C-TRAN Social Media Policy, adopted April 12, 2016:

(Download a PDF)

 1. PURPOSE

1. Recognizing that Internet-based social media tools can provide opportunities for enhanced communication with its riders and the community at large, C-TRAN may consider using these tools to reach a broader audience. This policy establishes guidelines for the use of such social media tools and sites.
   
   
2. This policy shall apply to all employees, volunteers and contractors creating social media on behalf of C-TRAN, as defined herein.
   
   
3. This policy is initiated by C-TRAN’s Department of Planning, Development, and Public Affairs.
   
   
4. C-TRAN electronic communications and technology resources are provided for the purpose of conducting C-TRAN business.

2. POLICY

It is the policy of C-TRAN to allow use of social media in a manner that is consistent with the policies governing the use of C-TRAN’s other communications and technological resources. C-TRAN employees are accountable for the form and substance of all the information they post or otherwise relay for C-TRAN purposes using these forms of media. All employees using social media for C-TRAN purposes must maintain the highest standards of propriety and professionalism in their postings.

3. DEFINITIONS

3.1 For the purpose of this policy, the following definitions apply:

1. Social Media: Social media defines the various activities that integrate technology, social interaction and content creation, such as C-TRAN’s website, Facebook, Twitter, blogs, YouTube, Flickr, Instagram, Snapchat, and other web tools.
   
   
2. Content: Any text, metadata, QR codes, digital recordings, videos, graphics, photos, and links on approved sites.
   
   
3. Social Media Content Coordinator: Department representative(s) responsible for managing the content of the social media sites used by that department, overseen by the Communication and Public Affairs Manager. A coordinator must be identified before any C-TRAN department can use social media. The coordinator, in conjunction with the Communication and Public Affairs Manager, is responsible for regularly posting information, monitoring comments, removing any prohibited content and saving content required under the Public Records Act as described in Section 4.4(D) and Section 4.5.

4. GUIDELINES AND PROCEDURES

4.1 General

1. Internet websites other than C-TRAN’s official website (www.c-tran.com), including social media sites, shall not be created or used by employees or departments to post CTRAN-related information or content without prior approval of the social media content coordinator.
   
   
2. All content posted on the Internet, including information posted on authorized social media sites, must be approved by C-TRAN’s social media coordinator pursuant to the procedures adopted in this policy or as otherwise authorized by the Communication and Public Affairs Manager.
   
   
3. The Communication and Public Affairs Manager shall provide a list of approved social media sites.
   
   
4. The Communication and Public Affairs Manager shall maintain a list of all C-TRAN social media sites that are operating and the log-ins and passwords for those sites.

4.2 Approval of social media sites and revocation of approval

1. Before social media is created or used, the social media coordinator or designee shall review the “Terms of Service” for that site.
   
   
2. Approval for use may be revoked if a social media content coordinator 1) fails to keep the site current; 2) fails to comply with posting approval process; 3) fails to comply with other requirements specified herein; or 4) violates CTRAN’s standard of propriety or professionalism as determined by the Director of Planning, Development and Public Affairs.

4.3 Content posted by C-TRAN employees and board members

1. All content posted on social media sites must be approved pursuant to the procedures adopted by the Communication and Public Affairs Manager herein or otherwise authorized by the Communication and Public Affairs Manager.
   
   
2. A link to the Social Media Comments and Usage Guidelines must be prominently displayed on any C-TRAN-approved social media site.
   
   
3. Departments shall not post or link to content that:

1. Violates copyright license agreements.

2. Supports or opposes any political campaign or ballot proposition.

3. Can be used for or to promote any illegal activity.

4. Promotes or solicits for an outside organization or group unless authorized by the Director of Development and Public Affairs.

5. Promotes any non-C-TRAN, commercial enterprise unless authorized by the Director of Planning, Development and Public Affairs.

6. Contains libelous or slanderous material. 

7. Violates an individual's right to privacy.

8. Is unrelated to the mission of the C-TRAN.

9. Violates C-TRAN’s standards of propriety or professionalism as determined by the Communication and Public Affairs Manager.

4. The most appropriate uses of C-TRAN social media sites are: 1) for time-sensitive and emergency information; and 2) as a communications/promotional/marketing tool which increases C-TRAN’s ability to broadcast its message to the widest possible audience.
   
   
5. The Social Media Content Coordinator must maintain accurate C-TRAN information on social media sites by frequently reviewing and updating it as necessary and appropriate.
   
   
6. Per C-TRAN Bylaw 4.7, no C-TRAN Board member may “speak or act for the Board without prior authorization of the Board.” Accordingly, Board members should not represent that any comments they make on social media represent the official view of the Board. To the extent any Board members wishes to comment or otherwise communicate on C-TRAN's social media sites concerning their official duties, they must include the following disclaimer: “The views expressed represent the view of the author and may not reflect the views of the C-TRAN Board. Responses to this communication by other Board members may be limited by the provisions of the Open Public Meetings Act under which a policy discussion must be held in an open public meeting if a quorum of Board participates.”

4.4 Information Posted by the Public

1. For all C-TRAN social media sites that allow posts, those sites are limited public forums, moderated by C-TRAN staff to ensure content posted by outside users is appropriate.
   
   
2. Posted content (including comments, photos and links) must be related to the topic(s) posted by C-TRAN to be considered appropriate.
   
   
3. Inappropriate and prohibited content subject to immediate removal from the site, includes content that:

1. Is not topically related to the particular content being commented upon.

2. Promotes or advertises commercial services, entities or, products.

3. Supports or opposes political candidates or ballot propositions.

4. Is obscene.

5. Discusses or encourages illegal activity.

6. Promotes, fosters or perpetuates discrimination on the basis of creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability, or sexual orientation.

7. Provides information that may tend to compromise the safety or security of the public or public systems.

8. Violates legal ownership rights or copyrights.

9. Is libelous or slanderous.

10. Violates an individual's right to privacy.

4. Inappropriate content must be removed immediately and retained as required under the Public Records Act by the Social Media Content Coordinator.

4.5 Records Retention and Disclosure

1. Information posted on C-TRAN's social media sites is subject to the Public Records Act and associated retention schedule. Original source content posted on social media sites must be retained pursuant to retention requirements.
   
   
2. The Social Media Content Coordinator is responsible for ensuring retention of the original source content in organized, searchable electronic file folders.
   
   
3. All comments posted by outside users on C-TRAN’s social media sites, including those that are inappropriate and removed by the Social Media Content Coordinator, must be retained. The Social Media Content Coordinator must copy these posts, including the C-TRAN information to which they are responding if applicable, into a Word document to be retained in an electronic file folder.
   
   
4. In addition, when the Social Media Content Coordinator removes inappropriate content, he or she must include his or her name and the date and time the content was removed and retained in the electronic file folder.