Levenshulme Old Library Charitable Incorporated Organisation uses social media in its work and recognises that those who are involved in its work may also use social media either as part of their role or in their private lives. A written policy is therefore required for all staff, volunteers and stakeholders on the acceptable use of social networking at work.

LOL CIO encourages the responsible use of social media. The purpose of this policy is to set out what expects from our volunteers, associates and employees when using social media. It is important to remember that we are all ambassadors for the charity and that social media is never private.

This policy is for all people that form an association with LOL CIO and aims to:

  • give clear guidelines on what one should say about the organisation;
  • comply with relevant legislation;
  • help people draw a line between their private lives and their activity with LOL CIO ;
  • protect LOL CIO against liability for the actions of others;
  • be clear about sensitive issues such as monitoring and explain how problems with inappropriate use will be addressed.
  1. Policy statement

1.1 LOL CIO recognises that the internet provides unique opportunities to participate in interactive discussions and share information on particular topics relevant to our work using a wide variety of social media, such as Facebook, Twitter, blogs and wikis etc1. This policy aims to protect individuals that participate with the LOL CIO project in any role and to encourage people to take responsibility for what they write, exercise good judgment and common sense. (See 2.1)

1.2 Inappropriate use of social media can pose risks to our confidential and proprietary information and reputation, and can jeopardise our compliance with legal obligations. To minimise these risks, to avoid loss of work time and to ensure that our IT resources and communications systems are used only for appropriate business purposes, we expect volunteers to adhere to this policy.

  1. Who is covered by the Policy?

2.1 This policy covers volunteers, paid staff, consultants, contractors, associates, etc.

  1. Scope and purpose of the Policy

3.1 This policy deals with the use of all forms of social media, including Facebook, YouTube, Twitter and all other social networking sites, and all other internet postings, including blogs.

3.2 It applies to the use of social media both for LOL CIO related and personal purposes, whether while volunteering or otherwise. The policy applies regardless of whether the social media is accessed using our IT facilities and equipment or otherwise.

3.3 If any person is found to be in breach of this policy their supervisor will in all likelihood seek to address this.

3.4 LOL CIO may ask that internet postings which are deemed to constitute a breach of this policy be removed.

3.5 This policy links to all other policies therefore social media should never be used in a way that breaches any of our other policies such as equal opportunities, safeguarding etc.

  1. Personnel responsible for implementing the Policy

4.1 Everybody has a specific responsibility for operating within the boundaries of this policy, ensuring that they understand the standards of behaviour expected of them and taking action when behaviour falls below this.

4.2 Everybody it responsible for the success of this policy and should ensure that they take the time to read and understand it. Any misuse of social media or questions regarding the content or application of this policy should be reported to LOL CIO.

4.3 Any content which raises a safeguarding concern must be reported to Jez Hall in line with the reporting procedures outlined in LOL CIO Safeguarding Policy.

  1. Guidelines for responsible use of social media

The following sections of the policy provide common-sense guidelines and recommendations for using social media responsibly and safely.

5.1 We want you to help protect our business reputation. We ask people to  please not post disparaging or defamatory statements about:

  1. the Organisation;
  2. LOL CIO staff, our clients, volunteers or members past or present;
  3. suppliers and vendors; and
  4. other affiliates and stakeholders.

We compel people to avoid social communications that might be misconstrued in a way that could damage our business reputation, even indirectly.

5.2 Volunteers are personally responsible for what they communicate in social media (as part of their library related activity or on personal sites). Remember that what you publish might be available to be read by colleagues, volunteers, future employers and social acquaintances for a long time. Keep this in mind before you post content.

5.3 LOL CIOdoes not permit tagging of vulnerable adults or anyone under the age of 18.

5.4 There is no obligation for volunteers to link their personal social media to any LOL CIO social media.

5.5 Volunteers are not permitted to set up social media accounts for LOL CIO purposes without prior consultation with LOL CIO trustees.

5.6 If you disclose your affiliation with LOL CIO, you must also state that your views do not represent those of the organisation you are volunteering with. For example, you could state, “the views in this posting do not represent the views of LOL CIO.” You should also ensure that your profile and any content you post are consistent with the image you present to those you work with as part of your LOL CIO association.

5.9 You are responsible for the security settings of any social media sites you use and should ensure they are set to the appropriate level if you wish to limit who can see your information.

5.10 Remember that you must respect confidentiality at all times and protect confidential information. You should be mindful of Data Protection issues, if in doubt refer to a trustee. Confidential information includes things such as unpublished details about our association with LOL CIO, details of current projects, future projects, financial information or information held on our supporters, staff or volunteers.

5.11 Avoid posting comments about sensitive LOL CIO related topics, such as our performance. Even if you make it clear that your views do not represent those of our charity, your comments could still damage our reputation.

5.12 If you are uncertain or concerned about the appropriateness of any statement or posting, refrain from making the communication until you discuss it with a LOL CIO representative.

5.13 If you see content in social media that disparages or reflects poorly on LOL CIO or our stakeholders, please report it to a LOL CIO Trustee. We are all responsible for protecting our reputation.

5.14 The contact details of business contacts made during the course of your activities with LOL CIO are regarded as our confidential information, and as such you will be required to delete all such details from your personal social networking accounts, should you finish having any kind of relationship with LOL CIO.

5.15 Contact details of volunteers are subject to data protection. Staff are not permitted to access or store information on volunteers that would breach data protection.

  1. Personal use of social media in the office environment

We recognise that people may occasionally desire to use social media for personal activities in the office or by means of our computers, networks and other IT resources and communications systems. We authorise such occasional use so long as it does not involve unprofessional or inappropriate content. You should not use LOL CIO IT resources and communications systems for any matter that you wish to be kept private or confidential.

If using social media while going about your activities, circulating chain letters or other spam is never permitted. Circulating or posting commercial, personal, religious or political solicitations, or promotion of outside organisations unrelated to LOL CIO work is also prohibited.