These Procedures implement the requirements of University Policy 540: University Social Media Accounts and are designed to promote effective and uniform management of all Officially Recognized Accounts.
Definitions relevant to these Procedures are set forth in University Policy 540: University Social Media Accounts.
Creating an Officially Recognized Account
Prior to creating an Officially Recognized Account, the individual seeking to create the Account must first obtain the requisite approval from:
- the Appropriate Administrator; and
- the Director of Social Media, or their designee.
1. Approval through the Appropriate Administrator:
Prior to the development of an Officially Recognized Account, the Appropriate Administrator must approve the Account. A signed document must be obtained from the Appropriate Administrator indicating that the Appropriate Administrator approves of the formation of the proposed Officially Recognized Account.
2. Approval through the Director of Social Media:
After the Appropriate Administrator has given their approval to open the Account, approval must then be granted by the Director of Social Media or their designee. Approval from the Director of Social Media will be sought through written application. Applications to the Director of Social Media will include:
- the relevant application form;
- the signed document demonstrating approval from the Appropriate Administrator;
- the name of the two benefited employees who will serve as the Account Administrators; and
- the proposed profile/avatar image to be used in association with the proposed account that complies with USU’s visual identity program.
Individuals seeking to create an Officially Recognized Account in the form of a MyUSU Group are not required to obtain approval from an Appropriate Administrator prior to submitting an application to the Director of Social Media, or their designee, or otherwise as a requisite to creating a MyUSU Group.
It is the responsibility of the Appropriate Administrator to designate two benefit-eligible employees that will serve as Account Administrators. It is also the responsibility of the Appropriate Administrator to designate an employee to replace an exiting Account Administrator, as necessary, and remove the exiting Account Administrator’s administrative permissions on the relevant Officially Recognized Account. The Appropriate Administrator will also be responsible to notify the Director of Social Media, or their designee, of the name, title, and contact information of the newly designated Account Administrator and the name of the employee the new Account Administrator replaced. All Account Administrators must be benefit –eligible USU employees.
Each Account Administrator is responsible for managing their assigned account as outlined in University Policy 540: University Social Media Accounts.
If an Account Administrator learns that content has been posted to the Officially Recognized Account to which they are assigned in violation of University Policy 540, the Account Administrator will follow the below outlined procedures.
For content that discloses private or protected information, violates another person’s intellectual property rights, or is prohibited unprotected speech, in violation of Part 2.3 of University Policy 540, the Account Administrator will immediately make the content unviewable to the public by, for example, hiding the content. The Account Administrator will then contact the Director of Social Media to obtain authorization to permanently delete the content and/or discuss if blocking the third-party account is warranted and authorized. If the Director of Social Media is not available, the Account Administrator will contact the Office of General Counsel.
For content that is off-topic or disruptive, in violation of Part 2.3 of University Policy 540, or for any other content that may violate USU policies, the Account Administrator will contact the Director of Social Media to obtain authorization to hide or permanently delete the content at issue and/or discuss if blocking the third-party account is warranted and authorized. If the Assistant Director of Social Media is not available, the Account Administrator will contact the Office of General Counsel.
If an Account Administrator determines that a third-party account holder should be blocked from accessing or viewing an Officially Recognized Account for reasons consistent with University Policy 540, the Account Administrator will obtain permission to block the third-party account from the Director of Social Media before taking any action to block the third-party account. Prior to authorizing the blocking of a third-party account, the Director of Social Media will consult with the Office of General Counsel.
In the event content is removed or a third-party account is blocked, consistent with these Procedures and University Policy 540, the Account Administrator that takes the action will document: (1) the content posted in violation of University Policy 540; and (2) the reason(s) justifying its removal or the reasons justifying blocking the third-party account. The Account Administrator will send the documentation to the Director of Social Media, who will retain the documentation for a period of no less than two years from the date of the incident.
MyUSU Group Management
For all MyUSU Groups, the Student Affairs Marketing Manager will serve in the role as the Appropriate Administrator.
Private MyUSU Groups
Any MyUSU Group with a “private” designation will clearly outline the criteria for its membership in the “About” section of the MyUSU Group page (e.g., enrollment in a particular course or active membership in a particular club). Criteria for membership to a private MyUSU Group will not be defined or decided based on an individual’s protected class status.
Blocking a Student from a MyUSU Group
If a student posts content within a MyUSU Group that meets the criteria outlined in Part 22.214.171.124 of University Policy 540 for blocking an account, the student may be blocked or otherwise denied access to the MyUSU Group in which the violation occurred. However, a student will not be blocked or otherwise denied access to any MyUSU Group where membership in the MyUSU Group is a component of a course in which the student is enrolled, except if: (1) the student ‘s posting activity within the MyUSU Group is causing a disruption to the course; (2) the student continues their disruptive posting activities after the student is warned by the University employee directing the course that their posting activity is disrupting the course; and (3) the student is not blocked for longer than 24 hours from the time of the disruption. Where a 24-hour block would have substantial effect on the student’s academic performance and/or progress, missed academic materials and/or opportunities will be provided to them by an alternative method, if possible.
Notwithstanding the above, a student’s MyUSU Account will not be deleted, deactivated, or suspended from the MyUSU service platform during the time period that the student is enrolled and in good standing at USU, unless deemed necessary and authorized by the Vice President of Student Affairs or their designee as part of a disciplinary process authorized by the Student Code of Conduct. Any appeal of a determination of the Vice President of Student Affairs, or their designee, should be pursued consistent with any relevant process outlined in the Student Code of Conduct and not pursuant to these Procedures. The student’s MyUSU Account will be restored immediately if a disciplinary process resolves in the student’s favor.
Appeal Process for Owners of Blocked Accounts
An individual who owns a third-party account that has been blocked from accessing an Officially Recognized Account may appeal the blocking to the University if the individual believes the third-party account at issue was blocked in violation of University Policy 540, or in violation of the individual’s First Amendment rights.
To initiate an appeal, the owner of the blocked account should submit a written appeal via email to firstname.lastname@example.org. The appeal should contain the name of the blocked account, the date the account was blocked, if known, the basis for the appeal, and any arguments supporting the appeal.
The appeal will be reviewed by a four-member committee appointed by the Director of Social Media. A decision by the committee will be issued and sent to the owner of the blocked account within 30 calendar days from the day on which the appeal is submitted.
Unblocking an Account
An account that has been blocked from accessing the content of an Officially Recognized Account will be unblocked upon the sooner of a successful appeal or 90 days from the date on which the account was blocked.