Social Media Policy

Objective #

The University of Tennessee Foundation, Inc. (UTFI) desires to maintain a professional image to existing and potential donors, employees, competitors, and others, at all times. 

UTFI supports the general use and knowledge of social media outlets by employees. UTFI also recognizes the inherent risk that is involved with such activities, and the possibility that these activities can impact UTFI.  For that reason, UTFI has adopted this policy regarding social media. 

This policy applies to all employees of UTFI. Failure to abide by this policy may lead to disciplinary action, up to and including termination. 

Policy #

General Policy  #

As with all communications, it is a good general practice to be professional, respectful, responsible, accurate, and clear that as an employee you do not speak on behalf of UTFI.  Following this general advice will go a long way toward complying with this policy. 

In addition, bear in mind the following specific requirements. 

1. Do not post any information or conduct activity that may violate applicable local, state or federal laws or regulations. 

2. Follow all UTFI internal policies. Activity should not reveal confidential or proprietary information, or violate policies against discrimination or harassment. 

3. Employees are personally responsible for anything posted or created by them individually, and that in many cases, the material will be public and will remain available indefinitely. 

4. Unless authorized by management in writing beforehand, employees are not authorized to speak on behalf of the organization. Therefore, if as an employee you choose to mention the UTFI in any way, you are responsible for making it very clear that you do not speak on behalf of UTFI. 

5. Do not engage in non-UTFI-related online (including social media) activities except during non-working hours. 

6. Occasional and incidental use of University (UT) provided systems for online activities during non-working time is permitted. Please note, however, that the University and UTFI reserves the right to monitor the use of University systems and any activities on them, so there is no expectation of privacy when University systems are used. Refer to IT0110 – Acceptable Use of Information Technology Resources. 

7. Regardless of an employee’s private, personal or public social media status, each is personally held responsible legally and by UTFI policy for online activity conducted with a UTFI email address, and/or which can be traced back to a UTFI or UT IP or domain, and/or which uses UTFI or UT assets (computer, software, facilities, etc.).  Any of these situations could indicate or imply that an employee may be acting on behalf of UTFI. 

8. Employees of UTFI may have good reason, from time to time, to access social media outlets for work related functions. Likewise, production associates (especially web-related) may have the occasional need to access social media. These occasions are acceptable as long as the usage is in fact work-related. 

9. Remember that the lines between public and private, personal, and professional are blurred in regard to online social networks. If an employee identifies them self as an employee of UTFI, be aware that a perception may be created about UTFI to donors and the general public.  Consider whether content associated with you as an employee is consistent with your work and with UTFI’s values and professional standards.  Feel free to consult with management in advance should you have questions. 

10. Although UTFI does not wish to unduly restrict anyone’s activities while away from work, much social media is publicly available, and UTFI reserves the right to view such information and to determine whether the posting or other activity is of a legitimate, business related concern to UTFI. Further, where information is brought to the attention of UTFI or UT authorities (for example, a sexually harassing message, or activity that might violate intellectual property rights), UTFI may ask to view postings or other content that an employee might believe are private.  Refusal to cooperate with such requests will be considered a refusal to cooperate with an investigation being conducted by UTFI. 

11. If any employee has any doubt about social media activity and the application of this policy, please consult with management in advance of the activity. Clarification will be provided.