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Home My WebLink AboutR&R 102.04A NEW 9-2011_Social MediaEffective: 9/5/2011 Revised: Replaces: 102.04A - Social Media I. Guiding Philosophx Social media provides a valuable platform to assist the Department and its members in effectively achieving the mission of protecting life and property. We endorse the secure use of social media to enhance accurate exchange of information, streamline processes, and foster productivity and positive morale of our members. We do our best to ensure that communications transmitted using social media are both ethical and appropriate so that the public's trust in us is preserved. II. Purpose This policy is not meant to address one particular form of social media; rather social media in general terms, since emerging technologies are under constant development and are rapidly changing. The purpose of this policy is to define: A. The strategic policy and procedures related to department -sponsored or sanctioned use of social media. B. Clear standards of behavior and set appropriate boundaries for individual members concerning the use of social media. III. Goals The goals of this policy are to: A. Provide guidelines for the management, administration and oversight for department -sponsored or sanctioned use of social media. B. Set standards relating to individual use of social media, including the expectation for reporting of violations. C. Communicate the range of consequences associated with non-compliance. IV. Definitions A. Blog - A self -published diary or commentary on a particular topic that may allow visitors to post responses, reactions or comments. B. Post - The act or publishing content on a site; Content an individual shares on a social media site. C. Profile - Information that a user provides about him/herself on a social networking site. D. Social Media - A broad category of internet-based resources that enable the user to generate content and may encourage other user participation. (There are R&R 102.04A —Social Media Page 1 of 4 thousands of these types of sites. Current examples include, but are not limited to, Facebook, MySpace, Twitter, YouTube, Wikipedia, blogs, etc.) E. Social Networks - Platforms where users can create profiles, share information, and socialize with others using a range of technologies. F. Speech - Expression or communication of thoughts or opinions in spoken words, in writing, by expressive conduct, symbolism, photographs, videotape, or related forms of communication. V. Department -Sponsored or Sanctioned Use of Social Media A. All Department social media sites or pages and their content shall be approved by the Fire Chief or his/her designee. B. Social media content shall adhere to applicable laws, regulations and policies, including, but not limited to: 1. Open Records requests. 2. Records management and retention policies. 3. City Technology Services polices. C. Social media pages should state that: 1. The opinions expressed by visitors to the page(s) do not necessarily reflect the position of the Department. 2. Posted comments will be monitored and that the Department reserves the right to remove obscenities, off -topic comments or personal attacks. 3. Any content posted or submitted for posting is subject to public disclosure. D. Authorized personnel representing the Department via social media outlets shall conform to the following: 1. Identify themselves as a member of the Department. 2. Conduct themselves at all times as representatives of the Department. 3. Adhere to all civil service and department standards of appropriate behavior. VI. Individual Use of Social Media A. Employees should understand that their behavior and actions have an impact on themselves, the membership and Department as a whole, and the community. As such, members shall be aware of the following: 1. Caution with all internet transactions is urged for the safety and security of employee's family and friends, as the employee does not know who may access or forward information posted online. 2. A link between on-line content and employment is created by text or visual content. Any individual who can be identified as an employee of Beaumont Fire -Rescue has no reasonable expectation of privacy when using social media. 3. Any written, auditory and/or visual messages communicated by a member that are related to the Department or its operations in any capacity are the sole property of the City of Beaumont Fire -Rescue Services. This includes, but is not limited to any written, auditory, and/or visual messages communicated through social media using either City or personal devices or means. R&R 102.04A -Social Media Page 2 of 4 4. Employees should expect that information created, transmitted, downloaded, exchanged, or discussed in a public online forum may be accessed by the Department at any time without prior notice. 5. Any postings that may to bring the employee's behavior or reputation into question may be used against them for impeachment purposes. B. Employees shall not use social media on -duty to impede the efficiency or effectiveness of Department operations. 1. Unless authorized by the Fire Chief, on -duty personnel may not use social media between the hours of 0700-1200 hours and 1300 hours -0600 hours. 2. Supervisors will insure that on -duty use of social media at other times does not impede work group efficiency or productivity. C. When approved to do so on -duty or during off-duty hours, employees are free to express themselves as private citizens on social media sites to the degree that their speech does not: 1. Violate civil service law, department rules and regulations, City or department policies. 2. Represent that they are speaking or acting on behalf of Beaumont Fire - Rescue Services, or that they are representing or presenting the interests of the Department. 3. Undermine the use of the chain of command in the resolution of problems. 4. Impair discipline within the ranks or working relationships within the Department. 5. Disparage or harass other employees or citizens. 6. Impede the efficient performance of duties. 7. Negatively affect the public's perception of the Department. D. Employees are prohibited from posting or making available for posting: 1. Confidential, sensitive, or copyrighted information to which they have access due to their employment with the City of Beaumont. 2. Anything related to a call for service or incident scene, including but not limited to victims, suspects, arrestees, reports or evidence. 3. Anything related to an on-going criminal or administrative investigation, including but not limited to pending fire investigations, internal investigations, prosecutions or litigations. 4. Speech containing obscene or sexually explicit language, images, or acts and statements or other forms of speech that ridicule, malign, disparage, or otherwise express bias against any race, ethnicity, religion, or any individual. E. Employees who reply to social media outlets that identify the Department must identify themselves, and include a disclaimer that their viewpoints are personal and may not reflect the position of the Department. F. Nothing included this policy should be construed as restricting an employee's legal and constructive use of social media while on- or off-duty, provided the use conforms to applicable laws and meets the department's communicated standards of appropriate behavior for a member of Beaumont Fire -Rescue Services. VII. Exceptions & Reporting of Violations A. Authorized exceptions to this policy include department community relations purposes and official investigative purposes as approved by the Fire Chief. R&R 102.04A -Social Media Page 3 of 4 B. Any employee becoming aware of or having knowledge of a posting or of any website or web page in violation of this policy shall notify his/her supervisor immediately. C. Supervisors will investigate and communicate reports of violations through their chain of command. VIII. Consequences of Non -Compliance A. Social media rules and regulations violations will result in counseling or disciplinary action, as indicated in the following table: R&R 102.04A -Social Media Page 4 of 4 1" Offense 2° Offense 3r Offense Nature of Violation Min/Max Min/Max Min/Max 1. Illegal Posting/Posting of Morally Objectional Material 2. Supervisory failure to act In 4 day Suspension/ 8 day Suspension/ 15 day Suspension/ investigating or reporting 8 day Suspension 12 day Suspension Indefinite Suspension violations 3. Unauthorized/Inappropriate Oral Counsel/ 4 day Suspension/ 15 day Suspension/ Posting as defined by 4 day Suspension 8 day Suspension Indefinite Suspension Section VI. 4. Unauthorized use of video or Oral Counsel/ 4 day Suspension/ 15 day Suspension/ audio recording devices 4 day Suspension 8 day Suspension Indefinite Suspension 5. Individual failure to act In Oral Counsel/ 4 day Suspension/ 15 day Suspension/ reporting known violations 4 day Suspension 8 day Suspension Indefinite Suspension 6. Unauthorized use of social Oral Counsel/ Written Reprimand/ 8 day Suspension/ media on -duty Written Reprimand 8 day Suspension Indefinite Suspension R&R 102.04A -Social Media Page 4 of 4