EMPLOYEE/PERSONNEL MATTERS POLICY NO. 370
SOCIAL MEDIA POLICY
PURPOSE
The City of Placentia has a business need to augment traditional communication methods with the use of social media channels. This need primarily stems from public demand and the rapid growth of social media use by other local, state and federal government entities as an indication that social media can be used effectively to enhance constituent communications. The use of social media presents opportunity and risk to the City. In general the City supports the use of social media technology to enhance communication, collaboration and information exchange to meet business mission and goals.
For the purpose of this policy social media applications shall include, but are not limited to, blogs, microblogs, wikis, RSS feeds, podcasts, discussion forums and social networking websites.
Messages and content posted on social media platforms may constitute speech on behalf of the City, but such speech takes place on a non -City venue.
Therefore, the City Council finds and intends that speech posted on social media platform venues by City representatives, and comments by the public posted on social media platform venues in response, do not create a public forum or limited public forum on any portion of the City's websites, equipment or other such City property.
A. Usage
The City of Placentia's website ( http://www.placentia.org) shall be the City's primary and predominant internet presence. Use of social media shall only serve as an enhancement to the City's official website.
Therefore, information and communications should be organized in a manner that avoids the posting of duplicative or conflicting information.
Social media sites created on behalf of the City of Placentia must first be approved by the City Administrator's Office and appropriate Department Head.
1. Only those authorized by the City Administrator or their Department Head to speak on behalf of the City and convey information regarding City programs, projects, policies or any other such City business on social media platforms may communicate on the City's behalf on the subject of City matters on any social media platform. This includes initiating statements on, or responding to comments received from, various social media outlets in any manner that members of the public might perceive as a statement on behalf of the City of Placentia.
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City employees wishing to express their personal points of view on a social media platform may only do so on their own time and are prohibited from utilizing City -owned equipment or technology to participate in social media platforms. If, on their own time and equipment, a City employee comments about a City matter or issue on a social media platform, they should identify
themselves as being affiliated with the City and clearly indicate that their opinions and statements are their own and are not the representations of the City of Placentia. City employees shall follow the City of Placentia Social Media Guidelines.
3. All use of social media by any City department on behalf of the City of Placentia must be approved by the City Administrator's Office and comply with the following:
a. Representatives of the City of Placentia utilizing social media shall, at all times, conduct themselves in an appropriate and professional manner.
b. No City employee shall host a blog on any City -owned equipment or website without prior, written consent from the City Administrator and Department Director.
c. Social media platforms may be accessed from City
equipment by City employees only for purposes of work
performed in the scope of their employment.
d. City departments are responsible for establishing,
publishing and updating their pages on social networking websites. It is the responsibility of each to ensure that their content is accurate and current.
e. When City departments create pages on social networking sites, all new urls must be shared with the City
Administrator's Office. Login information, including user identification information and passwords should be provided to the Department Director and the City Administrator's Office. Passwords must be secure.
f. All social media accounts must be set up with a City email account. Social media accounts must be identified as
belonging to the City of Placentia.
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g.
When possible, social networking comments and content
should contain web links directing the viewer to the City of Placentia's official website for more information.
h. When creating pages or adding content to social media sites, departments should always provide a Zink to the
City of Placentia website.
All social networking websites and pages must include
the following disclaimer:
The City of Placentia's use of external social media websites is provided as a public service. As such, the City of
Placentia disclaims liability for any and all ads, videos, promoted content or comments accessible from any external web page. The responsibility for external content or
comments rests with the organizations or individuals
providing them and do not constitute an endorsement by the City of Placentia.
No City employee may change the content or add new
content to wikis or similar sites on behalf of the City of Placentia that relates to City matters including, but not limited to, City projects, programs and policies.
B. Records Retention, Confidential Information
The City of Placentia encourages the use of social media to promote increased transparency and efficiency in communicating information to the public. City of Placentia correspondence and other records related to transaction of the public's business constitute public records that may be subject to the California Public Records Act, even when transmitted through social media platforms. Departments should maintain records retained in the ordinary course of business consistent with their department's standard records retention schedule.
Some information in City records is confidential, or subject to privileges or exemptions under the California Public Records Act, City ordinances, or state or federal laws. Confidential information, or information exempt from disclosure under the California Public Records Act, shall not be conveyed through social media platforms.
Examples of information that City representatives shall not convey through social media platforms include, but are not limited to:
• Attorney-client privileged information;
• Records concerning pending litigation;
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• Preliminary drafts, notes and memos not retained in the ordinary course of business;
• Certain information on business license or permit applications; • Personal identifying information of individuals who file code enforcement complaints; and
• Personal information of City of Placentia's employees not subject to disclosure under the California Public Records Act or other state or federal laws (such as home addresses, phone
numbers, medical and confidential employment information).
C. Ethical Conduct
No City representative shall participate in any social media activity on behalf of the City of Placentia that:
Promotes or exhibits hate, bias, discrimination, "adult-oriented" material or material not suitable for viewing by persons of all ages, or material with libelous or otherwise defamatory content;
2. Advocates the agenda or position of a political party, candidate for elected office, ballot initiative, or campaign or fundraising websites of holders for candidates for political office (whether elected or appointed);
Posts communications that expressly advocate the approval or rejection of a clearly identified ballot measure or candidate certified to appear on the local ballot;
4. Violates a City of Placentia Policy.
5. Violates any federal or state or local privacy, copyright, trademark, records retention, accessibility or other laws, regulations, policies or standards including but not limited to the First Amendment and the California Public Records Act.
D. Enforcement
1. The City Administrator's Office will monitor all departments' social media efforts to ensure that content adheres to this policy, is consistent with all logo usage and style guidelines, and furthers the communication or marketing goals of the City.
2. Any violation of this policy may result in removal of the department's content from the social media outlets. The City Administrator's Office has the sole authority to determine what information or pages shall be removed.
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3. This policy covers the following forms of social media outlets and any other form of social media, new media or Gov 2.0 communication:
Bloqs
The word blog is a shortened version of the term web log. Blogs are user - generated websites where entries are made in journal style and appear in reverse chronological order. Blogs provide commentary or news on particular subjects, such as local events. They usually contain text, images and links to other sites. Blogs typically allow visitors to provide comments in an interactive format.
Discussion Forums
A discussion forum (also known as a discussion group, discussion board, message board, or online forum) is a general term for any online "bulletin board" where users can leave messages and view responses to those messages.
Social Networking Websites
Social networking websites focus on the building and verifying of online social networks for whatever purpose. Social networks connect people with all different types of interests. Members communicate by voice, chat, instant message, videoconference and blogs, and the service typically provides a way for members to contact friends of other members.
A. Facebook
Facebook serves as a useful tool for the City of Placentia to inform the public about City events, refer them to the City website and dispense information in a timely manner. Guidelines:
• Each department must classify itself as `government' and identify itself as a department of the City of Placentia.
• A link to the City's official website ( http://placentia.org) must be included on the Info Page.
• All City department pages should include other City department pages in their "favorites" section.
• The Comments Section must contain the following disclaimer:
Comments are monitored and the City of Placentia reserves the right to remove inappropriate comments, including those that contain obscene language or "adult-oriented" content, threaten or An POLICY MANUAL
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defame any person or organization, violate the legal ownership interest of another party, support or oppose specific political candidates or ballot propositions, promote illegal activity, promote commercial services or products or are not topically related to the particular posting.
• Facebook pages represent the City. Thus, style and design of the Facebook pages shall be consistent to the City branding.
Departments must use proper grammar. Slang, jargon, excessive abbreviations shall be avoided.
• Facebook applications must serve a business purpose and first be approved by the City Administrator's Office.
• Each department is responsible for archiving its Facebook page.
An electronic copy of page content shall be periodically saved to a City Server.
B. Twitter
Twitter serves as a useful tool for the City to communicate information directly to their Twitter followers in 140 characters or less. Guidelines:
• Twitter should only be used as a means to quickly disseminate brief and concise communication. For more -in-depth information, followers should be directed to the City website
( http://placentia.org) .
• Each department is responsible for the archiving of its Twitter posts. Departments shall periodically save an electronic copy of the list of followers and reply messages to the City Server.
C. Photo -Sharing Websites
Photo sharing refers to the publishing or transfer of digital photos online, enabling users to share them with others (whether publicly or privately). This functionality is provided through websites and applications that facilitate the upload and display of images. Please note: All copyright and fair use laws apply.
D. Video -Sharing Websites
Video sharing refers to websites or software programs that enable users to distribute video clips. Some services may charge a fee, but most do not. Please note: All copyright and fair use laws apply.
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E. Wikis
A wiki is a website that allows visitors to add, remove, edit and change content. It also allows for linking among any number of pages. Please note: No City representative shall directly change the content or add new content to wikis on behalf of the City of Placentia that relates to matters including, but not limited to, City projects, programs and policies. If a representative discovers incorrect information on any wiki, a correction should be suggested in the website's comments section.
F Podcasts
A podcast is an audio or video broadcast that has been converted to an MP3 file or other audio or video file format for playback in a digital player or computer.
G. RSS Feeds*
RSS (Really Simple Syndication) is the acronym used to describe the de facto standard for the syndication of Web content. Users of RSS content use software programs called "feed readers" or "feed aggregators." Users can subscribe to feeds by entering links to the feeds into a reader program. The reader then checks the user's subscribed feeds to see if any have new content since the last time it checked. If so, the content is retrieved and sent to the user.
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ACKNOWLEDGEMENT OF RECEIPT OF POLICY NO. 370
POLICY NO. 370 SOCIAL MEDIA POLICY
This statement acknowledges that I have received, read and understand the Agency's guidelines for using Social Media. I acknowledge, and fully understand the terms of this policy and agree to abide by them.
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