Use of Social Networks Policy

Last Updated 14 Dec 2017 in Ways of Working

Overview

Social media is part of many people’s lives, but it’s important to be aware of how it can impact your career and the reputation of the Society.

Key points covered:

How to engage with the Society on social media
Guidelines on appropriate social media behaviour for colleagues
What can happen if you don’t comply with this policy

The Society has also produced a simple 10-point guide to using social media safely and effectively. Read our Social Media Guidelines.

All colleagues are asked to sign and return this policy to confirm they have read and understood it when they start work with the Society.

This Policy outlines the points which colleagues are expected to follow with regard to the use of social networks. This Policy applies to all colleagues (whether employed on a full-time, part-time, fixed term or permanent basis), as well as agency staff and contractors.

Engaging with the Society Online

Most colleagues will use social media in their personal lives, and increasingly in their professional ones too. The Society recognises that social media is a great tool for connecting with our customers, members and fellow colleagues to share the great products and services we have to offer. Alongside this Policy, the Society has a set of Social Media Guidelines that we ask everyone engaging with us on social media to use. These can be found on the PSG Intranet page.

Colleagues Personal Use of Social Networks

The Society respects the right of all colleagues to use social networks and will generally seek to avoid any involvement in non work related activities and behaviour which takes place inside or outside of the workplace. However, colleagues must remember that whatever their privacy settings, what is posted on social networks is never really private particularly if their profile includes that they work for the Society, or people they are connected with would know that.

Colleagues must remember that their use of such social networks may encroach on the employer/colleague relationship. As a result, inappropriate behaviour or conduct via such social networks, whether this occurs inside or outside of work, which has, may have or is likely to have an adverse effect on relationships at work, is unacceptable and the Society may in such circumstances treat any such inappropriate behaviour or conduct as a disciplinary matter which could, in some instances, be serious enough to result in dismissal. As well as their own posts on social networks, this also applies if colleagues ‘like’ or share something which someone else has posted. Colleagues should be aware that the Society may ask them to remove content that is not in line with this Policy.

Colleague Behaviour on Social Networks

Inappropriate behaviour or conduct towards the Society, a colleague, customer, team of colleagues, Manager or member of the Society can include making, ‘liking’ or sharing offensive remarks publicly on Facebook or similar social networking sites or forums, or spreading malicious gossip or rumours.

The Society therefore requires colleagues using social networking websites to consider their behaviour at all times by taking the following points into account:

Take care not to allow any interaction on these websites to damage working relationships between colleagues, customers, members or suppliers of the Society. We expect colleague’s personal views to be expressed respectfully online. This also applies where colleagues ‘like’ or share something that someone else has posted.
Do not share business information such as commercially sensitive information, personal data or confidential information.
Colleagues should not conduct themselves in a way that is or may be seen to be detrimental to the Society, its business, its employees, its members or its customers.
Do not bring, or risk bringing the Society’s name into disrepute. Care should be taken where entries on such sites identify colleagues as employees of the Society.
Personal blogs should have clear disclaimers that the views expressed by the author in the blog is the author’s alone and do not represent the views of the Society. Colleagues should be clear that it is an opinion which is being expressed and users should write in the first person. Colleagues should also make their writing clear that they are speaking for themselves and not on behalf of the Society.
Information published on colleagues’ social networking sites and blog(s) should comply with the Society’s confidentiality and disclosure of proprietary data Policies, Respect in the Workplace Policy behaviours and conduct, and the Acceptable Use of IT Facilities Policy (where Society equipment is being used). This also applies to comments posted on other blogs, forums, and social networking sites.
Social media activities should not interfere with work commitments. Colleague’s are reminded that their online presence reflects the Society.
Be aware that if a colleague’s actions or posts etc. should reflect negatively on the Society, disciplinary action may be taken against the colleagues concerned. Entries on Social networking sites outside of work may be seen by other colleagues who are able to report any inappropriate behaviour by using the Grievance or Whistleblowing Policy or to their immediate Manager or PSG.
Colleagues must respect copyright laws, and reference or cite sources appropriately. Plagiarism applies online as well.
The Society asks all colleagues to be considerate of each other in public and to treat colleagues as they would want and expect to be treated themselves and to act morally and responsibly.
If colleagues have a concern or a complaint about the Society or their work, the Society would encourage colleagues speak to their Line Manager rather than posting on a social networking site.

Additional Support

Should colleagues require any additional support or think they have made a mistake on social media, this should be directed to their Line Manager in the first instance.

Policy name:	Use of Social Networks Policy	Date of last review:	June 2019
Policy owner:	PSG	Issue number:	PSG-SM-001