2.6  Marketing and University Communications Policies

2.6.1 University Advertising and Marketing Policy

PURPOSE

The purpose of this policy is to ensure a consistent public image of Canisius University and to establish the authority for the approval of advertising and marketing collateral to external audiences on behalf of the University, its events, or its programs.

POLICY

Brand advertising for Canisius University, its events, and its programs that targets an external audience may only be created by the Office of Marketing and Communication and approved partners and agencies.  Final authority as to the nature of the material to be published and the distribution of the materials is reserved to the appropriate Senior Leadership Team member. Internal communication must also adhere to the standards set forth in the Canisius Brand Guide as applicable.

Exclusions: Employment advertising placed by Human Resources and the Office of the Vice President for Academic, as well as posting information related to ongoing campus activities, events, and notices of interest exclusively for on-campus audiences on campus easels, etc. are excluded from this policy.  Such advertisements, however, must adhere to the branding guidelines set forth in the Canisius Brand Guide as applicable.

DEFINITIONS

Advertising—any message created and displayed for the sole purpose of promoting the University, its events, or programs in any of the following mediums: national/local broadcast and cable TV, national/local radio, commercial Websites, consumer magazine print, newspaper print, trade professional magazine print, professional journals and newsletters (that accept paid advertising), outdoor signage (billboards), digital advertising including display, keyword search, paid social, texting and various forms of mobile advertising, (MW) : transit signage (subway and bus poster/cards, bus shelters, subway stop posters), recruitment posters, program reference guides, University student newspapers, sponsorships, and cross-promotion identification.

PROCEDURES/GUIDELINES

Advertising Requests

The Office Marketing and Communication must be contacted with any requests for advertising for the University, its events, and its programs.  Contact Marketing and Communication for specific advertising needs.

Procedures for the Approval of Student Recruitment Marketing Materials

Recruitment of students is the responsibility of the Office of Admissions.  Based on data provided by the Office of Research and Institutional Effectiveness and other sources, as well as participation from Academic Affairs, the Office of Admissions works with the Office of Marketing and Communication to develop recruitment and admissions marketing materials to ensure that they accurately reflect the University’s programs and admissions standards and that all student related data made public by the University is otherwise accurate and complete, including student achievement of learning and student persistence, retention, and completion data.

Note: The State of Maryland prohibits recruiting for online, distance learning.

Procedures for the Approval of Athletic Department Recruitment Materials

The NCAA has many rules governing the use of athletics-related printed materials for use in recruiting and distribution off campus.  This includes media guides, posters, brochures, and other materials.  Please contact the Canisius University Office of Athletics for any questions relating to the use of athletics-related printed recruiting material or Athletic logos.

Procedures for the Approval of All Other University Marketing Materials

All other, non-admissions or athletic recruitment related marketing materials targeting external audiences and purporting to represent Canisius University, its departments, offices, clubs/organizations, or programs must be produced under the direction of the Office of Marketing and Communication.  Marketing and Communication will ensure that the materials are consistent with the University’s mission and objectives, as well as compliant with the guidelines set forth in the Canisius Brand Guide.  Final authority as to the nature of the material to be published and the distribution of the publications is reserved to the appropriate area vice president.

RELATED POLICIES

Use of the University Name, Seal, and Logos Policy

Posting Policy for Flyers, Signs, Banners, and Table Tents

2.6.2 University Web Presence Policy

PURPOSE

The purpose of this policy is to establish authority, responsibilities, and actions that assure that Canisius University’s presence on the world wide web supports and promotes the University’s mission.

POLICY

All aspects of the Canisius University web presence represent official communications from the University to the public and must adhere to University policies and standards regarding both content, branding, and technical structure.

Canisius University’s conduct policies— including all copyright rules and restriction on the use of written, graphical, video, and audio materials and data, and standards and requirements for acknowledgment of sources in academic work—as stated in the Canisius University Policy Manual and other applicable policy documents—must be met in all aspects of the University’s Web presence.

The Office of Marketing and Communication maintains governance authority for all website content and reserves the right to remove or modify content that is inconsistent with the University’s website standards.

DEFINITIONS

Web Presence—Encompasses any form of content that may be presented via the web or social media platform on University, University-affiliated, or individual or personal webpages or social media platforms.

University Webpages—any webpage or social media platform under the direct control of Canisius University that represent the official voice of the University to all internal and external audiences including prospective students, current students, alumni, employees, friends of the University and the general public.

University-affiliated Webpages—any webpages or social media platform developed, maintained or hosted by entities other than Canisius University but referenced or used by the University to conduct official business or represent the official voice of the University in accordance with the University’s mission.

Individual Webpages— any webpages or social media platform developed and maintained by University departments, work study students, or employees for the purpose of communication related to the department, work study student, or employee’s affiliation with the University and the University’s mission.

PROCEDURES/GUIDELINES

Notification

Individuals are requested to report violations of this policy to the Office of Marketing and Communication.

Enforcement

Office of Marketing and Communication staff may remove or modify any textual or multimedia content, webpages, or external links from University, University-affiliated, or individual webpages or social media platforms that violate University policies and standards, or local, state, federal, or international laws.

Sanctions

Marketing and Communication staff may refer violators of this policy to the appropriate administrators for disciplinary action.

RELATED POLICIES

Use of the University Name, Seal, and Logos Policy

Social Media Policy

2.6.3. Contact with Government Agencies Policy

PURPOSE

The purpose of this policy is to establish policy guidelines and procedures governing official University interactions with state and federal legislators and governmental agencies by members of the University community.

POLICY

Subject to specific control by the Board of Trustees, all official interactions on behalf of Canisius University (including the University’s schools, departments, divisions, offices, centers, programs, etc.) with government offices, boards, agencies or legislators are subject to the direction of the University president or an authorized designee. Individuals seeking to officially interact on behalf of the University with such offices, boards, agencies or legislators must be authorized to do so by the president.

Personal Contacts

Contacts with government officials and staff of a personal nature, whether in writing or in person, must be made in the name of the individual making the contact and may in no way imply that the contact is being made on behalf of the University. University letterhead and email may not be used in presenting a personal view in such cases.

Professional Contacts

Professional contacts with government officials and staff, whether by letter, email, telephone, social media, or in person, must be done in the name of the individual making the contact or on behalf of the applicable professional society, and not on behalf of the University. Reference to affiliation with the University may be made as an aid to identification.

DEFINITIONS

Not applicable.

PROCEDURES/GUIDELINES

I.          Invitations to Government Officials

The University president is to be informed in advance of invitations to government officials and/or their staff to visit any campus or facility of the University in their official capacity to ensure coordination with key University offices and awareness of political sensitivities.

II.        Official Requests from Government and Accreditation Officials

When requests for information, expertise, resources, or visits are received from governmental officials and/or staff for the purposes of gathering information and/or making assessments of University activities, University offices must notify the University president for assistance with the request, including coordination with relevant University offices, as appropriate.

III.       Other Activities Requiring Advance Approval

Members of the University community must also contact the University president prior to any interactions with government officials under the following circumstances:

1. Would like to make a gift to a government official, including the purchase of a meal;

2. Are considering directly contacting a government official with respect to legislation or executive actions or decisions on government policies, programs or regulations; or with respect to government funding, including contracts and grants (note exclusions below);

3. Are considering indirectly contacting a government official, through avenues such as the media or other “grassroots lobbying”, in attempt to influence actions or decisions regarding legislation or executive actions or decisions on government policies, programs or regulations; or with respect to government funding, including contracts and grants (note exclusions below).

The president or a designee will review the proposed interaction, which may be reportable on city, state, or federal levels, and will provide guidance on the interaction.

IV.       Exclusions

Faculty and non-faculty researchers as well as staff in Institutional Advancement who are assisting government officials do not need to seek authorization from the University president prior to engaging in the following interactions: (a) the provision of policy expertise or testimony in the researcher’s field of expertise; (b) contact with program and grant/program officers to discuss prospective or ongoing governmental funding projects that have been, or will be, awarded through a competitive review process.

Members of the University’s faculty should be in contact with Institutional Advancement when approaching government officials regarding funding.

RELATED POLICIES

Political Activities and Speakers Policy

Standards of Ethical Conduct

2.6.4 Media Relations Policy

PURPOSE

The purpose of this policy is to establish University policy, guidelines, and procedures pertaining to official University communications with members of the media.

POLICY

The president of Canisius University is the official public spokesperson on all matters of policy relating to Canisius University.  No one other than the president may engage with the media unless so authorized by the Office of University Communications.

All media inquiries or calls must be referred to the Office of University Communications.

Canisius University has many contact points for internal and external constituents seeking information and referrals about University services, programs, and activities.  It is difficult for individual departments to be aware of all aspects of University operations.  Consequently, the Office of Marketing and Communication is responsible for all activities involving brand development, advertising, collateral production, digital and social media.  The Office of University Communications is responsible for publicity, media relations, and creation of communication materials for internal and external audiences.  The Office of University Communications provides centralized information and referral services for the University.  In this role, the Office of University Communications and its designees are responsible for all contacts with print and electronic news media not involving University athletics, including direct personal contact, information relayed through news releases and other written communications, and the release of photographic and video images of the University.  As the University’s primary liaison with local, regional, national, and international media for all non-athletic department content, the Office of University Communications provides accurate information and coordinates communications with campus-based and external media.  It also provides public information support and advice to all employees, including faculty.

The Office of University Communications and its designees also assists the president in responding to and initiating media contacts and will, under the president’s direction, disseminate any statements of policy.

The Office of University Communications may call upon certain administrative and academic personnel to issue information in an attempt to ensure accuracy or expert commentary on particular matters.  In those cases, the Office of University Communications will assist, in an appropriate manner, those so designated.

All media inquiries must be referred to the Office of University Communications.  The Office of University Communications will determine who is best to represent the University as an expert.

Requests for media interviews with coaches and student-athletes pertaining to pre- or post-game athletics activities are coordinated through the Office of Athletics and/or at the coaches’ discretion.  Media representatives seeking interviews with athletics personnel can contact the assistant athletic director of athletics for sports information and operations.

DEFINITIONS

Issues of General University-wide Impact or Significance—issues regarding Canisius University, individual members of the University community, or higher education policies and trends.  Examples may include, but are not limited to: a campus crisis or emergency, student or employee issues, financial matters, or campus infrastructure.

Media—the various means of mass communication as a whole, include, but not limited to: television, radio, magazines, newspapers and web/electronic outlets, social media, together with the people involved in their production.

PROCEDURES

News Releases

The Office of University Communications promotes the University and its schools and departments regarding special accomplishments, events and activities, programs and plans.  All news releases intended for off-campus or external audiences must be issued and disseminated through the Office of University Communications.

Requests for Photographs and Video

The Office of University Communications maintains a large number of still images and a growing video library of campus scenes, landmarks, and events.  Any requests from news organizations or other media for photographic images, including video, must be directed to that office.  In some cases, a formal Release Form may need to be completed.

Media Solicitation

Since positive media solicitation is an integral element of the University’s communications program, any ideas for articles or pieces that would positively portray the University, its work or its community should be directed to the Office of University Communications.  In a similar manner, the Office of University Communications should be notified about negative occurrences that are likely to rise to the level of a news story.

Guidelines for communicating with the media include the following:

• Obtain the name of the person inquiring, the media organization and, if available, the anticipated time of release of information in the print, online or broadcast outlet.  This information should be included when the notification is made to the Office of University Communications;

• Inform the individual that a member of the University communications team will follow up regarding the inquiry.  Promptly contact the Office of University Communications with all information;

• Do not offer speculations or gossip;

Guidelines for faculty-initiated opinion pieces:

• Faculty members who wish to initiate and engage in public discourse by writing opinion pieces for media outlets must notify the Office of University Communications in advance. This notification should include the intended subject, where the piece will be published and the timing of the release.

• When writing opinion pieces related to their area of scholarly expertise, faculty members may identify themselves with their Canisius title but must include this disclaimer:
  “The opinions expressed are solely my own and do not represent the views of Canisius University.”

• When writing opinion pieces on topics unrelated to their scholarly expertise, faculty members are not permitted to use their Canisius University affiliation to avoid the appearance or interpretation that the university is taking an institutional stance.

RELATED POLICIES

Crisis Response Plan TBA

2.6.5. Photography, Digital Recording, and Filming Policy 

PURPOSE

The purpose of this policy is to clarify under what circumstances photography, digital recording, and filming on the Canisius University campus is permitted.

POLICY

Photography and Filming by Outside Businesses and Hobbyist

Outside businesses (e.g., media professional photographers or videographers, organizations, and companies) and hobbyists occasionally seek authorization to film or photograph a particular site or building at Canisius University’s campus. Any requests for filming and/or photography by outside businesses and hobbyists on University property must be submitted in writing to the Office of Marketing and Brand Engagement, which reviews them in consultation with the University president, to determine whether they are compatible with the University’s mission and goals. The Office of Marketing and Brand Engagement reserves the right to deny requests that reflect negatively on the University or will interfere with its routine operations. The Office of Marketing and Brand Engagement in consultation with the appropriate member of the Senior Leadership Team then makes the final determination on whether requests will be accommodated.

Individuals receiving a request for filming or still photography on campus must direct the individual to the Office of Marketing and Brand Engagement.

Amateur Photography and Filming by University Community Members and Guests

Amateur photography, recording, and filming by members of the University community and their guests at University sanctioned events considered open to the public (i.e., commencement) is generally permitted provided the consent of the subject(s) has been obtained.  Consent is not required when the individual is photographing, recording, or filming general crowd shots of an event.  Otherwise, such activities must be conducted in a non-disruptive manner and in compliance with applicable University policies.

Photography and Video (i.e., Digital Images) Consent

Current students, faculty, staff, and alumni of the University: Canisius students, faculty and staff are advised that the Office of Marketing and Brand Engagement takes photographs and video recordings throughout the year in various locations on and off campus. These photographs and video recordings often include the names, images, voices and likenesses of Canisius students, faculty and staff. Canisius reserves the right to use these photographs and videotapes as part of its publicity and marketing efforts without the expressly-written consent of the above-mentioned individuals. Additionally, students who enroll at Canisius do so with the understanding that these photographs and videotapes might include their names, images, voices and likenesses, and such photographs or videotapes might be included, published, or used in Canisius publications including print, broadcast, or electronic media, for publicity, commercial, or marketing purposes. Enrollment at Canisius constitutes students’ consent to the inclusion, publication, or use of their names, images, voices, and likenesses, taken while enrolled at Canisius, for publicity, commercial, promotional or marketing purposes, with unlimited use and for an unspecified time period.

Individuals who are not Canisius students, faculty or staff: Photographs and video recordings taken by Canisius staff that include the names, images, voices and likenesses of individuals who are not Canisius students, faculty or staff may only be used for publicity, commercial, promotional or marketing purposes after a signed consent form from those individuals is obtained.

Use of photos and video recordings Supplied by students and/or faculty: Any photographs or video recordings supplied to the Office of Marketing and Brand Engagement by students, faculty, staff, alumni, friends of the University or contractors become the property of Canisius University and may be used freely for publicity, commercial, promotional or marketing purposes, provided the subject’s consent (if required) has been obtained.

DEFINITIONS

Filming and Digital Recording—the capturing of moving or still images of University property by any means on any media now known or that may be invented in the future including, but not limited to, film, videotape, digital memory, or any electronic transmission to another medium or to the Internet.

Photography—the capturing of still images onto any compatible medium, or posting to the Internet, by any means or devices now known or that may be invented in the future including, but not limited to, film cameras, digital cameras, electronic devices such as personal computers, mobile phones, iPads, etc.

PROCEDURES/GUIDELINES

Conditions of Approval

Regardless of the type of photography, recording, or filming requested by an outside business or hobbyist, if the request is granted approval, the approved entity may only photograph, record, or film in those areas and during the time frames authorized by the Office of Marketing and Brand Engagement.  In addition, individuals must obtain the permission of the subjects of their photography, recording, or filming.

Prior to the date of the shoot, the Office of Marketing and Brand Engagement will be responsible for: (a) assuring an individual employed by the University is in attendance when the individual, group, or organization makes use of the University facility or grounds; and (b) notifying Public Safety and other University departments of the upcoming shoot.

RELATED POLICIES

Social Media Policy.

2.6.6. Social Media Policy 

PURPOSE

The purpose of this Policy is to establish clear guidance for creating and approving content pertaining to Canisius University (including the University’s departments, divisions, offices, centers, programs, etc.) on any publicly available social media site. In addition, guidelines are provided to the general campus community regarding personal use of social media.

POLICY

Canisius University’s official presence on social media platforms is overseen by the Office of University Communications. Websites and/or accounts that purport to represent information as Canisius University (including the schools, departments, divisions, offices, centers, programs, series, etc.) on any publicly available Website or social media platforms must be approved by and coordinated with the Office of University Communications.

Websites/providers or social media platforms that host unauthorized accounts using identification as Canisius University or its subdivisions—in name or image, including the University seal or its logos—will be contacted for immediate removal of accounts.

All official University social media sites and official University communications, including but not limited to the account itself, content, followers, subscribers, and contacts are the property of Canisius University. Members of the University community have no ownership rights whatsoever to an official University social media site.

The University does not govern or regulate content on personal social media sites by members of the University community. However, to the extent the use of personal social media sites may reasonably be construed as implying the support, endorsement, or opposition of the University, members of the University community must distinguish their personal views from those that they are authorized to express on behalf of the University. Members of the University community are also reminded that violations of law or University policy conducted through social media sites, or evidence of violations posted on social media sites of which the University is made aware, may be subject to disciplinary and/or legal action, regardless of whether a personal account or official University social media site is used.

DEFINITIONS

University Data—any information collected, manipulated, stored, reported, or presented in any format, on any medium, at any location by any department, program or office of the University in support of the University’s mission.

University Work Product—includes any and all log-in information, data, passwords, trademarks, and content related to an official University social media site, including all followers, subscribers, and contacts. University work product, however, does not include social media sites or accounts that are created or used by a member of the University community exclusively for personal use.

Copyrightable Works—an original work of authorship that has been fixed in any tangible medium of expression from which it can be perceived, reproduced, or otherwise communicated, either directly or with the aid of a machine or device. Copyright includes a bundle of rights: the right to make reproductions of the work, the right to distribute copies of it, the right to make derivative works that borrow substantially from a copyrighted work, and the right to make public performances or displays of most works.

Covered Data and Information—means all information required to be protected under the GLBA, including Student Financial Information.  In addition to this coverage, which is required under federal law, the University chooses as a matter of policy to also include in this definition any credit card information received in the course of business by the University, whether or not such credit card information is covered by GLB. Covered Data and Information includes both paper and electronic records. Covered Data and Information is classified as Private, Highly Restricted University Data pursuant to the Data Classification Policy.

Intellectual Property¾means certain creations of the human mind that are granted legal aspects of a property right.  These property rights include patents, copyrights, trademarks, trade secrets, and any other such rights that may be created by law in the future.

Members of the University Community—includes any person who is a student, faculty member, staff member, organization, club, group, team, alumni, volunteer, trustee, or any other person employed by the University.

Official University Communications—communications done in the name of the University on a social media site.

Official University Social Media Site—a social media site or account that is created or used by a member of the University community in the name of the University or a University department, program, team, or officially recognized University club, group, or organization (collectively “University”) or to promote and/or market the University, including accounts featuring or displaying the University’s name and trademarks (collectively “University Work Product”).

Private University Data—any University Data classified as Private-Highly Restricted and Private-Restricted pursuant to the Data Classification Policy.

Private-Highly Restricted: University Data that are not public and are available within the University only to those with a legitimate need to know and are so highly sensitive that the loss of confidentiality of the data could either (a) cause significant personal, University, or other harm or (b) a law, regulation or contract require a high degree of security. Examples of Private-Highly Restricted University Data include, but is not limited to:

• Personally Identifiable Information or PII: any information about an individual that (i) can be used to distinguish or trace an individual’s identity, such as name, date and place of birth, mother’s maiden name or biometric records, (ii) is linked or linkable to an individual, such as medical, educational, financial and employment information, which if lost, compromised or disclosed without authorization, could result in harm to that individual; and (iii) is protected by federal, state or local laws and regulations or industry standards.

• Covered Data and Information within the meaning of Title V of the Gramm Leach Bliley Act of 1999 (Public Law 106-102, 11 Statute 1338) (as amended) and its implementing regulations.

• Human subjects research data or other sensitive research data.

• Protected Health Information or PHI: Individually Identifiable Health Information that is transmitted or maintained by the University in electronic or any other form or medium as defined by Health Insurance Portability and Accountability Act (HIPAA).

• Payment card information regulated by the Payment Card Industry Data Security Standard (PCI DSS).

• Legal investigations conducted by the University.

Private-Restricted: University Data that by law are not public and are available within the University only to those with a legitimate need to know but are not so highly sensitive that the loss of confidentiality of the data would cause significant personal, institutional, or other harm, and no law, regulation, or contract require a higher degree of security. Examples of Private-Restricted University Data include, but is not limited to:

• Student Directory Information (if student has requested non-disclosure (suppressed): name, address, email address, telephone/mobile device number, dates of enrollment/registration, enrollment/registration status, major, adviser, University/school, class, academic awards and honors received, and degree received.

• Student Non-Directory Data: grades, courses taken, class schedule, test scores, advising records, educational services received, disciplinary actions, student ID number, immunization records, career services records.

• Linking a library patron’s personal identity with materials requested or borrowed by the person or with a specific subject about which the person has requested information or materials.

• Donor and gift data.

• Location of assets (e.g., specific information on where the University physically or electronically stores data, or technology that must be protected).

• Passwords, PIN numbers, or other types of authentication (e.g., multi-factor/two-factor, biometrics).

• Trade secrets or intellectual property.

• Sealed bids.

• Unpublished research data that have not been made public, such as de-identified data or proprietary research materials.

Social Media—includes the various online technology tools that enable people to communicate easily via the Internet to share information and resources. Social media can include blogs and social networking sites like Facebook, Twitter, Instagram, YouTube, Snapchat, and LinkedIn.  In addition, any web application, site, or account maintained by Canisius University that facilitates an environment for employees, students, and alumni to share information and opinions in an interactive way is included in this definition.

Trade Secrets—includes all information including, any formula, drawing, pattern, compilation lists, program, device, method, technique or process that derives independent economic value, actual or potential, from not being generally known to and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

PROCEDURES/GUIDELINES

I.          Official University Social Media Sites

All official University social media sites must be authorized in accordance with the Approval Procedures set forth below in Paragraph I.A.  Any official University social media site which does not receive prior authorization will be subject to review when discovered and may be amended or removed at the discretion of an account administrator designated pursuant to Paragraph I.A or the Office of University Communications or the Athletics Communications Office, as applicable.

A.        Approval Procedures

A request for an official University social media site must first have the written approval of the applicable department head, then final written approval by the Office of University Communications.  If the presence or participation on social media sites involves a University athletic program, the request must be approved by the Athletics Communications Office.

Once the social media site has been approved, the approving department head must assign at least two staff or faculty members and one member of the Office of University Communications or Athletics Communications Office as account administrators. These individuals must be faculty or staff. Account administrators may delegate social media responsibilities to enrolled students, but a student may not have full administrative access to any official University social media site. 

B.        Responsibilities

1.         Account Administrator Responsibilities

Account administrators for an approved official University social media site are responsible for:

1. Regularly monitoring content and postings for correctness and accuracy;

2. Monitoring communications and comments for acceptability in the University workplace and campus community. All posts, comments and actions on the site have the ability to affect the reputation of the University as well as other individuals affiliated with Canisius;

3. Protecting Private University Data and intellectual property rights of others and the University.  This includes, but is not limited to, intellectual property, operating plans, student financial data, protected health information (PHI), FERPA protected student records, donor information, employee information, home addresses, phone numbers, and social security numbers. Such data may not be posted on an approved official University social media site;

4. Monitoring and removing content that is illegal, obscene, defamatory, harassing, discriminatory, threatening, or an invasion of privacy;

5. When required by University policy or law, obtaining the expressed consent of involved parties prior to distribution or publication of recordings, digital images, videos, text, slideshow presentations, artwork and advertisements whether those rights are purchased or obtained without compensation;

6. Monitoring content for compliance with the University’s Brand Guide and removing content that does not comply;

7. Monitoring content for compliance with all federal and state laws, regulations, and University policies, removing content that does not comply, and reporting violations to the applicable campus authorities and/or law enforcement;

8. Monitoring content for compliance with the social media site’s terms and conditions for use and removing content that does not comply;

9. Minimizing security risks by:

   1. Utilizing strong passwords in accordance with the University’s Password Policy;

   2. Activating multi-factor authentication for all accounts where it is available;

   3. Registering the account using only official University email address;

   4. Regularly monitoring the site; and

   5. Changing passwords and updating/adjusting account administrator roles immediately when an account administrator or editor, especially students, has left the University and no longer is authorized to access to the official University social media site; and

   6. Deactivating a dormant account.

2.   Office of University Communications and Athletics Communications Office Responsibilities

The Office of University Communications or Athletics Communications Office as applicable oversees the University’s institutional presence on official University social media sites and determines whether to approve official University social media sites as they become available. In addition, these offices routinely review in collaboration with account administrators’ official University social media site s for compliance with this policy, instruct account administrators to correct, modify, suspend, or terminate official University social media sites that are not in compliance with this policy, and suspend or terminate official University social media sites, where appropriate. 

It is the policy of the University to address a policy violation by working with account administrator in a fair and equitable manner to prevent a recurrence prior to terminating an account. The University, however, reserves the right to immediately terminate an account even if the policy violation constitutes a first offense. In such cases, written notice of the account termination action will be provided to the account administrator by the applicable office. 

3.         Members of the University Community Responsibilities

Members of the University community are responsible for refraining from creating, using, or posting to official University social media sites in violation of this policy. Moreover, they are expected to surrender access to official University social media sites, as appropriate, when University status changes.

C.        User Agreements for Official University Social Media Sites

Whenever an Official University Social Media Site is approved and created, the Social Media outlet requires the account creator to agree to certain terms and conditions for use of the site by clicking “Yes” or “I accept” as part of the account creation process. These are legal contracts, and they often contain terms and conditions that create risks for the account creator and the University (for an official University social media sites). Account administrators are delegated authority to create an official University social media site through completion of the application process and approval by the Office of University Communications or Athletics Communications Office, as applicable. 

University account administrators are not authorized to enter into advertising agreements with social media sites without prior authorization and approval obtained by contacting the Office of University Communications or Athletics Communications Office, as applicable. Any member of the University community desiring to purchase advertising services from a social media site must follow all applicable policies governing both the public relations considerations and the procurement and contracting considerations related to such services.

D.        Ownership of Social Media Work Product

All official University social media sites, accounts, developments, and intellectual property created or used by a member of the University community for the University as a result of the performance of assigned University duties or with the significant use of University facilities, resources and/or personnel or to promote and/or market the University, including accounts featuring or displaying the University’s name and trademarks (collectively “University Work Product”), belong solely to the University. The University owns and has the right to control all University Work Product whether the member of the University community opens the account or uses, manages, or access it. The University does not require or request members of the University community to provide personal social media account information or passwords in accordance with applicable laws.

Upon the University’s request by the University or immediately after separation from the University, members of the University community are not authorized to access, use, update, or modify the University Work Product unless written authorization is granted by the Office of University Communications or Athletics Communications Office, as applicable. 

Upon separation from the University, the University will retain ownership and control of all University Work Product created or used during the individual’s affiliation with the University, including all related data and information. 

Any member of the University community with account access to an official University social media site agrees to provide to the area vice president the login information, including the usernames and passwords, for University Work Product created, modified, or used upon creation of the account. When passwords are updated, the area vice president must be provided the new password.

Note: Whether a University Work Product has been developed by a member of the University community as a result of the performance of assigned University duties or with the significant use of University facilities, resources, and/or personnel shall be determined in accordance with the University’s Intellectual Property Rights and Ownership Policy.

E.        User Generated Content on Official University Social Media Sites

The University is not responsible for comments or posts made by followers of or visitors to oOfficial University social media sites. Comments posted by these individuals may not reflect the official views or policies of the University. Accordingly, official University social media sites that permit followers or visitors to share comments and other user-generated content must contain a disclaimer stating that any such user-generated content does not reflect the opinions or views of the University, its trustees, officers, or employees. Such disclaimer must be published in the account’s “about” section.

The University reserves the right to block, remove, or delete from an official University social media site any and all posts, comments, links, images, video, music, or other content for any reason.  Examples of posts, comments, links, images, video, music, or other content that may be blocked, removed, or deleted, include, but are not limited to, those that:

1. Incite unlawful discrimination, violence, or harassment or are defamatory, obscene, or threatening;

2. Are irrelevant to the topic of the posting;

3. Incorrectly creates an appearance of an endorsement by the University;

4. Targets or disparages an individual’s race, color, national or ethnic origin, sex, disability, age, religion, genetic information, veteran or military status, or any other basis prohibited from discrimination under local, state, or federal law;

5. Advocates illegal activity;

6. Infringes copyrights, trademarks, or other intellectual property rights;

7. Contains spam, junk mail, or unauthorized solicitations; or

8. Violates any applicable local, state, federal law or regulation or University policy or procedure.

F.   Multi-Media Usage on Official University Social Media Sites

All multimedia usage on an official University social media site must adhere to copyright, trademark, intellectual property, and privacy laws and regulations, as well as applicable University policies addressing these matters.

1. Digital Images: Usage of digital images (i.e., photographs, video or digital records) taken on campus or at University-sponsored events on an official University social media site must comply with the University’s Photography, Digital Recording, and Filming Policy.

2. Music:

   1. Usage of music protected by copyright is strictly prohibited unless written permission from copyright owner is received.

   2. Written permission for usage of copyright music must specifically include online distribution allowances. Additionally, broadcast and royalty requirements must be satisfied.

   3. Consumer ownership of music does not constitute a right to distribute, or usage on behalf of the University.

   4. Royalty-free music is recommended for usage online. 

   5. Video:

      1. Events streamed on the Canisius University official YouTube, Facebook, or any other social media account require the explicit authorization of the University president;

      2. Video taken at private events used to advertise products or services of the University may not require releases when the focus of the photograph is a location or event, not a person (i.e., the social media post is used for news or documentary uses). 

                                                              i.      News is a factual account about an individual, initiative, event, body or work, etc. that would be “new” to the reader (“news”) for the purpose of relaying information for advancement of knowledge.

                                                            ii.      Documentary use is the factual “documenting” of a person, initiative, program or event, purely for the purpose of relaying information or advancing knowledge.

1. When an individual's face in a video taken at a private event is identifiable and “featured” for purposes of University programs or administrative programs; promotes events in advance; fundraising; recruiting; or encouraging attendance or participation, the best practice is to obtain a signed release.

                                                              i.      Promotional or marketing uses are generally considered those that use Social Media to seek to motivate action — attendance, donation, participation, enrollment, etc.

                                                            ii.      Private events or invitation only-events when a registration or RSVP is required should include the following opt-out language on the registration or RSVP form if video will be taken for purposes of marketing or promotion: “The University will be taking photos/video at this event for use in advertising and other promotional materials, whether in print, electronic, or social media. Please check this box ____ if you do not authorize that you [or your child] be photographed at this event [or camp]."

1. Public events do not require a signed released by subjects. Furthermore, events that occur outdoors or in public space on or off campus are typically considered to be public events.

                                                              i.      Examples: a group of students at a University football game; a group of alumni at a homecoming event; students walking on campus, etc.

1. Written permission should be obtained from speakers, guest lecturers, performers, and other campus visitors who are present at University-sponsored events, unless otherwise guaranteed in performance contracts.

2. For use of images and music in videos, please review image and music guidelines above, as well the University’s streaming web video guidelines.

3. Written permission for usage of copyright video must specifically include online distribution allowances. Additionally, broadcast and royalty requirements must be satisfied.

4.  Consumer ownership of video does not constitute a right to distribute, or usage on behalf of the University.

5. University video footage may be published with permission from the Office of University Communications.

Refer to the University’s streaming web video guidelines on the University wiki for additional information.

G.        Additional Guidelines for Use of Official University Social Media Sites and Postings of Official University Communications

Members of the University community who post to an official University social media site or post an official University communication must be mindful that they are personally responsible for what they post and are expected to observe the following guidelines:

1. Post accurate, concise, and useful information;

2. Uphold the University’s mission and Jesuit values;

3. Be clear about their role and/or position with the University;

4. Read, obey, and comply with the Terms of Service for all social media tools before posting anything;

5. Be respectful of fans, followers, and those posting on the site. Use discretion regarding use of public forums versus direct messages;

6. Protect confidential and proprietary information:

   1. Posting or sharing confidential or proprietary information about the University, its students, employees, alumni or affiliates is strictly prohibited;

   2. All members of the University community must follow applicable federal requirements, including but not limited to Health Insurance Portability and Accountability Act of 1996 (HIPAA) and Family Educational Rights and Privacy Act of 1974 (FERPA);

   3. Do not consider any information posted to social media sites and blogs as private, even if the strongest privacy settings are used;

   4. Adhere to all applicable University policies and procedures;

   5. Adhere to trademark, logo, and licensing guidelines as published in University’s Brand Guide;

   6. The University Communications or Athletics Communications Office, as applicable will provide members of the media and the public with University and departmental news:

      1. Members of the University community should not speak or post information to the media without contacting the University Communications or Athletics Communications Office, as applicable;

      2. All media inquiries should be directed University Communications or Athletics Communications Office, as applicable;

      3. Respect copyright and intellectual property rights of other entities, artists, and organizations in accordance with federal laws and regulations;

      4. Know the facts before posting;

      5. Cite sources whenever possible. Give credit where credit is due;

      6. If an error is made, correct it quickly;

      7. Respect the ideas of others;

      8. Do not represent personal opinions as being endorsed by the University or any of its organizations.

H.        Right to Terminate Official University Social Media Sites

In the event that this policy is violated, or an official University social media site appears to be stagnant (no posts or activity for more than six months), an account administrator or the Office of University Communications or Athletics Communications Office, as applicable reserves the right to terminate the account.

II.        Personal Use of Social Media

A.        University Employees