Code 226

EMAIL, VOICE MAIL, TEXTING, INTERNET TECHNOLOGY, OTHER ELECTRONIC USAGE & SOCIAL MEDIA

EMAIL, VOICEMAIL, TEXTING, INTERNET TECHNOLOGY, AND OTHER ELECTRONIC DEVICE USAGE

DEVICES ARE OWNED BY SEDC

It is the policy of SEDC to establish basic guidelines concerning the appropriate use of email, voicemail, texting, internet technology, or other electronic communication systems owned and provided by SEDC. All communications over and activities conducted on these devices are the property of SEDC. These devices have been provided by SEDC to its employees for the purpose of performing their job.

MONITORING AND EXPECTATION OF PRIVACY

SEDC encourages employees to use email, voicemail, texting, internet systems, and other electronic systems for both Center related and personal purposes, but only in accordance with this policy.

Employees have no expectation of privacy when using voice mail, email, text, internet technology, or other electronic systems provided by SEDC. Some Center equipment requires the use of a password. The use of passwords is for the benefit of the Center to prevent unauthorized access by the public and/or other employees and should not be construed as creating an expectation of privacy by employees using the password. It is to be understood that SEDC employee’s use of the Center’s electronic systems are subject to GRAMA requests.

SEDC expressly reserves the right to inspect the contents of any email, voice mail, text, internet technology, other electronic system, or files residing on any of the Center's server(s) or other equipment that stores data or information including portable electronic devices such as cell phones, tablets, and laptop computers. Inspections may occur at any time and for any reason. For purposes of this policy SEDC’s servers include but are not limited to servers owned by SEDC or servers where SEDC rents or leases space such as internet service providers or other such hosting services paid for by SEDC.

ALLOWED USE OF CENTER EQUIPMENT

SEDC encourages work related and personal uses for email, voicemail, texting, internet technology, and other electronic systems by Center employees for the following:

• To facilitate the performance of job functions;
• To facilitate the communication of information in a timely manner;
• To coordinate meetings and efficient use of Center resources;
• To share ideas and information;
• For personal use during employee's time off, and;
• To encourage employee innovation.

PROHIBITED USE OF CENTER EQUIPMENT

SEDC prohibits employee use of Center email, voicemail, texting, internet technology, and other electronic systems for the following purposes:

• Political endorsements;
• Commercial or business activities not related to interests of SEDC;
• Personal use of systems during employee's work time other than brief and incidental use;
• Sending obscene or suggestive messages;
• Sending, viewing, or downloading offensive, pornographic, discriminatory, disparaging or harassing graphical images or information;
• Threats or harassment;
• Slander or defamation, and;
• Other illegal activities or activities that are prohibited by policies adopted by SEDC.

ADDITIONALLY INCURRED EXPENSES & VIOLATIONS

Employees using email, voicemail, texting, internet technology, and other related electronic systems of the Center for personal use will be responsible for reimbursing the Center for any direct expenses incurred from that use, such as printing or additional fees. Violations of this policy will be reviewed on a case by case basis and may result in disciplinary action up to and including termination of employment.

SOCIAL MEDIA

OFFICIAL USE OF SOCIAL MEDIA

SEDC recognizes that social media has changed the way people communicate with each other and that the use of social media can enhance communication between SEDC and the public, particularly the public that do not access traditional media. SEDC policies related to social media are to be interpreted in furtherance of this purpose.

SEDC encourages the use of social media to further the mission of the Center and its departments where appropriate. This policy sets forth guidelines for the establishment and use of social media by the Center for the dissemination of information to the public. This policy also sets forth guidelines related to private use of social media by employees that may impact the Center's interests. For purposes of this policy, social media means any facility for online publication and commentary including without limitation blogs, wiki's, content hosting sites such as Flicker and YouTube, and social networking sites such as Facebook, Linkedin, Twitter, Instagram, and Google Plus.

SEDC departments may utilize social media and social networking sites to enhance communications with the public subject to the following guidelines contained herein.

All SEDC social media sites shall be approved by the Director. Once approved, each employee shall be responsible for the content and upkeep of each social media site maintained by that employee.

SEDC social media sites shall generally be used for: (1) marketing which increase the Center's ability to broadcast its services to the widest possible audience; (2) public information updates, and (3) the dissemination of time sensitive information as quickly as possible (i.e. emergency information).

Content posted to SEDC social media sites shall also be made available on the Center's main website whenever possible. Content posted to SEDC social media sites should contain links directing users back to the Center's official website for in-depth information, forms, documents or online services necessary to conduct business with SEDC.

Employees representing SEDC via social media outlets must conduct themselves at all times as a representative of the Center and in accordance with all appropriate Center policies and standards, including but not limited to the SEDC Code 222- Standards of Conduct. Center social media sites shall be used only for communication of Center related information and shall not be used for personal purposes.

PROHIBITED USE OF SOCIAL MEDIA

SEDC social media site articles and comments containing any of the following forms of content shall not be allowed:

• Comments in support of or opposition to political campaigns or ballot measures;
• Profane language or content;
• Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation;
• Sexual content or links to sexual content;
• Solicitations of commerce;
• Conduct or encouragement of illegal activity;
• Information that may tend to compromise the safety or security of the public or public systems;
• Content that violates a legal ownership interest of any other party; or
• Comments not topically related to the particular social medium article being commented upon, including random or unintelligible comments.

SEDC reserves the right to restrict or remove any content that is deemed to be in violation of this social media policy or any applicable law. The social media tools that are currently approved for use by SEDC are Twitter, Instagram, Facebook, Google Plus, and Center-sponsored blogs. If any employee desires to use any other social media tool, such use must be approved by the Director and is subject to this policy.

USER AND VISITOR NOTIFICATION

Users and visitors to social media sites shall be notified that the intended purpose of the site is to serve as a mechanism for communication between SEDC and the public. The guidelines described above should be displayed to users or made available by hyperlink. A copy of any content removed based on these guidelines must be retained, including the time, date and identity of the poster when available.

RECORD RETENTION

SEDC social media sites shall comply with federal, state, and local laws, regulations and administrative rules. SEDC social media sites are subject to State of Utah public record laws. The employee maintaining the site is responsible for responding completely and accurately to any public records request for public records on social sites. If the information requested is available on the social media site, referral of the requester to the site will generally constitute compliance with the request. Content related to SEDC business shall be maintained in an accessible format and so that it can be produced in response to a request. Whenever possible, such sites shall clearly indicate that any articles and any other content posted or submitted for posting are subject to public disclosure.

State of Utah record retention schedules apply to social media formats and social media content. Unless otherwise addressed in a specific social media standards document, the employee maintaining the site shall preserve records required to be maintained pursuant to relevant record retention schedules for the required retention period on a server owned or leased by the Center. Records shall be stored in an easily accessible format that preserves the integrity of the original records.

All content created or posted on a Center social media site as well as all Center profile and home pages shall belong to SEDC.

EMPLOYEE PERSONAL USE OF SOCIAL MEDIA

Employee personal communication using social media may reflect on SEDC especially if employees are commenting on Center business, fellow employees, policies, and/or are identified as a Center Employee while using social media. Often times messages on social media reach a broader audience than was intended when the message was posted and these messages may be difficult to edit or retract once posted. Employees are strongly discouraged from posting anything on social media that may be disparaging to SEDC, its employees, its member districts and charters, elected and appointed officials, or policies.

Postings on social media that violate a separate section of this policy or any policy permitted hereunder may be grounds for discipline up to and including termination of employment.

VIOLATIONS

Employees found in violation of this policy may be subject to disciplinary action, up to and including termination of employment.