Social Media Policy of a Government Agency

Creating a social media policy with/for a government agency is not a quick process. Get to know the agency. Write a draft. Gather feedback from key staff members. Discuss with staff members. Revise draft. Get more feedback. Revise draft again. Send to legal representation. Discuss with legal. Revise draft. Declare final copy (while also declaring its a living document).

The below social media policy was created collaboratively with MORPC (Mid-Ohio Regional Planning Commission) staff and lawyers and ShinyDoor.

MORPC is unique in that 1.) They understand the value of social media to increase outreach. 2.) Their management said to keep the document simple. (The end result is as simple as one can get when integrating others' concerns, espcially lawyers'.)   3.)They are willing to share their social media policy. Below you will find the text and a dowload to a Word document of the policy. You are welcome to use as needed for your organization.

Want to guess which portions were inserted by the lawyers???

MORPC Social Media Policy
 
Vision & Purpose for Using Social Media
 
MORPC is increasingly exploring how online and mobile interactions can benefit MORPC and MORPC staff members in working toward MORPC’s mission. MORPC is the place where visions and ideas about our growing region are created, designed, discussed, and embraced. By expanding MORPC’s presence online we are expanding opportunities for the creation, design, discussion and adoption of ideas about our region.
 
MORPC believes in dialogue among MORPC staff members, our partners, members, volunteers and the general public regarding MORPC’s mission. Such dialogue is inherent in our model of innovation, and in our commitment to transparency. We believe MORPC staff members can both derive and provide important benefits from exchanges of perspective.
 
Therefore, it is very much in MORPC's interest—and, we believe, in each MORPC staff person’s own interest also—to be aware of and participate in this sphere of information, interaction and idea exchange:
 
To learn: As a community focused agency, we believe in the importance of open exchange and learning—between MORPC and our members and between MORPC and the public. The rapidly growing phenomenon of user-generated web content is an important arena for community focused engagement and learning.
 
To contribute: We are researching, discussing and working on issues important to our region everyday.  Online and mobile interactions provide an opportunity for MORPC to further contribute our experiences and knowledge to public dialogue.
 
To engage: The MORPC Mission Statement and our Strategic Plan both task us with engaging our members, government officials, citizens, businesses, other decision makers and the public regarding MORPC’s mission.  MORPC seeks diverse participation in its work and efforts that reflect the variety of interests and complexities of the region. Online and mobile interactions help us further develop relationships with our existing community while expanding our reach.
 
MORPC Mission Statement:
The Mid-Ohio Regional Planning Commission (MORPC) will be the regional voice and a catalyst for sustainability and economic prosperity in order to secure a competitive advantage for central Ohio.
 
The MORPC Strategic Plan includes a focus upon outreach, defined by the following statements:

• Ensure all MORPC committee members feel connected to MORPC and serve as ambassadors for the organization.
• Raise engagement, awareness and recognition across the region of MORPC, our mission and accomplishments.
• Help our community (government officials, citizens, businesses and other decision makers) better understand what our region is, our connections and develop a more regional perspective.
• Better position and communicate our aspirations and priorities from the strategic plan.             
• Create a Diversity Committee of MORPC members and the community.

MORPC Social Media Guidelines
 
APPLICABILITY OF THIS POLICY

MORPC does not seek to control, through this policy or otherwise, the purely personal online content posted by MORPC staff members, when that content is posted during non-working time, is posted using the staff member’s own equipment, is unrelated to and does not identify MORPC or the staff member’s position with MORPC, and is not otherwise disruptive to MORPC’s mission.  

However, the following rules apply to any online post by a MORPC staff member that (a) occurs during working hours; (b) is posted using MORPC equipment; or (c) identifies MORPC, links to information about MORPC or identifies the staff member’s position with MORPC.  In the case of (c), these rules also apply to any subsequent posts by the staff member on the same forum (e.g., the same Facebook page, blog, etc.).  In addition to being subject to the rules below, all such online activity (a, b and c) is subject to the same rules and guidelines that apply to MORPC staff members' activities in general, including but not limited to MORPC’s Email and Internet Acceptable Use Policy and other policies found in the MORPC Employee Guidebook  

RULES:

1. Online activity during working hours or using MORPC equipment must be primarily business related.  Incidental personal use is permitted; however, personal use must not impede the staff member’s or other staff members’ work or adversely impact access to or the use of MORPC’s electronic resources for business purposes.
2. Respect your audience.
3. Don't use religious, racial or ethnic slurs, personal insults, or obscenity. Don’t engage in sexual harassment or in any conduct that would not be acceptable offline in a work situation.
4. Show proper consideration for others' privacy and for topics that may be considered objectionable or inflammatory—such as politics, religion and personal life.
5. Do not participate in any political activity or political communication during work hours and/or with MORPC resources (such as computers, blackberries and recording devices).
6. MORPC staff members are personally responsible for the digital content they publish. Be mindful that what you publish will be public for a long time.
7. Protect your privacy. Before posting any content, determine what personal information you are comfortable sharing. Remember content can be removed but it can also be forwarded, digitally and manually. Though not directly business-related, background information you choose to share about yourself, such as information about your family or personal interests, may be useful in helping establish a relationship between you and your readers, but it is entirely your choice whether to share this information.
8. Identify yourself. Anonymous postings are rarely beneficial to anyone. When discussing MORPC or MORPC related issues be sure your role at MORPC is clear and state whether you are speaking for MORPC or yourself.
   1. If you are speaking for yourself, use a disclaimer such as this: "The views in this post are my own and don't necessarily represent my employer's positions, strategies or opinions.”
   2. If you identify yourself as a MORPC staff member, ensure your profile and related content is consistent with how you wish to present yourself with colleagues and partners. Only those officially designated by MORPC have the authorization to speak on behalf of the agency.
   3. The lines between public and private, personal and professional are blurred in online and mobile interactions. By virtue of identifying yourself as a MORPC staff member, you are now connected to your colleagues and the MORPC members. Ensure that content associated with you is consistent with your work at MORPC and MORPC’s mission.
9. Respect copyright, fair use and public records laws.
   1. For MORPC's protection as well as your own, it is critical that you show proper respect for the laws governing copyright and fair use of copyrighted material owned by others, including MORPC's own  brand. You should never quote more than short excerpts of someone else's work.  Always give credit where credit is due, and it is good general practice to link to others' work.
   2. Where applicable, staff members must follow Ohio’s public records procedures as outlined in MORPC's Employee Guidebook and must not delete content and items without properly retaining these public records.
10. Protect confidential and proprietary information. Social media blurs many of the traditional boundaries between internal and external communications. For example, ask permission before posting someone's picture or publishing a conversation that was meant to be private.
11. Prior to MOPRC events, acquire:
    1. Written agreements from speakers that all event materials be available to the public.
    2. Written agreements from participants to use content created and photos/video taken during the event.
12. Don't pick fights. Be the first to correct your own mistakes. Don't alter previous posts without indicating that you have done so. When responding to a negative post, state facts and provide supporting documentation. Avoid ongoing conversations that do not progress toward greater understanding. Consider the purpose of the social media use.  Online communications must not negatively impact achievement of your assigned tasks and goals or MORPC’s mission.