Social media directive procedure

Preamble

Social media can be an effective means of exchanging information and ideas while showcasing the Vanier experience to a broader public, building authentic engagement and social interaction in support of Vanier’s mission, vision, and values.

1. Scope

This directive defines the procedures to follow and the responsibilities of any Vanier College employee who plans to create, or is currently running, a social media account for sharing Vanier College content.

2. Opening an Account

• Following government guidelines, under no circumstance may a Vanier employee open and run a TikTok account on which Vanier College content is shared.
• Prior to opening an account, employees must contact the Communications and Corporate Affairs Department, which maintains a registry of all Vanier College social media accounts.
• The purpose of this registry is:
  • To avoid duplication of accounts: The Communications Department will inform employees if a similar account already exists and, if so, who is running the account.
  • To ensure continuity of accounts: In cases of changes in staff, the registry will provide the possibility to transfer ownership of accounts.
• Communications will also advise on the best account name, platform choice, and provide guidance with regards to this directive.
• There should always be a minimum of two (for continuity purposes), but ideally no more than four (for security purposes), account managers with access to the administrator password. This will depend on the platform and the purpose of the account. For example, it is possible to have many content creators on Facebook without each one having administrative access to the account, whereas this is not presently possible on Instagram.

3. Official College Accounts

• The accounts managed by the Communications and Corporate Affairs Department are considered the official Vanier College accounts, sometimes referred to as “corporate accounts.”
• The Continuing Education and Community Services Department is authorized to run official accounts related to Vanier College Continuing Education and Community Services, and the Athletics Department is authorized to run official accounts related to the Cheetahs athletics teams.
• To be considered official, any other account must comply with the Vanier College Brand Guide, Vanier policies, and all applicable laws and regulations, including privacy and language laws, and must publish in both official languages.
• Vanier College Communications must also be designated as administrators on all official accounts or have access to the account credentials.
• Only official accounts are advertised on the Vanier College website and other channels, such as the Prospectus.

4. Unofficial Accounts

• Unofficial accounts may be run by a group of students or employees seeking to promote their activities.
• As these accounts are not considered official, they are not required to comply with the Vanier College Brand Guide nor publish their content in both official languages.
• Unofficial accounts must include, in their description, a disclaimer informing users who runs the account, that it is intended for informational and networking purposes only, and does not represent the official position of Vanier College.
• At any time, account managers may seek assistance from the Communications Department in managing sensitive situations such as offensive comments, trolling, or other undesirable behaviour of users on the account.

5. Content

• Whether or not an account is official, all published content must adhere to the Vanier College Code of Conduct and overall mission and values of the College.
• Federal and provincial privacy laws apply to all content posted online. Account managers must abide by these laws, including obtaining consent from any identifiable individuals prior to publication and respecting copyright (e.g., photos, music, etc.).

6. Closing an Account

• Before closing an account, administrators must advise the Communications Department so that the Social Media Registry may be updated or to find alternative means to keep the account active.