Watch the video above or read the content below.

Using social media as a member of the UCC community learning objectives

In this lesson we will look at the Web and Social Media policy, which outlines the roles and responsibilities of those using social media on behalf of the university and which also outlines the expectations the university has for members of the UCC community in how they use social media while they are members of this community.

By the end of the lesson, the learner will be able to name the web and social media policy as the university policy that governs this area. They will also be able to relate how the web and social media policy applies to personal social media activities of members of the UCC community. They will be able to recall the rules for running a social media account on behalf of a UCC organisational unit and will be able to recall who to contact for further information.

Web and Social Media Policy

Available at https://ucc.ie/wsp, this policy has three key purposes:

Ensure best practice and high quality in the output on the university’s web, social media and other digital communication channels
Provide governance and standards for these channels
Set rules, guidance and direction for web and social media use by the UCC community (students and staff)

The scope of the policy covers the digital estate for communications as defined in the policy and applies to all Users, as also defined in the policy including staff and students. The policy does not dictate the content of pedagogy, or the content used in the delivery of teaching or research.

As a university policy, all staff and students need to familiarise themselves with the policy text. Take some time now to read the policy.

Personal social media use as a member of the UCC community (Student or Staff)

Make it clear that you’re not speaking on behalf of anyone else, especially when your public profile is connected to your membership of the UCC community
Academic freedom is protected
Same standards of expected online as offline. Examples of the kind of thing that might be considered a breach include:
- Breaking the law
- Bringing the university into disrepute
- Bullying and harassment of any kind
Disciplinary proceedings can be brought up against someone for activity that takes place online.
UCC doesn’t actively monitor our community’s social media activity, but if something is reported to us, we will investigate to see if there has been anything that merits further action.
Sections of the Policy that relate to personal social media activity:
- 1 Purpose: “To provide guidance and direction to students and staff of the university on the University’s expectations regarding the use of social media platforms...by staff and students, so that these tools are used in a responsible manner having due regard to the rights and reputation of the University and others” and “To inform Users of the University rules in terms of … social media”
- 2 Policy Scope: “This document covers ...the use of social media... by staff and students of the University”
- 4.4 Think before you post
- 4.5 Social Media Use:
  - “When posting as individual, Users are asked to consider that it may be appropriate for them to identify any personal views expressed by them...as their own and not representing the University.” and
  - “While recognising the right to maintain their own personal social media accounts, Staff and Students must be aware that the same University standards of conduct apply to online matters (even if using personal accounts) as to offline/ real world issues for disciplinary purposes.”
- 4.7 Third party social media platforms: “While the university does not specifically monitor social media ... of staff or students, it expects its staff and students to conduct themselves in a manner which respects others and University standards of conduct applicable to staff and students”.
- 4.8 Compliance with Policy: “Contravention of University policy may lead to the user in question being blocked from the University’s social media and where they are a member of staff or a student of the University, disciplinary procedures may be invoked in accordance with the appropriate University procedures."
- 6 Breach of Policy: “If any breach of this Policy is observed, then disciplinary action may be taken in accordance with the University’s disciplinary procedures (Principal Statute for Staff and Disciplinary Procedure for Students), as well as referral to An Garda Síochána or other regulatory bodies. Suspected breaches of this policy may be reported in the first instance to decomms@ucc.ie”

Running a social media account for the university or one of its units

We’re all just custodians of the university’s information. We must work together to make sure what we put out into the world reflects well on ourselves and on the university.

Keep it legal - Do not use UCC channels to break the law (specifically privacy rights, defamation law and data protection law)
It can be very easy to become embroiled in an online argument. And before you know it, you’ve ended up saying something online that can be interpreted as defamatory. So think before you post, and be careful of stating personal opinions about others online.
Respect others - Do not use UCC channels to engage in any form of bullying or illegal behaviour or likely to cause harassment (stalking, grooming of minors etc)
Respect intellectual property – Do not post any material which breaches the intellectual property rights of others, where necessary the express permission of the rights holder should be obtained.
In the past, UCC community members use of photographs without permission from the rights holders has led to the university having to pay out thousands of euros to the companies that own the rights to those images. So if you’re not sure that you have permission to use an image, don’t. This applies to social media as well as to websites.
Respect others’ privacy – Do not post any material which would identify a third party without their permission (including comments, photos, video clips) ...or which would have the effect of damaging the reputation of of the third party
Respect the university:
1. Do not post confidential or proprietary information of the University or which would have the effect of damaging the reputation of the university
2. Do not use the university’s name (including logos and symbols) for the promoting your own commercial interests
3. Do not use the university’s name (including logos and symbols) to imply the university endorses an activity without prior written consent.
4. University IT resources (including its websites and social channels) are reserved for the use of Staff and Students for University related business, research and study
Ensure that information is accurate and not misleading. Follow our content principles – content must be
1. Timely, relevant, accurate to audience for which it is intended
2. Easy to find and easy to understand
3. Inclusive and accessible to all
4. Convey university messages in a way that reflects UCC’s values and priorities
5. Serve a purpose
6. Consistent in use of language style, structures, voice and tone
7. Extensible and reusable
Think before you post – online content can stay online even after it has been deleted because it is easily copied and transferred beyond where it was first posted.
So, think about how you’d feel looking at something you posted years ago and how that might impact your future.

Social Media specific rules

Keep your channels fresh and spam free – do not excessively duplicate previously posted communications as others may consider this as spam
Be honest and respectful – don't impersonate others or engage in trolling (intentionally insulting and harassing people via the internet), discriminatory or any other illegal activity
Respect the UCC community and the university – Do not degrade, bully, or intentionally offend staff, students or others or use these tools to bring the reputation of the university into disrepute
If you’re running a UCC account, make sure to follow the policy (and its associated procedures)
While recognising the right to maintain their own accounts, UCC community must be aware that we expect the same standards online as we do in the offline world
Only the president (or their nominees) can authorise the set up an account on behalf the university
Keep your channels secure – UCC has no control over the settings and features of third-party platforms like TikTok, Facebook, Instagram and others so make sure you know the different settings on the different platforms that will keep your UCC account safe and secure.

Getting a UCC social account set up and managing that account

Your head of unit (or their nominee) must make the request to decomms@ucc.ie (Or via a form)
You need to tell us who will be running the account
If you don’t have the time, resources or specific skills needed to run the account, it might be better to roll your content up into a parent unit’s account
Answer the social account questionnaire on our website
Use a shared mailbox for setting up the account where possible (so that other people can take over the running of the account in the future)
Keep DE Comms group in the loop on:
1. the platform,
2. the name of the account,
3. the people running the account,
4. the link to the account
Enable the university to make updates in cases of emergency or when content has been found to be in breach of the policy
Keep UCC in the name of the account where possible
Keep the name of the account as short as possible
Follow the university’s official accounts and let them know your account exists so that they can follow back (and repost your content)
Follow other university organisational unit accounts so that you can support colleague units (and they can do likewise)
Check with DE Comms before using the UCC logo
Stick to the rules laid out above
Link to ucc.ie/wsp where possible

Notice and Takedown

If we find or if someone reports content to us that contravenes the policy, we will ask the account holder to remove it or help us to remove it.
Even if content doesn’t necessarily contravene the policy, people may want content that they originally gave permission for to be removed. Our approach is to facilitate this as much as possible.

Digital Estate for Communications Group (DE Comms Group)

The DE Comms Group is a group of colleagues from across the university tasked with the running of the university’s digital estate for communications. This group can be contacted for further information in relation to the web and social media policy or anything else related to the running of the university’s websites and social media channels.

The best way to get in contact is via email to decomms@ucc.ie. Please do read the content on our website as well which answers a lot of the questions people have. The website is available at:

https://uccireland.sharepoint.com/sites/digitalestatecomms/