EFFECTIVE DATE:
08 /22/11 MOP 2.014
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Policy Statement:
SECTION:
RULES and REGULATIONS

SUBJECT:
Social Media Policy
DISTRIBUTION:
ALL MEMBERS
AUTHORIZED BY:
Board of Dir 8/22/2011
The BAVFC recognizes the positive value that various forms of social media and networking have in promoting fire safety, positive public relations and in the continuing education of department personnel. The following specifics designate the appropriate forms of approved social media and networking authorized by the
BAVFC, as well as the disciplinary process for those instances which violate this policy. The BAVFC is bound to act according to and under order of the Board of Directors and/or designated legal counsel in regard to all forms of incident documentation and related permissions, especially in cases of probable, impending and previous legal action.
Purpose:
Define new media use and value within the mission and image of the Bel Air Volunteer Fire Company
(BAVFC) as well as outline acceptable and prohibitive practices of new media within the social media and networking spheres.
Index:
I. Definitions
II. Video and Audio Recording
III. In-Service Installation and Review
IV. Social Media/Networking Representation
V. Disciplinary Action
DATE: 11/22/05 PAGE 1 OF 3

I. Definitions
EFFECTIVE DATE:
08 /22/11 MOP 2.014
A. Social Media: Any means by which information (not limited to written, photographs, video, audio) are shared through various electronic means such as websites, blogs, forums, webcasts, podcasts, netcasts and other similar avenues. Definition will also include still, video and/or audio images and reporting from local news services in accord with their respective copyright legalities.
B. Social Networking: Any means by which an individual or individuals may either professionally or privately share and/or post information combined with Social Media using such services as MySpace,
Facebook, Twitter, Foursquare and other similar avenues.
C. Camera: Device used to capture still and video images either digitally or via film. Cameras may be departmental issued or privately owned and may be affixed to apparatus, personal protective equipment or hand-held. Definition will also include thermal imaging cameras as well.
D. Audio: Any audible recording and/or transcript of such as it pertain to personnel and department actions on the scene of an emergency incident, training, or other departmental activity.
E. Departmental Scene: Any activity, regardless of activity type and location, which depicts department personnel, both on- and off-duty, operating in any manner that represents the BAVFC
II. Video and Audio Recording Devices
A. Departmental Issued. The BAVFC recognizes that there are various means of documenting a department scene. The logistical pros and cons of each include cost, size, features and other options. While the department may offer use of one specific type of video and/or audio recording device, each member is encouraged to explore the various features and benefits best suitable to their social media purpose. Video and/or audio recording devices purchased by the department are departmental government property and will be governed as such. Video and/or audio recording devices purchased privately will be considered “Departmental Issued” for the purpose of governance under the Social Media and Social Networking Policy. All video and audio recording devices must be approved by the Board of Directors, Chief of Department, PIO or designee before being placed into service. With each device, a waiver of liability must be signed and placed on file (see
Attachment 1-1 ‘Waiver of Liability of Property Damage’) before the device is to be installed and used.
Approved helmet mounted cameras (helmet cams) shall be installed in accordance with the manufacturer’s guidelines. Any personnel wearing approved helmet cams must sign a waiver of liability (see Attachment 1-2
‘Waiver of Liability of Personal and Property Damage’) and have said waiver placed on file before the helmet cam is attached. Any adjustments and/or repairs to the approved helmet cam and helmet must be made by the
BAVFC gear personnel following the established method of PPE repair/replacement request.
B. Privately Owned. The department recognizes that off-duty personnel may freely use their own privately owned devices to document a departmental scene. Such documentation may prove to be valuable to incident commanders, company officers, training personnel and fire investigators. However each member who chooses to document a department scene must first sign a release waiver (see Attachment 1-3 ‘Release of Department
Scene Documentation’) before documenting a department scene. A member’s failure to do so will result in disciplinary action progressive to the BAVFC disciplinary process. Privately owned also applies to those persons and invited guests who have received written permission from the Board of Directors, Chief of
Department, PIO or designee per the BAVFC Ride-Along MOP.
DATE: 11/22/05 PAGE 2 OF 3

III. In-Service Installation and Review
EFFECTIVE DATE:
08 /22/11 MOP 2.014
In order to properly manage and continually evaluate the BAVFC’s social media policy and the value of related administrative and operational training content, the department will oversee the installation of all video and/or audio recording devices.
A. In-Service Installation. In order to avoid duplication of imagery and content the Chief of Department,
PIO or designee will manage the location of departmental issued devices. The BAVFC is composed of two stations deploying multiple resources. As a minimum the following locations and assignments will be varied to document as many departmental scenes as possible. The Chief, PIO or designee may at any time change the installation of said devices.
Engine 311:
Engine 312:
Engine 313:
Engine 314:
Engine 315:
Tower 331:
Tower 332:
Utility 399:
Ambulance 391:
Ambulance 392:
Ambulance 393:
Utility 301:
Utility 302:
Utility 303:
Utility 304:
Current Departmental Issued Devices
B. Review. After each documented working incident, the OIC will notify the PIO (see Attachment 1-4 ‘Social
Media/Incident Documentation’) of the incident and download the video and/or audio onto the department’s intranet service. The OIC will also make note of the use of departmental issued and/or privately owned devices in the incident reporting system as well. The PIO will review the documentation and all related material and
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EFFECTIVE DATE:
08 /22/11 MOP 2.014
reports before allowing for posting video and/or audio of the incident. In the case of fatalities and/or injuries
(department personnel and/or civilian), the PIO will appropriate all departmental issued devices for downloading and review. Devices will be returned to their assigned apparatus/personnel as soon as download and review is complete. Privately owned devices will be reviewed and documentation will be forwarded to the
Chief of Department for additional review.
C. The Public Information Officer will be responsible for cataloging and maintaining the online database of all documentation of departmental scenes within the department’s official website and the posting of such information on the department’s official social media and social networking pages. Media listed in intranet service will be identified for personnel as department confidential (Private) and publicly shareable (Public).
D. Once a month, the PIO will survey the department for any documentation other than that recorded during a working incident. This may include relatively minor incidents, informal or shift-level training sessions, or any department scene that may have value, after editing, to the BAVFC’s mission and image.
The Board of Directors and Chief of Department or designee have the authority to appropriate any and all departmental devices, unannounced, at any time.
IV. Social Media/Networking Representation
Under the BAVFC MOPs all members have a responsibility to uphold a positive public image of the BAVFC in both their on- and off-duty lives. The department recognizes the value of social media and social networking as well as the immediate implications that the immediate technology possess. In an effort to promote the mission of the department, protect the civil liberties of its personnel and safeguard the privacy of the citizens we serve, the Social Media and Social Networking Policy will serve as the gatepost to exemplify positive practices and prevent damaging ones.
A. Official Social Media and Social Networking Sites. The BAVFC has its own official website, Facebook page and Twitter account. These are each maintained by the Public Information Officer and other designees of the Fire Chief. The purpose of each is to promote the mission of the department, report on department activities and events, and impart fire and EMS safety educational material. Personnel are encouraged to use, contribute to, and share this department information. No offensive or objectionable material will be allowed to be posted or related to the official department website, social media and social networking accounts.
B. Unofficial Social Media and Social Networking Sites. The BAVFC recognizes the liberty all personnel have to their own creative expressions within the social media and social networking avenues and it is understood that many may have their own website and individual blog. Within each individual expression is the relation to the BAVFC through an employer-employee identity. So long as members are employed by the BAVFC their actions within social media and social networking are governable under BAVFC MOPs. Personnel are encouraged to share department information deemed publicly appropriate within their creative talents. Linking to, or using with permission, department media (written, video, photo, audio) is also encouraged. Posts containing offensive and/or objectionable material will be subject to review and personnel may be held responsible in accordance with this general order’s disciplinary process and other BAVFC disciplinary action.
Likewise, the department prohibits the posting of illegal content by members in any social networking site, public or privately viewed. This includes HIPAA violations and/or confidential departmental information.
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EFFECTIVE DATE:
08 /22/11 MOP 2.014
C. Personal Social Networking Sites. The creative liberties individuals have in expressing themselves through social networking have been challenged in past employer-employee incidents in many occupations. The
BAVFC has no desire to violate an employee’s civil liberties; however, the department does have an obligation to protect the public we serve and promote a healthy public image among our government and civic leaders.
The BAVFCs position on personnel issue is that such issues have a proper place to be heard and discussed.
Some of these issues may be under investigation or involve legal proceedings where open dialogue via social networking sites may jeopardize the outcome and/or influence decisions. The BAVFC does not condone the posting of offensive and/or questionable material related in any method possible to the department. Likewise, the department prohibits the posting of illegal content by members in any social networking site, public or privately viewed. This includes HIPAA violations and/or confidential departmental information.
D. Sanctioning Training Related Content. The BAVFC recognizes the immense popularity and advantages websites, blogs and podcasts have in sharing training information. The department encourages its uniformed personnel to share their experience and knowledge with others inside and outside of the department within a proper format. Department-specific training material is that which is presented or approved of by the Training Division and Chief of Department. Any other training content not approved must include the disclaimer found in training and educational waiver (see Attachment 1-5 ‘Training and
Educational Social Media Waiver’): “Note: The information herein has not been approved of or endorsed by the BAVFC. The BAVFC is not in any way legally responsible for the information posted here. The
BAVFC encourages readers to seek the input of their own training and supervisory officials regarding this subject.”
V. Disciplinary Action
Disciplinary action presented herein may be used in conjunction with or superseded by the disciplinary action listed in the BAVFC disciplinary matrix. Violations of the Social Media and Social Networking
Policy may cover the following areas:
1. Tampering with Departmental Issued Devices.
2. Unauthorized Use of Video and Audio Recording Devices.
3. Unauthorized Posting of Department Scene(s) and/or Department Multi-Media Content.
4. Inappropriate and/or Illegal Posting and/or Sharing of Offensive/Objectionable Material on Social
Media/Networking Sites.
.
5. Repeat and/or Consecutive Violations. Repeated or consecutive violations of one or more of the above regardless of order will result in progressive discipline.
DATE: 11/22/05 PAGE 5 OF 3