Ohio Admin. Code 3362-5-12 - Media, social media, and web sites
(A) Overview
(1) Shawnee state university is committed to
sharing timely, accurate, and consistent information with its various
audiences, including current and prospective students, parents and families,
alumni and friends, neighbors and the community through whatever practical
means are relevant and available, including media sources, social media sites,
and websites.
(2) The office of
marketing and communications is the official source of information to the media
and manages Shawnee state university's official web and social media
presence.
(3) The
executive director of marketing and
communications serves as the official university spokesperson and will
coordinate designation of an appropriate source regarding specific areas of
expertise.
(B)
Dissemination of information to media sources
(1) All official university information
(events, program news, general news items, information concerning crisis
situations) for dissemination to the media will be coordinated through the
office of marketing and communications.
(2) The office of marketing and
communications is responsible for developing a process that ensures university
information is routinely shared with the public, including faculty and staff
personal achievements.
(C) Creation and management of social media
sites
(1) The office of marketing and
communications is responsible for monitoring and managing all social media
platforms that officially represent Shawnee state university as an institution.
Sites officially representing SSU departments, programs, and/or services may be
managed at the department level, with approval by and coordination with the
office of marketing and communications.
(2) Users are encouraged to respectfully
share their opinions and comment freely about topics posted on all official
Shawnee state university social media platforms. Shawnee state does not
discriminate against any views, but comments determined by the office of
marketing and communications to contain nudity, obscenities, or hate speech;
threaten to harm individuals, groups, or organizations; represent
advertisements, solicitation of funds, or spam; constitute or encourage illegal
activity; infringe upon someone's rights; contain private information; or are
multiple off-topic or repetitive posts will be removed.
(D) Creation and management of web sites
(1) The office of marketing and
communications is responsible for managing Shawnee state university's web
presence, which includes the official shawnee.edu site, as well as all official
university affiliated or representative websites (e.g. athletics), whether
developed and maintained by third-party vendors, university departments, or
campus affiliates. All official university websites must be approved by the
office of marketing and communications.
(2) All official university websites shall be
managed within the campus web content management system, unless exemption is
granted by the office of marketing and communications. The web content
management system will provide templates for required information, enable
incorporation of university branding, and facilitate site maintenance, while
providing for centralized management and support. Except as described in this
policy, all university offices are required to utilize the campus web content
management system for developing and maintaining their respective web
sites.
(3) Permission may be
granted by the office of marketing and communications to develop and maintain
pages outside of the web content management system based on the nature and
requirements of the site, technical limitations, ability for ongoing and
consistent management of the site, and relationship of the unit to the
university.
(4) University offices
are responsible to ensure that their web pages within the campus web content
management system, as well as those outside the system but officially connected
to shawnee.edu, meet standards of accessibility conforming to section 504 of
the Rehabilitation Act of 1973, compliance with copyright and trademark laws,
university web guidelines, and university branding guidelines.
(5) University offices are responsible to
ensure that sites containing, soliciting, or collecting protected or personal
data comply with the Family Educational Rights and Privacy Act of 1974 (FERPA)
and university policy
3.04, "Student Education Records
Privacy and Release."
(6)
Commercial advertising on www.shawnee.edu
is prohibited. Websites hosted under official university domains may not
advertise or promote private individuals, firms, or corporations, or imply in
any manner that Shawnee state university endorses or favors any specific
commercial product, commodity or service.
(7) Sponsorship acknowledgements
acknowledgments and/or links to outside commercial
sites for sponsorship purposes for any university related event must have prior
approval from the office of development director. Images, logos, graphics or
text used to denote sponsorship affiliations or links to commercial sites may
not in any way imply that the university is endorsing a product, service or
company. Collection of money online must be coordinated through the office of
development.
(E)
Emergency information
(1) The office of
marketing and communications is responsible for coordinating crisis
communications with other appropriate university officials, including the
department of public safety, depending on the nature and type of crisis or
situation.
(2) The office of
marketing and communications and the department of public safety are
responsible for developing a procedure for disseminating emergency
notifications in the event of school closings or crisis.
(F) Guidelines
Guidelines related to the dissemination of information to the media, management of university social media sites, and the construction of official university web sites shall be established and posted on the office of marketing and communications web site at: http://www.shawnee.edu
Notes
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 3362.03
Prior Effective Dates: 06/05/2001, 07/20/2015, 02/20/2017, 03/26/2020, 02/27/2023
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