1. Purpose
The purpose of this policy is to establish guidelines and procedures for the appropriate and responsible use of social media by employees, volunteers, trustees, and representatives of Esharelife Foundation. This policy aims to ensure that social media channels are used effectively to support the organization’s mission and objectives while maintaining professionalism, integrity, and respect for all stakeholders.
2. Scope
This policy applies to all individuals representing Esharelife Foundation on social media platforms, including but not limited to employees, volunteers, trustees, and contracted service providers.
3. Guidelines
Professionalism: All social media posts and interactions should reflect positively on Esharelife Foundation and its mission. Avoid sharing content that could be perceived as offensive, inappropriate, or detrimental to the organization’s reputation.
Accuracy: Ensure that all information shared on social media platforms is accurate, truthful, and up-to-date. Cite sources when necessary and refrain from spreading rumours or misinformation.
Transparency: When posting on behalf of Esharelife Foundation, clearly disclose your affiliation with the organization. Avoid misrepresenting your identity or intentions on social media.
Respect: Treat all individuals with respect and dignity in social media interactions, regardless of their background, opinions, or affiliations. Avoid engaging in hostile or disrespectful behaviour, including trolling, harassment, or personal attacks.
Confidentiality: Respect the confidentiality of sensitive information, including personal data of clients, donors, and colleagues. Avoid sharing confidential or proprietary information about Esharelife Foundation or its stakeholders without proper authorization.
Copyright and Intellectual Property: Respect copyright laws and intellectual property rights when sharing content on social media. Obtain permission or provide proper attribution for content created by others, and refrain from using copyrighted material without authorization.
4. Roles and Responsibilities
Social Media Managers: Designated individuals responsible for managing Esharelife Foundation’s official social media accounts are responsible for implementing and enforcing this policy, monitoring social media activity, and providing guidance and support to staff, volunteers, and trustees.
Employees, Volunteers, and Trustees: All individuals representing Esharelife Foundation on social media platforms are responsible for familiarizing themselves with this policy and adhering to its guidelines and procedures.
5. Approval Process
All social media content posted on behalf of Esharelife Foundation must be approved by designated individuals, such as the social media manager or communications director, to ensure compliance with this policy and alignment with the organization’s messaging and branding.
6. Monitoring and Moderation
Esharelife Foundation may monitor social media channels to ensure compliance with this policy and to respond promptly to inquiries, comments, and messages from stakeholders. Inappropriate or unauthorized content may be removed or moderated at the discretion of designated administrators.
7. Crisis Communication
In the event of a crisis or emergency situation, Esharelife Foundation will follow established protocols for communicating with stakeholders via social media, including providing timely updates, addressing concerns, and directing individuals to appropriate resources or channels for assistance.
8. Training and Awareness
Esharelife Foundation will provide training and resources to staff, volunteers, and trustees on social media best practices, including this policy, to ensure that all individuals representing the organization on social media platforms are equipped with the knowledge and skills to engage effectively and responsibly.
9. Review and Revision
This social media policy and procedures will be reviewed annually by the Board of Trustees to ensure its effectiveness and relevance. Any proposed changes to the policy will require approval by the Board.
10. Compliance
Compliance with this policy is mandatory for all employees, volunteers, trustees, and representatives of Esharelife Foundation.
11. Enforcement
Violation of this policy may result in disciplinary action, up to and including termination of employment or termination of volunteer status, depending on the severity of the infraction.