University Relations

Social media at Washburn

Washburn University encourages its departments and organizations to communicate through a variety of social media platforms. As a content manager, it is important that you are familiar with the University's policy, regulations and overall expectations for your accounts. These resources are here for you.

Washburn Social Media Policy

Approved by Washburn Board of Regents Feb. 1, 2012 | To be added to the WUPRPM.

Subject A – General Topics

11. Social Media

11.1 Purpose. To set forth policies for the creation and management of official Washburn social media accounts/sites, as well as for proper content published and shared using these accounts. An official Washburn University social media account/site is one which carries the official university brand and speaks on behalf of the University. This policy does not address the personal use of social media services by faculty, staff or students when not acting on behalf of the University. The University encourages the use of social media to strengthen its connection with current and future students, parents, alumni, donors, employees and the community.

11.2 Establishment of Regulations. The Administration shall establish regulations and procedure governing the development and maintenance of social media sites such as, but not limited to, Facebook, Twitter, YouTube and blogs, which are used to further the University’s mission.

11.3 Permitted Participants. University Departments, University Groups, Employees and Students are permitted to use social media sites within the established regulations.

Washburn Social Media Regulations

Adopted Feb. 22, 2012 | To be added to the WUPRPM

Subject BB – Computing and Information Technology Resources

13.   Social Media Regulations. 

13.1  Purpose.  To set forth regulations and procedures for the use of social media by Departments, University Groups, Employees, and Students when such use is  intended to further the mission of the University. 

13.2  Definitions. 

13.2.1  “Account Manager” means the individual primarily responsible for entering and monitoring content of a specific University social media account .

13.2.2  “Service mark” means the distinctive letter, word, phrase, logo, or symbol used to distinguish services the University provides from services provided by other organizations.

13.2.3  “Social Media” means  a group of Internet based applications or services which allow the creation and exchange of user-generated content.  Examples include, but are not limited to, Facebook, Twitter, YouTube, and blogs.

13.2.4  “Social Media Account” means a specific social media site established for the purpose of  furthering the mission of the University.

13.2.5  “Trademark” (mark) means a distinctive letter, word, phrase, logo, symbol,  or nickname, associated with the University and used on products, and can be distinguished from those of other organizations.  “Trademark” also includes intellectual property rights held by the University.

13.3  Approval.  Approval to establish and maintain a social media account shall be required. 

13.3.1  Approval or denial of proposed social media accounts shall be by the  Director of University Relations or designee.

13.3.2  Social media accounts which exist as of the effective date of these regulations shall be reviewed and shall be subject to denial of continued use or required modification.

13.3.3  The request for approval shall be submitted by the Department Head, University Group president or chairperson, or the Employee or Student, and shall include: 

  • Name of the account manager;
  • Purpose of the account; and,
  • Proposed name of the account.

13.3.4  The approval process shall include review of:

  • Any logos submitted;
  • How the account is to be publicized; and,
  • The University’s official social media directory to ensure a similar account does not already exist.

13.4  Use of University Trademark. Neither the University mark nor the service mark shall be used in University social media site accounts without prior approval by the Director of University Relations.  (See Subject P. Trademark Licensing for additional regulations.)

13.4.1  When submitting requests to the Director of University Relations for use of the University trademark, include the following information:  

  • Marks or service marks to be used; and,
  • A brief statement of how it/they would be used.

13.4.2  The University mark or service mark includes, but is not limited to, the following:

  • Washburn University;
  • Washburn Institute of Technology;
  • Washburn Ichabods;                                      
  • Washburn Lady Blues;
  • Washburn Tech;
  • Ichabods;
  • Lady Blues;
  • WU; and,
  • BODS. 

13.4.3  Use of a University mark or service mark without prior approval by the Director of University Relations or designee may result in suspension of approval for continued use of the site as a social media account.

13.5  Content.  University social media accounts serve as electronic representations of the University, and the content posted must conform to the following. 

                13.5.1  The social media account shall not include:

  • Misleading, false, or otherwise untrue statements;
  • References endorsing the use of illegal drugs or alcohol;
  • Posts which are self-promoting for purposes not University related or which are focused on marketing third party offerings; 
  • Harassing or discriminatory posts regarding race, color, religion, age, national origin, ancestry, disability, sex, marital or parental status, sexual orientation, or gender identity (See Subject A. General Topics. Topics 2 and 3);
  • Inappropriate interactions such as, but not limited to, postings of obscene or vulgar language;
  • Confidential or privileged information or any information that would violate an individual right to privacy or the Family Educational Rights to Privacy Act (FERPA); or,
  • Information which is confidential or proprietary to the University or to any third party that has disclosed information to the University.

13.5.2  The social media account shall include:

  • Content primarily focused on the sponsoring Department or other University Group, or University activity, and which is consistent with the goals or mission of the University;
  • Disclosure that any personal opinion(s) do not represent the official position of the University;
  • Consistent branding by including the:

 

v  Statement, “An official account of Washburn University;” (except for recognized Student Organizations the statement shall be “A recognized student organization of Washburn University.”)

v  University name; and,

v  Color Pantone 654 for print or Color Pantone 281 for Web-Use when using a custom background; and,

  • Account manager contact information.

13.6.  Administrative Responsibilities.

13.6.1  Social media accounts shall not be routinely monitored by the Administration or designees, however response shall be made to complaints that an account poorly represents the University, and if appropriate, corrective action shall be taken.

13.6.2  The Director of University Relations shall provide support to account managers by:

  • Providing or directing account managers to information related to establishing and using social media accounts;
  • Providing suggestions for maintaining an active account; and,
  • Responding to questions from account managers regarding the social media account and its use.

13.6.3  The Director of University Relations shall register each social media account in the University’s official social media directory.

13 6.4  Account managers shall be responsible for all content the account manager posts and shares.