USE OF SOCIAL MEDIA POLICY

Posted by UCAN / In Public Policies / May 11th, 2023

PURPOSE AND SCOPE

This policy covers all forms of social media, including Facebook, Twitter, Instagram, TikTok, LinkedIn, WhatsApp, Google+, Wikipedia, other social networking sites, blogs, forums, anonymous apps, video and image sharing websites, such as YouTube and any other online facility that currently exists or may be created in the future.

It applies to the use of social media for both personal and business purposes, during working hours and in your own time to the extent that it may affect the health and wellbeing of learners and colleagues and the reputation of UCAN. The policy applies both when the social media is accessed using our Information Systems and also when accessed using equipment or software belonging to employees or others.

Whilst we recognise the benefits which may be gained from appropriate use of social media, it is also important to be aware that it poses significant risks to our business. These risks include disclosure of confidential information and intellectual property, damage to our reputation and the risk of legal claims. To minimise these risks this policy sets out the rules applying to the use of social media.

This policy covers all employees and also others including consultants, contractors, and casual and agency staff. Breach of this policy may result in disciplinary action up to and including dismissal.

As part of our Safer Recruitment process, we may consider carrying out an online search (including social media) of prospective candidates as part of our due diligence process. We will do this to identify any incidents or issues that have happened, and are publicly available online. and will conduct the process in a fair manner.

• We will only access personal data if it is relevant to the candidate’s suitability for the role and relates to the candidate’s personal capabilities, skills, education and experience

• Only the absolutely necessary personal information (no more than is needed), and information that is relevant to the job and is not excessive will be collected

• Reasonable steps will  be taken to ensure the accuracy of any personal details accessed online

• Information that is in the public domain regarding someone’s professional background for example: profiles on other employers or professional bodies websites may be viewed in order to verify information given in an application or CV

• Applicants will be given an opportunity to respond to any adverse findings from online searches, where they may be considered in the decision-making process

• We will not use information we find to unlawfully discriminate or act unfairly against a candidate

• Any personal data gathered during the recruitment/screening process will be handled and retained in accordance with our GDPR Policy and related UK data protection legislation

Any misuse of social media should be reported to the Director of IT and Compliance.

PERSONAL USE OF SOCIAL MEDIA AT WORK

You are not permitted to access any social media for your personal use during working time or using our Information Systems at any other time. We may monitor your use of our systems, including use of social media sites.

BUSINESS USE OF SOCIAL MEDIA

If you are required or permitted to use social media sites in the course of performing your duties for or on behalf of the company you should ensure that such use has appropriate authorisation and that it complies with the standards set out in this policy. Misrepresentation of UCAN would be regarded as a disciplinary matter.

RESPONSIBLE USE OF SOCIAL MEDIA 

You must not use social media in a way that might breach any of our policies, any express or implied contractual obligations, legislation, or regulatory requirements.

In particular, use of social media must comply with:

• Your Statement of Main Terms of Employment

• The Employee Handbook

• UCAN Policies and Procedures

• The rules and regulations of our regulatory bodies

In your use of social media you must not:

• Make disparaging or defamatory statements about us, our employees, clients, customers, or suppliers;

• Harass, bully or unlawfully discriminate in any way;

• Use data obtained in the course of your employment with us in any way which breaches the provisions of the Data Protection Act 2018;

• Breach copyright belonging to us;

•  Disclose any intellectual property, confidential or commercially sensitive information relating to our business;

• Make statements which cause, or may cause, harm to our reputation or otherwise be prejudicial to our interests.

You should avoid using social media communications that might be misconstrued in a way that could damage our business reputation. You should make it clear in personal postings that you are speaking on your own behalf, in particular write in the first person and use a personal e-mail address. If you disclose that you are an employee of us, you must state that your views do not represent those of your employer. For example, you could state, “the views in this post do not represent the views of my employer”.

Remember that you are personally responsible for what you communicate on social media. Often materials published will be widely accessible by the public and will remain accessible for a long time. If you are uncertain or concerned about the appropriateness of any statement or posting, you should discuss it with the HR Business Partner before making the post.

Employees should be aware of both professional and social boundaries and must not accept or invite ‘friend’ requests from learners on their personal social networking accounts. Alongside this, you are not permitted to accept or invite ‘friend’ requests for business contacts made during the course of your employment.

Any employee who becomes aware of inappropriate use of social media forums by another employee,  as set out in this policy should immediately contact the Human Resources Department, giving screenshots of the relevant social media site where possible. The identity of the employee reporting such activity will remain anonymous.

AWARENESS OF ARTIFICIAL INTELLIGENCE (AI) WHILE USING SOCIAL MEDIA

At UCAN, we recognise the increasing impact of artificial intelligence (AI) on our lives and society as a whole. While AI has the potential to bring many benefits, it is also important to be aware of its limitations and potential risks. We encourage all our employees to stay informed about AI developments and to exercise critical thinking when evaluating information and making decisions.

In particular, we caution against believing everything you see, hear, or read online or through AI-generated content. It is crucial to assess the credibility of sources, fact-check information, and be mindful of biases and manipulations that can be introduced by AI algorithms.

To promote responsible use of AI by our learners, UCAN has updated our Plagiarism & Malpractice Policy to reflect our awareness of the implications of using AI to complete assignments.

By promoting AI awareness and critical thinking, and by following ethical AI practices, we believe that UCAN can harness the potential of AI while minimising its risks and negative impacts.

PERSONS RESPONSIBLE, WITH CONTACT DETAILS

DIRECTOR OF IT AND COMPLIANCE:

Craig Stark:                  *Removed*  

Office Number:         *Removed*

HR BUSINESS PARTNER:

Robert Finlayson:         *Removed*

Mobile Number:          *Removed*

AUTHORISED BY:

UCAN Governance Board