Social Media Policies

Social Media Policies

Official, institutional social media platforms are maintained by the Office of Marketing and
Communication and the Department of Athletics. The Office of Marketing and Communication maintains the University’s official social media platforms on Facebook (http://www.facebook.com/TroyUniversity), Twitter (https://twitter.com/TROYUNews),  and YouTube (http://www.youtube.com/TroyUni). These platforms are promoted at www.troy.edu.
Similarly, the Department of Athletics maintains official social media platforms on Facebook (https://www.facebook.com/troyathletics) and Twitter (http://twitter.com/TroyAthletics) . These platforms are promoted at www.troytrojans.com and coordinated, when appropriate, with the Office of Marketing.

Sanctioned social media platforms that are not maintained by the Office of Marketing and
Communication or by Athletics but that are coordinated with these units are promoted on a central landing page at www.troy.edu. Examples of these sanctioned platforms are
@TROYUIMPACT and @TROYUSOS.

So that social media platforms can be used to their greatest potential, yet also managed to
professional standards, academic or administrative units of the University that wish to establish a sanctioned social media platform (including, but not limited to, Facebook, Twitter, Instagram, or YouTube accounts) must submit a request to the Office of Marketing and Communications via socialtrojan@troy.edu. Requests should include details of how the platform will be used and who in the unit will maintain and monitor the platform. An unsanctioned social media platform that represents, or appears to represent, Troy University may be subject to reporting for trademark, intellectual property, or other infringement.

Sanctioned social media platforms must meet the following guidelines.
Account holders for sanctioned social media platforms that do not meet one or more of the following guidelines must deactivate the platform immediately upon request by the Office of Marketing and Communication.

  • Platforms must present an image that is unified, of a high quality and favorably
    representative of the University.
  • Platforms should have a primary account holder responsible for monitoring and updating the site. However, login information for the site (username/password) should be accessible by at least one other person in the unit so the platform can be maintained in the primary account holder’s absence. All login information must be made available to the Office of Marketing and Communication upon request.
  • Platforms must be monitored and updated regularly by the units that create them,
    including responding as needed to questions or comments by users.
  • Involvement in social media must be carried out in such a manner that positively supports TROY’s values, missions and goals, and complies with all University regulations, policies, procedures, and state and federal laws.
  • Engagement with the audience through the platform must add value to both the
    University and the audience.
  • Upon request of the Office of Marketing and Communication, sanctioned social media account holders must promptly remove any content that is deemed hostile, insulting, offensive, disrespectful or otherwise inappropriate.
    • Platform content should not be written in a manner that can be interpreted as
      combative, demeaning or otherwise negative. Do not post content that shows (or may be perceived to show) someone getting hurt, attacked or humiliated; that might be considered racist, bigoted or demeaning to a particular group of
      individuals; that depicts activity that is (or may be perceived to be) illegal, such as drug use; or that could otherwise show the account holder or the University in a negative light.
    • In most cases, content should not be posted unless it is clearly suitable for all
      ages. However, if controversial content is related to academic study, ensure that appropriate context and disclaimers are provided. Also package the content in a manner that does not make it easy to reuse without the appropriate context.
    • All comments that are negative about Troy University do not have to be deleted.
      Open discussion should be encouraged. Criticism of the University should be
      evaluated on a case-by-case basis to determine what response, if any, is needed.
      Contact the Office of Marketing and Communication for further guidance.
  • All content posted to sanctioned social media platforms must adhere to all current TROY policies, including those regarding intellectual property, privacy and the use of
    information technology. See IT Technology Policy and Troy University Privacy Policy.
    • Privacy Guidelines:
      • Do not include personally identifiable information that can be used to
        locate any individual without that person's written permission. This
        includes an individual’s screen name, personal photo, hobbies,
        identification numbers -- such as Social Security numbers or student ID's -- addresses and phone numbers (other than an authorized business address or business phone number).
      • Do not upload, post, transmit, share, store or otherwise make publicly
        available on a social media site any private information of any affiliated or unaffiliated third party, including addresses, phone numbers, e-mail
        addresses, Social Security numbers and credit card numbers.
      • University units may not use social media platforms to collect personal
        information of users.
      • Do not post content that could create a security risk for the account holder or the University.
        • Examples include but are not limited to images of restricted access research areas and information technology facilities.
        • Employees who share confidential information without appropriate authorization do so at the risk of disciplinary action or termination.

Use of TROY Graphics/Logos
Approved social media platforms may utilize TROY logos, graphics and colors in their design, however the use of University branding materials is strictly controlled. TROY logos may not be altered. Consult this Graphics and Standards Manual or the Office of Marketing and Communication for more information.

Photo Releases
If you photograph a subject with the intent to publish that photo on a social media site, you must have your subject sign a photo release form before you post the photo. Account holders must make photo releases available promptly upon request. Learn more about image release requirements.

Personal Use of Social Media Platforms
The above guidelines do not apply to online activities by employees that are purely personal and in which the individuals do not identify themselves as a faculty or staff member of the University.

Employees may identify themselves as a University employee in personal online profiles, but are encouraged to make clear that their comments and postings do not represent the views of the University as a whole, even if such accounts are private or have otherwise restricted access.

Faculty or staff members who utilize personal social media accounts for official business (i.e. communication with students, alumni or other constituents) should clearly identify themselves as a representative of the University in such cases and know that all relevant University policies regarding social media, privacy and communication will apply.

 

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