Skip to content

Social Media Procedure

Effective Date: February 19, 2019
  This document is available in alternate format on request.

Purpose:

The Humber College Institute of Technology and Advanced Learning and the University of Guelph-Humber (hereinafter referred to as “Humber” or “the College”) aims to ensure the responsible use of social media by the Humber community in order to build authentic engagement and social interaction in support of Humber’s mission, vision and values.

As per Humber’s Policy Statement on Upholding Free Speech, members of the Humber community are free to express their views and contest the views of others. All members must respect the rights of others to express their ideas. Speech that violates the law, and speech that constitutes harassment, a threat or hate speech is not permitted.

The purpose of this Procedure is to outline the acceptable adoption and use of social media platforms and to ensure that Humber community understand their responsibilities when interacting on social media platforms.

This document is available in alternate format on request.

Definitions:

Blog: A blog post is a regular entry of commentary, descriptions of events/activities or other materials such as graphics, photos or videos available online.

Live video: A live video broadcast with enabled viewer interaction, from a social media platform.

Personal social media account: Social media accounts for Humber employees or students’ personal use which do not represent the College.

Post: Any user-generated information shared on a social media site.

Primary social media account: A single account on a social media platform that represents Humber as a whole rather than a College department, academic area, program or another unit (i.e. @HumberCollege on Twitter).

Affiliated professional social media account: Social media accounts for Humber employees who post, interact and share information on social media platforms on behalf of Humber, or related on- or off-campus activities and initiatives that are affiliated with/connected to their role at the College (Example: Dean accounts, Program Coordinator accounts, etc.).

Affiliated secondary social media account: An official social media account that is owned and managed by a College department, academic area, program, or another unit (i.e. @SustainHumber on Twitter, representing Humber’s Department of Sustainability).

Social Media Liaison: Individual(s) responsible for coordinating social media efforts on behalf of their faculty, program, department, etc. Social Media Liaison activities include (but may not be limited to) managing and monitoring accounts, ensuring that the Social Media Policy and Procedure and the Terms of Service on each social media channel are followed, and are responsible for the content published by their social media account(s).

Social media: Online platforms that allow users to generate and share content and information publicly. This includes, but is not limited to platforms such as Facebook, Twitter, LinkedIn, Reddit, Instagram, Pinterest, Periscope, Snapchat, Tumblr, WhatsApp, Wechat, VK, YouTube and blogs.

Terms of Service: this is the agreement between the social media site and the user. Almost all social media sites will ask users to acknowledge this prior to being given access to the site’s services.

Procedures:

  1. 1.The use of Humber brand standards, including but not limited to, logos and use of the Humber College name is reserved for approved Humber affiliated social media accounts and shall be used in accordance with Humber’s brand standards, including the Social Media Policy, Social Media Procedure and Social Media Guidelines (collectively referred to as the Social Media Playbook)
  2. Humber approved social media accounts must clearly state that they are an authorized Humber social media account and shall identify “Humber" on the account page and biography/about section. It is recommended that all Humber affiliated social media accounts include Humber in their account name or account handle.
  3. Almost all social media platforms or applications will ask users to acknowledge a Terms of Service prior to accessing to the site’s services. This is an agreement between the social media site and the user. As a user, you are solely responsible to read, understand and acknowledge the Terms of Service. All Humber community members shall comply with the Terms of Service and use of the applicable social media platform to the extent it does not materially conflict with Humber’s policies.
    • If you have questions regarding the use of social media platforms, please contact Humber’s Digital and Social Media Manager and/or Director, Communications. 
    • If you have questions regarding the Terms of Service, please contact Humber’s Legal and Risk Management department.
  4. In accordance with applicable privacy and copyright laws, consent must be obtained when taking photographs, shooting live video and/or recording testimonials of people for use in social media content. Consent forms are available at the following links:
    • 4.1. Photo Consent Form 
    • 4.2.Minors Photo Consent Form
    • In addition to receiving consent, the Department of Marketing and Communications has posters available that may be posted as a notice to Humber community members, upon request.
    • An individual who has previously granted consent is permitted to request the removal of such posted content by directly contacting the applicable Social Media Liaison.
  5. Creation of new Secondary and/or Professional social media account must be reported to the Department of Marketing and Communications. The requestor (i.e. faculty, department, program, or student group, etc.) wishing to create a Humber affiliated social media account must present rationale around the use and need of a new social media account to the Department of Marketing and Communications for review before any steps to create a Humber affiliated social media account are taken. The Department of Marketing and Communications must be provided with the login information for the account in case of emergency, security breach or employee departure.
  6. The Department of Marketing and Communications, in consultation with the applicable Social Media Liaison can recommend the closure of an account deemed inactive, redundant or otherwise not required. Social Media Liaisons who wish to close their Humber affiliated social media account(s) permanently or temporarily must advise the Department of Marketing and Communications of their intention. The Department of Marketing and Communications will review the reasons for decommissioning and assist with identifying a plan to decommission, maintain or revive the account as needed.
  7. In the event that a Secondary social media account is linked to an academic course, program or student group and designed primarily for Humber student use (i.e. an event, student club, etc.), a Humber employee must be designated as the Primary account administrator to ensure that the applicable Secondary social media account can be repurposed or closed when it is no longer needed. The designated Humber employee will maintain all login credentials and passwords. It is the designated employee’s responsibility to ensure the account follows emergency communication procedures, when needed.
  8. Upon approval of the respective Sr. Dean/Dean or Director, the temporary assignment of managing selected Humber affiliated social media accounts to a Humber Student(s) is encouraged. The temporary assignment must uphold the standards addressed in the Social Media Policy, Procedure and Guidelines. Once the temporary assignment is completed, the applicable Social Media Liaison shall be responsible for changing the social media account password and advising the Department of Marketing and Communications of the change.
  9. In the event of an operational disruption resulting in campus closure such as a power outage, snowstorm or any other event forcing Humber campuses to close, social media communications will be led by the Department of Marketing and Communications. Approved messaging provided to administrators of Secondary and Professional social media accounts should be prioritized over regular and/or scheduled content and posted in accordance with the Department of Marketing and Communications instructions.
  10. In the event of a crisis or emergency situation, crisis-related social media communications, as directed by Humber’s Department of Public Safety and Emergency Management will take priority on all Humber Primary social media accounts.
  11. During an emergency or crisis situation, Secondary social media accounts are to receive direction from the Department of Marketing and Communications on what type of content is safe to publish and at what frequency. It is suggested that Secondary social media accounts share Humber’s Primary social media accounts posts for emergency-related information and updates, unless otherwise instructed.
  12. In the event of an emergency or crisis, the Department of Public Safety and Emergency Management can call for a temporary cessation/suspension of outbound communications by any or all Humber affiliated, Secondary and Professional social media accounts.
  13. For security reassurance when managing Humber social media accounts, follow the steps outlined below:
    • 13.1. At least one (1) permanent Humber employee must have administrative access to every official social media account;
    • 13.2. Third party administrators or employees who leave Humber must be removed from the specific social media account(s), and passwords changed, once access/ participation is no longer required;
    • 13.3. Create a strong password to ensure that your account(s) remain(s) secure. All login and password information must be kept confidential;
    • 13.4. Up to date log in information for College affiliated social media accounts must be shared with the Department of Marketing and Communications.
  14. Where a Humber Department or Faculty is managing multiple Humber social media accounts at once, the Department of Marketing and Communications has tools available to support the management of these accounts. Please contact the Digital and Social Media Manager and/or Director, Communications for more information.