Social Media Policy

Official WNE-affiliated social media accounts (WNE Social Media Accounts) created after September 24, 2024 (the effective date of this policy) must be approved first by the Division of Marketing & External Affairs. Anyone seeking to create an account (regardless of the social media platform) must complete a New Social Media Account Request Form for review and approval.

All requests will be overseen by the Digital Media Manager of the Division of Marketing & External Affairs based on the proposed content of the account and how it relates to the University’s overall strategic goals. Those looking to expand to an additional platform(s) still need to submit a request. The party requesting the platform will receive written approval or denial of their request within thirty (30) days of submission. WNE Social Media Accounts created after the effective date of this policy without prior authorization will be subject to review, amendment, and/or removal.

When setting up new WNE Social Media Accounts, account manager(s) are required to follow the Social Media Guideline: Personal or faculty/staff/student University email addresses should only be used when necessary or as a secondary contact on an account. WNE Social Media Accounts should be associated with a generic University email address (for example, social@wne.edu), which can be obtained through the Office of Information Technology (OIT). If this is not possible, there must be more than one individual with access to said account, even when attached to a personal University email address.

New Social Media Account Request Form

WNE Social Media Accounts created before September 24, 2024 (the policy's effective date) are not required to submit the New Social Media Account Request Form. However, they must complete the Social Media Account Registration Form by October 31, 2024. All other portions of this policy apply to these accounts as well. These accounts must comply with this policy within thirty (30) days from the effective policy date.

Social Media Account Registration Form

When creating a WNE Social Media Account, individuals must designate at least one (1) full-time University faculty or staff member as the account manager. WNE Social Media Accounts can be co-managed by University students as long as a faculty or staff member supervises them. WNE Social Media Account manager(s) must be well-versed in this policy and the University’s Social Media Guidelines and are responsible for all account content, engagement, and policy compliance.

In addition, the WNE Social Media Account must always have at least two (2) full-time University faculty or staff members with login information (username and password) and account access. WNE Social Media Accounts login information must be provided to the Division of Marketing & External Affairs for recordkeeping. All account login information should be maintained with the highest level of security.

WNE Social Media Accounts must change account passwords immediately when an account manager or person with login information for a WNE Social Media Account separates from the University or is no longer allowed access to the WNE Social Media Accounts.

Account managers are responsible for maintaining the integrity and accuracy of the content shared on WNE Social Media Accounts. They must not preemptively post announcements or information about significant institutional developments, news, issues, or incidents that the University has not formally communicated to the public or the media. This includes any information awaiting official release or clarification from the University. This policy aims to ensure a unified and authoritative communication strategy, preserving the accuracy and impact of essential University announcements.

WNE values and respects the principles of free speech and expression. Our social media platforms may facilitate public forums where comments and participation are encouraged. While constitutionally protected speech is upheld, the University reserves the discretionary right to remove content that infringes upon community standards or entails elements such as obscenity, harassment, or illegal activities.

It’s important to note that individual social media platforms have community standards that may drive the platform to remove a comment or post unilaterally. WNE Social Media Accounts will also have to uphold. 

We value and welcome constructive feedback regarding WNE initiatives and endeavors. We encourage respectful and insightful discussions. Please avoid using posts to harass, threaten, or disseminate false or misleading information about other users or aspects related to the University.

Posts subject to removal include those that:

• Violate the respective social media platform’s policies.
• Unlawfully disclose confidential information.
• Promote immediate illegal actions.
• Infringe on intellectual property rights or are repetitively duplicated by a single user.

Let's maintain a respectful and informative online community.

For queries or concerns about content moderation, kindly contact the Division of Marketing & External Affairs.

Account Inactivity: WNE Social Media Accounts must adhere to the Social Media Guidelines regarding account inactivity. Any account that has not posted within a 90-day period must follow closure notifications. Before a closure takes place, the Division of Marketing & External Affairs will reach out to the account manager on file.

*Please note that the account inactivity portion of the policy will not apply during the summer months.* 

Closure Notifications: When a WNE Social Media Account is closed, the respective account manager must promptly notify the Division of Marketing & External Affairs. Notifications should be sent via email to social@wne.edu.

University’s Right to Disassociation: The University reserves the right to disassociate itself from any social media platform that ceases to align with its strategic objectives and goals. In such cases, the University may necessitate the closure of all WNE Social Media Accounts associated with that specific platform, ensuring actions are in accordance with this policy and established Social Media Guidelines.

The Division of Marketing & External Affairs curates a comprehensive Social Media Directory on the University website. To be included in this directory, WNE Social Media Accounts must be duly registered by submitting a Social Media Directory Request Form.

For Newly Created Accounts: WNE Social Media Accounts established and approved post-policy must also submit a Directory Request Form within five (5) business days of the new account's approval.

For Existing Accounts: Current WNE Social Media Accounts should submit the Directory Request Form within thirty (30) days from the policy's effect.

Updating Directory Information: Should there be any alterations in the directory information of a WNE Social Media Account, please submit the Social Media Directory Form, or if immediate, such changes should be promptly communicated via email to social@wne.edu.

Social Media Directory Request Form

Mission: To utilize WNE Social Media Accounts as effective platforms for promoting University-related events, ensuring that the information shared aligns with the mission, values, and branding guidelines of the University.

Club Events Published on WNE social media accounts must adhere to the following:

• Event Approval: Ensure the promoted event has received the necessary approvals and aligns with University objectives and values.
• Flyer Approval: Before circulation, please submit your flyer to Student Involvement. Student Involvement will send club event flyers to the art director in the Division of Marketing & External Affairs for review.
  
  • If your event is not run by a student club, please reach out to our art director for assistance! 

Content accuracy confirms that all event-related information, such as date, time, location, and details, is accurate and up-to-date before posting.

If you would like to arrange social media coverage of an event, please contact us or make the request through our University event system. The request does not guarantee that the event will receive additional social media coverage.

WNE Social Media Accounts must comply with all applicable laws, regulations, and University policies. For any questions on compliance, please email social@wne.edu.

WNE Social Media Accounts must align with University copyright policy. Plagiarism is strictly prohibited. Always give proper attribution to sources by linking to the webpage where the original content originated.

Only use photos, images, or other intellectual properties that the University legally owns or has acquired the necessary licenses or permissions to utilize. Ensuring that all shared content respects intellectual property rights is crucial.

WNE Social Media Accounts must comply with all applicable state and federal laws, including but not limited to FERPA, HIPAA, GDPR, and the official University privacy policies and resources.

WNE prioritizes strict adherence to institutional integrity in managing its athletics program, aligning operations with the letter and spirit of NCAA and University rules and regulations. All social media engagements involving WNE Social Media Accounts, affiliated accounts, and interactions with current or prospective student-athletes must be conducted within these established rules and regulations. This approach underscores our unwavering commitment to regulatory compliance and institutional control within the athletics program. Please see the NCAA stance on Division III on Social Media Use in Division III Recruiting. If you are unsure whether you should share/post something regarding a prospective student-athlete, refrain from sharing/posting; please contact the Department of Athletics and Recreation and the Division of Marketing & External Affairs directly.

If faculty and staff members identify themselves as WNE employees on their social media profiles, they should clarify that the opinions and content shared are their own and not representative of the University’s official views.

Faculty and staff engaging in social media activities related to their professional roles at WNE are encouraged to use the following disclaimers:

For detailed comments: Disclaimer: The views expressed here are my own and do not reflect the official views of Western New England University.

For platforms with character limitations: Disclaimer: Opinions/views are my own.

Western New England University is proud of its vibrant community and the broad array of experiences it offers. The University’s logos, imagery, and other branded materials are crucial assets that represent our institution's values, traditions, and reputation. As such, University branding on social media and other digital platforms is subject to strict guidelines to ensure consistency, legality, and the proper portrayal of the University image.

Unauthorized Use of University Branding

The unauthorized use of University branding on social media accounts not officially recognized or approved by the University is strictly prohibited. This includes, but is not limited to, the use of University logos, images, mascots, trademarks, or any other graphical assets and identifiers for creating, modifying, or sharing content on social media platforms.

Importance of Accurate Representation

Using University branding by unauthorized Social Media Accounts poses significant risks to the University’s image and reputation. When University branding is used without authorization, it can create confusion and mislead the public into believing that the content is officially sanctioned or directly represents the University’s views and policies. This misrepresentation can harm the University's reputation, undermine its official communications, and potentially involve the University in controversies or legal issues unrelated to its mission and values. Any use of University branding on social media must be clearly and accurately affiliated with officially recognized and approved WNE Social Media Accounts to maintain the integrity and trustworthiness of the University's image.

Approval Process

Social media accounts seeking to use University branding that are not already pre-approved WNE Social Media Accounts must obtain prior written approval from the Division of Marketing & External Affairs. This process ensures that any use of University branding aligns with the University’s mission, values, and visual identity standards.

• To apply for approval, account representatives must submit a request to the Division of Marketing & External Affairs outlining the intended use of University branding, including specific assets and designs.
• The Division will review the request and may require modifications to ensure compliance with University standards.
• Approval is granted at the discretion of the Division of Marketing & External Affairs and may be revoked at any time if the use of University branding is found to violate policy guidelines or damage the University’s reputation.

Consequences of Unauthorized Use

The University reserves the right to take appropriate action against any individual or group using University branding without authorization. This may include, but is not limited to, the issuance of take-down requests to the relevant social media platforms, legal action to protect the University’s intellectual property rights, and disciplinary measures for members of the University community in accordance with applicable policies and procedures.

Reporting Unauthorized Use

Members of the University community and the public are encouraged to report any unauthorized use of University branding on social media to the Division of Marketing & External Affairs. The University appreciates the cooperation of its community in safeguarding the integrity of its brand and identity.

This policy governs all official and affiliated social media accounts of Western New England University, encompassing all platforms used for representing the University in an online social media environment.

The policy applies to anyone contributing content to the University’s official social media accounts. This includes administrators, faculty, staff, students, and any other individuals authorized to post on behalf of the University.

The policy is enforced campus-wide, covering all University departments, colleges, and affiliated entities. Every University-associated social media account must comply with the standards and guidelines outlined in this policy.

The aim is to maintain a cohesive, respectful, professional social media presence that aligns with the University’s mission, values, and objectives.

This comprehensive applicability ensures that the University’s representation in social media is consistent, secure, and engaging, facilitating productive interactions and communications within the University community and the broader public.