Employee Use of Social Media Policy

This policy is intended to inform and empower employees.

Purpose
General guidelines for all communications (official and personal)
Additional guidelines for personal communications.
Related policies
Questions

Purpose

The City of Bloomington strives to provide the public accurate and timely information, communicated in a professional manner, and in accordance with the laws regarding public information and data practices.

The term "employees," referred to in this document, is defined as all full-time, part-time and seasonal employees, all volunteers, and all appointed and elected officials of the City of Bloomington.

Many public employees have access to private and confidential information that must be actively guarded from publication. All City employees are expected to:

Actively protect private and/or confidential data. (See City of Bloomington Guidelines and Procedures for the Minnesota Government Data Practices Act available from the City Attorney’s Office.)
Protect any information considered protected health information under HIPAA. (See City of Bloomington HIPAA Policies and Procedures Manual available from the Bloomington Public Health Division.)
Provide good customer service to both clients and co-workers.
Always be truthful and provide accurate information. (See Social Media Use Policy.)

General guidelines for all communications (official and personal)

All City employees have a responsibility to help communicate accurate and timely information to the public in a professional manner. Any employee who identifies a mistake in reporting should bring the error to the attention of his or her supervisor or other appropriate staff. Regardless of whether the communication is in the employee’s official City role or in a personal capacity, employees must comply with all laws relating to intellectual property rights, including without limitation, trademark, copyright and software use. Employees must also follow all City policies that may apply. Violations of the City’s rules and policies may lead to disciplinary action up to and including termination. The following rules apply to all official and personal communications:

Technology and computer use. City employees may use City technology for personal reasons as approved by the supervisor and on a limited basis, provided it doesn’t interfere with normal work. The City reserves the right to inspect any electronic data created by or stored on a City-owned computer or related system. (See Information Security Policy: End User Policies available from the Information Systems Division and the City’s Intranet site CityBIZ.)
Respectful workplace. Employees are prohibited from disseminating any information that is discriminatory, harassing or threatening, or disseminating or viewing sexually explicit material.
Data practices. Employees are prohibited from disclosing or disseminating data classified under the Minnesota Government Data Practices Act as private or confidential to anyone other than government employees whose job duties require access to the data and must route data practices requests to the City Clerk. Employees must also work to avoid releasing data that might lead to the release of private or confidential data. For example, avoid discussing on social media information that might lead to the identification of a resident complaining about their neighbor’s property, or the victim of a crime or a witness to a crime.
Political Activity Policy. Employees are prohibited from using City resources to participate in personal political activity while on City time or while discharging City responsibilities. Employees are prohibited from, in any manner, implying or suggesting that the City either supports a particular candidate, political issue or endorses the personal political opinions of the employee. Employees are expected to exercise great care, at all times, to distinguish their personal opinions about candidates or political issues from that of the City.
Media requests. With the exception of routine events and basic information that is readily available to the public, all requests for interviews or information from the media must be routed through the City’s Communications Administrator or City Manager. Media requests include anything intended to be published or viewable to others in some form, such as television, radio, newspapers, newsletters and websites.

Additional guidelines for personal communications

While every employee has a right to speak out on the issues facing the community, state and nation, they must take great care to make it clear that their personal opinions are their own and do not represent the official policy of position of the City. It is important for employees to remember that the personal communications of employees may reflect on the City, especially if employees are commenting on City business, supervisors or City policies. The following guidelines apply to personal communications including various forms of social media (Facebook, Twitter, blogs, YouTube, etc), letters to the editor of newspapers, personal endorsements, e-mail, City correspondence, newsletters and cable television.

Remember that what you write or post is public, and will be so for a long time. It will also be spread to large audiences without your knowledge or permission. Use common sense when using e-mail or social media sites. Refrain from sending or posting information that you would not want your supervisor or other employees to read, or that you would be embarrassed to see in the newspaper or viewed by your parents, spouse or loved ones.
The City of Bloomington expects its employees to be truthful, courteous and respectful towards supervisors, co-workers, citizens, customers and other persons associated with the City. Do not engage in name-calling or personal attacks.
Refrain from making disparaging comments about the workplace, policies, or supervisors, or discussing internal employment disputes on social media. Assume anything written about a co-worker or supervisor will be read by that co-worker, your supervisor and many others.
Employees should not comment on social media or publish something related to City business without identifying themselves and using a disclaimer such as, “I am an employee of the City of Bloomington. However, these are my own opinions and do not represent those of the City of Bloomington.”
If you wish to write an opinion based upon your work experience you should not make reference to the City if you are not discussing City business. For example, you should write, “As a police officer…” rather than, “As a Bloomington Police Officer…”
City resources, working time or official City positions must not be used for personal profit or business interests, or to participate in personal political activity. For example, an employee must not use the City’s logo, e-mail or working time to promote his/her side business.
Personal social media account names or e-mail names should not be tied to the City (e.g. BloomingtonNet or using your City e-mail address when posting.)

Related policies

Please also see the following relevant policies:

End User Security Policy – Contact Information Systems at 952-563-4885.
Social Media Use Policy.

Questions

Questions related to this policy should be directed to the Communications Administrator or your direct supervisor.

For more information, contact:

Janine Hill, Communications Administrator
PH: 952-563-8819; TTY: 952-563-8740, FAX: 952-563-8715
E-mail: jhill@ci.bloomington.mn.us

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