1. Policy Statement
Family Promise of Puget Sound (FPOPS) recognizes the widespread use and influence of social media platforms. This policy provides clear guidance for all staff, volunteers, and board members on how to engage with social media in a manner that upholds FPOPS’s mission, protects its reputation, safeguards confidential information, and minimizes legal liabilities. Our aim is to foster responsible online conduct that reflects the professionalism, integrity, and values of our organization.
2. Scope
This policy applies to all FPOPS staff (paid and unpaid), volunteers, and board members. It covers all forms of social media use, whether for official FPOPS purposes or for personal use, when such use could reasonably be associated with Family Promise of Puget Sound or impact its reputation.
Social media platforms include, but are not limited to:
* Social networking sites (e.g., Facebook, Instagram, LinkedIn, X/Twitter, TikTok)
* Blogs and micro-blogs
* Wikis and online forums
* Video and photo sharing sites (e.g., YouTube, Flickr, Pinterest)
* Online discussion groups and messaging apps (e.g., WhatsApp, Slack, Discord)
* Any other online platforms that allow for public or semi-public sharing of content.
3. Guiding Principles
* Professionalism: Maintain a professional and respectful demeanor in all online interactions.
* Integrity: Ensure that all online content is truthful, accurate, and consistent with FPOPS’s values.
* Confidentiality: Strictly protect the privacy and confidentiality of individuals, staff, volunteers, and proprietary information.
* Respect: Treat all individuals with dignity and respect, avoiding discriminatory, harassing, or offensive content.
* Reputation Protection: Act in a manner that protects and enhances the positive public image and reputation of Family Promise of Puget Sound.
* Legal Compliance: Adhere to all applicable laws and regulations, including those related to privacy, defamation, copyright, and non-discrimination.
4. Definitions
* Social Media: Any form of electronic communication (such as websites for social networking and microblogging) through which users create online communities to share information, ideas, personal messages, and other content.
* FPOPS-Related Content: Any content that explicitly mentions, depicts, or can be reasonably associated with Family Promise of Puget Sound, its programs, individuals, staff, volunteers, or partners.
* Confidential Information: As defined in FPOPS’s Confidentiality Policy, including individual personal data, internal operational details, financial information, and unreleased strategic plans.
5. General Guidelines for Social Media Use
5.1. Official FPOPS Social Media Accounts
* Only authorized individuals, designated by the CEO or Program Directors, may create, manage, or post on official FPOPS social media accounts.
* All content posted on official accounts must be accurate, professional, and align with FPOPS’s mission, branding, and communication strategies.
* Official accounts must adhere to all FPOPS policies, including those on confidentiality, individual privacy, and non-discrimination.
5.2. Personal Social Media Use
* While FPOPS respects the right of individuals to engage in personal social media activities, employees, volunteers, and board members must be mindful that their personal online conduct can reflect on the organization, especially if their affiliation with FPOPS is known or easily discernible.
* Exercise good judgment and common sense. If you identify yourself as an FPOPS employee, volunteer, or board member online, ensure your content is consistent with FPOPS’s values and does not bring the organization into disrepute.
6. Professional Conduct and Representation
* Accuracy and Honesty: Do not post false, misleading, or deceptive information about FPOPS, its individuals, staff, volunteers, or partners.
* Professional Tone: Maintain a respectful and professional tone in all FPOPS-related online discussions. Avoid engaging in arguments, debates, or disrespectful commentary.
* Clear Affiliation: If you are posting about FPOPS in a personal capacity, consider including a disclaimer such as “My views are my own and do not necessarily reflect those of Family Promise of Puget Sound.”
* No Impersonation: Do not impersonate or misrepresent yourself as another person or entity, or as speaking on behalf of FPOPS unless explicitly authorized.
7. Confidentiality and Privacy
* Individual Confidentiality is Paramount: Under no circumstances should any confidential individual information be shared on social media. This includes names, photos, identifying details, case specifics, or any information that could directly or indirectly identify a individual or former individual, even if disguised or anonymized (as per FPOPS’s Confidentiality Policy).
* Staff/Volunteer Privacy: Do not share personal or confidential information about other staff members or volunteers without their explicit consent.
* Proprietary Information: Do not disclose FPOPS’s proprietary, sensitive, or unreleased internal information, including financial data, strategic plans, or internal discussions.
* Consent for Photos/Videos: Do not post photos or videos of individuals, staff, or volunteers on social media without their explicit written consent (as per FPOPS’s Photo, Video, and Media Consent Policy). This is especially critical for children.
8. Respectful and Appropriate Content
* No Harassment or Discrimination: Do not post content that is harassing, discriminatory, defamatory, threatening, intimidating, or offensive towards any individual or group based on protected characteristics (e.g., race, religion, gender, sexual orientation, disability, age, etc.), as per FPOPS’s Anti-Harassment Policy and Non-Discrimination Policy.
* No Illegal Content: Do not post content that promotes illegal activities, hate speech, or violence.
* Appropriate Language: Use appropriate language. Avoid profanity, vulgarity, or otherwise inappropriate content.
* Intellectual Property: Respect copyright and intellectual property laws. Do not post content that you do not have the right to use.
9. Legal and Ethical Considerations
* Duty to Report: If you observe or are involved in any social media activity that violates this policy, FPOPS’s Code of Ethics, or other FPOPS policies, you have a duty to report it immediately.
* Mandated Reporting: This policy does not supersede any legal or ethical obligations for mandated reporting (e.g., child abuse/neglect, duty to warn), as outlined in FPOPS’s Child Safety and Mandatory Reporting Policy.
* Legal Liability: Be aware that personal social media posts can have legal consequences for you and for FPOPS.
10. Consequences of Violations
Any violation of this Social Media Policy may result in disciplinary action, up to and including:
* Verbal or written warning.
* Mandatory training.
* Suspension from duties.
* Termination of employment or service.
* Reporting to law enforcement, if applicable.
The severity of the disciplinary action will depend on the nature and severity of the violation, prior incidents, and other relevant factors.
11. Reporting Concerns
If you have concerns about social media content related to FPOPS or believe this policy has been violated, please report it immediately to your supervisor, a Program Director, or the CEO. All reports will be investigated promptly and confidentially (to the extent possible), as per FPOPS’s Whistleblower Policy and Anti-Harassment Policy.
12. Responsibilities
* All Staff, Volunteers, and Board Members: Responsible for understanding and adhering to this policy in all their social media interactions.
* Supervisors/Program Directors: Responsible for educating their teams on this policy, monitoring compliance, and addressing any potential violations.
* CEO: Overall responsibility for the implementation, oversight, and enforcement of this policy.
* Marketing/Communications Lead: Responsible for managing official FPOPS social media channels and providing guidance on best practices.
13. Policy Review and Revision
This policy will be reviewed annually by the CEO and Board of Directors, or more frequently as needed, to ensure its continued effectiveness and alignment with evolving social media landscapes, legal requirements, and best practices. Any revisions will be communicated to all relevant personnel.