Social Media Guidelines and Expectations

 

New Accounts

The maintenance of social media account(s) is time-consuming. It will need upkeep and frequent posts in order to grow a following and for it to be an effective means of communication for your department/unit. Before creating any account, think about the time and commitment you need to make in order to be successful.

• Please secure approval from your Vice President or Cabinet Member and submit the social media registration form before starting an account.
• Create a plan before starting the account. In this plan, you should think about who your audience is and what type of information you will be posting. Your objectives for starting an account, the audience you're trying to reach, and the type of content you wish to post all factor into your choice of social media platform. Also, your posting schedule and content type(s) will depend on the platform you choose.
• All new account administrators must acknowledge that they have read and will abide by Indiana State University's Social Media Guidelines and Expectations.
• The account should be created with the department's generic email address. If you need to obtain one, please submit a ticket through the Office of Information Technology. 
• All social media accounts affiliated with Indiana State University must be registered. Name and contact info of administrators and back up administrators must be provided.
• Please contact University Marketing prior to using the Indiana State University logo, seal, or other official marks in profile images.
• All social media administrators must attend a social media administrators meeting/workshop. These meetings/workshops are organized by University Communication.
• An account needs at least two administrators. One of the administrators should be a university staff or faculty member. If an administrator leaves, someone should take their place and a new password should be created for the account, and this new password shared with people involved. Only people managing the account should have access to the information.  
• If one of the account managers is a student, it is highly recommended that the posts be approved by a university staff member prior to posting the content. The university department/organization is responsible for all of their accounts' posts.
• Social media administrators are responsible for monitoring and regularly updating the social media account you manage.
• Social posts should align with overall university messaging and campus aesthetic. Use up-to-date hashtags and images.

 

Some more tips:

• Use "Indiana State U," "IndState," or "Indiana State University" with your unit's name when naming accounts. For example, @IndStateCriminology or for Facebook: Indiana State University Criminology. Using this naming structure will make platform search easier.
• Put Indiana State in the bio of your social media accounts. It can be as simple as, "Indiana State University Football," or, "Residential Life at Indiana State University." If possible, tag Terre Haute, Indiana as your location. 

 

Click on the icon below for a quick quiz on New Accounts.

  

Social Media Registration Form

Social Media Registration Form

All social media accounts (new or old) affiliated with Indiana State University must be registered using the form above. As part of the registration process, it is required that you provide the name, phone number and email address for the account manager and a backup manager(s), as well as account information.

Moderating Accounts

Any public post with comments enabled is susceptible to positive or negative comments. Your response or lack of response is also just as public. While not all comments require a response, your attention and response to legitimate and relevant comments are important to people who engage with your site. Plus, comments add to the level of engagement on your account.  Maintain positivity in your responses and avoid negative engagement. Try to resolve the issue quickly, in a few responses, and in a private manner, if possible.

Do not delete comments as a way of resolving the issue. However, comments that 

1. incite violence or otherwise discriminatory or harassing;
2. are obscene or defamatory;
3. are repeatedly irrelevant to the university;
4. are contradictory to University Policies, 

may be hidden or deleted and that account may be blocked. If you believe a comment is in violation and should be deleted, contact University Marketing and University Communication before any action is taken. Deleted posts must be documented and a copy maintained.

Inactive Accounts

Inactive accounts reflect poorly on the university. It can also be confusing if a department or organization has both active and inactive accounts. When people are searching for you on social media, they may only find the inactive account(s).

If an account is dormant after six months, the university can delete the account. If you no longer intend to update your account/site, please unpublish or delete it, and notify University Marketing and University Communication.

Advertising on Social Media

If you are interested in boosting posts or using your social channels for advertising purposes, please contact University Marketing or University Communication to be sure you are using institutional dollars in the most efficient way to reach your goals.

Photography, Videography, Music, and Livestreaming

Secure proper permissions before using photos, videos, and music with your posts. 

When taking photos and videos at events, identify who you are and inform your subjects that you are taking the images for social media. Respect requests from anyone who does not want to be a part of the video or photo.

Signed model releases are encouraged and recommended for any image or video in which a person can be recognized and identified. For images captured in public places or at public events where there is a reasonable expectation of being photographed or filmed, model releases are generally not required. However, best practice is to advise those who may be included on the image or video to see if they have any objections, and to adhere to the subject's wishes.

 Examples of instances when model releases are required include:

• When the image or video will be used to market or endorse a program, product or institution.
• Events/activities that include minors. For visiting classes, signed releases can often be acquired before the visit.
• Images or videos of potentially sensitive topics such as therapy sessions, counseling services or financial aid.

Remember to preserve the integrity of the photo assets. Avoid altering images to change the meaning or message of an image.

Livestreamed events should be well-planned and rehearsed in advance. Administrators should identify potential issues that might occur during livestream. Keep in mind technical and accessibility issues, and that "anything can happen" because it's streaming live.

 

It's time again to check your understanding!

  

 

Image: "Social Media" by jmexclusives is under Pixabay for free usage of image
Image: "Photographer in Normal Hall" is courtesy of ISU, photographed by Tony Campbell