Operational 101 - Social Media

Purpose

This policy is designed to ensure the timely and appropriate social media interaction between EBC board, staff, and the larger cycling community.

Philosophy: Social media has the ability to strengthen bonds between EBC and the cycling community, but also can harm EBC’s public reputation if not used properly.

Scope

This policy applies to all social media activities carried out under the name EBC and on any EBC-branded social media accounts, even if the person using the social media accounts is declaring and posts as their own opinion.

Definitions

1. Social Media - Any electronic platform with two-way communication between the public and EBC that is viewable by larger public. Examples include Twitter, Facebook, Tumblr, Instagram, but also include Google groups, email lists, and comment threads on web pages. Social media does not cover traditional media appearances such as radio, television, and newspaper interviews.
2. Posting - The act of placing content on a social media account, inclusive of both new content and the posting of existing content attributed to another social media account (e.g. cross-posting, forwarding, or re-tweeting).
3. Comments - Public responses to posts on EBC social media accounts.
4. Replies - Any social media post by EBC staff or board in response to public comments on an item posted to an EBC social media account

Ethical Guidelines

1. All staff and board members of EBC using social media on behalf of EBC (i.e. EBC-branded social media accounts) shall follow the ethical guidelines outlines, modified from Bowen:

Table 1. EBC Social Media Ethical Guidelines

Guideline	Rationale/Implementation
Maintain dignity and respect	Ensure the communication maintains the dignity and respect of the involved public.
Be fair and prudent	Consider fairness, justice, access.
Avoid deception	If it is deceptive, even arguably, then do not do it.
Eschew secrecy	Barring trade/competition secrets, if an initiative, something needs ethical examination.
Is it reversible?	How would you feel at the receiving end of the message? Is it still ethical then?
Be transparent	Paid speech should be transparently identified as such.
Clearly identify	Personal speech and opinion vs speech as a representative of the organization should be identified.
Rational analysis	Examine messages from all sides; how would it look to the public; how could it be misconstrued?
Emphasize clarity	Even if the source or sponsorship is clear, make it clearer.
Disclose	Transparency in message creation and facts/data needed for an informed opinion.
Verify sources and data	Be consistently credible; do not use rumour or speculation.
Establish responsibility	Does the message maintain your responsibility to do what is right?
Examine intention	Is your decision made with good will alone?
Encourage the good	Does your message help to build connectedness, engagement, and community?
Consistency builds trust	Consistency allows public to know and understand you, and you can meet their expectations.

1. Each Policy shall include the following:

• • Policy Name
  • Policy Classification – Operational (O) or Positional (P)
  • Policy Number – Following a sequential number system with policies in the range 100-199 as Operational and 200-299 as Positional
  • Date - Effective date of the policy
  • Table of Contents
  • Purpose – Specifying what the policy is intended to promote or achieve
  • Scope – Who is affected by the policy including who is exempt and, if applicable, how exemptions are authorized
  • Definitions - Any key concepts or terms used in the policy
  • Policy Content – The body of the policy
  • Implementation and Monitoring – Those responsible for monitoring and implementing the policy, including date for policy review
  • Date of Revisions
  • Reference to other policies where applicable
  • Appendices – Optional, may be included for additional history, clarification, etc.

Development and Approval

1. Any EBC member or committee can submit a draft policy for review and approval to the Board of Directors; a draft policy must be submitted at least five days prior to the next scheduled Board meeting.
2. The Board may also draft or delegate the drafting of a policy to a committee.
3. A draft policy shall include a draft statement of each of the basic components of an EBC policy, as defined in section 1.4.1.
4. Upon the majority approval of the Board of Directors the policy will become effective as of the date outlined in the policy.

Publication

1. Once a policy has been approved it shall be made accessible to members in a timely manner and shall be stored as per the Document Storage Policy.

Review and Amendments

1. Policies shall include a timeline for review no longer than five years. This does not preclude policies from being reviewed prior to this time.
2. A policy can be amended with majority approval by the Board of Directors at any time.

Implementation and Monitoring

1. The Board of Directors is responsible for ensuring policies are current and follow the structure outlined; this responsibility may be delegated to a committee.

Policy Approval Date & Review Date

Date Approved, Revisioned and Active Approved: March 2014 This policy shall be up for review in March 2017. Revised:

Date Expired Enter Date Information

Related Policies: Document Storage Policy