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Social Media/Networking Guidelines for Volunteers

Purpose of social media/networking and this policy AGENCY  encourages  staff,  Board  members,  volunteers,  program  participants/clients,  and  other  supporters  to  be  champions  on  behalf  of  the  organization  by  spreading  the  word  about  the  importance  of  AGENCY  MISSION.  We  recognize  that  our  greatest  tool  in  recruiting  new  volunteers  and  attracting  new  supporters  and  donors  is  through  word  of  mouth.    Social  Media/Networking  Sites  The  rapid  growth  of  communication  through  social  media  is  emerging  as  opportunities  for  outreach,  information  sharing,  and  advocacy.  Used  responsibly,  they  provide  an  effective  way  to  stay  connected  to  and  expand  our  community,  be  informed  of  new  trends  and  topics,  and  share  information  and  perspectives.  These  sites  include,  but  are  not  limited  to    

• Social  networking  sites  like  Facebook,  Twitter,  LinkedIn,  and  MySpace;  • News  sharing  and  bookmarking  sites  like  Pinterest,  delicious,  and  Digg;  • Photo-­‐  and  video-­‐sharing  sites  like  flickr  and  YouTube;  and  • Other  forms  of  posting  personal  online  content  like  web  sites,  blogs,  vlogs,  podcasts,  chat  

rooms,  forums  and  wikis.    Public  and  Private  Boundaries  It  is  more  important  than  ever  that  AGENCY  advocates  who  choose  to  tell  their  story  online  understand  what  is  recommended,  expected,  and  required.  Given  the  reach  of  the  Internet,  it’s  important  that  when  you  use  these  various  media,  you  follow  some  basic  procedures  that  protect  the  privacy  and  confidentiality  of  our  program  participants/clients,  as  well  as  maintain  our  identity  as  a  high-­‐quality  nonprofit  organization.  These  policies  apply  to  AGENCY  staff  when  they  participate  in  social  media  for  work,  but  will  also  be  considered  if  personal  blog  activities  give  the  appearance  of  speaking  for  AGENCY.  Adhering  to  the  following  points  in  either  situation  will  provide  protection  for  you,  our  program  participants/clients,  and  AGENCY.    Goals  for  Using  Social  Media  AGENCY  encourages  staff,  Board  members,  volunteers,  program  participants/clients,  and  other  supporters  to  use  the  Internet  to  share  their  perspectives  about  our  organization,  our  services,  and  our  work.  Our  goals  are  

• AGENCY  GOALS    We  strongly  emphasize  the  importance  of  understanding  and  following  guidelines  as  listed  below  to  all  who  participate  in  social  media  on  behalf  of  AGENCY.  These  guidelines  will  continually  evolve  as  new  technologies  and  social  networking  tools  emerge.    Support  for  Using  Social  Media  AGENCY  does  not  intend  to  “police”  the  online  community;  on  the  contrary,  we  want  to  aggregate  all  the  powerful  stories  AGENCY  advocates  are  telling  and  showcase  your  individual  contribution  to  the  overall  mission.  We  encourage  you  to  embrace  social  media  by  providing  you  some  guidelines  without  attempting  to  stifle  your  social  voice.    

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Be responsible for what you write • Be  fair,  ethical,  accurate,  and  honest.    • Always  pause  and  think  before  

posting.  • Acknowledge  and  correct  mistakes  

promptly.  • While  participating  as  an  authorized  

spokesperson,  you  represent  AGENCY  at  all  times.    

• All  forms  of  online  dialogue  are  individual  interactions  unless  posted  by  authorized  AGENCY  personnel.    

 Be authentic

• Write  what  you  know.    • Be  yourself  –  and  be  transparent.    

 Consider audience

• Be  sure  you  won’t  alienate  any  groups  of  readers.    

• Be  sensitive  about  linking  to  content.      Exercise good judgment and common sense

• Post  meaningful  and  respectful  comments.    

• If  you  are  unsure  about  the  nature  of  your  post,  check  with  AGENCY  staff  or  representative.  

• Delete  spam  and/or  comments  that  are  off-­‐topic  or  inappropriate.    

• Use  professional  language  and  grammar;  check  spelling  prior  to  posting.  

• Understand  that  AGENCY  can  and  will  monitor  employee  use  of  social  media/networking  web  sites.  

• Be  respectful  and  professional  to  fellow  volunteers,  employees,  business  partners,  competitors,  and  clients.    

 Appreciate concept of community

• Community  is  a  platform  where  your  supporters  or  volunteers  feel  comfortable  sharing,  connecting,  and  receiving  help.    

• When  confronted  with  a  difference  of  opinion,  stay  calm,  express  your  points  clearly  and  logically,  and  correct  mistakes  when  needed.    

• Include  links  –  find  out  who  else  is  blogging  or  posting  about  the  same  topic  and  cite  them  with  a  link  or  make  a  post  on  their  blog  when  it  is  appropriate.    

 Respect brand, trademark, copyright, and fair use laws

• For  your  protection,  do  not  post  any  material  that  is  copyrighted.  

 Protect privacy, confidentiality, and proprietary info

• Recognize  that  everything  you  write  or  receive  on  a  social  media  site  is  public.    

• Respect  and  maintain  the  confidentiality  about  all  aspects  of  AGENCY  that  has  been  entrusted  to  you.    

• Don’t  publish  or  cite  personal  details,  indentifying  information,  or  photographs  of  AGENCY  staff,  Board  members,  volunteers,  program  participants/clients,  and  other  supporters  without  their  permission  and,  for  program  participants,  without  a  signed  release.    

• Do  not  copy  full  text,  audio,  or  photographs  from  any  AGENCY  sites  onto  a  personal  site  or  web  page.    

 Bring value

• Be  active  and  timely.  • Use  social  networking  to  promote  the  

mission  and  vision  of  AGENCY.      Productivity matters

• Ensure  that  your  social  networking  activities  don’t  interfere  with  your  work  or  program  commitments.    

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Special Social Media Policy for Volunteers Working with Youth Participants/Clients

 This  special  provision  includes  all  other  general  policies  related  to  information  –  writings  and  images  –  you  share  about  your  program  participants/clients  and  AGENCY.  To  protect  the  confidentiality  and  privacy  of  all  participants,  the  basis  for  our  program’s  integrity,  please  follow  the  additional  guidelines  listed  below.    What  is  acceptable  to  share:  

• First  names;  • Reflections  on  past  meetings  and  activities  from  your  perspective  (if  it  is  not  confidential);  and  • Anything  program  participants/clients  would  be  comfortable  with  other  people  reading  

 What  is  NOT  acceptable  to  share:  

• Anything  that  would  in  any  way  compromise  the  safety  of  program  participants/clients;  • Confidential  identifying  information  like  last  names,  address,  telephone  number,  or  which  school  

he/she  attends;  • Details  about  upcoming  meetings,  including  AGENCY  activities;  • Confidential  referral  information,  including  history  of  your  program  participants/clients’s  family,  

educational  experiences,  and  any  physical,  mental,  emotional  health  or  economic  issues;  • Information  that  would  be  hurtful  or  embarrassing  if  program  participants/clients  saw  it  posted;  

and  • Photographs  and/or  identifying  information  about  other  volunteers  and  program  

participants/clients  from  AGENCY  activities.    If  you  are  not  sure  about  content  you’d  like  to  share,  check  with  your  STAFF  CONTACT.      Inform  AGENCY  if  you  do  include  any  program-­‐related  content  in  your  social  media  use.  By  providing  your  story  to  us  through  one  of  our  sites,  be  aware  that  you  authorize  us  to  use  your  story  in  both  online  and  offline  formats.  We  may  

• Choose  to  link  to  your  story  from  social  networking  or  social  media  platforms  to  help  illustrate  the  work  that  we  do  and  share  how  we  accomplish  our  mission;  

• Highlight  your  story  in  presentations  to  supporters;  • Use  your  story  in  brochures,  direct  mail,  publications,  etc.;  and  • Use  your  photo,  provided  you  have  signed  your  photo  release.    

 You  may  find  your  story  linked  from  other  sites  on  the  Internet.  Owners  of  other  sites  do  not  need  to  ask  our  permission  to  link  to  our  website  or  to  specific  pages  in  our  site.    Should  a  conflict  arise,  please  do  not  use  social  media  tools  to  confront  or  criticize  AGENCY,  our  staff,  our  program  participants,  or  our  donors.  If  you  have  a  problem  or  suggestions  for  improvements,  please  state  them  constructively  and  go  through  the  proper  channels  –  first,  by  contacting  your  STAFF  CONTACT  –  to  air  your  concerns  and  share  your  suggestions.