Social Media

The following is a comprehensive overview of Xavier University’s guidelines, strategy and procedures for those who manage, contribute to and engage with University-affiliated social media accounts.

This information is meant to help Xavier employees, volunteers, affiliates and consultants (e.g. creative agencies) understand how to make appropriate decisions when managing and/or executing social media presences on behalf of the university. It is of critical importance for all employees to contribute to responsible, professional and ethical use of all social media platforms.

This document is produced by and enforced by the Office of Marketing and Communications and meant to supplement existing university policy.

All employees are expected to be familiar with and adhere to all University-level policies intended to support a safe, respectful and ethical living, learning and work environment in compliance with Xavier’s mission and values and applicable to local, state and federal law.

Overview

1. Introduction
2. Purpose
3. Scope of Guidelines
4. General Guidelines
5. Personal Use of Social Media
6. Prohibited Content
7. Legal and Compliance Requirements
8. Crisis Communication
9. Policy Enforcement

Xavier Social Media Guidelines

1. Introduction

These guidelines apply to all faculty, staff, students and affiliates of Xavier University who manage, contribute to or engage with University-affiliated social media accounts or share content related to the University on personal social media platforms. This policy aims to protect the reputation and brand of Xavier University while fostering an open and respectful online environment.

2. Purpose

Social media is a powerful tool for communicating various messages and content related to our University’s values, accomplishments and resources to a largescale audience. This policy serves to establish guidelines to ensure our University-affiliated accounts reflect the University’s brand standards, institutional voice, protect privacy and adhere to applicable laws and regulations.

3. Scope of Guidelines

These guidelines apply to:

• University-owned social media accounts
• University-affiliated social media accounts
• Personal social media accounts when content is related to the University, its community or operations.

4. General Guidelines

• Be Respectful: Always engage respectfully, professionally and inclusively. Avoid language or content that may be perceived as offensive, discriminatory or inflammatory.
• Maintain Privacy: Respect the privacy of others by not sharing personal or confidential information without permission. This includes student records, faculty research and sensitive operational details.
• Accuracy: Ensure information shared is accurate, up-to-date and verifiable. If an error is made, promptly correct it and acknowledge the mistake.
• Brand Alignment: Follow University branding and visual guidelines. All official social media posts should accurately represent the University’s mission, values and identity.
• Consistency in Messaging: Coordinate with the Office of Marketing and Communications to ensure messages align with University-wide priorities and initiatives.
• Appropriate Tone: Use a tone that reflects the professionalism and values of Xavier University while being relatable to our various audiences.

5. Personal Use of Social Media

• Distinguish Personal Views: When discussing topics related to the University on personal accounts, clearly distinguish personal opinions from official University statements. Include a disclaimer if needed, such as, “Views are my own,” in social media profiles.
• No Confidential Information: Do not disclose any information that is confidential or proprietary to the University.
• Respect for Colleagues and Students: Avoid posts that could damage the University’s reputation or professional relationships within the University community.

6. Prohibited Content

• Harassment and Bullying: Any form of online harassment, bullying or discrimination on University accounts is strictly prohibited.
• Unauthorized Endorsements: Avoid endorsing or promoting any product, service or political candidate on official accounts.
• Sensitive and Controversial Topics: Exercise caution when posting about controversial topics. Do not make statements or issue press releases about current events or crises without seeking guidance from the Office of Marketing and Communications. Check in with the Office of Marketing and Communications if unsure about a post’s appropriateness.

7. Legal and Compliance Requirements

• Copyright and Fair Use: Do not post content (images, music, text) without permission or proper attribution if it is not original to the University.
• FERPA and Other Regulations: Adhere to the Family Educational Rights and Privacy Act (FERPA), HIPAA, and any other applicable privacy regulations.
• Respect for Intellectual Property: Respect University and third-party intellectual property by crediting sources appropriately.

8. Crisis Communication

• During a crisis, only designated personnel may post or comment on behalf of the University. Follow the guidance of the Office of Marketing and Communications for specific messaging and protocols

9. Policy Enforcement

• Violations of this policy may result in disciplinary action, up to and including termination of employment for faculty and staff or expulsion for students, in accordance with University policies
• The Office of Marketing and Communications is responsible for the enforcement of these guidelines and reserves the right to suspend or terminate any University-owned or affiliated account at any time.