This policy governs the publication of and commentary on social media by members, volunteers and programmers of University of Guelph Radio / Radio Gryphon and its related companies ("CFRU"). For the purposes of this policy, social media means any facility for online publication and commentary, including without limitation to; blogs, wiki's, social networking sites such as Facebook, LinkedIn, Twitter, Flickr, and YouTube (or other sites associated with CFRU) and the CFRU Website. This policy is in addition to and complements any existing or future policies regarding the use of technology, computers, e-mail and the internet for staff and board of directors under the CFRU By-laws and additional broadcast requirements.
The CFRU values the benefits of social media to build meaningful relationships with its members, station volunteers, partners, stakeholders and the general public. It encourages members and programmers to actively participate in social media and to use it for the general benefit of the CFRU.
Only CFRU members and programmers are free to publish or comment via social media under the CFRU’s established sites in accordance with this policy. CFRU Staff and Board of Directors members shall follow the policy Entitled “CFRU 93.3 FM Online Communications Policy – Staff and Board of Directors Manual” outlines these types of social media interaction on CFRU designated accounts.
Publication and commentary on social media carries similar obligations to any other kind of broadcasting publication or commentary. Use your best judgment and be sure to make it clear that the views and opinions expressed are yours alone and do not represent the official views of CFRU when you are posting from personal accounts.
Social media accounts
No members are allowed to appear to represent CFRU without explicit written permission in advance. When in doubt upon posting information on-line, ask for assistance from the station. Un-approved accounts or individuals violating this agreement may be asked to delete the account, and/or face further discipline from CFRU.
Respect your audience, the association, and your coworkers
All uses of social media must follow the same ethical standards that CFRU employees and Board of Directors must otherwise follow.
The public in general, and CFRU's employees, Board of Directors (and its members), reflect a diverse set of customs, values and points of view. Do not say anything that contradicts CFRU’s official policies and procedures. This includes not only the obvious (no ethnic slurs, offensive comments, defamatory comments, personal insults, obscenity, etc.) but also proper consideration of privacy and of topics that may be considered objectionable or inflammatory. Discussion of controversial topics may be completed, as long as the content and manner completed follows the stations broadcasting guidelines and mandate under CRTC Regulations.
Respect of the CFRU code of conduct and by-laws is mandatory. In addition, the following guidelines must be followed when using social media as a CFRU member or programmer:
Privacy& copyright laws
It is not okay to publish confidential information. Confidential information includes things such as unpublished details about our organization, details of current projects, future unreleased events or plans, financial information, research, personal membership information and club secrets. It is critical that you show proper respect for the laws governing copyright and fair use or fair dealing of copyrighted material owned by others, including CFRU's own copyrights and brands. You should never quote more than short excerpts of someone else's work, and always attribute such work to the original author/source. It is good general practice to link to others' work rather than reproduce it. Any pictures must respect the ownership and broadcast copyright policy. As such, no people's images, brands or logo’s must be displayed without written consent. Any photographs pertaining to programmers, volunteers or members must be given permission to post for public viewing and must not identify the individual. Pictures or updated shall not disclose personal information. It is not ok to use CFRU as a place for business, or personal gain (i.e. spamming its members). When material is posted on CFRU associated media sources that does not follow CFRU's Social Media Policy, that material may be removed and the individual informed with the reason why it was removed.
Each individual is responsible to:
• Read and ensure understanding of the Social Media Policy.
• Consult with other staff, programmers, members and Board of Directors about the application of the Social Media Policies.
• Report any issues to the appropriate personnel
Protect CFRU members, business partners and volunteers
Members, partners or volunteers should not be cited or obviously referenced without their approval. Never identify an individual, partner or supplier by name without permission and never discuss confidential details of a customer engagement. It is acceptable to discuss general details about kinds of projects and to use non-identifying pseudonyms for a customer (e.g., “Radio station goes green”) so long as the information provided does not violate any privacy agreements that may be in place with the member. CFRU social media is not the place to "conduct business" with a potential business partner.
If you see misrepresentations made about CFRU in the media, you may point that out and report any incidents to the Staff or Station Manager. Spirited debates are appreciated and encouraged under our mandate; however any comments that contradict this and other CFRU policy/bylaw must be addressed immediately. As a result, a statement similar to “Thank you to all involved in this discussion, it is great to see spirited free-speech on this platform, however we ask that you be mindful of our Social Media policy, available here (www.cfru.ca/socialmedia) when posting on CFRU on-line accounts” is encouraged to be posted if members feel uncomfortable with controversial discussions.
Be the first to respond to your own mistakes
If you make an error, be up front about your mistake and correct it quickly. If you choose to modify an earlier post, make it clear that you have done so. If someone accuses you of posting something improper (such as their copyrighted material or a defamatory comment about them), deal with it quickly.
Think about consequences
For example, consider what might happen if a programmers is in a meeting with a partner or prospect, and someone on the partners’ side pulls out a print-out of your blog and says "This person at CFRU says that product sucks."
Saying "Product X needs to have an easier learning curve for the first-time user" is fine; saying "Product X sucks" is risky, unsubtle and amateurish.
Once again, it's all about judgement: using your communication to trash or embarrass CFRU, our members, or associates/affiliations, is dangerous and ill-advised.
Policy changes and availability
Changes to this policy may be made by approval by the Board of Directors, under its Policy Committee or the Boards of Director’s policy plans or as outlined in the Collective Agreement, Station Mangers Contract or By-laws (as applicable). This and the stations Online Communication Policy (for Staff and Board of Directors Members) must be made available to the public via the website www.cfru.ca/socialmedia and maintained by the CFRU; as outlined in the Collective Agreement, Station Mangers Contract or By-laws (as applicable).
Policy violations will be subject to disciplinary action, up to and including termination for cause under additional and related CFRU policy, bylaw, collective agreement and contracts. Social media is designed to be fun, interactive and show the best of CFRU and its membership. It is not the intent of CFRU to police its social media accounts, so please, stay positive, humble and professional when utilizing the stations assets.
Social media tips
The following tips are not required or mandatory under the CFRU social media policy, but will contribute to successful use of social media by the organization. Note these will change over time and are again only a guideline.
Recommendations to effectively promote across multiple social media platforms.
Recommendations to increase effectiveness of communication on Facebook.
Recommendations to increase effectiveness of communication on Twitter.
Recommendations to increase effectiveness of communication on blogs.
Recommended process to implement a new social media platform.
It is encouraged that one programmer or volunteer within a specific show or group take on the role of “Social Media Officer” within the organization to reduce confusion.
Drafted by Barry Rooke Board of Directors Chair March 2013
Reviewed by Heather Jarvis Outreach Coordinator April 2013
Sent to Board of Directors for Approval September 2013
Revised by: Barry Rooke Station Manager October 1 2013
Approved by: Board of Directors October 28 2013
Board of Directors and Staff Social Media Policy Here: (Does not apply to members, volunteers or programmers)