Social Media

Idaho
Department of
Correction

Standard
Operating
Procedure
Title:
Social Media

Page:
1 of 6

Control Number:
141.00.01.001
Version:
2.0
Adopted:
10/11 /2012

IDOC Data Sensitivity Classification - L3 Restricted
Josh Tewalt, director, approved this document on 03/25/2019.
Open to the public: Yes
SCOPE
This standard operating procedure (SOP) applies to all Idaho Department of Correction
(IDOC) employees, contractors, volunteers, those who work on behalf of the IDOC who use
social media and wish to post content.
Revision Summary
Revision date (03/25/2019) version 2.0: Revised to provide guidance regarding social media
posts to determine what is or is not acceptable on a Limited Public Forum page; reformatted
to meet current standards; updated terminology.
TABLE OF CONTENTS
Board of Correction IDAPA Rule Number ............................................................................. 1
Policy Control Number 141................................................................................................... 1
Purpose ................................................................................................................................ 2
Responsibility ....................................................................................................................... 2
Standard Procedures ........................................................................................................... 2
1. Introduction .................................................................................................................. 2
2. On the Job Use ............................................................................................................ 2
3. Prohibited Content ....................................................................................................... 3
4. IDOC-Sanctioned Use ................................................................................................. 4
5. Guidelines for Personal Use ........................................................................................ 4
Definitions ............................................................................................................................ 6
References ........................................................................................................................... 6
BOARD OF CORRECTION IDAPA RULE NUMBER
None
POLICY CONTROL NUMBER 141
Computer, Electronic Mail, and Internet Use
Control Number:
141.00.01.001
Version:
2.0
Title:
Social Media

Page Number:
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Idaho Department of Correction

PURPOSE
The purpose of this SOP is to establish standardized guidelines and procedures regarding
social media. It is not meant to address one particular form of social media, but instead
addresses social media in general, because advances in technology will occur and new
formats will emerge. This SOP establishes standardized guidelines and procedures that:
• Endorse the secure use of social media to enhance communication, collaboration,
and information exchange
• Streamline processes
• Foster productivity
• Establish the IDOC’s position on the utility and management of social media and
provide guidance on its management, administration, and oversight
RESPONSIBILITY
The director of the IDOC is responsible for overseeing the development and implementation
of this SOP.
STANDARD PROCEDURES
1. Introduction
Social media provides a valuable means of assisting the IDOC and its employees in meeting
community outreach, problem-solving, investigative and related objectives. This SOP
identifies potential uses that may be explored or expanded upon by the IDOC as deemed
reasonable by administrative and supervisory employees. The IDOC also recognizes the
role that these tools play in the personal lives of some IDOC employees. The personal use
of social media can have bearing on IDOC employees in their official capacities. As such,
this SOP provides guidelines concerning the use of social media by IDOC employees.
2. On the Job Use
IDOC-Sanctioned Presence
Determine Strategy
Where possible, each social media web page sanctioned by the IDOC shall include an
introductory statement that clearly specifies the purpose and scope of the IDOC’s
presence on the website.
Where possible, the web page(s) should link to the IDOC’s website.
Procedures
All IDOC social media websites or web pages must be approved by the director of the
IDOC, or designee, and will be administered in accordance with this SOP, or as
otherwise determined.
Where possible, social media web pages should clearly indicate they are maintained by
the IDOC and should have IDOC contact information prominently displayed.
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Social media content must adhere to applicable laws, regulations, and policies, including
but not limited to all State of Idaho and IDOC information technology and records
management policies.
Where possible, social media web pages should state that the comments expressed by
visitors to the web page(s) do not reflect the opinion or position of the IDOC.
• Web pages must clearly indicate that posted comments will be monitored and that
the IDOC reserves the right to remove comments it deems inappropriate, (see
section 3) including but not limited to those that contain obscenities, off-topic
comments, and personal attacks. Where possible, IDOC should include this
information in its terms of use.
• Web pages must clearly indicate that any content posted or submitted for posting is
subject to public disclosure.
• External, non-IDOC links on the Facebook page do not constitute official
endorsement on behalf of IDOC.
• Postings become the property of the Idaho Department of Correction and are subject
to all applicable federal and state law. This includes, but is not limited to, the Idaho
Public Records Act, and any applicable federal and state criminal and intellectual
property laws.
• A posting on the web page constitutes acceptance of these terms.
3. Prohibited Content
• The Idaho Department of Correction’s Facebook page is a limited public forum. As
such, IDOC reserves the right to delete unacceptable posts including, but not limited
to:
• Hate speech
• Content that promotes, fosters, or perpetrates discrimination on the basis of race,
creed, color, age, religion, gender, national origin, physical or mental disability,
sexual orientation, or marital status
• Profanity, obscenity, or vulgarity
• Nudity or other inappropriate imagery in profile pictures
• Information that defames a person or people
• Information that violates a person’s privacy
• Information that is confidential or non-public
• Name calling and/or personal attacks
• Information presented with the intent to sell a product or service
• Information that infringes on a copyright or trademark
• Information that is off-topic or unrelated to the post
• Information that has a negative effect on the habilitation of any inmate
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• Information that contains a link to inappropriate or offensive websites
• Information that condones or promotes unlawful activity
• IDOC does not allow posting of photos or videos by anyone other than through the
IDOC Public Information Office. If you have a photo or video you would like to share
on this page, contact the Public Information Officer at [e-mail] and
provide evidence of your copyright ownership or license from the owner.
4. IDOC-Sanctioned Use
IDOC employees shall observe and abide by all copyright, trademarks, and service mark
restrictions in posting materials to websites maintained by or on behalf of the IDOC.
Employees who are granted written permission by the director of the IDOC, or designee,
to represent the IDOC via social media as part of their official duties for the IDOC must
do the following:
• Conduct themselves as representatives of the IDOC at all times and, accordingly,
adhere to all IDOC standards of conduct and observe conventionally accepted
protocols and proper decorum.
• Identify themselves as a representative of the IDOC.
• Not make statements about the guilt or innocence of any inmate, or comments
concerning pending prosecutions, nor post, transmit, or otherwise disseminate
confidential information, including photographs or videos, related to IDOC training,
activities, or work-related assignments without receiving prior express written
permission from the director of the IDOC or designee.
• Not conduct political activities or private business via social media use sanctioned by
the IDOC.
• The use of IDOC computers by IDOC employees to access social media is
prohibited without prior authorization from an employee’s direct supervisor.
5. Guidelines for Personal Use
The IDOC understands that social media can be a valuable and fun personal
communication tool. However, use of social media also presents certain risks and carries
with it certain responsibilities. The guidelines below are an outline for appropriate use of
social media.
Guidelines
In the rapidly expanding world of electronic communication, social media can mean
many things. Social media includes all means of communicating or posting information
or content of any sort on the Internet, including web log (blog), journal or diary, personal
website, social network or affinity website, web bulletin board or a chat room, whether or
not associated or affiliated with the IDOC as well as any other form of electronic
communication.
The same principles and guidelines found in policy 217, Ethics and Standards of
Conduct, and policy 201, Respectful Workplace, also apply to employee activities online.
Ultimately, employees are solely responsible for what they post online. Before creating
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online content, consider some of the risks and rewards that are involved. Keep in mind
that an employee’s conduct that adversely affects job performance, the performance of
fellow employees, adversely reflects on the IDOC or otherwise adversely affects co-
workers, customers, inmates, contractors, volunteers or people who work on behalf of
the IDOC, may result in corrective or disciplinary action in accordance with SOP
205.07.01.001, Corrective and Disciplinary Action.
Know and Follow the Rules
Carefully read these guidelines; policy 217, Ethics and Standards of Conduct; and policy
201, Respectful Workplace, and ensure postings are consistent with these policies.
Inappropriate postings that may include discriminatory remarks, harassment, and threats
of violence or similar inappropriate or unlawful conduct will not be tolerated and may
subject employees to corrective or disciplinary action in accordance with SOP
205.07.01.001, Corrective and Disciplinary Action.
Be Respectful
Always be fair and courteous to fellow employees, customers, inmates, contractors,
volunteers or people who work on behalf of the IDOC. (See policy 201, Respectful
Workplace.) Resolve work-related complaints by speaking directly with co-workers or by
utilizing the options provided by IDOC Human Resources, rather than by posting
complaints to a social media outlet. If employees decide to post complaints or criticism,
avoid using statements, photographs, video or audio that reasonably could be viewed as
malicious, obscene, threatening or intimidating, that disparage fellow employees,
customers, inmates, contractors or volunteers or that might constitute harassment or
bullying. Examples of such conduct might include offensive posts meant to intentionally
harm someone’s reputation or posts that could contribute to a hostile work environment
on the basis of race, sex, disability, religion or any other status protected by law or IDOC
policies and SOPs.
Post Only Appropriate and Respectful Content
Maintain the confidentiality of the IDOC, its employees, contractors, volunteers and
inmates. Do not post internal reports, policies, procedures, or post information or
photographs that would jeopardize the safety and security of any facilities, employees,
customers, inmates, contractors, volunteers or other people who work on behalf of the
IDOC.
Employees should express their personal opinions and not represent themselves as a
spokesperson for the IDOC. If the IDOC is a subject of the content created by
employees, employees must be clear and open about the fact that their views do not
represent those of the IDOC, the Idaho Board of Correction, or IDOC employees,
customers, inmates, contractors, volunteers or other people working on behalf of the
IDOC. It is best to include a disclaimer such as “The postings on this website are my
own and do not necessarily reflect the views of IDOC.”
Never post any information or rumors known to be false about IDOC, fellow employees,
customers, contractors, volunteers or inmates.
Using Social Media at Work
Refrain from using social media while on work time or on IDOC equipment unless it is
work-related as authorized by a manager or consistent with policy 141, Computing
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Devices, Electronic Mail, and Internet Use. Do not use an IDOC issued email address to
register on social networks, blogs or other online tools utilized for personal use.
Retaliation is Prohibited
The IDOC prohibits taking negative action against any employee, contractor or volunteer
for reporting, in good faith, a possible deviation from this SOP or for cooperating in an
administrative investigation. Any employee who retaliates against another employee for
reporting, in good faith, a possible deviation from this SOP or for cooperating in an
administrative investigation will be subject to corrective or disciplinary action in
accordance with SOP 205.07.01.001, Corrective and Disciplinary Action.
Media Contacts
Employees, contractors and volunteers should not speak to the media on behalf of the
IDOC without authorization from the director of the IDOC (or designee). All media
inquiries should be directed to the IDOC’s public information officer (PIO) in accordance
with policy 110 , Media and Public Relations.
DEFINITIONS
Post: Content that an individual shares on a social media website, or the act of publishing
content on a website.
Profile: Information that a user provides about himself on a social network.
Social Media: A category of Internet-based resources that integrate user-generated content
and user participation. This includes, but is not limited to, social networks (e.g., Facebook
and Myspace), microblogging websites (e.g., Twitter and Nixle), photo- and video-sharing
websites (e.g., Flickr and YouTube), wikis (e.g., Wikipedia), web logs, and news websites
(e.g., Digg and Reddit).
Social Network: An online platform where users can create profiles, share information, and
socialize with others using a range of technologies.
Web Log (Blog): A self -published diary or commentary on a particular topic that may allow
visitors to post responses, reactions, or comments.
Web Page: The specific portion of a social media website where content is displayed, and
managed by an individual or individuals with administrator rights.
Wikis: Websites whose webpage(s) can be edited collaboratively by its users.
REFERENCES
Policy 110 , Media and Public Relations
Policy 201, Respectful Workplace
Policy 217, Ethics and Standards of Conduct
Policy 141, Computing Devices, Electronic Mail, and Internet Use
Standard Operating Procedure 205.07.01.001, Corrective and Disciplinary Action
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