cvmhall.co.uk

CROFT VILLAGE MEMORIAL HALL

SOCIAL MEDIA POLICY

A guide for committee members on using social media to promote the work of Croft Village Memorial Hall and in a personal capacity

This policy will be reviewed on an ongoing basis. Croft Village Memorial Hall will amend this policy, following consultation, where appropriate.

Date of last review: 21st March 2024

Introduction

What is social media?

Social media is the term given to web-based tools and applications which enable users to create and share content (words, images and video content), and network with each other through the sharing of information, opinions, knowledge and common interests. Examples of social media include Facebook, Twitter, LinkedIn and Instagram.

Why do we need a social media policy?

The difference between a personal and professional opinion can be blurred on social media, particularly if you're discussing issues relating to [charity name]'s work. While we encourage the use of social media, we have certain standards, outlined in this policy, which we require everyone to observe. Publication and commentary on social media carries similar obligations to any other kind of publication or commentary in the public domain.

This policy is intended for all committee members of all levels, volunteers and trustees, and applies to content posted on both a CVMH device and a personal device. Before engaging in work-related social media activity, all concerned must read this policy. 

Setting out the social media policy

This policy sets out guidelines on how social media should be used to support the delivery and promotion of Croft Village Memorial Hall (CVMH) and the use of social media by committee members in both a professional and personal capacity. It sets out what you need to be aware of when interacting in these spaces and is designed to help staff support and expand our official social media channels, while protecting the charity and its reputation and preventing any legal issues.

Internet access and monitoring usage

There are currently no access restrictions to any of our social media sites in CVMH . However, when using the internet in the hall, it is important to refer to our Policy You are permitted to make reasonable and appropriate use of personal social media. But usage should not be excessive.

Which social media channels do we use?

CVMH uses Facebook at present

Guidelines

Using Croft Village Memorial Hall 's social media channels — appropriate conduct

1. Croft Village Memorial Hall’s managing committee is responsible for setting up and managing Croft Village Memorial Hall 's social media channels. Only those authorised to do so by the committee will have access to these accounts.

2. CVMH will respond when appropriate and when available to do so.

3. Be an ambassador for our brand. Staff should ensure they reflect CVMH values in what they post and use our tone of voice. Our brand guidelines set out our tone of voice all committee members should refer to when posting content on CVMH’s social media channel.

4. Make sure that all social media content has a purpose and a benefit for Croft Village Memorial Hall and accurately reflects Croft Village Memorial Hall’s agreed position.

5. Bring value to our audience(s). Answer their questions, help and engage with them

6. Take care with the presentation of content. Make sure that there are no typos, misspellings or grammatical errors. Also check the quality of images.

7. Always pause and think before posting. That said, reply to comments in a timely manner, when a response is appropriate.

8. If members outside of the committee wish to contribute content for social media, whether non-paid for or paid for advertising, they should speak to the chairperson about this.

9. Contributors shouldn't post content about supporters or service users without their express permission. If staff are sharing information about supporters, service users or third party organisations, this content should be clearly labelled so our audiences know it has not come directly from CVMH. If using interviews, videos or photos that clearly identify a child or young person, staff must ensure they have the consent of a parent or guardian before using them on social media.

10. Always check facts. Committee members should not automatically assume that material is accurate and should take reasonable steps where necessary to seek verification, for example, by checking data/statistics and being wary of photo manipulation.

11. Be honest. Say what you know to be true or have a good source for. If you've made a mistake, don't be afraid to admit it.

12. Contributors should refrain from offering personal opinions via CVMH’s social media accounts, either directly by commenting or indirectly by 'liking', 'sharing' or 'retweeting'. If you are in doubt about CVMH's position on a particular issue, please speak to chairperson

13. It is vital that CVMH does not encourage others to risk their personal safety or that of others, to gather materials. For example, a video of a stunt. 

14. Contributors should not encourage people to break the law to supply material for social media, such as using unauthorised video footage. All relevant rights for usage must be obtained before publishing material.

15. Contributors should not set up other Facebook groups or pages, Twitter accounts or any other social media channels on behalf of CVMH. This could confuse messaging and brand awareness. By having official social media accounts in place.

16. CVMH is not a political organisation and does not hold a view on party politics or have any affiliation with or links to political parties. We have every right to express views on policy, including the policies of parties, but we can't tell people how to vote.

17. If a complaint is made on CVMH's social media channels, staff should seek advice from the chairperson before responding. If they are not available, then staff should speak to the Secretary

18. Sometimes issues can arise on social media which can escalate into a crisis situation because they are sensitive. The nature of social media means that complaints are visible and can escalate quickly. Not acting can be detrimental to the charity. 

If any staff outside of the [team name] become aware of any comments online that they think have the potential to escalate into a crisis, whether on [charity name]'s social media channels or elsewhere, they should speak to the [job title i.e. head of communications] immediately.

Use of personal social media accounts — appropriate conduct

This policy does not intend to inhibit personal use of social media but instead flags up those areas in which conflicts might arise. CVMH members are expected to behave appropriately, and in ways that are consistent with our values and policies, both online and in real life. 

1. Be aware that any information you make public could affect how people perceive CVMH. You must make it clear when you are speaking for yourself and not on behalf of us If you are using your personal social media accounts to promote and talk about our work, you must use a disclaimer such as: "The views expressed on this site are my own and don't necessarily represent CVMH's positions, policies or opinions."

2. Use common sense and good judgement. Be aware of your association with CVMH and ensure your profile and related content is consistent with how you wish to present yourself.

3. If a committee member is contacted by the press about their social media posts that relate to CVMH they should talk to the chairperson immediately and under no circumstances respond directly.

4. CVMH is not a political organisation and does not hold a view on party politics or have any affiliation with or links to political parties. When representing [charity name], staff are expected to hold [charity name]'s position of neutrality. Staff who are politically active in their spare time need to be clear in separating their personal political identity from [charity name], and understand and avoid potential conflicts of interest.

5. Never use CVMH's logos or trademarks unless approved to do so. Permission to use logos should be requested from the chairperson.

6. Always protect yourself and the charity. Be careful with your privacy online and be cautious when sharing personal information. What you publish is widely accessible and will be around for a long time, so do consider the content carefully. When you are using social media sites at work, it is important that you do so safely. 

7. Think about your reputation as well as the charity's. Express your opinions and deal with differences of opinion respectfully. Don't insult people or treat them badly. Passionate discussions and debates are fine, but you should always be respectful of others and their opinions. Be polite and the first to correct your own mistakes.

8. We encourage members to share posts that we have issued. When online in a personal capacity, you might also see opportunities to comment on or support CVMH and the work we do. Where appropriate and using the guidelines within this policy, we encourage you to do this as it provides a human voice and raises our profile. However, if the content is controversial or misrepresented, please highlight this to the committee who will respond as appropriate.

Further guidelines

Libel

Libel is when a false written statement that is damaging to a person's reputation is published online or in print. Whether staff are posting content on social media as part of their job or in a personal capacity, they should not bring CVMH into disrepute by making defamatory comments about individuals or other organisations or groups.

Copyright law

It is critical that all staff abide by the laws governing copyright, under the Copyright, Designs and Patents Act 1988. Never use or adapt someone else's images or written content without permission. Failing to acknowledge the source/author/resource citation, where permission has been given to reproduce content, is also considered a breach of copyright.

Confidentiality

Any communications that members make in a personal capacity must not breach confidentiality. For example, information meant for internal use only or information that CVMH is not ready to disclose yet. 

Discrimination and harassment

Staff should not post content that could be considered discriminatory against, or bullying or harassment of, any individual, on either an official CVMH social media channel or a personal account. For example:

• making offensive or derogatory comments relating to sex, gender, race, disability, sexual orientation, age, religion or belief
• using social media to bully another individual
• posting images that are discriminatory or offensive or links to such content

Use of social media in the recruitment process

Recruitment should be carried out in accordance with the these guidelines

There should be no systematic or routine checking of candidate's online social media activities during the recruitment process, as conducting these searches might lead to a presumption that an applicant's protected characteristics, such as religious beliefs or sexual orientation, played a part in a recruitment decision. 

Under 18s and vulnerable people

Young and vulnerable people face risks when using social networking sites. They may be at risk of being bullied, publishing sensitive and personal information on their profiles, or from becoming targets for online grooming. 

Where known, when communicating with young people under 18-years-old via social media, members should ensure the online relationship with CVMH follows the same rules as the offline 'real-life' relationship. Ensure that young people have been made aware of the risks of communicating and sharing information online, and given guidance on security/privacy settings as necessary. 

Responsibilities and beach of policy

Everyone is responsible for their own compliance with this policy. Participation in social media on behalf of CVMH is not a right but an opportunity, so it must be treated seriously and with respect. For members, breaches of policy may incur disciplinary action, depending on the severity of the issue. Please refer to our policy for further information on disciplinary procedures. Staff who are unsure about whether something they propose to do on social media might breach this policy, should seek advice from the chairperson