Palm Beach County Fire Rescue Social Media Policy PDF

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: USE OF SOCIAL MEDIA PPM #:...

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: USE OF SOCIAL MEDIA PPM #: FR-A-404 ISSUE DATE EFFECTIVE DATE February 28, 2023 February 28, 2023 PURPOSE: The purpose of this policy is to provide guidance and direction to Palm Beach County Fire Rescue (PBCFR, Fire Rescue, or Department) Personnel to clarify the boundaries between appropriate and inappropriate use of social media and social networking, and to provide guidelines on the management, administration, and oversight of the use of social media that impacts the professionalism, safety, morale, and efficiency of Fire Rescue. This policy addresses social media in general terms as technology will outpace our ability to describe emerging technology and create policies governing its use. The inappropriate use of social media may lead to actual harm and disruption to Fire Rescue in terms of the public’s perception of the organization as willing to render services to them. It is important to protect member’s careers while preserving the public’s confidence in the fire department. Nothing in this policy is intended to unlawfully restrict a member’s right to discuss as a private citizen matter of public concern to the extent protected by the First Amendment. The First Amendment provides a guarantee that a person can say what they want, but it does not make a person immune from the consequences. UPDATES: Future updates to this PPM are the responsibility of the Deputy Chief of Administration, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY:  Fire Rescue Administrator  Chapter 125, Florida Statutes  CW-R-008: Internet Use Policy  CW-R-013: Social Media Policy  PBCFR HIPAA Policies and Procedures Manual (PPM FR-A-401), as may be amended. SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists, whether their social networking activity is conducted in or outside the workplace, while on or off- duty, anonymously, or through the use of pseudonyms. FR-A-404/Page 1 of 4 DEFINITIONS: 1. Social Media: Any form of computer or networking site or process such as Facebook, Twitter, YouTube, web sites, blogs, chat rooms, and other similar sites. a. Emerging technologies: Although this policy cannot predict new or emerging technologies, employees are advised to refer to these standards for guidance in utilizing any new or emerging social media technology. 2. Spokesperson for the Department: An employee who makes a statement on behalf of the Department in their capacity as an employee, or in such a way that the statement may reasonably be attributed to the Department. 3. Harassment: The systematic or continued unwelcome actions of one party or group intended to demean, threaten, intimidate, or alarm another party or group. 4. Hate speech: Speech that attacks a person or group on the basis of traits such as race, ethnic origin, national origin, skin color, gender, religion disability, age, or sexual orientation, that is incompatible with a commitment to serve all members of the community. 5. Protected concerted activity: Employees acting for mutual aid and protection regarding their terms, pay, or working conditions of employment. PROCEDURES: 1. Fire Rescue-Sanctioned Use: a. Fire Rescue reserves the right to not publish any posting, and may remove unsuitable content from authorized social networking websites at any time without notice (CW-R-013). b. Fire Rescue’s Public Information Office shall have final discretion as to the removal of any posting under question. c. Fire Rescue's Public Information Office and staff assigned by the Deputy Chief of Administration shall help promote authorized social media accounts. d. Employees representing Fire Rescue via social media shall: i. Conduct themselves at all times as representatives of Fire Rescue and, accordingly, adhere to all Fire Rescue standards of conduct and observe conventionally accepted protocols and proper decorum. ii. Identify themselves as members of Fire Rescue. iii. Not post, transmit, or otherwise disseminate confidential information, including photographs or videos, related to department training, responses, activities, or work- related assignments without express written permission from Fire Rescue’s Public Information Office. iv. Not post photos of patients treated by Fire Rescue. v. Not conduct political activities or private business when acting as a spokesperson for Fire rescue. vi. Observe and abide by all copyright, trademark, and service mark restrictions. vii. Obtain authorization prior to accessing social media from Fire Rescue computers. FR-A-404/Page 2 of 4 2. Nothing in this policy is intended to prevent employees from engaging in Whistleblower activities, protected concerted activities, collective bargaining, or participating in appropriate union activities. 3. The public information office maintains the only official social media channels for Palm Beach County Fire Rescue. These channels are authorized and approved by Palm Beach County Government and retained in accordance with public record law. The launch of social media channels under the Palm Beach County brand is prohibited. 4. Fire Rescue employees may not utilize or engage in speech, writing, or other expression as defined above that are defamatory, obscene, slanderous, libelous, unlawful, deceptive, or cause harm or disruption to the mission and functions of the Department. 5. Members shall not present themselves in a manner such that they may be perceived as a spokesperson for the Department, unless they are authorized to release information on the behalf of the Department. a. Utilizing the Department’s name, screen names that resemble County titles or email addresses, Department logos, patches, or images in social media postings, in a manner that gives the appearance that an employee is presenting them as a spokesperson for the Department, is prohibited. 6. Members shall not discuss protected or confidential matters of the Department in social media including: a. Matters that are under investigation, including law enforcement and arson investigations. b. Patient and employee information protected by HIPAA or medical confidentiality laws. c. Personnel issues that are protected from disclosure by law. 7. Fire Rescue personnel shall maintain an appropriate level of professionalism and conduct so as not to post, disseminate, or broadcast in a manner that causes actual harm or disruption to the mission and functions of Fire Rescue. This provision is not intended to restrict the content of a posting that is protected by the First Amendment, but rather is intended to apply to the use of vulgar, obscene, or indecent terms; the posting of materials of a pornographic nature; the use of threatening, harassing, or intimidating language; the use of speech that threatens or incites attacks on the basis of age, race, religion, sex, sexual orientation, gender identity or expressions, genetic information, disability, national origin, ethnicity, citizenship, marital status, military service, or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances; or engaging in illegal activities. 8. Fire Rescue personnel are prohibited from using social media to harass, bully, discriminate, threaten violence or harm, or retaliate against a co-worker. Harassment, bullying, discrimination, making threats of violence or harm, or retaliation against a co-worker that would not be permissible in the workplace is not permissible between co-workers through social media, even if it is done off-duty, from home, or using personal computers or devices. FR-A-404/Page 3 of 4  9. Fire Rescue personnel shall not use social networking/social media sites in violation of PBC Merit Rules, the PBCFR Collective Bargaining Agreements (Article 15 Disciplinary Action and Discharge), State law, Federal law, or the PBCFR HIPAA Policies and Procedure Manual (FR-A-401 Attachment A). 10. Employees are prohibited from accessing social media for personal purposes through County technology systems. 11. Information created by employees while on duty may be subject to public records disclosure. Employees are advised that the use of social media while on duty may subject the employee to responsibility for the retention and disclosure of any such data. 12. Employees are expected to use good judgment while utilizing social media. a. Personnel are cautioned against posting or displaying information containing Department logos, uniforms, vehicles or facilities, if the associated content or context reflects poorly on the Department, or the community’s perception of the Department. b. Personnel are cautioned not to display or post personal photographs, videos, images, or provide similar means of personal recognition as a firefighter, fire officer, or employee of PBCFR, if the associated content or context reflects poorly on the Department or the community’s perception of the Department. VIOLATIONS: 1. Failure to comply with this Use of Social Media PPM may result in discipline up to and including termination. Fire Rescue personnel are strongly encouraged to use caution and seek the guidance of their supervisors regarding any posting that may be prohibited pursuant to this PPM. PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR I-71, issued 12/21/1991 2. PPM#FR I-71, issued 03/24/2011 3. PPM#FR I-71, issued 06/10/2016 4. PPM#FR A-404, clerical 03/01/2018 5. PPM#FR A-404, 01/10/2019 6. PPM#FR A-404, 02/28/2019 7. PPM#FR A-404, 3/14/2019 8. PPM#FR A-404, 02/28/2023 FR-A-404/Page 4 of 4