Social Media Policy
The rise of the digital age has transformed the way we communicate, both as individuals and on behalf of a company or organization. Conversations are continuously shifting online in the form of intensely popular social media channels. Although traditional modes of communication (e-mail, newsletters, advertising, etc.) play a major role in an organization’s communication, social media channels are increasingly important outlets for sharing news and creating conversations, particularly with younger audiences. The purpose of this policy is to define and promote the use of social media aligned with all Loyola University Chicago policies and with the mission and values of the University.
Role of Primary Loyola University Chicago Social Media Accounts
The primary University social media accounts are managed by the office of University Marketing and Communication (UMC). These include, but are not limited to, Facebook, Twitter, Instagram, LinkedIn, Flickr, and YouTube. Other departments, divisions, schools, areas, and offices at the University also have official social media presences. In fact, the University has more than 500 social media accounts and that number is growing.
University news, events, and interesting content are shared with Loyola community members through these primary Loyola University Chicago social media channels. Only University-wide information is shared via the primary social media channels. Content from other areas of the University is welcome and encouraged, but is posted at the discretion of UMC staff. The primary University accounts are also a crucial means of reaching the general community and public during times of crisis.
While UMC manages only the primary accounts, the division is available to offer strategic counsel, particularly as it relates to the reputation of the larger University.
Specific policies for faculty, staff, and student employees/interns who manage Loyola-sponsored social media accounts
The policies below apply to all official Loyola-sponsored social media accounts and those employees and students that manage the social media content, including those for departments, divisions, schools, areas, and offices at the University.
- All accounts should support the University's mission, goals, programs, and sanctioned efforts.
- Any published content or accounts are subject to the policies of the University. The University can remove or change any content or accounts at the discretion of the Vice President of University Marketing and Communication.
- Maintain confidentiality. Never post personal information about anyone (i.e. home address, social security number, academic records) and follow all laws under the Family Educational Rights and Privacy Act (FERPA). In the case of a health related issue, abide by the Health Insurance Portability and Accountability Act (HIPAA).
- Administrative access and passwords for University social media accounts must be maintained and surrendered to a University leader at the dean or vice president level in the event that the current social media manager, whether a student or employee, leaves the University.
- All social media accounts are subject to existing University policies including, but not limited to:
- The Human Resources Recruitment and Employment Policy, which states that Human Resources directs and approves all external recruitment efforts including electronic media.
- Any student employee responsible for social media as part of their on-campus job is required to abide by the Student Worker Employment Guide and the Student Promise.
- The University Brand and Graphic Standards, including those dictating logo and color usage.
Policy for the personal use of social media by University employees
All University faculty and staff members should be aware that social media presents unique considerations as it relates to representing the University. Employees must adhere to all University policies, including but not limited to ITS Policies and Guidelines and the Human Resources Code of Conduct. If you are part of Loyola’s Health Sciences Division, also please note the Loyola University Health Systems email, internet, and other social media service usage policy.
Note: In the event that any of the above policies are not being adhered to, please contact University Marketing and Communication at firstname.lastname@example.org or 312-915-6158.