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COUNCIL Page 1 of 4
POLICY Effective Date: July 11, 2017
Section: Corporate
Title: Social Media Policy
1.0 POLICY STATEMENT
This policy is to establish a framework for ensuring the Town of Oliver’s presence
on existing mainstream social media channels such as Facebook, Twitter,
YouTube and Instagram is accurate, timely and intended to promote the goals of
the municipality.
2.0 GENERAL
This policy applies to Town of Oliver staff assigned to administrate the social media
presence of the municipality.
The Town will use Facebook, Twitter, YouTube and Instragram as social media
tools to provide additional avenues for the public to receive information.
Additionally as a tool to encourage information sharing and dialogue with a variety
of audiences.
Exemption:
The Oliver Fire Department is responsible for ensuring that their policies address the risks
associated with the use of social media (Facebook) noted in this policy.
3.0 PARTICIPATION
Social media channels are an official venue for interacting with the public. All social
media management, posting, and interactions must reflect the policies and
strategic goals of the Town of Oliver.
a) The Town’s presence on Facebook and Twitter is managed by
Corporate Services.
b) Corporate Services may assign Administrators from other departments
to post department-related information to Facebook, adhering to this
policy.
c) The Town’s presence on Twitter will be solely administered by Corporate
Services.
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d) Employees assigned to represent the Town on social media are
expected to conduct themselves at all times as a representative of the
Town and in accordance with the Town’s Code of Ethics Policy.
e) Employees must not divulge confidential information on social media
sites, including but not limited to, in camera items, personnel matters or
Emergency Operation Centre internal information.
f) Town staff not assigned as administrators are discouraged from
providing comments on the Town’s social media sites. Staff may make
suggestions to the Corporate Services Department for content on social
media sites.
g) The ability to add posts, general requests or comments to Town of Oliver
social media sites may be disabled if and when resources are not
available for monitoring.
4.0 INFORMATION
The following information will be provided via Facebook and/or Twitter:
a) Town News Releases and Public Service Announcements – provided
as a brief summary with a link to the Town’s website (www.oliver.ca) for
further information.
b) Upcoming Town events including Council meetings, Public Hearings,
departmental public events, municipal social events, and relevant
regional events.
c) Ongoing public consultation events.
d) Emergency Operations information as determined by EOC
Communications.
e) News Releases, upcoming events or ongoing public consultation
initiatives from other levels of government as deemed appropriate by
Corporate Services.
f) Additional information may be provided at the discretion of the Corporate
Officer.
g) Short of full-length instructional or promotional videos will be hosted on
the Town’s YouTube page.
h) Photographs and short videos will be hosted on the Town’s Facebook
and Instagram pages.
5.0 TIMELINES
Information posting and maintenance will occur during office hours Monday to
Friday, 8:30 a.m. to 4:30 p.m. (excluding statutory holidays). Corporate Services
will ensure social media sites are monitored and updated each business day during
normal office hours.
Inquiries or requests for action stemming from the Town’s social media sites will
be forwarded by the next business day by direct email to the appropriate
department for follow up.
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6.0 INFORMATION GUIDELINES
The Corporate Services Department reserves the right to remove or restrict any
content that is deemed in violation of this policy or applicable law. A record of the
removed material will be maintained.
The following information will not be included on the Town’s Facebook or Twitter
sites:
a) libellous or defamatory statements
b) obscene language or sexual content
c) discriminatory content
d) illegal activity promotion
e) commercial promotion unless approved through Corporate Services
f) political candidate information
7.0 DISCLAIMER
The following disclaimer will be posted on Facebook:
The Town of Oliver reserves the right to remove or restrict any content that is
deemed in violation of its Social Media Policy or any applicable law.
8.0 RECORD
Information provided on social media will link to existing Oliver records via the
website where possible. If information does not link to an existing record, the
Administrator is required to create a digital record of the content with a clear
indication of the publish date. Information will be made accessible to Corporate
Services.
9.0 PERSONAL USE
The Town of Oliver recognizes that employees may wish to use social media in
their personal life. This policy does not intend to discourage nor unduly limit
personal expression or online activities. However, employees should recognize
the potential for damage to be caused (either directly or indirectly) to the Town in
some circumstances through personal use of social media when an individual can
be identified as a Town of Oliver employee. Accordingly, accounts where this
might be a concern should clearly identify that the owner’s views are his or hers
alone, and do not reflect the views of the Town of Oliver.
All employees are expected to use sound judgement to ensure that their personal
social media postings are consistent with their obligations under the Code of
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Conduct and do not compromise the professional, respectful and non-partisan
performance of their official duties.
10.0 RECORDS
All Town of Oliver social media activities will adhere to applicable provincial,
federal, local law, and other public regulations. The activities will also adhere to
the Town’s Records Management Policy.
The Freedom of Information and Privacy Act applies to social media content.
Content on Town of Oliver social media accounts must be able to be managed,
stored, and retrieved in compliance with the Act.