Purpose

Lindenwood University is committed to setting clear expectations regarding the adoption and use of social media for University business. In addition, personal use considerations are provided to support a secure and safe environment.

Scope

This policy applies to all faculty, staff, and individuals employed by Lindenwood University that advertise their employment on social media and post content either for themselves or as a representative of the institution.

Policy

Lindenwood University recognizes that the internet provides unique opportunities to participate in interactive discussions and share information on particular topics using a wide variety of social media, such as Facebook, LinkedIn, Twitter, Pinterest, Instagram, Snapchat, blogs and wikis. However, employees’ use of social media can pose risks to Lindenwood’s confidential and proprietary information, reputation, and brands.

To minimize these business and legal risks, to avoid loss of productivity and distraction from employees' job performance, and to ensure that the university’s IT resources and communications systems are used appropriately as explained below, Lindenwood University expects its employees to adhere to the following guidelines and rules regarding social media use.

Apart from personal use of social media in accordance with this policy, Lindenwood University encourages its employees to participate responsibly in these media as a means of generating interest in Lindenwood University’s services and creating business and teaching opportunities so long as all Lindenwood University’s rules and guidelines regarding social media usage, particularly in a business context, are adhered to.

Compliance with Related Policies and Agreements

All of Lindenwood University’s other policies that might apply to social media use remain in full force and effect. Employees should always adhere to them when using social media. Social media should never be used in a way that violates any other Lindenwood University policies or employee obligations.  

Personal Use of Social Media

Lindenwood University recognizes that employees may occasionally desire to use social media for personal activities at the office or by means of the University's computers, networks, and other IT resources and communication systems. We authorize such use during nonworking time, as long as it does not involve vulgar, obscene, threatening, intimidating, or harassing content not otherwise protected or required by law, is not maliciously false, does not violate any other Lindenwood University policies or employee obligations, and does not interfere with your employment responsibilities or productivity. Circulating or posting commercial, personal, religious, political solicitations, chain letters, spam, or promotion of outside organizations unrelated to university business are also prohibited during working time unless otherwise protected or required by law.

No Expectation of Privacy

All contents of Lindenwood University’s information technology resources and communications systems are the property of the University. Therefore, employees should have no expectation of privacy whatsoever in any message, files, data, document, facsimile, telephone conversation, social media post, conversation or message, or any other kind of information or communications transmitted to, received, or printed from, or stored or recorded on the University's electronic information and communications systems.

You are expressly advised that to prevent misuse and maintain production and discipline, Lindenwood University reserves the right to monitor, intercept, and review  every employee's activities using the University's Information Technology resources and communication systems, including but not limited to social media postings and activities, and you consent to such monitoring by your use of such resources and systems. This might include, without limitation, the monitoring, interception, accessing, recording, disclosing, inspecting, reviewing, retrieving, and printing of transactions, messages, communications, postings, logins, recordings, and other uses of the systems as well as keystroke capturing and other network monitoring technologies. Lindenwood University may store copies of such data or communications for a period of time after they are created and may delete such copies from time to time without notice.

Do not use Lindenwood University’s Information Technology resources and communications systems for any matter that you desire to be kept private or confidential from Lindenwood University.

Business Use of Social Media

If you are required to use social media as part of your job duties—for Lindenwood University’s marketing, public relations, recruitment, University communications, or other University purposes—you should carefully review this Social Media Policy. Note that Lindenwood University owns all social media accounts used on behalf of Lindenwood or otherwise for University purposes, including all log-in information, passwords, and content associated with each account, such as followers and contacts. Lindenwood University owns all such information and content regardless of the employee that opens the account or uses it and will retain all such information and content regardless of separation of any employee from employment with Lindenwood University. If your job duties require you to speak on behalf of Lindenwood University n a social media environment, you must still seek approval for such communication from your supervisor, who will consult with the  Office of Marketing and Communications as needed. You may be required to receive training before you proceed. Certain requirements and restrictions regarding your activities may be imposed.

Guidelines for Employees' Responsible Use of Social Media

The above material covers specific rules, policies, and contractual obligations that employees must follow in using social media, whether for personal or business purposes, in consideration of their employment and subject to discipline for violations. The following sections of the policy provide employees with common-sense guidelines and recommendations for using social media responsibly and safely, in the best interests of Lindenwood University. These guidelines reflect the "duty of loyalty" all employees owe their employers and are intended to add to, not contradict, limit, or replace applicable mandatory rules, policies, legal requirements, legal prohibitions, and contractual obligations.

Protect Lindenwood’ University’s Goodwill, Brands, and Reputation. You are personally responsible for what you communicate in social media. Remember that what you publish might be available to be read by the masses (including the University itself, future employers, and social acquaintances)indefinitely. Keep this in mind before you post content.

Make it clear in your social media activity that you are speaking on your own behalf. Write in the first person and use your personal e-mail address when communicating via social media. Never post anonymously to social media sites when your post could be attributed to Lindenwood University, its employees, students, suppliers, vendors, or other stakeholders. Anonymous posts can still be traced back to the original sender . Follow all guidelines in this policy regarding social media postings.

If you disclose your affiliation as an employee of Lindenwood University, it is recommended that you also include a disclaimer that your views do not represent those of your employer. For example, consider such language as "the views in this posting reflect my personal views and do not represent the views of my employer." Use good judgment about what you post and remember that anything you say can reflect on Lindenwood University, even if you do include a disclaimer. Always strive to be accurate in your communications about Lindenwood University and remember that your statements have the potential to result in liability for you or Lindenwood University. Lindenwood University encourages professionalism and honesty in social media and other communications.

Respect Intellectual Property and Confidential Information. Lindenwood University policies restrict employees' use and disclosure of the University’s trade secrets, confidential information, and intellectual property. Beyond these mandatory restrictions, you should treat Lindenwood University’s trade secrets, intellectual property, and other proprietary information about Lindenwood University’s operations, students, and services as confidential and not do anything to jeopardize or unwittingly disclose them through your use of social media. In addition, you should avoid misappropriating or infringing the intellectual property of other entities and individuals, which can create liability for yourself and for Lindenwood University.

To protect yourself and the University against liability for copyright or trademark infringement, where appropriate, reference sources of  information you post or upload and cite them accurately. If you have any questions about whether a particular post or upload might violate the copyright or trademark of any person or company, ask the Marketing and Communications staff (publicrelations@lindenwood.edu) before making the communication.

Respect and Comply With Terms of Use of All Sites You Visit. Do not expose yourself or Lindenwood University to legal risk by using a social media site in violation of its terms of use. Review the Terms of Use of all social media sites you visit and ensure your use complies with them. If you are using social media as part of your job duties, pay particular attention to terms relating to

• Prohibitions or restrictions on the use of the social media site, including prohibitions or restrictions on use for advertising, marketing and promotions, or other commercial purposes (for example, Facebook's Statement of Rights and Responsibilities (its Terms of Use) and accompanying Promotional Guidelines specify the terms for businesses administering promotions through Facebook).
• Ownership of intellectual property used on, or information collected or generated through use of, the site (for example, any of the university's copyrighted material and trademarks that might be posted on the site, or user information the company collects through the site).
• Requirements for licenses or other permissions allowing use by the site owner and other third parties of the company's trademarks or other intellectual property.
• Privacy rights and responsibilities of the site owner and users.

Respect Others. In addition to complying with Lindenwood University’s policies prohibiting discrimination and harassment, do not post, or express a viewpoint on another's post, such as by "liking" a Facebook post, that Lindenwood University’s employees, students, suppliers, or vendors may find offensive, including ethnic slurs, sexist comments, discriminatory comments, profanity, abusive language or obscenity, or any post that is maliciously false. No employee should feel pressured to accept any social media request  from another employee.

Conduct Not Prohibited by this Policy

This policy is not intended to preclude or dissuade employees from engaging in activities protected by state or federal law, including the National Labor Relations Act, such as discussing wages, benefits or other terms and conditions of employment; raising complaints about working conditions for their own and their fellow employees' mutual aid or protection; or legally required activities.