Social Media Guidelines: Posting on behalf of Hamline
Owner: Public Relations
Pertains to: Faculty and staff
Description: If your department is interested in creating an official user account for Hamline University on a social networking site, such as a “Hamline English Department” fan page on Facebook, the chair of the department (or a faculty or staff member with permission from the chair of their department) should contact the Public Relations department.
Follow the Technology Use Policy: Posting at work and on work computers should be directly related to your work duties (i.e. as the administrator of an official Hamline social media account).
Official Hamline University social media accounts should be set up with the assistance of Hamline’s Public Relations Department.
If your department is interested in creating an official user account for Hamline University on a social networking site, such as a “Hamline English Department” fan page on Facebook, the chair of the department (or a faculty or staff member with permission from the chair of their department) should contact Gail Nosek at firstname.lastname@example.org to get started. This will ensure coordination with other Hamline sites and content.
***Please note: While student workers or interns may serve as support administrators and post to official Hamline social media accounts or site, they may not create a social media account on behalf of Hamline University. Many social media sites assign “super-administrator rights” to the individual who initially sets up a social media account, and often those rights cannot be transferred to another person. Therefore, it is important that Hamline accounts be created by a permanent, full-time employee of the university.
When you post
Once the page or account has been created, here are some basic guidelines to follow when posting for Hamline:
Be transparent. If you participate in or maintain a social media site on behalf of the university, clearly state your role and goals. With your supervisor, determine when you are empowered to respond directly to users and when you may need approval.
Be respectful. As a Hamline employee, you understand the university’s commitment to the civil and thoughtful discussion of opposing ideas. Some online communities can be volatile, tempting users to behave in ways they otherwise would not. Your reputation, and Hamline’s, are best served when you only post messages that are respectful.
Be thoughtful. If you have any questions about whether it is appropriate to write about certain kinds of material in your role as a Hamline employee, ask your supervisor before you post. You may also contact the Public Relations office for assistance.
Be consistent. Do not create a social media account that you will not be able to maintain long-term. Social media accounts created for businesses or organizations that die out are eye sores and give the impression that there is no activity or life in your department, area, or company. Have a plan for how you plan to maintain activity on the account you’ve created.
Be tolerant. Resist the temptation to immediately remove a negative comment on your site or account. Unless the comment is defamatory in nature or it is spam, it is in your best interest and the interest of your account to leave the negative comment up. You may choose to respond to it, or you may leave it to your other site visitors to respond to it. Either way, the basic concept of social media is to allow for authentic discussions/sharing of ideas. If visitors to your site feel that you are stifling comments from others, they are less inclined to view your site as a trusted source and will discontinue visiting it. When in doubt, contact your supervisor or the Public Relations Office (x2511) for assistance.
Know the rules. Become familiar with the terms of service and policies of sites and networks in which you participate. Pay attention to updates.
Keep your personal views separate. Uphold the university’s mission and values in your activities. Don’t include political comments or personal comments on social issues.