Social Networking Policy and Procedure

Transcription

1 Social Networking Policy and Procedure Author: Alex Holly, HR Business Partner 1

2 DOCUMENT DETAIL Author: A Holly Job Title: HR Business Partner Signed: Date: Version No: (Author Allocated) 2 Next Review Date: December 2014 Approving Body/Committee: Chair: Signed approval checklist Trust Industrial Relations Group Alex Nestor Date Approved: 19 th March 2013 Target Audience: All Staff Date of Equality Impact Assessment: February 2011 Date of Issue March 2011 March 2013 Version No. Next Review Date Document History Date Approved Executive or Div Lead Responsible for Change v1 Dec Feb 2011 Director of Workforce & Organisational Development v2 Dec March 2013 Director of Workforce & Organisational Development Nature of Change eg: new legislation Revision Consultation: This document was reviewed with the following individuals and groups HR Business Partners, Employee Services Staff Side via Trust Policy Group Trust Industrial Relations Group Author: Alex Holly, HR Business Partner 2

3 TABLE OF CONTENTS 1 INTRODUCTION PURPOSE DEFINITIONS AND SCOPE ROLES and RESPONSIBILITIES EXPECTATIONS 5 6 CONTRAVENTION OF EXPECTATIONS REFERENCES.. 6 Author: Alex Holly, HR Business Partner 3

4 1. INTRODUCTION University Hospitals Bristol NHS Foundation Trust recognises that Information technology (IT), and the internet in particular, is an integral part of the daily lives of staff. Many staff will have access to computer not only within the Trust but at home as well. The growing popularity of social networking sites and applications such as MySpace, LinkedIn, Facebook, Bebo, Twitter etc has raised the risks of staff experiencing potentially serious legal and professional repercussions through the inappropriate use (if only inadvertently) of this recent technology. Although the use of these social networking sites is not permitted on Trust computers, there is growing awareness of how its misuse at home may impact on the Trust, our patients and our staff. This policy is designed to give guidance to all staff on avoiding these risks when using social networking sites and applications from personal computers. The principles of this of this policy also apply to the use of Trust and internal messaging systems. 2. PURPOSE The purpose of this policy is to set guidelines for the use of social networking websites and applications through ensuring: that staff are aware of the potential legal and governance risks associated with the use of social networking sites from personal computers; that the Trust is not exposed to these legal and governance risks; that staff and managers are aware of their responsibilities in relation to social networking sites and applications that clear and defined procedures are set out to support managers to tackle any use of social networking sites and applications which may be in contravention to these guidelines. 3. DEFINITIONS AND SCOPE A Social Networking site is defined as any website in which an individual is able to write and post material which by doing so then appears in the public domain. This includes social networking sites such as Facebook, MySpace etc as well as blogging sites such as Twitter and Blogger, and media sharing sites such as YouTube. A Social Networking application is any computer-based software which also allows a user to post material into the public domain. This policy applies to all employees of University Hospitals Bristol NHS Foundation Trust. It also applies to agency workers, students, trainees, volunteers and contractors who may not be directly employed by the Trust but are carrying out work on behalf of the Author: Alex Holly, HR Business Partner 4

5 Trust. Employees, contractors and agency workers will henceforth be referred to as staff for ease. 4. ROLES AND RESPONSIBILITIES 4.1 Staff All staff should: be aware of this policy and comply with the expectations as set out in Section 5, below speak to their line manager/supervisor or a member of the Employee Services team if they are not sure about any aspect of this policy. speak to their line manager/supervisor or the Employee Services team if they feel they have witnessed behaviour in contravention to the expectations as set out in Section Managers Managers should: Make all of their staff aware of this policy and its provisions Directly deal with any contravention of this policy with the member of staff involved in line with the appropriate policy Seek advice from the Employee Services team if they are unsure how to tackle a particular issue or are not clear about the provisions of the policy Keep records of all discussions with the member of staff relating to this policy and its provisions 5. EXPECTATIONS Staff must; not make disparaging remarks about the Trust, its patients or fellow employees on a social network site avoid any identification of the Trust on the profile page of a social network site not make any remarks on a social network site that may compromise the Trust. not air personal grievances related to any aspect of employment with the Trust where others may be able to read them not identify patients in the care of the Trust, or post information that may lead to the identification of a patient not take private film or photos, whether on phone cameras or otherwise, of patients in their care be aware of what is in the background (unintended disclosure of personal information) if taking photographs on Trust premises not post anything which may be considered unlawful or may otherwise bring the Trust into disrepute on their network site / social networking profile page. Author: Alex Holly, HR Business Partner 5

6 Furthermore when staff are working from home using personal computers to undertake Trust business they should not use social networking sites or other nonwork related sites when they are supposed to be working or to the detriment of the expected level of performance. The Trust is aware that phone technology enables staff to access social networking sites or other non-work related sites on personal phone applications. Staff must not use their personal phones when they are supposed to be working or to the detriment of the expected level of performance. 5.1 Professional Networking Sites The expectation above relating to the avoidance of identification of the Trust on Social Networking sites does not apply to professional networking sites, e.g. LinkedIn, where appropriate identification is permitted. However, all other expectations set out above still apply and contravention will be subject to the same sanctions as set out in Section 5 above. 6. CONTRAVENTION OF EXPECTATIONS Contravention of the above expectations may be considered: a disciplinary offence in line with the Trust s Disciplinary Policy bullying and harassment in line with the Trust s Bullying and Harassment policy a breach of the law on confidentiality, a breach of the employment contract with the Trust a breach of a member of staff s professional Code of Practice to bring the Trust into disrepute in line with the Staff Conduct Policy which may be treated as gross misconduct 7. REFERENCES Other relevant Trust documents can be found on Connect on HR Web: Disciplinary Policy Staff Conduct Policy Tackling Bullying and Harassment at Work Policy Trust Values The Trust s Information Governance Policy is also relevant and may be found on Connect. Author: Alex Holly, HR Business Partner 6