Trinity In-Home Care Policy Manual
Communication and Social Media
No.01-014
Revision History: Created: 06/17
Purpose
The purpose of this policy is to notify Trinity In-Home Care (TIHC) employees of the regulations surrounding social media use and communication while on the job.
Policy
Telephones/Cell Phones
TIHC phones: TIHC telephone lines must remain open at all times for incoming calls from the public. Brief local personal calls are acceptable at a minimal level. Any long-distance phone calls of a personal nature are prohibited.
Personal phones: Use of personal cell phones—including calls, texting/messaging, and checking emails—should be kept to a minimum. At no time should personal calls/texts take priority over work calls or in-person visitors or clients, including calls from other employees or volunteers. Best efforts should be made to make personal phone calls in private. Excessive or inappropriate use of personal cell phones during work hours may result in disciplinary action.
Internet/Email
Administrative office job responsibilities at TIHC require access to the Internet, the use of email, the use of software, and/or access to the TIHC server. Besides the computer station approved for public use for clients and Direct Support Professionals (DSPs), only authorized TIHC personnel are permitted to access computers, software, or the TIHC server for business purposes.
Abuse of TIHC computers and Internet through either excessive use or visiting questionable or unsafe websites by administrative office staff and DSPs may result in disciplinary action up to and including termination of employment. Clients who abuse the opportunity to use TIHC’s public computer with either excessive use or visiting questionable or unsafe websites may lose privilege of use of TIHC’s public computer station.
Please note: Voice mail, email, and Internet usage assigned to an employee as well as an employee’s computer or telephone extensions are for the purpose of conducting TIHC business. TIHC owns any communication sent via email and all files/information stored on company equipment. Management and other authorized staff have the right to access any material in TIHC email or on TIHC equipment (computer, etc.) at any time. An employee should not consider communications or data to be private if created or stored at work.
Social Media/Internet Posting Policy
In today’s world, the prevalence of social media has diluted any real notion of “privacy.” The lines between professional life and personal life have become blurred by the ubiquitous connectivity social media offers. Therefore, TIHC employees who are users of social media must be mindful of how their actions or statements on social media/the Internet, even “off the clock,” may reflect on them personally along with the image and reputation of TIHC.
Employees must keep in mind the professional consequences that could result from posting personal content even when this content does not directly relate to TIHC. If an employee has a question related to the appropriateness of a potential posting and if/how it relates to TIHC, management is available to discuss. Ultimately, the content, whether aural, visual, written or electronic, is the sole responsibility of the employee regardless of the location on which this content is posted.
This policy governs the publication of Internet postings and commentary on social media by employees of the TIHC both personally and within the scope of a position with TIHC. For the purposes of this policy, “social media” means any facility for online publication and commentary including, but not limited to, blogs, wiki's, and social networking sites such as Facebook, LinkedIn, Twitter, Flickr, Pinterest, SnapChat, Wikis, and YouTube. All of these activities are referred to as “Postings” in this policy, and the following guidelines below should be followed:
Postings should not include names, addresses, personal information or photos of TIHC clients.
Postings should not include TIHC confidential or proprietary information or that of any third party that has been disclosed to TIHC.
Unless pre-approved, work-related topics, particularly those relating to TIHC customers or supporters, are prohibited from posting.
Postings should not include anything that is inflammatory, untrue, or misleading about TIHC, its staff, clients or supporters, or anything contradictory or in conflict with TIHC’s mission.
Postings should never include personal insults, obscenities, or any content that would be unacceptable in TIHC’s workplace or other applicable laws. In addition, employees are required to show proper consideration for others' privacy and for topics considered objectionable or inflammatory.
An employee’s personal use of social media must not interfere or conflict with his/her position/job duties at TIHC. Be mindful that posting or tagging pictures or content online could be portrayed as a representation of or reflection on TIHC.
Postings should respect copyright, privacy, fair use, financial disclosure, and other applicable laws.
TIHC may request certain subjects be avoided or certain posts withdrawn if it believes doing so will help ensure compliance with applicable laws or employee policies.
If a member of the news media makes contact about an Internet posting concerning the TIHC, please refer that person to the Executive Director.
Before engaging in work-related social media, employees must obtain permission from the Executive Director.
Because employees are legally responsible for their postings, one could be subject to liability if said posts are found defamatory, harassing, or in violation of any other applicable law or TIHC policies. Violations of this policy may result in disciplinary action up to and including termination.