Sep 23, 2014 - Social Media Use. 1. PURPOSE. To outline the responsibility all employees and volunteers have in ensuring
QUEENSLAND AMBULANCE SERVICE POLICY Title: 1.
No.
Social Media Use PURPOSE To outline the responsibility all employees and volunteers have in ensuring the appropriate use of social media.
2.
APPLICATION /SCOPE The requirements and expectations outlined in this policy apply equally to: • All fulltime, part time, temporary or casual QAS employees; • All QAS volunteers; • All contractors engaged by QAS; and • All third parties providing services to QAS.
3.
POLICY APPROVAL AND REVIEW This policy v1 0 was endorsed by the QAS ICT Strategic Committee on 15 September 2014. This policy v1 0 was approved by the Commissioner, QAS on 23 September 2014. This policy is reviewed annually. The next scheduled review is 23 September 2015. This policy will also be reviewed and evaluated in line with changes to business and information security risks to reflect the current agency risk profile. This policy will be communicated on an ongoing basis and be accessible to all employees.
4.
POLICY QAS recognises social media may be used by employees for personal or professional purposes. When using social media, employees should be aware of the potential damage that can be caused to QAS (either directly or indirectly), particularly when identified on social media as relating to QAS. Employees should ensure social media is used appropriately. Personal use of social media All employees are responsible for the content published in a personal capacity on any social media platform, regardless of whether the content is published in their own time or using their own device. Particular care should be taken where employees could be identified as a public service employee in comments or online profiles.
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Effective Date 23 September 2014 Intended Review Date month Sept 2015 Notwithstanding this document remains in-force until it is revoked.
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In these situations employees are required to: • be aware that in situations where the officer is identifiable as QAS, all interactions via social media are directly governed by the Code of Conduct for the Queensland Public Service; • only disclose and discuss information that is publicly available; • ensure all content that is published is accurate and not misleading and complies with all relevant QAS policies and the Code of Conduct for the Queensland Public Service; and • be polite and respectful in all interactions. When using social media in a personal capacity employees should not: •
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imply that they are authorised to speak as a representative, or on behalf, of QAS or the Queensland Government, or give the impression that the views expressed are those of QAS or the Queensland Government; use QAS email addresses or any QAS or Queensland Government logos or insignia, as this may give the impression of official support or endorsement of the comment/s; use the identity or likeness of another employee, volunteer, contractor or other member of QAS; use or disclose any confidential information obtained in their capacity as an employee, volunteer or contractor of QAS; post material or images that are, or might be construed as, inappropriate, threatening, harassing or discriminatory towards another employee, volunteer or contractor of QAS; or make any comment or post any material that might otherwise cause damage to QAS or which reflects seriously and adversely on QAS’s reputation.
Employees are required to treat colleagues with respect and dignity and to ensure that personal use of social media is appropriate. Employees should also be aware that QAS’s policies regarding anti-discrimination and vilification and workplace harassment and sexual harassment may apply online as well as in the workplace. Disciplinary action may be taken against employees found to have engaged in inappropriate personal and/or professional use of social media. This may include disciplinary action up to and including termination of employment. Professional use of social media Employees can only establish an official social media presence, or use social media to comment as a representative of QAS, when given specific authorisation to do so. Official departmental social media tools are not to be used by employees for inappropriate or non-work related communication. When given authorisation to comment as a QAS representative: • employees are required to: •
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disclose that they are an employee, volunteer or contractor of QAS and use only their own identity, or an approved official account or avatar;
Effective Date 23 September 2014 Intended Review Date month Sept 2015 Notwithstanding this document remains in-force until it is revoked.
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•
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disclose and comment only on information classified as public domain information;
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ensure all content published is accurate, not misleading and complies with all relevant QAS policies and the Code of Conduct for the Queensland Public Service;
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ensure they only make comment on matters that fall within their delegation;
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comment only on their area of expertise and authority;
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ensure comments are respectful of the community with which they are interacting online; and
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adhere to the Terms of Use of the relevant social media platform/website, as well as copyright, privacy, defamation, contempt of court, discrimination, harassment and other applicable laws, and the QAS policy regarding privacy.
employees should not: •
post or respond to material or images that are offensive, obscene, defamatory, threatening, harassing, bullying, discriminatory, hateful, racist, sexist, infringes copyright, constitutes a contempt of court, breaches a Court suppression order, or is otherwise unlawful;
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use or disclose any confidential or secure information; or
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make any comment or post any material or images that might otherwise cause damage to QAS or which reflects seriously and adversely on QAS’s reputation.
Action will be taken against employees found to have inappropriately used social media in a professional capacity. This may include disciplinary action up to and including termination of employment. 5.
RESPONSIBILITIES Role QAS ICT Service Provider(s)
Responsibility The provision and implementation of assets, supporting systems, applications and processes that give effect to this policy. The establishment and maintenance of monitoring and compliance systems and processes to ensure that the supporting mechanisms are functioning effectively.
All QAS employees, all volunteers, all contractors and third parties providing services to QAS
Compliance with this policy, and any supporting policies, standards and procedures. Reporting security incidents and any identified weaknesses.
This policy has been issued by QAS ICT Governance, Strategy and Performance, Corporate Services who will ensure ongoing review and maintenance of this policy. Version 1 1
Effective Date 23 September 2014 Intended Review Date month Sept 2015 Notwithstanding this document remains in-force until it is revoked.
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6.
DEFINITIONS TERM Social Media
7.
DEFINITION Social media may include, but is not limited to: •
social networking sites e.g. Facebook;
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video and photo sharing websites e.g. Instagram, Flickr, YouTube, Vimeo or Vine;
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micro-blogging sites e.g. Twitter;
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weblogs, including corporate blogs, personal blogs or blogs hosted by traditional media publications e.g. Tumblr and blogspot.com;
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forums and discussion boards e.g. Whirlpool, Yahoo! Groups, online forums, news article comment sections or Google Groups;
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online encyclopaedias e.g. Wikipedia;
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online dating websites or social applications e.g. eHarmony, Qupid.com, RSVP; and
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any other web sites that allow individual users to use simple publishing tools.
RELATED DOCUMENTS Ambulance Service Act 1991 Queensland Government Official Use of Social Media Guideline QAS ICT Acceptable Use Policy Code of Conduct for the Queensland Public Service
8.
SUPERCEDED POLICIES DCS Social Media Policy DCS Social Media Access Procedure
9.
BUSINESS CONTACT Any requests for further information or clarification regarding this policy should be referred to the Manager, Information Management, ICT Strategy, Governance and Performance, Corporate Services, QAS Ph. 07 36353257
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Effective Date 23 September 2014 Intended Review Date month Sept 2015 Notwithstanding this document remains in-force until it is revoked.
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