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A. All policies, procedures and guidelines regarding the University’s trademarks, names and symbols apply to social networking sites.^[i]

B. Health Insurance Portability and Accountability Act of 1996 (HIPAA)

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1.  Before engaging in work-related social media, employees shall:
   
   1. Obtain authorization from a supervisor within their department and University Web Services. Faculty, employees and students may only post on behalf of the University or its affiliates in an official capacity where you have been explicitly authorized to do so.
   2. Fill out a Social Media Strategy Worksheet ^[ii] to help determine which social media platform best fits your efforts, and to ensure you have optimal goals in place.
   3. Receive Worksheet approval ^[iii], then register the account(s) with University Web Services using an official University email address at http://www.rowan.edu/socialmedia
   4. Maintain the security of account passwords and identification. A unit's authorized administrator(s) are fully responsible for all use of accounts and any actions that take place using the account.
   5. Acknowledge that administration of the account(s) does not constitute ownership. The University owns the account, its content and audiences.
2. Social Media Account
   
   1. Once the social media profile has been approved, an account must be established using a simple, descriptive name for the profile(s). Name selection should adhere to the respective social network's policies and character limits and clearly identify the affiliation with Rowan University.
   2. Rowan University or Rowan should be listed prior to the college, department or program to help build a consistent awareness of all units and broader search relevancy. "RU" should not be used unless the expanded versions cannot accommodate character limits.
   3. The names on accounts that have already been created cannot be changed, as changing names might change a URL, which can cause confusion amongst current users.
3. Design Selection
   
   1. Do not use the Rowan University torch; the Rowan University torch is reserved for the University's official accounts.
   2. University Web Services has created a family of icons that are consistent, yet customizable, and can be used and adapted for individual colleges, departments, organizations and programs. This will give your audience visual confirmation that your account is official and also enables each account to have its own personality. Please contact the University Web Services for assistance in customizing these icons.
   3. Employees who do not wish to use this family of icons must submit any graphic for approval prior to upload.
   4. Wherever possible, especially to accommodate changes in layout or design, official University colors should be used. The University's colors are brown and gold.
   5. Units that have multiple social media platforms should use the same profile photo across all platforms, and the photo should remain the same indefinitely.
   6. Avoid heavy text in cover photos, background and header images; use them instead to display campus beauty.

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If you have any questions about creating a strategy, registering an account, general policies, a particular social network or any information outlined herein, please contact Social Media Coordinator ^[iv] or the Director, University Web Services ^[v] .

VIII. ATTACHMENTS

A. Attachment 1 - Guidelines

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1. Facebook – an online social utility with 1.23 billion active users that connects people and organizations with friends and others who work, study, live and engage around them. People use Facebook to keep up with friends, share links, photos and videos, and to learn more about people and organizations.
2. Twitter – a real-time, micro-blogging and social utility service that allows users to send a read messages known as "tweets," which are text-based posts containing no more than 140 characters. People use Twitter to share and view links, consume news and personal statuses and tap into larger, aggregated conversations by using hashtags.
3. LinkedIn – a business-oriented online social utility that allows users to strengthen and extend their existing network of trusted professional contacts. People use LinkedIn to stay in touch with contacts and informed about their industry.
4. Google+ – an integrated social platform that merges with other Google services including YouTube, Gmail and Google Search. Users can network with one another via "Circles," or specific communities, and engage in conversations via comments or +1s.
5. YouTube – a video sharing website and the Internet's second most popular search engine. Users can view, upload and share videos as well as comment on other videos.
6. Instagram – a photo sharing network owned by Facebook that allows users to upload photos taken with a mobile device, apply special filters and share with their friends. These photos can remain private to an approved network of followers, or shared publicly throughout multiple other popular social networks.
7. Pinterest – a photo sharing website that allows users to "pin," or bookmark, images they find interesting from around the web to categorized "boards" on their profiles.
8. Flickr – a photo sharing website on which users can view, upload and share photos. This is a popular place for storing photos that link to blogs and other social platforms.
9. Foursquare – a geo-location app that shares your whereabouts with your friends and allows you to view their locations. You can collect points, prizes, "badges," and even discounts through the app by "checking in."
10. Blog – an online site short for "web log." It allows an individual or group to share a running log of personal insights, events, news and other topics of interest.

ATTACHMENT 4

HYPERLINKS

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i i

[i] All policies, procedures and guidelines regarding the University’s trademarks, names and symbols apply to social networking sites need to be listed and will be hyperlinked to the actual documents.

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ii ii

[ii]    Copy of the Social Media Strategy Worksheet

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iii iii

[iii] Name of Individual responsible for approving  Social Media Strategy Worksheet

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iv iv

[iv] Danielle Roberts, Social Media Coordinator 

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v v

[v] Jennifer Bell, Director, University Web Services

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