Policies and Procedures Manual 2025-2026

Contents
Catalog Links
Share

3.1.26 Social Media

POLICY STATEMENT

Social media platforms (Facebook, Twitter/X, YouTube, Instagram, TikTok, LinkedIn & Snapchat) are highly visible and useful means of promoting and disseminating the University’s identity and mission to the community at-large. Social media platforms collectively contribute an increasing role in communicating with members of the University community to build awareness, interest, and engagement across diverse audiences. At Piedmont University, social media is part of the student experience. However, great care and professionalism is critical in social media communications by all parties associated with the university.

Upon permission, Piedmont authorizes the creation and use of university social media accounts, provided their use is professional, protects the reputation and brand of the university, and complies with Piedmont’s policies and procedures.

Piedmont’s main social media accounts may choose to post university-related social media content generated by faculty, staff and/or students. The main institutional social media accounts include:

 

Piedmont Lions accounts

 

 

POLICY PURPOSE

This Policy will provide direction to all University departments in the creation and use of social media accounts, profiles, and platforms on behalf of the university. Use of these channels is to support the university’s mission, goals, programs, and sanctioned efforts, including news, information, content, and directives. Posts from Piedmont will only be permitted using official social media accounts.

 

APPLICABILITY AND/OR ACCOUNTABILITY

Entities covered by this policy consist of all units of the university including, but not limited to, colleges, schools, academies, departments, and university-governing organizations. It also includes all faculty, staff members, and students who manage Piedmont University-affiliated social media accounts as account administrators.

 

DEFINITION OF TERMS

  • Social Media Platform (Platform): A third-party Internet platform that allows individuals to communicate in an interactive or interpersonal web-based manner.
  • Social Media Platform Account (Account): An established relationship between the user and a Social Media Platform that requires registration with the platform prior to activation.
  • Institutional accounts – these accounts represent the official university media communication venues. These sites are created and managed by the Communications/Marketing Department or the Athletics Department.
  • University-recognized departmental accounts – these accounts represent official university units and have a regular full-time university staff or faculty employee assigned to administer the accounts. These departments are responsible for the content. It is the responsibility of the account administrator to oversee the content and dialogue.
  • Student-organization accounts – these represent student organizations affiliated with the university. When using the university’s visual identity (name and/or logo(s), the usage must meet the Brand Guide). These accounts are required to fully comply with the university’s social media guidelines and will be monitored by administrators. The code of conduct that applies as a student also applies in your social media communications.
  • Social Media Platform Administrator (Administrator): A University employee whose responsibility is to maintain a university registered Social Media Platform.
  • Social Media Posting (Posting): Any comment, post, share, retweet, direct message, blog or journal entry, or any other interpersonal interaction on a Social Media Platform.

 

 

CONTACTS:

 

PROCEDURES

Creating and Operating a University-Sponsored Social Media Account

  • Obtain approval of department or unit head to create and operate Social Media Platforms.
  • Complete a Social Media Request Form and submit to Social Media Account Request.
  • In determining what form of social media is right for you, please view the Piedmont University Social Media Startup Guidelines for ideas. Social-media-startup-guidelines-1.pdf
  • Register with Piedmont University Marketing at marketing@piedmont.edu ( Dpercival@piedmont.edu for athletics), so that the department’s account can be included on the listing of university-sponsored Social Media Platforms. To avoid inactive accounts due to staff changes, all Piedmont-associated social media channels MUST ensure login and password information is provided to marketing@piedmont.edu (Dpercival@piedmont.edu for athletics) to keep on file. Should the login information change that will need to be noted as well.
  • When establishing an image or logo for an official Piedmont social media account, all graphics and logos must adhere to the university’s brand guide. Use a profile graphic that supports the Piedmont brand. All images or logos must be approved by Marketing/Athletics prior to use.
  • When naming your social media account (handle), use “Piedmont University” or “Piedmont” as part of the name. The use of our full name, “Piedmont University,” is required in the bio. Fully populating an account profile allows others to discover the account and content easily, so they should add the appropriate location (e.g., Demorest, GA or Athens, GA) and link to their website. Maintain consistency with social account names across platforms whenever possible.
  • Follow all Piedmont University policies to ensure that the Account administered on university computer equipment is consistent with policies, and that postings are not for commercial use or personal gain.
  • Review the Terms of Service for each Social Media Platform for its guidelines on postings.
  • Social media has far-reaching opportunities and impacts on college recruiting and athletics. All faculty, staff, and students communicating on Platforms about Intercollegiate Athletics, in any capacity, for the University, must abide by the National Collegiate Athletic Association (NCAA) bylaws. Faculty, staff, and other University representatives must refrain from contacting or linking (i.e., “friending”) to accounts of prospective student athletes on social media until after the prospective student athlete has signed a formal letter of intent with Piedmont University. Please see NCAA Compliance link for further details.
  • Inappropriate language is always to be avoided. When possible, profanity filters within the social media account should be activated so users or visitors are protected.
  • The university reserves the right to delete or hide any post that is considered derogatory or inflammatory on any university sponsored Social Media Platform consistent with that platform’s terms of service.
  • Piedmont will address issues that violate established Human Resources and brand guidelines that occur on personal accounts.
  • It is important to provide links back to the university’s web site on Piedmont affiliated accounts.
  • Accessibility - Make your content accessible, remove barriers, and create inclusive content. WCAG 2 Overview | Web Accessibility Initiative (WAI) | W3C
  • Posting on University-sponsored Accounts or on another website on behalf of the university. 

Piedmont reminds faculty, staff, and students that at all times they can be perceived as a spokesperson of the university. Confidential or proprietary university information or similar information of third parties, who have shared such information with you on behalf of Piedmont, should not be shared publicly on these social media channels.

  • Postings should focus on information about the university and its events and activities.
  • Postings must comply with or protect:
    1. Intellectual property rights including copyright and trademark laws;
    2. The Family Educational Rights and Privacy Act (FERPA) and protect the privacy rights of students provided by FERPA;
    3. The NCAA by-laws;
    4. The HIPAA record privacy requirements of all persons; and
    5. Employment and discrimination laws.
  • Exercise discretion, thoughtfulness and respect for your colleagues, associates, and the university’s supporters/community (social media fans). Refrain from engaging in dialogue that could disparage colleagues or the university. Be mindful that all posted content is subject to review in accordance with Piedmont’s employee policies and brand guidelines.
  • If you have any doubt about posting content on these social media sites, please consult Marketing/Athletics. Due to the evolving nature of social media, the policies and guidelines are subject to revision by Piedmont University.
  • Posting on Personal Accounts
    1. Piedmont reminds faculty, staff, and students that at all times they can be perceived as a spokesperson of the university.
    2. Piedmont University logos and/or visual identity cannot be used for personal social media.
    3. Where faculty and staff’s social media identifies them as an employee of the university, they must include this statement when posting on personal websites discussing university activities: “The opinions expressed in this posting are my own and do not represent those of Piedmont University.”
  • Use of University Logos - University logos must be used in accordance with the brand guide.

 

  • Social Media Site Interactions among University Employees and Students

The University recognizes interactions on Platforms may be integral to student educational and extra-curricular activities. University employees are strongly encouraged to use discretion when interacting on Platforms with students, as well as with subordinates and co-workers, as personal information not related to educational activities or job performance could be viewed.

  • Photography for use on university-sponsored Social Media Accounts or Postings

    1. Current students complete a photo release in their admissions process.
    2. In order to photograph minors on campus, outside of public events, they must have a signed photo release on file.
    3. Posts that include minors, outside of public events, must have a photo release.

 

The content of Posts, when published, becomes the property of the Platform through a license created when agreeing to the terms and conditions for the use of the Platform. It is recommended that Administrators only use University-owned photographs and videos in Posts. Regardless, Administrators must ensure that all content posted does not have any restrictions and content belonging to third-parties is used with permission. Please be aware, the public posting of anyone’s name image and likeness can be used to create AI generated content.)

 

  • Unresponsive Comments or Messages to Posts

 

The University administers University-sponsored Accounts for the benefit of the University community. Posts are for the purpose of promoting University events and student and faculty activities and achievements. University-sponsored Accounts administered by the University are limited to public forums and comments to a Post must be responsive to that Post.

 

1)The University reserves the right to remove comments or messages that:

  1. Are not responsive in the manner described in this section;
  2. Violate the Platform’s terms of service;
  3. Are commercial speech not related to the Post;
  4. Violate federal or state laws addressing defamation or obscenity; or
  5. Violate federal or state laws, or University regulations concerning harassment, discriminatory actions, or threats.
  6. Is rude, explicit, or otherwise violates Piedmont University’s policies.

 

  • When an Administrator determines that a comment appears unresponsive to a Post in accordance with this section, the Administrator can do the following:

    1. Not respond to the comment.
    2. Respond to the comment. The Administrator must contact Renee’ Fargason prior to addressing the comment(s) to develop a response.
    3. Document the comment as much as possible, including messages, emails, Posts, and voicemails. Save screenshots of the Post and all comments to the Post; or
    4. Inform the University Unit’s director of the comment and the steps taken to address the comment.
    5. Delete the comment, hide the comment, delete the user, and/or mute the user.

3) If it appears from the comment’s content that there may be an immediate danger to anyone at the University, contact the University Campus Police at 706-939-1349.

4) If the comment appears to be an attempt to gain unauthorized control of the Account or to obtain personal identifying information, i.e. a phishing attempt, contact Information Technology Services (ITS) Helpdesk at 706-894-4205 to address the comment.

  • If members of the media use a Post to establish contact regarding any comments to a post, contact Renee’ Fargason at rfargason@piedmont.edu before responding.

Up one level