HomeMy WebLinkAbout18-3 Social Media Policy POLICY
Section Policy No. Page
neehtll Communications 18-3 1 of 4
COUNTY Policy Title Date: Motion No.
Social Media November 24, 2020 517/2020
Purpose:
Council recognizes the importance of public consultation with stakeholders, prominently our residents,
through various communications tools, including social media.The purpose of this policy is to set out direction
and requirements which must be followed.
Policy Guidelines:
Kneehill County supports the use of social media as a communication tool for information sharing, and to
achieve strategic communication goals. Social media can complement traditional communications and
marketing mediums.
Social Media refers to freely accessible, interactive web-based technologies used to produce, post and interact
through text, images,video and audio to inform, promote, and collaborate.
Policy Procedure:
1. Establishing Kneehill County's Social Media Presence
• All social media accounts will be created and removed through the Communications Officer or
designate, as determined by the CAO.
• The accounts will adhere to organizational standards of municipal government professionalism in
branding as well as simple, accurate information.
• Social media accounts will include an introductory statement confirming the purpose and scope of
the site as well as posting guidelines for use, and a legal statement providing a legal disclaimer.
• Account access information will be housed with Communications as well as the Records
Management.The CAO and designates must be able to access account information at all times.
2. Participation & Maintaining Social Media Accounts
The scope of this policy encompasses all departments within Kneehill County including all employees,
contractors, councillors, and community members.
The CAO will authorize certain employees to represent our organization on social media accounts, including
Kneehill County's Communications Officer and Public Information Officer.
Communications Officer, or Designate Responsibilities:
• Implementing, monitoring and evaluating this policy and its use.
• Managing the organization's social media presence to ensure quality and effective efforts in
supporting our organizations strategies and goals.
• Communications will work with departments to initiate social media as part of the projects
communication plan (to complement the Public Consultation Policy).
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Section Policy No. Page
Communications 18-3 2 of 4
Policy Title Date: Motion No.
Social Media November 24, 2020 517/2020
• Will post information via the County's social media sites to ensure that messages are simple and
engaging, and where appropriate, link users to the County's website for more information.
• Will ensure all content posted on County social media sites is consistent with the promotional or
informative initiative and is approved for publication or dissemination by the Communications Officer
or designate.
Employee Responsibilities:
• Only those authorized by the CAO or designate may represent our organization on social media sites,
with a clear need and purpose outlined.
• County employees must not do anything to harm the reputation of Kneehill County,whether or not
they are authorized users of our social media sites.
• Personal opinions will not be posted.
• In their capacity as private citizens, Kneehill County employees have the same rights of free speech as
other citizens, however,they may not represent Kneehill County on their own personal social media
sites, and they are reminded that they are bound by the Human Resources Policy in regards to
professionalism and protection of privacy, and must not disclose any County information or content
that they are not specifically authorized to disclose.
• Acting as a private citizen, a Kneehill County employee must use a private email address and make
every reasonable effort to make it clear that their contribution to social media sites is as a private
individual, not a representative of the County.
Council Responsibilities:
• Kneehill County Councillors should consider the following when discussing, sharing or commenting on
municipal business on any social media accounts, including personal accounts:
o The Reeve speaks on behalf of the organization as Public Information Officer, and any posts
must comply with the guidelines outlined in this policy.
o Unless otherwise authorized by Council motion, Councillors should not discuss municipal
business within their posts to personal social media sites.
Maintenance of Social Media Accounts:
• Kneehill County's social media sites will be used mainly to promote and disseminate information.
• The County cannot commit to reply to every communication received via social media, however,the
Communications Officer or designate will make every effort to respond to posted comments within 2
business days.
• County social media accounts will not be monitored outside regular business office hours.
• Comments and conversations on social media sites will not be deemed as official correspondence.
They are deemed public inquiries, therefore will not be recorded or managed in a formal manner.
Tom!
POLICY
Section Policy No. Page
Communications 18-3 3 of 4
Policy Title Date: Motion No.
Social Media November 24, 2020 517/2020
• Wherever possible, the Communications Officer will leave all user-created content unmodified,
including those of complaints or criticism.Where user-created content is hateful, derogatory, abusive,
inflammatory, offensive, or jeopardizes the privacy of others,the comment may be deleted or altered
to fix the abuse.
o Any post deemed inappropriate by the Communications Officer or designate will be printed,
stored and then deleted or removed from the account(when possible). A response will be
made identifying that the content was modified or deleted.
o The Communications Officer or designate may block the offending user from the County's
social media account(s) if possible. If a user is blocked,the reasons for the decision and any
background information must be documented and stored with Records Management.
3. Information Dissemination
The Kneehill County website will remain as the primary web presence, social media is a tool to enhance the
website usage through promotion and information dissemination.
• Content will be communicated in a simple, timely and accurate fashion,following key messaging
guidelines where possible.
• Social media accounts may publicize the followings:
a. Council meeting notices and referrals to website for minutes
b. Upcoming Kneehill County events
c. Notifications such as road closures/openings and fire ban issuances
d. Regional or sponsored events, if deemed appropriate to post by Communications
e. Emergency notifications, in consultation with Emergency Management
• Messages from individuals and outside organizations directed to the County's social media accounts
will be forwarded to Administration or Department Managers during regular business hours.
• Responses to messages, when deemed appropriate, will refer to the guiding principles in this policy
and will refer the individual to the website for further information, if possible.
• Debating is not advisable or appropriate.
4.Guiding Principles for Social Media
These guiding principles express the qualities for social media use in Kneehill County.
Transparency: to present the County in an open, accountable manner.
Customer Service: information, promotion, engagement to improve public service.
Quality: information and knowledge offered in a timely, accurate and professional way
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Section Policy No. Page
Communications 18-3 4 of 4
Policy Title Date: Motion No.
Social Media November 24, 2020 517/2020
Respect:the same professional and ethical conduct is required in social media interactions as in the
workplace.
Legislative:to adhere to applicable regulations, policies and plans to ensure professional and ethical
conduct, including the Freedom of Information and Protection of Privacy Act.
gill6414
Mike Haugen,
Jerry Wittstock, CAO
Reeve
Approved: October 13, 2015 407/15
Approved: November 24, 2020 517/2020
Review Date: November 24,2024