Official University Social Media Accounts

Introduction

The University of Regina recognizes the important role of social media in building an online presence, fostering connection, enhancing reputation, and sharing information. For the purposes of this policy, the term “social media” is understood to refer to web-based communication tools (e.g. websites, forums, or applications) that enable users to create or share content and/or to interact with others, including, but not limited to, Facebook, Instagram, LinkedIn, X, and YouTube.

This policy is intended to provide guidance for employees responsible for the creation of content and monitoring and maintenance of University of Regina social media accounts. The purpose of this policy is to confirm the process for creating as well as maintaining the official status of existing sites, and to articulate the standards for the administration of these accounts.

The University of Regina affirms the freedom faculty, staff, and students have to engage in respectful public debate, including via social media engagement, and acknowledges the important role that faculty play in providing public comment about matters within their area(s) of academic and/or professional expertise.

When a student or employee is using a private social media account, and/or acting in an individual capacity, they are not bound by this policy yet are reminded to comply with terms of use (as frequently updated by service providers), and to consistently demonstrate respectful and ethical language and behaviour, including what is outlined in the University’s Code of Conduct and Respectful University policies.

This policy is intended to provide support to faculties and units by establishing a central record of standards and to ensure any and all social media accounts created for the express purpose of officially representing the University of Regina are administered in a way that represents the University in a fair, accurate, and legal manner while protecting the University’s brand, visual identity, and reputation.

Policy

University Communications and Marketing (UCM) is responsible for granting approvals to launch new Official Accounts, establishing and communicating parameters and policies regarding day-to-day operations, and maintaining oversight of all Official Accounts.

All Official Accounts, the Content contained therein and thereon, and the contacts and connections gained through such accounts are the sole property of the University of Regina.

All Content created for Official Accounts will be considered an Institutional Work, which is understood to include work created at the request of the University, under the specific direction of the University, for the University’s use, by a person acting within the terms of their employment.

All Content submitted, posted or displayed on or through an Official Account is subject to the terms of use of the Service Provider and all applicable University of Regina policies and procedures.

Roles and Responsibilities

University Communications & Marketing (UCM) will:

• Provide support to deans, directors, and Account Administrators regarding Official Accounts
• Establish and communicate standards and best practices related to the creation and operation of Official Accounts
• Monitor and evaluate Official Accounts to maintain an active inventory
• Maintain a record of account access information provided by Account Administrators
• Provide guidance and instruction to Account Administrators with respect to maintaining Official Accounts and coordinating social media efforts across the institution
• In consultation with the appropriate dean or director, UCM will coordinate efforts to revoke or transfer an Account Administrator’s access, where administrative access has been retained by the University. Where administrative access is unavailable, the faculty/unit must work with the Service Provider to recover or deactivate the account, with support from UCM. 

Deans and Directors will:

• Identify Official Accounts and Account Administrators to UCM
• Work with UCM in the creation of an Official Account for the Faculty/Unit

Account Administrators will:

• Obtain the required approval for the creation of an Official Account from UCM, in consultation with the appropriate dean or director
• Maintain secure and accurate records of account credentials/access information (including usernames and passwords for any Official Accounts), and share these, including any subsequent updates with the Social Media Officer in UCM
• Monitor and maintain the Official Accounts
• Take prompt action to address any identified corrections/improvements as noted by UCM and/or their dean or director
• Adhere to University brand guidelines as outlined in the Visual Identity Guide available on the University website
• Ensure all Content posted to Official Accounts complies with University standards and policies including, but not limited to, the Respectful University Policy
• Ensure all Content complies with copyright/trademark requirements and Content “permissions” for images/stock photography, including the University’s Copyright Materials Policy as well as Canadian laws governing fair dealing
• In the event of a reputational, legal, or security incident arising from social media use, Account Administrators must immediately notify UCM for a coordinated crisis response
• Ensure all privacy obligations are met under the University’s Web Privacy and Legal Disclaimer, the University’s Freedom of Information and Protection of Privacy Policy, and ultimately, the Local Authority Freedom of Information and Protection of Privacy Act
• As necessary, work with Service Providers and UCM to have Non-Authorized Accounts and/or Orphan Accounts created for their University Faculty, Department, or Unit transferred to their authority or disabled/discontinued within 90 days of identification
• Upon departure from the University or transition out of a role, the Account Administrator must facilitate the secure and documented transition of Official Account access and responsibilities to an appointed successor

Employees will:

• Obtain written approval/authorization from their dean or director before they request permission from UCM to create an Official Account
• Obtain approval from the designated Account Administrator before they post any Content to an Official Account if they are not the designated Account Administrator

Consequences for Noncompliance

Account Administrators who do not ensure that Official Accounts created for their University Department are maintained following best practices and the Standards may be held responsible for any costs incurred by the University to regain access or secure the account.

University Faculties/Units who do not (through their Account Administrator or otherwise) reasonably work with Service Providers to have Non-Authorized Accounts and/or Orphan Accounts for the University transferred to their Account Administrator’s authority or disabled/discontinued will be responsible for costs incurred by the University to gain access to and control over such accounts and/or to have such accounts disabled/discontinued. 

Employees who create an Official Account without the proper authorization, or who create a Non-Authorized Account, may face disciplinary action.

Account Administrators who do not ensure that all pertinent access information is securely maintained and shared with UCM may be personally responsible for costs associated with retrieving this information and/or disabling the Official Account.

Processes

Request for Approval to Launch a New Official Account

1. In consultation with the appropriate dean or director, complete the U of R Branded Social Media Account for Faculty, Department, or Unit Request Form. UCM will respond within 10 business days.

Related Information

• GOV-100-015 Respectful University
• GOV-022-005 Code of Conduct
• GOV-060-005 Freedom of Information and Protection of Privacy
• OPS-080-005 Use of Computer and Network Systems
• Social Media Hub for Account Administrators (Requires login to URSource)