- Legislative Context
- 1. Staff and Students are expected to behave professionally and respectfully when using social media for personal or professional use
- 2. Staff and Students are expected to comply with legal requirements, including the University’s legislation, policies and procedures when using social media for personal or professional use
- 3. Encouraging staff to get involved with social media, and attend the University’s social media training
- 4. Having processes in place to review and make changes to existing social media accounts, and processes which enable staff and students to seek approval to open new social media account(s)
- 5. Having processes in place to assist staff and students with monitoring and responding to content, comments, messages, complaints and escalating issues and threats for action
- 6. Offering training and support to all areas of the University that have content the University would like to publically share.
- 7. Having a Committee who: are up to date with trends and developments; regularly review social media accounts’ performance; ensure appropriate levels of access are given; and manage (or assist in managing) issues, threats and other concerns
- 8. Having University systems and processes in place which allow Academic staff to effectively communicate with students and other staff
- Supporting Documents
- Records Management
This procedure will ensure social media policy is implemented across the University and that best practice is maintained across the University. Further, this procedure mandates operational activities and assigns responsibilities to support the implementation of the Social Media Policy.
This procedure applies to the use of social media by staff, students, contractors, international agents, partners and members of University groups and committees:
- representing the University via social media in a official capacity; and/or
- using social media in a personal capacity where reference is made to the University on a social media site or the use of social media may have an impact on or affect the University or members of the University community (including other staff and students)
This procedure also applies to staff and students that wish to conduct activities on any social media platform (this refers to all platforms and accounts that are already established, and not yet established).
- Federation University Australia Act 2010
- The Tertiary Education Quality and Standards Agency Act 2011 (TEQSA Act) – establishes TEQSA as an agency who regulate using the Higher Education Standards Framework (Threshold Standards)
A complete list of definitions relevant to this procedure is contained within the Social Media Policy.
|A||Demonstrating courtesy, respect and honesty in either a personal or professional capacity||All social media users||
|A||Ensuring confidentiality and privacy of the University and individuals||All social media users||
|A||Accessing accounts for the purpose of posting content||All social media users||
|B.||Applying for the appropriate level of access to social media accounts||All social media users||
|A.||Reviewing all existing social media accounts||Social Media Committee||
|B||Removing of accounts||Social Media Committee||
Reasons for closing or removing an account may include, but are not limited to:
If the decision to close an account is made, the account manager is required to provide account login details to the Social Media Coordinator.
|C||Recording and storage of content||Social Media Champions and Social Media Coordinator||
The ability to record content will vary, depending on the social media platform it is being taken from.
In most cases, the easiest method may be to take screen shots. Care should be taken to ensure that important information (such as dates, times, names and locations) are captured in these shots.
The data must then be recorded in accordance with the University’s Record Management Policy and Procedure
|D||Creating new social media accounts||Social Media Coordinator and Social Media Committee||
The Social Media Committee will then arrange to meet the applicant to discuss the application.
Refer to the Social Media Manual for further information
|A||Escalation of issues||All social media users||
|A||Adhering to content creation best-practice||All social media users||
|A||A Social Media Committee for overall management of the University’s social media activity||
Marketing and Communications Manager
Public Relations Manager
Social Media Coordinator
|A||Use of social media by Academic Staff for student communications||All Academic Staff||
Please refer to section 4D of this document.
- Social Media Policy
- Social Media Instruction Manual
- Discriminatory and Sexual Discriminatory and Sexual Harassment Complaint Procedure
- Bullying Prevention and Management Policy
- Bullying Prevention and Management Procedure
- Use of Computing and Communication Facilities Policy
- Records Management Policy
- Records Management Procedure
- Staff Code of Conduct Policy
- Staff Code of Conduct Procedure
- Social Media Manual (PDF 2682.7kb)
- Federation University Australia Union Collective Agreement 2015 – 2018
- Social Media Instruction Manual (PDF 2682.7kb)
- All forms are included in the Social Media Instruction Manual, and are also available on federation.edu.au/socialmedia
- The Deputy Vice-Chancellor. Engagement is responsible for monitoring the implementation, outcomes and scheduled review of this procedure
- The Marketing & Communications Manager is responsible for maintaining the content of this procedure as delegated by the Director of Marketing, Advancement and Community Engagement
- The Social Media Coordinator is responsible for the administration support for the maintenance of this procedure as directed by the Marketing
The Social Media Procedure will be communicated throughout the University via:
- an Announcement Notice via FedNews and on the FedUni Policy Central’s Policy Library ‘Recently Approved Documents’ page to alert the University-wide community of the approved Procedure; and
- Distribution of emails to University staff
The Social Media Procedure will be implemented throughout the University via:
- an Announcement Notice via FedNews and on the FedUni Policy Central’s Policy Library ‘Recently Approved Documents’ page to alert the University-wide community of the approved Procedure;
- Staff induction sessions
- Training sessions
|Record Type||Location||Responsible Officer||Minimum Retention Period|
|General Content Form||University’s Approved Records Management System||Social Media Coordinator||Destroy 2 years after administrative use has concluded|
|Access Application Form||University’s Approved Records Management System||Social Media Coordinator||Destroy 2 years after administrative use has concluded|
|Account Review Form||University’s Approved Records Management System||Social Media Coordinator||Destroy 2 years after administrative use has concluded|
|New Account Registration Form||University’s Approved Records Management System||Social Media Coordinator||Destroy 2 years after administrative use has concluded|
|Photo consent forms||University’s Approved Records Management System||Responsible Officer||Destroy 3 years after administrative use has concluded|
|Captured Social Media Posts||SM Content Issues Database / University’s approved records management system||Responsible Officer||Retention requirements will be dependent on content and context of post – contact Records Management Services for further advice|