Social Media Policy

This policy applies to: 

• Official Alfred University social media accounts 
• Departmental, club, or program accounts affiliated with the University 
• Personal social media activity when an employee’s affiliation with Alfred University is identifiable

Official Social Media Use

Employees or students who manage social media accounts on behalf of Alfred University represent the institution and its community. When posting to official accounts, please adhere to the following: 

• Follow Alfred University brand guidelines, including correct use of the University name, logos, and visual identity.
• Ensure content supports the University's mission and institutional priorities.
• Use professional judgment when posting or responding to comments.
• Tailor content appropriately to each social media platform. 
• Adhere to Alfred University Code of Conduct and other administrative documents (e.g., Freedom of Expression Policy). All relevant documents are available in the Employee Handbooks.

Departments should coordinate with the Office of Marketing and Communications when planning new social media initiatives or campaigns. 

Creating a New Social Media Account 

Any Alfred University department, program, club or initiative seeking to create a new social media account affiliated with the University must obtain approval from the Office of Marketing and Communications. 

Requests must be submitted through the Social Media Account Request Form and be approved by the Social Media Manager before the account is created. This process ensures that new accounts align with university branding, communication priorities, and available resources. 

Evaluating the Need for a New Account 

Social media accounts are most effective when they have a clear purpose, consistent voice, and sustained content plan. Accounts created without a long-term strategy often lose momentum and can unintentionally fragment audience engagement across the University's social media ecosystem. 

Before creating a new public account, departments should consider whether social media is the most effective channel to achieve their communication goals. In some cases, existing University social media accounts, websites, email communication, or campus platforms may provide a more effective way to reach the intended audience. Departments are encouraged to consult with the Office of Marketing and Communications when evaluating new social media initiatives. 

Requirements for Departmental Social Media Accounts 

• Defined Audience - The account serves a clearly defined audience of sufficient size and relevance. This may include external audiences such as prospective students, alumni, families, or community members, or a broad campus audience beyond a small internal group. 
• Dedicated Staff Oversight - Each account must have dedicated staff or student oversight responsible for planning, content creation, publishing, and responding to comments and messages. Departments should expect to dedicate approximately 4–8 hours per week to maintain an active account. 
• Multiple Account Administrators - Each account must have at least two authorized administrators who are faculty or staff to ensure continuity and account security. 
• Active Maintenance - Departments are responsible for regularly monitoring and maintaining their accounts. Social media accounts that are no longer actively maintained or aligned with university priorities may be asked to deactivate or removed. 

Protecting Confidential and Personal Information 

Employees may not disclose confidential, proprietary, or protected information through social media. This includes, but is not limited to:

• Student educational records
• Protected health information (PHI) 
• Donor or employee information
• Financial or operational data
• Internal communications or planning documents
• Non-public research findings

If there is uncertainty about whether information may be shared publicly, consult the Office of Marketing and Communications before posting. 

Intellectual Property and Content Rights 

Departments are responsible for ensuring that all social media content complies with copyright and intellectual property laws. This includes: 

• Obtaining permission before using third-party images, music, or video
• Ensuring individuals appearing in photos or videos have granted permission for their likeness to be used
• Properly crediting content creators when appropriate, including student workers, faculty, and staff

Improper use of copyrighted material or a person’s likeness may expose the University to legal and financial liability. 

Conflicts of Interest and Commercial Endorsements 

Official Alfred University social media accounts may not endorse commercial organizations, products, or services. Employees should not: 

• Use University social media accounts for personal gain
• Promote personal businesses or external commercial entities
• Accept gifts or incentives in exchange for promotion or social media exposure

Use of the Alfred University name, marks, or research for corporate promotion may jeopardize the integrity of the University's research and nonprofit status. 

Moderating Comments and Engagement 

Social media encourages open discussion and engagement with the University community. Departments should not remove comments solely because they express criticism or disagreement. However, comments may be removed if they: 

• Contain threats, harassment, or abusive language
• Include personal or private information
• Contain spam or commercial solicitation
• Are obscene or defamatory 

Threatening comments should be reported to the Office of Marketing and Communications and/or the Office of Public Safety.

Account Security 

University social media accounts must be managed securely to protect the University’s reputation. Recommended practices include: 

• Use strong passwords and password management tools
• Enable multi-factor authentication
• Register accounts using a shared @alfred.edu email address associated with a club, department, or unit rather than an individual email account.
• Limit direct account access
• Monitor accounts regularly for suspicious activity 

If a social media account is believed to be compromised, notify the Office of Marketing and Communications immediately.  

Advertising and Content Placement 

University social media advertising and content placements should not appear on websites or platforms that host inappropriate or offensive material. Examples of unacceptable content include:

• Hate speech or discrimination
• Bullying or harassment
• Graphic violence or crime imagery
• Explicit sexual content
• Content promoting self-harm or illegal activity 

Departments working with vendors or advertising platforms must ensure appropriate placement controls are in place.

Personal Use of Social Media 

Alfred University supports freedom of expression and recognizes that employees may engage in social media personally. However, the following uses of social media still apply:

• Employees may not speak on behalf of Alfred University unless explicitly authorized.
• If referencing Alfred University in personal posts, it should be clear that the views expressed are personal and not official University positions.
• Personal social media activity must still comply with applicable laws and University policies.
• Employees should be mindful that identifying their affiliation with Alfred University may influence how their posts are perceived by others.