FR-A-404 USE OF SOCIAL MEDIA.pdf

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: MICHAEL C. MACKEY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: USE OF SOCIAL MEDIA PPM #:...

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: MICHAEL C. MACKEY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: USE OF SOCIAL MEDIA PPM #: FR-A-404 ISSUE DATE EFFECTIVE DATE February 28, 2019 March 14, 2019 PURPOSE: The purpose of this policy is to provide guidelines on the procedure and use of social media and social networking. 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  Florida Statues, Chapter 11  CW-R-008: Internet Use Policy  CW-R-113: Social Networking 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. POLICY: This policy applies to the procedure and use of social media and social networking. DEFINITIONS: 1. Social Media – A variety of online sources that allow people to communicate, share information, photos, videos, audio or exchange text and other multimedia files with others via online or cellular network platform. This includes but is not limited to social networking sites, micro-blogging sites, personal blogs/personal websites, and news sites. 2. Social Networking – Online platforms where users can network, socialize, communicate and exchange information with other users via text, live conferencing/chat rooms, photographs and/or video-tapes. Mobile Social Networking refers to social networking using a mobile phone or cellular based device. 3. Blogs – A personal online journal or commentary that allows visitors to post opinions, responses, reactions, or comments to a particular topic and may allow the use of graphics or video. Blogs may be private or accessible to the general public. 4. Webpage – A webpage is any page a person sees when accessing the internet. FR-A-404/Page 1 of 4  5. Website – A website is a collection of one or more webpages. 6. Posting – Typing a message, uploading graphics/videos or any electronic media to an online forum or newsgroup which may be accessible to specific viewers or the general public. 7. Personal Website – An online site created by an individual that may include personal information, commentary, photographs, videos and/or graphics for social, entertainment or business purposes. Personal websites may be private or accessible to general public. 8. Profile – A self-defined description of a person which can be displayed on a webpage or a social networking site, and may display any or all of the following biographical information: age, race, sex, employment, education, religion, political viewpoints, the user’s likes and dislikes, current location, hometown, and contact information. Profiles may be private or accessible to the general public. 9. Chat Rooms – An online gathering where users can communicate with each other and exchange information via instant messaging and the information is visible to all people in the chat room. Chat Rooms may be private or accessible to the general public. PROCEDURE: 1. Fire Rescue-Sanctioned Use: a. Fire Rescue reserves the right to not publish any posting and can remove unsuitable content from authorized social networking websites at any time without notice (CW- R-113). b. Fire Rescue’s Public Information Officer shall have final discretion as to the removal of any posting under question. c. Fire Rescue's Public Information Officer and staff assigned by the Deputy Chief of Operations shall help promote authorized social media accounts. d. Misuse of social media may lead to disciplinary action under applicable provisions of the Palm Beach County Merit Rules or the Collective Bargaining Agreement (Article 15 Disciplinary Action and Discharge). e. 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 a member of Fire Rescue. iii. Observe and abide by all copyright, trademark, and service mark restrictions. iv. Obtain authorization prior to accessing social media from Fire Rescue computers. v. Obtain express written permission to use personally owned devices to manage those Fire Rescue’s social media activities or conduct official duties. f. Employees representing Fire Rescue via social media shall not conduct political activities or private business. 2. Personal Use: a. Fire Rescue recognizes the employee’s right to participate in social networking/social media sites or maintain personal web pages, blogs or other types of online platforms while off-duty. However, it is strongly recommended employees use caution in their usage of social networking/social media sites especially when displaying personal profiles so as not to discredit themselves or the agency. FR-A-404/Page 2 of 4 b. Development of an individual departmental social networking/social media site representing Fire Rescue, or any Battalion, Division, Fire Station, Unit or other Fire Rescue affiliation, is prohibited unless prior approval is obtained by the Fire Rescue Administrator or designee. No postings shall be permitted without the final approval of the Public Information Officer or designee. c. Employees shall not use social networking/social media sites in violation of PBC Merit Rules, the Collective Bargaining Agreement (Article 15 Disciplinary Action and Discharge), State law, Federal law or the PBCFR HIPAA Policies and Procedure Manual (FR-A-401 Attachment A). d. While on-duty or off-duty employees are prohibited from disseminating content that is inconsistent with the duties, conduct, and responsibilities of a Fire Rescue employee, including content that could be reasonably interpreted as having an adverse effect upon Fire Rescue morale, discipline, operations, the safety of staff, or perception of the public. i. For example, unprofessional, unbecoming, illegal, unethical, sexual, violent, harassing, racist, sexist, or ethnically derogatory comments, pictures, artwork, videos, material or other such references all tend to undermine the public trust and confidence required by employees of Fire Rescue. e. Unless authorized by the Fire Rescue Administrator or designee, employees are prohibited from posting any confidential, sensitive, or copyrighted information, data, text, photographs, audio, video, or any other multimedia file related to any on-going criminal or administrative investigation of this agency. This includes but is not limited to: photographing or video-taping of fire scenes, crime scenes, traffic crashes, medical/trauma patients, arrestees, evidence, restricted areas of governmental facilities, vehicles, other employees, and statements or comments related to any pending prosecutions or investigations. f. Employees shall exercise good judgment in displaying logos, badges, seals, uniforms, vehicles, equipment, or any item or symbol that is associated with Fire Rescue. g. Employees who choose to maintain or participate in social networking/social media sites while on-duty or off-duty shall conduct themselves with professionalism and in such a manner that shall not reflect negatively upon this agency or its mission. h. While using social media off duty or in an unofficial capacity, employees are prohibited from speaking or writing in an official capacity, or from representing that they are acting on behalf of Fire Rescue or the PBC Board of County Commissioners. Employees are cautioned that speech on-duty or off-duty, made pursuant to their official duties, generally is not protected speech under the First Amendment and may be subject to disciplinary action if in violation of this policy. i. Employees should be aware that the content of social media/social networking sites may be subpoenaed and used to undermine or impeach employee’s testimony in a civil or criminal trial or other official proceeding. j. Failure to comply with this policy may result in discipline up to and including termination. Authorized exceptions to this policy may be permitted by the Fire Rescue Administrator or designee for the operational needs of Fire Rescue. Employees are strongly encouraged to use caution and seek the guidance of their supervisors regarding any posting that may adversely reflect upon Fire Rescue or the professionalism and integrity of the employee. k. Employees shall not post, transmit, or otherwise disseminate any information (data, text, photographs, audio, video, or any other multimedia file) to which they have FR-A-404/Page 3 of 4  access as a result of their employment without written permission from the Fire Rescue Administrator or designee. l. Employees are cautioned against posting personal photographs or providing similar means of personal recognition that may cause them to be identified as a firefighter, fire officer or employee of Fire Rescue. ______________________________ MICHAEL C. MACKEY 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 FR-A-404/Page 4 of 4