Houston Fire Department Social Media Policy PDF

Summary

This document details the social media policy of the Houston Fire Department, providing guidance on the appropriate use of social media by its personnel. It outlines the acceptable and unacceptable use of social media and networking technologies, focusing on the potential harm or disruption that inappropriate use can cause in public perception, mission, and function. The document addresses various definitions, scopes, guidelines and procedures.

Full Transcript

HOUSTON FIRE DEPARTMENT SUBJECT: SOCIAL MEDIA VOLUME NO. I PROFFESIONAL STANDARDS REFERENCE NO. I-46 SECTIONS 1.00 – 8.06 1.00 PURPOSE 1.01 The purpos...

HOUSTON FIRE DEPARTMENT SUBJECT: SOCIAL MEDIA VOLUME NO. I PROFFESIONAL STANDARDS REFERENCE NO. I-46 SECTIONS 1.00 – 8.06 1.00 PURPOSE 1.01 The purpose is to provide guidance and clarify boundaries between appropriate and inappropriate use of social media by fire department personnel. 1.02 Acknowledge that inappropriate use of social media may lead to actual harm and disruption to the department in terms of the public’s perception of the organization as willing to render services. 1.03 Engaging in social media and social networking activities is a form of speech. 1.04 Nothing in these rules is intended to unlawfully restrict a member’s right to: discuss as a private citizen matters of public concern, nor engage in concerted activity with co- workers. 1.05 Members have an affirmative obligation to avoid being perceived as a spokesperson for the department except when duly authorized. 1.06 Members cannot engage in speech that causes actual harm or disruption to the mission and function of the fire department. 1.07 The utilization of social media outlets provides entities with a unique opportunity to use new and emerging networking technology to reach out to respective target audiences in promoting and sharing relevant information. 1.08 It is the policy of the Houston Fire Department to utilize social media for promoting and sharing information concerning city and department services, programs, initiatives and events. 1.09 The department endorses the secure use of social media to: a. Enhance communication and information exchange. b. Streamline processes. c. Foster productivity with employees, customers, citizens and other stakeholders. I-46 Social Media REV 07-20-2018 Page 1 1.010 The department is committed to providing an environment that encourages the use of computers and electronic information as essential tools to support the department’s business. The city provides a computer system with internet access to its employees enabling them to communicate with each other and with the city's internal and external customers in an efficient and cost-effective manner. The electronic communications system and equipment is owned or leased by the city and is provided to employees for their use in relation to their work. It is the responsibility of each employee to ensure that this technology, including the access of social media websites, is used in accordance with city and departmental policies and procedures. 2.00 OBJECTIVES 2.01 This policy establishes the department’s policies and procedures for appropriate use, management, administration, and oversight of social media by employees. This policy is not meant to address one particular form of social media; rather social media as described in general terms and is not to be construed as an all-inclusive policy. 3.00 PHILOSOPHY 3.01 Social media provides a valuable means of assisting the department and its personnel to communicate with the public regarding community education, community information, and other related organizational and community objectives and services. The department recognizes the role that social media tools may play in the personal lives of its employees. The department is not attempting to regulate the personal private use of social media by employees in a personal capacity, but the department recognizes that the personal use of social media may affect employees in their official capacities. This policy is intended to provide guidance as well as restrictions and prohibitions on the use of social media by all department employees, or anyone serving in an official capacity on behalf of the department, that implicates the department’s interest. 4.00 DEFINITIONS 4.01 Blog: A self-published diary or commentary on a particular topic allowing visitors to post responses, reactions, or comments. 4.02 Harassment: The systematic and/or continued unwelcome actions of one party or group intended to demean, threaten, intimidate, or alarm another party or group. 4.03 Hate speech: Speech that attacks a person or group on the basis of attributes including race, ethnic origin, national origin, skin color, gender (including status as pregnant or nursing), religion, disability, age, or sexual orientation, indicating a level of intolerance or hostility that is incompatible with a commitment to serve all members of the community. I-46 Social Media REV 07-20-2018 Page 2 Included is speech that threatens violence or harm directed toward any person or group; encourages others to commit violence or harm directed toward any person or group; or threatens to or encourages others to withhold public safety services from any person or group. 4.04 Post: Content individuals share on a social media site or the act of publishing content on a site. 4.05 Profile: Information that a user provides about himself or herself on a social networking site. 4.06 Social Media: A category of internet-based resources that enable the user to generate content and encourage other user participation. This includes, by illustration and not enumeration, the social networking sites: Facebook, Twitter, YouTube, Wikipedia, blogs, and other sites. 4.07 Social Networks: Platforms where users can create profiles, share information, and socialize with others using a range of technologies. 4.08 Speech: Expression or communication of thoughts or opinions in spoken words, in writing, by expressive conduct, symbolism, photographs, videotape, or related forms of communication. 4.09 Spokesperson for the department: An employee/member who makes a statement: on behalf of the department; in his/her capacity as an employee or member of the department; or in such a way that it may reasonably be attributed to the department as opposed to making the statement as a private citizen. 5.00 SCOPE 5.01 This policy applies to all employees of the Houston Fire Department. Employees are expected to adhere to this policy, in addition to the City of Houston’s Policy on Use of Social Media, Executive Order 1-18. 6.00 GUIDELINES 6.01 Departmental Use A. The identifiable city symbols, logo, or seal, as well as the department’s logo, may not be used for commercial purpose or gain. B. These symbols, logos or seals must not be used to present the city, or the department in a false or misleading way. I-46 Social Media REV 07-20-2018 Page 3 6.02 Official Use Policy A. Social media is a valuable communication tool when providing information, including but not limited to: a. Road closures. b. Special events. c. Weather emergencies. d. Major ongoing events in the jurisdiction that affects the entire community. 6.03 Personal Use A. The Houston Fire Department acknowledges employees are free to express themselves as private citizens on social media sites as long as their speech does not: a. Impair or impede the performance of their official duties. b. Negatively impact the discipline and good order of the department. c. Present false information. d. Present the city or the department in a false or misleading way. e. Divulge confidential information or plans about the city or the department. This list is not exhaustive and common sense should always be used when making opinions public. B. Employees are reminded that as public servants, whether on or off duty, they are governed by the ordinary reasonable rules of good conduct and behavior and shall not commit any act tending to bring reproach or discredit upon themselves or the department. Additionally, public servants are held to a higher standard as a result of their employment with a public entity and their actions can reflect on the city or the department. C. Members should be mindful that wearing an HFD uniform, displaying a patch, seal, or symbol, or otherwise identifying oneself as a member of HFD when posting on social media, whether on or off-duty, may be reasonably construed as representing the department. In such instances, employees should use a disclaimer which establishes that their comments represent their own opinions and do not represent those of the City of Houston. D. Employees should primarily use the city's electronic communications systems and equipment for business-related purposes. While occasional personal use of social media websites is permitted, such use should be limited to times when the employee is not required to be performing any duties for the department , when the use will not conflict with the use of the systems or equipment by any employee who desires to use it for business purposes, and may not in any event be used in a manner contrary to any of the provisions of this policy, City of Houston Executive Order 1-18, or any other policies that cover electronic communications or workplace technology. I-46 Social Media REV 07-20-2018 Page 4 E. Employees should not expect that anything sent or received using the city's electronic communications systems and equipment is the employee's private property. In fact, it belongs to the city. Employees should not have any expectation of privacy with respect to those communications, whether communicated via social media sites or otherwise. The city may, from time to time, as it sees fit, monitor, review, intercept or gain access to communications employees initiate or receive on the city's electronic communications system and equipment. Employees' use of the city's systems will constitute consent to such monitoring, reviewing, interception or access. The city may, but has no requirement to, provide notice, either before or after any review of communications. F. Employees shall not post, transmit, or otherwise disseminate any information to which they have access as a result of their employment or assignment without written permission from the Fire Chief or designee. G. City employees are cautioned that their speech, either on or off duty and in the course of their official capacity, has a nexus (i.e. a connection or series of connections linking two or more things) to the employee's professional responsibilities and may not necessarily be protected speech under the First Amendment. H. Employees may not use social media in connection with, or to support, any business ventures other than those of the department while using city own or controlled property/resources. I. No member shall express an opinion or make a public statement on an official position or policy of the Houston Fire Department except the Fire Chief. Interviews releasing factual information relating to a fire, public safety, or other emergency shall be provided by members of the Command Staff, the Incident Commander, OEC, Arson Investigator, Public Information Officer, or designees. 6.04 Privacy A. Regardless of any privacy settings on various social media platforms, social media is not private. Information becomes public the moment it is published on the Internet. Assume that co-workers and members of the city's management will see anything and everything posted online, and act accordingly. B. Employees should be aware that these privacy settings are in constant flux and should never assume personal information posted on such sites is protected. Comments made on social media are viewed by friends and followers, and can expand exponentially to the point that they are no longer considered isolated discussions. 6.05 Prohibited Actions. Employees are prohibited from the following: A. Engaging in any activity that violates any law, City or department policies, including City policies regarding appropriate activities in the workplace and Executive Order 1-18, I-46 Social Media REV 07-20-2018 Page 5 Policy on Use of Social Media. B. Posting discriminatory, derogatory, or offensive comments in relation to official duties or those citizens served in relation to official duties. Because the department’s core service is provided to the public, any employee’s personal social media activity that would reasonably lead a citizen or a group of citizens to question the department’s ability or willingness to provide members of the public with unbiased and professional service will be considered a violation of this policy. C. Making remarks on personal social media towards or about other employees of the city or officials of the city may constitute violation of existing city and/or department policies. D. Creating/sending abusive, inflammatory or demeaning messages. This includes, but is not limited to, messages that are inconsistent with applicable city, or department policy concerning equal employment opportunity and its policy prohibiting sexual and other unlawful harassment. Under no circumstances may the city's systems or equipment be used to transmit foul, indecent, scandalous or prohibited information, via social media or otherwise. Additionally, offensive racial or sexual comments are expressly prohibited. E. Participating in political activities on behalf of themselves, any candidate, or any issue, while on duty, on departmental property, or in uniform. Employees shall be mindful that their comments posted to the internet may be perceived as supporting political or social issues, and candidates. Employees are reminded to review HFD Rules and Regulations 7.14, Political Activities. F. Divulging information gained by reason of their position or authority; making statements, speeches, appearances, and endorsements; or publishing materials that could reasonably be considered to represent the views or positions of the city or the department without express authorization from the Fire Chief, or designee. Employees may not use social media in a manner that compromises the confidentiality of the city's sensitive information. G. Commenting on or posting images, while on-duty, of property, equipment, and/or facilities belonging to the Houston Fire Department or the City of Houston without express authorization from the Fire Chief, or designee. Off-duty HFD personnel must provide proper disclaimer that the employee is not speaking for the Houston fire department or in their official capacity H. Publishing or posting false information that harms the reputation of another person, group, or organization otherwise known as defamation to include: a. Publishing or posting private facts and personal information about someone without their permission that has not been previously revealed to the public, is not of legitimate public concern, and would be offensive to a reasonable person. b. Using someone else's name, likeness, or other personal attributes without that person's permission for an exploitative purpose. I-46 Social Media REV 07-20-2018 Page 6 c. Publishing the creative work of another, trademarks, or certain confidential business information without the permission of the owner. All employees should be aware that they may also be subject to civil litigation. 6.06 Open Records A. Social media content is subject to open records laws. 7.00 PROCESS 7.01 If, at any time, an employee is uncertain about how to apply these policies and procedures or has any question about his or her participation in social media activities, the employee should contact a member of the Professional Standards Office, Fire Human Resources or management. Each employee bears his or her own personal responsibility to follow this policy and use good judgment with his or her social media activities. 8.00 VIOLATIONS 8.01 Personal social media conduct that adversely affects employee job performance, adversely affects citizens, adversely affects the department’s core service and legitimate business interests, or that violates existing regulations, policies, or orders, even when conducted off-duty, may result in disciplinary action, up to and including indefinite suspension. 8.02 No member, while speaking as a private citizen on a matter of public concern, shall speak in such a way as to cause actual harm to the mission and functions of the department. 8.03 Members may speak on a matter of public concern as a spokesperson for the department only with permission through the chain of command. a. Members shall not hold themselves out as spokespersons for the department unless duly authorized. b. The use of titles, FD logos, FD owned images, or identification as a member of the department that creates an impression that the member is a spokesperson for the department is prohibited. 8.04 Members are prohibited from engaging in public speech concerning fire department matters that are not a matter of public concern, unless doing so is for the purpose of engaging in concerted activities relative to workplace issues. 8.05 Members shall not engage in speech that is false, deceptive, libelous, slanderous, misleading or causes harm to others, including speech that constitutes hate speech, or harassment; nor shall members discuss protected or confidential matters of the department, including: a. Matters that are under investigation. b. Patient and employee information protected by HIPAA/medical confidentiality laws. I-46 Social Media REV 07-20-2018 Page 7 c. Personnel matters that are protected from disclosure by law. 8.06 Reporting violations. A. Any employee, volunteer or anyone serving in an official capacity on behalf of the city who becomes aware of, or having knowledge of a posting or any website or webpage in violation of the provision of this policy should notify his or her supervisor, the Professional Standards Office or the Fire Human Resources immediately. B. Employees have an affirmative duty to report any conduct that violates this policy to an immediate supervisor or manager; the Professional Standards Office; or Fire Human Resources. C. Any violation of this Social Media Policy may result in disciplinary action. I-46 Social Media REV 07-20-2018 Page 8

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