Manual of Policies and Procedures

F/3.2 Social media

Contact Officer

Executive Director, Marketing and Communication

Approval Date

06/07/2020

Approval Authority

Vice-Chancellor and President

Date of Next Review

01/07/2023

3.2.1 Purpose
3.2.2 Application
3.2.3 Roles and responsibilities
3.2.4 Principles
3.2.5 Unofficial QUT related social media
3.2.6 Identifiable use of social media by staff
3.2.7 Record keeping
3.2.8 Use of social media for crisis management
3.2.9 Definitions
Related Documents
Modification History

3.2.1 Purpose

QUT encourages the use of social media for engagement; academic collaboration; the promotion of research and the development and delivery of learning and support services. This policy is supported by procedures and guidelines to assist users to maximize the benefits of this technology.

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3.2.2 Application

This policy applies to any person to whom the QUT Staff Code of Conduct (B/8.1) or Student Code of Conduct (E/2.1) applies.

This policy applies to all use of social media, except private use of social media.

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3.2.3 Roles and responsibilities

Position
Responsibility
Executive Director, Marketing and Communication
  • approves the creation of all official QUT social media accounts and affiliated social media presences on recommendation from the relevant Executive Dean, Institute Director, Head of Division or Deputy Vice-Chancellor
  • approves the guidelines for using social media (QUT staff access only) which provide information on the use and management of official and affiliated social media accounts and use of social media for internal collaboration
  • may close an official site, revoke affiliated status, and require administrators to remove evidence of affiliation with the university
Deputy Vice-Chancellor and Vice-President (Education)

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3.2.4 Principles

The accessing and posting of content to social media must comply with:

  • acceptable use of information and communications technology resources (F/1.11) where facilities provided by QUT are used, whether on campus or remotely
  • the relevant QUT Staff or Student Code of Conduct (B/8.1 or E/2.1, respectively)
  • other relevant university policies, including but not limited to those concerning Copyright (F/5.1), Media Relations (F/3.4), Corporate identity (F/2.1) Intellectual property (D/3.1), and Information privacy (F/6.2)
  • the social media platform terms of service; and
  • applicable Queensland and Commonwealth law.

3.2.5 Unofficial QUT related social media

Unofficial QUT related social media presences (e.g. student clubs and student administered study groups) are not endorsed by the University and must not use the QUT logo or purport to represent the university.

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3.2.6 Identifiable use of social media by staff

Staff are encouraged to share their expertise through social media. Where comment is made on a matter which is directly related to their area of expertise, individuals may establish their credentials by using their title, affiliation with QUT, and link to their staff or research profile. It may be necessary to include a disclaimer which states that the opinions expressed do not necessarily represent that of QUT.

Public comment on matters outside of a staff member’s area of expertise should not purport to represent QUT or have any association with QUT in compliance with the QUT Staff Code of Conduct (B/8.1.8).

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3.2.7 Record keeping

Social media use in an official capacity may generate a QUT record which should be managed according to the Records management policy (F/6.1).

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3.2.8 Use of social media for crisis management

Where a critical incident occurs, social media communication will be managed according to the Media relations policy (F/3.4).

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3.2.9 Definitions

Official social media accounts are presences in the public domain used by organisational areas to conduct official business of QUT. Official accounts appear on QUT’s social media website.

Learning and teaching social media accounts are non-public accounts created by university staff to conduct learning and teaching activities.

Affiliated social media accounts are used by staff, students, or alumni for conducting business or creating relationships that are related to QUT. These may include alumni chapters, student work showcases and University supported student clubs, and are listed on QUT’s social media website.

Identifiable use of social media is use of social media that enables the audience to identify a user as a QUT staff member or student either directly or by reference to information that can reasonably be ascertained.

Private use of social media is use of social media in a way that does not associate the user with QUT, its staff, students, or partners and/or does not have an impact on the University. Private use of social media should take account of the privacy and security settings of a particular platform, in the awareness that a user’s association with QUT may be recognised due to the public nature of such networks. 

Social media are technologies that enable users to create, share, build networks and discuss content in virtual communities and networks.

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Related Documents

MOPP B/8.1 Staff Code of Conduct

MOPP D/3.1 Intellectual property

MOPP E/2.1 Student Code of Conduct

MOPP F/1.11 Acceptable use of information and communications technology resources

MOPP F/2.1 Corporate identity

MOPP F/3.4 Media relations

MOPP F/5.1 Copyright

MOPP F/6.1 Records management

MOPP F/6.2 Information privacy

Education Services for Overseas Students Act 2000 - National Code 2007

QUT Social Media Guidelines (QUT staff access only)

QUT Web Manual

Social Media Guidelines for Learning and Teaching (QUT staff access only)

Use of Internet And Social Media for Research (QUT staff access only)

Web Governance Framework (QUT staff access only)

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Modification History

Date

Sections

Source

Details

06.07.20 All Vice-Chancellor and President Revised policy to reflect changes to Codes of conduct approved by Council (freedom of expression and human rights requirements)
08.08.17 All Vice-Chancellor Revised and simplified policy
02.11.15 All Vice-Chancellor Revised policy

12.07.12

All

Vice-Chancellor

New policy

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