Guidelines, procedures and policies for communication through
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Guidelines, procedures and policies 1 (2) 2014-12-04 Department of Human Geography Guidelines, procedures and policies for communication through Facebook and other social media General policy • Remember that as an employee at Lund University and the Department of Human Geography / Human Ecology division the content that you publish can be associated with the university and / or Department / Division even when you express yourself as an individual. Check whether that the information from your private flow is not displayed to the public. • If the employees at Lund University communicate in social media privately they have a personal responsibility to check that the communication is formulated in such a way that it is clear that this information is private and does not come from Lund University. Procedures for administration of the Facebook Page Account • It should be clear which department/ division of the Lund University owns the account. • Link to the Lund University website should be included in the presentation text. • Provide information about the aim of the Facebook Page, who administers it and how comments and messages are handled. • “Lund University” should be written at the top of the presentation text. • Lund University graphic profile should be followed. • Lund University main logo in English is used as a profile picture on Facebook. Profile Pictures on Facebook are uploaded in size 180x180 pixels. The logo in the right size for Facebook can be retrieved from Lund University Bank. • The cover image is used for temporary messages and more creative input. A cropped seal on the edge should be put on the Department's cover image. Cover pictures for Facebook should be 851 pixels wide and 315 pixels high. • User name must clearly show which part of the Lund University owns the Facebook Page account. Procedures for publishing content • All messages posted on the Department's Facebook Page should be signed by the author's first name and position. • Administrator for the Department's Facebook Page should use the Facebook Page account - not the private Facebook account. • Automatically generated content, for example through RSS, should be avoided. • Copyright protected content may not be used without permission. Be sure to specify where the material comes from and provide links directly to the original source instead of reproducing the material. • Confidential information may not be published. Postal address Sölvegatan 12 223 62 Lund Visiting address Geocentrum I Sölvegatan 10 Telephone 046-222 00 00 (vxl) +46 46 222 86 90 Fax 046-222 84 01 E-mail receptionen@keg.lu.se Website http://www.keg.lu.se. Guidelines, procedures and policies 2 (2) 2014-12-04 Procedures for using of images • If you take pictures for Facebook, inform the people you photograph that the images will be posted on Facebook. • Persons appearing in photographs and in videos should always have given their permission first. If the person is under 15 years old, his/her official person with parental responsibilities should be asked to grant the permission. Guidelines for management of inquires that are sent through social media • Do not make any statements that could be interpreted as an official advice or information which may have economic consequences. • Personal cases and questions that cannot be answered using existing information on the Web should be referred to the Department’s staff in charge (by providing a reference to a web page with his/her contact details). • Positive comments should be remained as they are or complemented with additional information. • Negative comments that contain factual errors should be answered with the correct information. • Negative comments that contain information about the negative experience must be answered with reference to online information that might be helpful. • Negative comments containing defamatory information, incitement, hate speech, child pornography, unlawful depiction of violence or copyright infringement, or infringement of others' rights, should be archived and deleted. • During working days direct questions to the Department should be handled within 24 hours. Routines for deletion of Facebook Page • Inform the visitor that the information channel is no longer active. This information should be easy to find for both recurring and new visitors. • Refer to the alternative channel, eg website, other social channel or e-mail address. • If the owner/administrator no longer have the opportunity to regularly monitor incoming comments or entries, this function should be turned off. • If the channel should be closed completely, inform the users about this situation in good time and at the same time refer them to an alternative information channel. • The contents published through the information channel should be archived. Postal address Sölvegatan 12 223 62 Lund Visiting address Geocentrum I Sölvegatan 10 Telephone 046-222 00 00 (vxl) +46 46 222 86 90 Fax 046-222 84 01 E-mail receptionen@keg.lu.se Website http://www.keg.lu.se.
