Date: Thu, 28 Mar 2024 14:19:02 -0400 (EDT)
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ROWAN UNIVERSITY POLICY
This policy sets forth the acceptable use=
s regarding the access and use of social media for University-affiliated co=
mmunications. It also includes professionalism requirements for University=
=E2=80=99s medical students who, as medical professionals in training, must=
uphold the highest standards of the medical profession and protect the pri=
vacy and confidentiality of patients.
Under the direction of the Vice President=
of Student Life/Dean of Students, Social Media Officials and other Univers=
ity officials shall implement and ensure compliance with this policy.
This policy applies to all members of the=
University community who use social media for University-affiliated commun=
ication and those who use the University name in association with social me=
dia accounts.
- See Attachment 1 - Definitions
- See Attachment 2 - References
- The University expects members o=
f the University community will access and use social media in a manner tha=
t:
- Does not compromise the confiden=
tiality, integrity, or accessibility of those assets; and
- Complies with all applicable University policies, procedures, and guide=
lines and is in accordance with all applicable federal, state, and local la=
ws and regulations governing the use of computers and the Internet; and
- Protects the University=E2=80=99s reputation and promotes its education=
al mission; and
- Conforms to all policies and procedures set forth by the University. No=
thing in this policy supersedes standards set forth by Information Resource=
s & Technology, the Department of Public Safety, the Office of Emergenc=
y Management, and Student Life/Student Affairs; and
- Recognizes the rights of the members of the University community guaran=
teed by the Constitution of the United States and the State of New Jersey, =
including but not limited to freedom of speech, inquiry, and expression; an=
d
- Complies with all Terms set forth by each respective social media netwo=
rk.
- These obligations apply regardless of where access and use originate.=
li>
- All University-affiliated social media, including but not limited to th=
e account itself, content and audiences, are the property of the Account cr=
eators and administrators have no ownership rights whatsoever.
- The content contained herein is not intended to be comprehensive, as th=
e evolution of technology precludes the University from anticipating all po=
tential means of storing, capturing and transmitting information. This poli=
cy will be monitored and revised as deemed necessary.
- Requirements
- University affiliated social media account administration.
- Any member of the University community engaging in University-affiliate=
d social media must do so using an administrative or resource University em=
ail address to which more than one member of the University community has a=
ccess.
- A unique email must be created expressly for this purpose by submitting=
a request at rowan.edu.
- No member of the University community should be required, asked, or per=
mitted to use a private, personal account for the purpose of creating socia=
l media account(s) on behalf of the University.
- If, for any reason, a social media account is presently linked to an in=
dividual person=E2=80=99s email account, that person relinquishes all right=
s to the account.
- Social media contacts shall acknowledge that:
- They have obtained permission from their supervisor/management to use s=
ocial media in an official capacity for their unit; and
- They must maintain access to and security of all social media usernames=
and passwords; and
- They must monitor and maintain the account(s) on a weekly basis. Inacti=
ve accounts may be subject to deactivation or deletion; and
- Resources will be made available for their reference at rowa=
n.edu/socialmedia; and
- Other social media users may have different interests, attitudes, and o=
pinions than those of the University. Social media contacts reserve the rig=
ht to remove content, block users, or refrain from interacting with anyone =
for content deemed to be unlawful. Social media contacts do not reserve the=
right to remove content deemed to be a difference of opinion; and
- Social medial contacts=E2=80=99 administrative access to social media a=
ccounts will be terminated upon exit from the University or assignment to a=
nother job.
- All University-affiliated social media should be explicit regarding the=
relationship of the platform to the University.
- All social media graphics and naming conventions must abide by the Univ=
ersity=E2=80=99s Graphic Standards policy.
- University trademarks and logos, including but not limited to the Unive=
rsity seal, torch, and athletics logo, may not be used without approval.
- Rowan University=E2=80=99 or =E2=80=98Rowan=E2=80=99 should be used wit=
hin the social media username and prepend any qualifiers. =E2=80=98RU=E2=80=
=99 and other acronyms should not be used within the username unless the ex=
panded versions do not adhere to unique platform restrictions.
- Units that have multiple social media accounts should use the same phot=
o and name across all platforms.
- Personal Use of Social Media
- Members of the University community may not use the University name, em=
ail addresses, or University logos/trademarks on social media to post infor=
mation in a manner that may be interpreted as representing an official posi=
tion of the University, or which may misrepresent the University's viewpoin=
t. All accounts and posts in which a user identifies him/herself as a membe=
r of the University community should clearly communicate: "The views and op=
inions expressed are strictly those of the author. The contents have not been reviewed or approved by Rowa=
n University" or =E2=80=9CViews/opinions are my own.=E2=80=9D
- Members of the University community may not access social media in a ma=
nner that interferes with or delays completion of their professional respon=
sibilities.
- The University name and University email addresses may not be used on s=
ocial media sites and online forums for personal communication.
- Members of the University community may be held legally liable for what=
they post on their personal social media site(s) and should therefore refr=
ain from any communications considered punishable under state or federal la=
w.
- Individual students and student organizations are expected to abide by =
the Student Code of Conduct. Students may be accountable to the University =
for acts on personal social media site(s) that violate the Student Code of =
Conduct.
- Any attempt by a member of the University community to obscure his/her =
identity as a means to circumvent the prohibitions listed herein by represe=
nting himself/herself as another person, real or fictitious, is strictly pr=
ohibited.
- All University-affiliated social media may not be used for any commerci=
al business, financial transactions, or interactions that would otherwise b=
e considered irrelevant.
- Rights and permissions must be secured before posting, sharing or distr=
ibuting copyrighted materials, including but not limited to music, art, pho=
tographs, texts, portions of video, or information considered proprietary b=
y a University partner, vendor, affiliate or contractor. This does not incl=
ude archives from University Relations, photos taken in a public venue, and=
photos in which individuals are not clearly identifiable.
- Social media tools may not be used to communicate or store information =
classified as confidential or private or otherwise considered privileged or=
sensitive by the University; which compromises the privacy of a member of =
the University community or its clients; or is considered confidential unde=
r applicable federal and state laws including HIPAA and FERPA.
- Social media does not replace or otherwise eliminate the need to use th=
e University=E2=80=99s existing recruitment systems and processes for posti=
ng positions, collecting applications, conducting background checks, making=
offers of employment and other related activities.
- Crisis Management
- The catch-phrase, =E2=80=9CIf you see something, say something=E2=80=9D=
should be a standard rule in social media monitoring. In the event that in=
formation surfaces on social media sites that is deemed as harassing or thr=
eatening in nature, or helpful in a crisis or investigation, it must be imm=
ediately reported to 911 and/or Public Safety at 856-256-4911 with the foll=
owing if available:
- Screenshot(s) of and link to the communication.
- Username(s) of the person(s) involved in the communication.
- As much information about the incident as possible.
- In the event of a crisis on campus, emergency messaging will be issued =
through the Department of Public Safety, the Office of Emergency Management=
, and/or the Office of the President, and distributed according to the Univ=
ersity=E2=80=99s Emergency Response Team Communication Protocol. These mess=
ages will also be distributed on official University social media accounts =
as needed.
- Rowan University:
- Facebook: https://www.facebook.com/RowanUniversity/=
- Instagram: https://www.instagram.com/rowanuniversi=
ty/
- Twitter: https://twitter.com/rowanuniversity
- CMSRU:
- Facebook: https://www.facebook.com/coopermedschool=
a>
- Instagram: https://www.instagram.com/cmsru/
- Twitter: https://twitter.com/coopermedschool
- RowanSOM:
- Facebook: https://www.facebook.com/RowanSOM/
- Instagram: https://www.instagram.com/rowan_som/
- Twitter: https://twitter.com/rowansom
- Share verbatim only the messaging provided by the aforementioned accoun=
ts to ensure only the correct information is disseminated. Do not sha=
re any information that does not come from any of the aforementioned Univer=
sity sources.
- Postpone/delete any previously scheduled social media content and refra=
in from posting unrelated information on social media until after the crisi=
s.
- If any social media messages could be used to help in a crisis, alert 9=
11 or the Department of Public Safety immediately.
- Additional Requirements for Medical School Communities
- Misrepresentation in any social media by any member of the CMSRU or Row=
anSOM communities, regarding the status of his/her credentials as a medical=
student or medical professional, is strictly prohibited.
- Specific Restrictions under HIPAA and FERPA for Medical Students
- Posting PHI on social media by any individual within the CMSRU or Rowan=
SOM communities is strictly prohibited under the HIPAA regulations, which a=
pply to any information related to patients.
- Never post a photograph or image of a patient to any electronic media, =
other than the patient=E2=80=99s electronic medical record. Use of cameras =
or cell phone cameras in the patient care setting shall be for the sole pur=
pose of assisting in the care and education of the patient for educational =
purposes. Any photographs taken in the patient care setting must be posted =
to the patient=E2=80=99s electronic medical record.
- Removal of an individual=E2=80=99s name does not constitute proper de-i=
dentification of PHI. Inclusion of data such as age, gender, race, diagnosi=
s, date of evaluation, type of treatment, or the use of a highly specific m=
edical photograph (such as a before/after photograph of a patient having su=
rgery or a photograph of a patient from medical outreach trips) may still a=
llow the reader to recognize the identity of a specific individual.
- Never post derogatory or defamatory remarks about any patient (either c=
urrent or past) to any social media, including any social media deemed to b=
e =E2=80=9Cprivate.=E2=80=9D
- Posting of any student records on social media by any individual within=
the CMSRU or RowanSOM community is strictly prohibited under the FERPA reg=
ulations.
- FERPA-protected academic information of another medical student or trai=
nee might include, but is not limited to, course or clerkship grades, narra=
tive evaluations, examination scores, or adverse academic actions.
- All individuals within the CMSRU and RowanSOM communities must take ste=
ps to ensure compliance with all federal and state laws and regulations, in=
cluding HIPAA and FERPA, by ensuring that their social media has the approp=
riate privacy settings to avoid the inadvertent dissemination of confidenti=
al information, with the understanding that even if they limit the number o=
f people who can see their personal information, others who have access to =
this information may share it more broadly.
- It is inappropriate for a CMSRU or RowanSOM medical student to accept =
=E2=80=9Cfriend=E2=80=9D requests from patients, unless the physician-patie=
nt relationship has ended. Even after the physician-patient relationship ha=
s ended, it would be inappropriate to discuss health-related information on=
social media.
- The public disclosure or negative information about CMSRU, RowanSOM, or=
affiliated clinical rotation sites on social media increases the risk of l=
iability to the University and is clearly unprofessional. There are legitim=
ate and confidential mechanisms for improving quality at a medical facility=
.
- The specific sanctions to be imposed for non-compliance with HIPAA or F=
ERPA laws and regulations, illegal activities, or violation of University/C=
MSRU/RowanSOM policies and procedures, will depend upon the severity and le=
gal implications of the activity under review. Action will be initiated as =
appropriate in accordance with the classification of an individual (i.e., f=
aculty, staff, medical student, resident, house staff, etc.) and, if necess=
ary, the requirements of the individual=E2=80=99s licensing boards, as set =
forth in the applicable disciplinary procedures within the medical schools=
=E2=80=99 student handbooks. Discipline may range from simple counseling/gu=
idance up to the risk of civil and/or criminal liability under applicable f=
ederal and state laws and regulations.
- Non-Compliance and Sanctions
- Violations of this policy may result in the revocation of social media =
contact and account privileges.
- A disciplinary or other review may be initiated if any member of the Un=
iversity community=E2=80=99s social media activity violates law or Universi=
ty policy or otherwise subjects the University to potential liability for s=
uch acts.
- The purpose of this section is not intended to provide for the investig=
ation of, or disciplinary action against, members of the University communi=
ty for the legal exercise of their First Amendment rights.
- Accessibility refers to hardware and software technologies tha=
t help visually or physically impaired people to use the computer.
- CMSRU means Cooper Medical School of Rowan University.
- Confidentiality is the expectation that only authorized indivi=
duals, processes, and systems will have access to the University=E2=80=99s =
information.
- Confidential Information refers to the most sensitive informat=
ion, which requires the strongest safeguards to reduce the risk of unauthor=
ized access or loss. Unauthorized disclosure or access may: 1) subject Univ=
ersity to the risk of liability (for example, for violation of HIPAA and FE=
RPA laws); 2) adversely affect its reputation; and 3) jeopardize its missio=
n. See the Information Classification policy for additional information.
- Crisis refers broadly to any real or perceived emergency, immi=
nent threat, or timely warning which: 1) can negatively impact or seriously=
endanger members of the University community; 2) requires immediate attent=
ion to minimize impact; 3) has significant impact on the operation or reput=
ation of the University; and 4) results in extensive news coverage and publ=
ic scrutiny. Examples include but are not limited to serious threats to lif=
e/property, hostage situations, weather, disease or health threat, natural =
disaster, assault, and civil unrest.
- HIPAA refers to the Health Insurance Portability and Accountab=
ility Act, the federal law passed by Congress in 1996 that requires the pro=
tection and confidential handling of Protected Health Information (=E2=80=
=9CPHI=E2=80=9D).
- Faculty Member means any person hired by the University to con=
duct classroom or teaching activities or who is otherwise considered by the=
University to be a full- or part-time or adjunct member of its faculty.
- FERPA refers to the Family Education Rights and Privacy Act, a=
federal law that protects students' privacy by prohibiting disclosure of s=
tudents=E2=80=99 personally identifiable information (=E2=80=9CPII=E2=80=9D=
) within their education records, without the student=E2=80=99s consent.
- Integrity is the expectation that the University=E2=80=99s inf=
ormation will be protected from improper, unauthorized, destructive, or acc=
idental changes.
- Medical Schools means CMSRU and RowanSOM
- Medical Student includes all persons pursuing medical studies =
at CMSRU or RowanSOM. Medical students who are not officially enrolled for =
a particular term but who have a continuing relationship with CMSRU or Rowa=
nSOM, such as medical students who were previously enrolled, withdraw/take =
a leave of absence, medical students participating in CMSRU or RowanSOM spo=
nsored academic programs, and medical students who are serving a period of =
suspension, are considered =E2=80=9Cmedical students.=E2=80=9D
- Member of the University Community includes any person who is =
a student, faculty member, organization, alumni, volunteer, trustee, Univer=
sity official, or any other person employed by the University.
- Organization means any number of persons who have complied wit=
h the formal requirements for University recognition. This term also applie=
s to persons involved in petitioning for recognition. (Greek Letter Organiz=
ations are also subject to the disciplinary procedures outlined in the Gree=
k Handbook.)
- Personally Identifiable Information (=E2=80=9CPII=E2=80=9D) me=
ans data or information which includes, but is not limited to: 1) the name =
of the medical student, the medical student=E2=80=99s parent, or other fami=
ly members; 2) the address of the medical student or the medical student=E2=
=80=99s family; 3) a personal identifier such as a social security number o=
r student number; or 4) a list of personal characteristics or other informa=
tion which would make the medical student=E2=80=99s identity easily traceab=
le.
- Private Information refers to sensitive information that is re=
stricted to authorized personnel and requires safeguards, but which does no=
t require the same level of safeguards as confidential information protecte=
d from disclosure under federal and state laws such as FERPA and HIPAA. Una=
uthorized disclosure or access may present legal and reputational risks to =
the University. See the University's Information Classification policy for =
additional clarification.
- Professionalism is a formal requirement for the education and =
training of both undergraduate and graduate medical students. CMSRU and Row=
anSOM expect individuals within the CMSRU and RowanSOM communities to striv=
e to uphold the highest standards and personal behaviors, consistent with a=
respect for the medical profession, commencing with the first day of medic=
al school. The Accreditation Council for Graduate Medical Education (=E2=80=
=9CACGME=E2=80=9D) defines and outlines professionalism as one of the six A=
CGME Core Competencies as follows: commitment to carrying out professional =
responsibilities, adherence to ethical principles, and sensitivity to a div=
erse patient population. =E2=80=9CProfessionalism is the enactment of the v=
alues and ideals of individuals who are called, as physicians, to serve ind=
ividuals and populations whose care is entrusted to them, prioritizing the =
interests of those they service above their own.=E2=80=9D AAMC Professi=
onalism Task Force.
- Protected Health Information (=E2=80=9CPHI=E2=80=9D) means inf=
ormation that: 1) is created or received by a health care provider; and 2) =
relates to the past, present, or future physical or mental health or condit=
ion of an individual; the provision of health care to an individual; or the=
past, present, or future payment for the provision of health care to an in=
dividual; and (i) that identifies the individual; or (ii) with respect to w=
hich there is a reasonable basis to believe the information can be used to =
identify the individual. This guideline applies even if the patient=E2=80=
=99s information has been de-identified, so that the only person who may be=
able to identify the individual is the patient himself/herself.
- RowanSOM means Rowan University School of Osteopathic Medicine.
- Social Media refer to any online tools and services that allow=
Internet users to create and publish content, or any facility for web- and=
mobile- based publication and commentary, including but not limited to blo=
gs, wikis, RSS feeds, content-sharing services, interactive geo-location pl=
atforms and networking sites including but not limited to Facebook, Twitter=
, YouTube, Instagram, LinkedIn, Snapchat, Pinterest, Google+, Periscope, Fl=
ickr, and Wordpress.
- Social Media Contact refers to any member of the University co=
mmunity whose responsibilities include managing and/or maintaining a social=
media presence on behalf of the University and/or who uses social media to=
engage in University-affiliated communications.
- Social Media Officials refer to people at the University who d=
elegate responsibilities to Social Media Contacts.
- Student includes all persons enrolled in courses at Rowan Univ=
ersity, both full-time and part-time, pursuing undergraduate or graduate st=
udies, and those who live in campus living units. Persons who are not offic=
ially enrolled for a particular term but who have a continuing relationship=
with the University, such as students who were previously enrolled, withdr=
aw/take a leave of absence, persons participating in University sponsored a=
cademic programs and students who are serving a period of suspension, are c=
onsidered "students."
- University means Rowan University and its Medical Schools.
- University-affiliated Social Media refers to any social media =
presence intended to represent Rowan University in any official or unoffici=
al capacity.
- University Official includes any person employed by Rowan Univ=
ersity to perform assigned administrative or professional responsibilities.=
- Department of Public Safety
- Free Speech
- General Safety and Security
- Graphic Standards
- Human Resources
- Statement of Principles
- Disruptive Be=
havior and Workplace Violence
- Information Resources & Technology
- Acceptable Use
- Data Governance
- General User Password
- Information Classification
- Information Security
- Transmission Sensitive In=
formation
- University Mass Notif=
ication Systems
- Medical Schools
- Cooper Medical School of Rowan University
- Rowan University School of Osteopathic Medicine
- The Health Insurance Portability and Accountability Act of 1996 (=E2=80=
=9CHIPAA=E2=80=9D), Privacy and Security Rules, 45 CFR Part 160, 45 CFR Par=
t 162 and 45 CFR Part 164
- The Family Educational Rights and Privacy Act (=E2=80=9CFERPA=E2=80=9D)=
, 20 U.S.C. 1232g, 34 CFR Part 99
- AMA Policy: Professionalism in the Use of Social Media
- AMA Guidelines for Physicians in Social Media
- Model Guidelines for the Appropriate Use of Social Media and Social Net=
working in Medical Practice: Adopted as policy by the House of Delegates of=
the Federation of State Medical Boards
- Office of Emergency Management
- Emergency Preparedness
- Social Media Sites
- Facebook =E2=80=93 an online social utility that connects peop=
le and organizations with friends and others who work, study, live and enga=
ge around them.
- Flickr =E2=80=93 a photo sharing website on which users can vi=
ew, upload and share photos.
- Google+ =E2=80=93 integrated social platform that merges with =
other Google services including YouTube, Gmail and Google Search.
- Instagram =E2=80=93 a photo- and video-sharing network owned b=
y Facebook that allows users to upload photos taken with a mobile device, a=
pply special filters and share with their friends.
- LinkedIn =E2=80=93 a business-oriented online social utility t=
hat allows users to strengthen and extend their existing network of trusted=
professional contacts.
- Periscope =E2=80=93 a streaming service that lets users broadc=
ast and explore the world through live video.
- Pinterest =E2=80=93 a website that allows users to =E2=80=9Cpi=
n,=E2=80=9D or bookmark, content they find interesting from around the web =
to categorized =E2=80=9Cboards=E2=80=9D on their profiles.
- Snapchat =E2=80=93 a mobile app that allows users to capture v=
ideos and pictures and send messages that self-destruct.
- Twitter =E2=80=93 a real-time, micro-blogging and social utili=
ty service that allows users to send and read messages known as =E2=80=9Ctw=
eets,=E2=80=9D which are text-based posts containing no more than 140 chara=
cters.
- Wordpress =E2=80=93 an online, open source content management sys=
tem, blogging platform, and website creation tool.
- YouTube =E2=80=93 a video-sharing website that makes it easy t=
o search for and watch online videos.
- Social Media Terms
- Facebook
- Flickr
- Google+
- Instagram
- LinkedIn
- Periscope
- Pinterest
- Snapchat
- Twitter
- Wordpress
- YouTube
- Student Life/Student Affairs
- Student Code of Conduct
- Web Content Accessibility Guidelines
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