the status of an individual with access to a University social media account changes (e.g., role change within unit, transfer to another unit or separation from the University), the individual is expected to surrender that access. The account administrator will transfer that access, as appropriate, to another staff member.
Account administrators inform communications professionals at the unit level about changes in University social media accounts, including requests for new accounts, the decommissioning of users or the closing of accounts. For guidance, contact University Communications.
Account administrators are expected to de-provision an individual’s access to a University social media account when that individual’s status with the University changes (e.g., role change within unit, transfer to another unit or separation from the University). De-provisioning is required for all access privileges managed within the unit, including social media platforms (e.g., Twitter, Facebook, Google+, etc.); social media tools (e.g., Hootsuite, Sprout Social, etc.); and exclusively Adelphi resources.
- Review the individual’s access to all social media platforms, social media tools, and exclusively Adelphi resources, and revoke where appropriate.
- Where appropriate, review and modify passwords for all accounts to prevent unauthorized access.
- New administrators must review social media policy, strategy and brand guidelines with University Communications and the communications professional at the unit level.
Communications Professional at the Unit Level
Communications professionals at the unit level are responsible to review the social media policy, strategy and brand guidelines with new account administrators. The communications professionals are responsible for updating the list of University social media accounts in their units.
Account Administrator– An Adelphi faculty member, staff member or student who administers or authors content for any University social media account (see definition below).
Communications Professional at the Unit Level– A University staff member within a unit charged with communications oversight at the unit level.
Copyright –A form of intellectual property law protecting original works of authorship, including literary, dramatic, musical and artistic works. A copyright does not protect facts, ideas, systems or methods of operation—only the way these objects may be expressed.
Social Media– A website or application external to Adelphi University that permits sharing of information between people. This includes Internet-based social networking applications, blogs, chat rooms, collaborative information and publishing systems, video- and photo-sharing websites (e.g., Facebook, Twitter, etc.), and other websites with user-generated content.
Unit– A college, department, program, research center, service or transaction center, office or other operating unit.
University Social Media Account– Any registered account administered by an official University unit on any social network used in support of the business function or needs of that unit. Typically, these accounts include the name of Adelphi University and the name of the unit.
Note: Accounts administered by any other groups or individuals are considered nonsponsored accounts, and the University is not responsible for the content shared on those accounts.
User– A person who places postings, commentary or other content on a University social media account or space.
This policy does not have procedures associated with it at this time. Upon periodic policy review, this area will be evaluated to determine if additional information is needed to supplement the policy.
This policy does not have forms associated with it at this time. Upon periodic policy review, this area will be evaluated to determine if additional information is needed to supplement the policy.
- Last Reviewed Date: January 3, 2020
- Last Revised Date: October, 2019
- Policy Origination Date: May 2018
Who Approved This Policy
The Executive Leadership approved this policy in January 2020.