Use of Social Media Policy : 9:01:04:00

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Responsible Executive: Executive Vice President for Business and Finance 

Responsible Officer: AVP for College Advancement 

I. PURPOSE

This policy exists to safeguard, elevate, and protect the reputation of Motlow State Community College (Motlow State).  The policy aims to create an environment to foster a consistent and unified digital presence across Motlow State, pursuant to Tennessee Board of Regents (TBR) Policy 9.01.04.00, ensuring online interactions reflect institutional values and maintain the high standard of communication stakeholders expect.  Additionally, this policy serves as a roadmap to navigate the dynamic digital landscape, helping mitigate potential risks while maximizing the benefits of social media engagement.  This policy defines the rules and procedures for the use of Official Social Media Accounts to ensure that college-sponsored social media accounts are both legal and in compliance with Motlow State and TBR policies.

II. DEFINITIONS

  1. Social media – A digital technology that allows users to interact and network to facilitate the creation, sharing, and exchanging of information, ideas, and multimedia content through virtual communities and networks.
  2. Official Social Media Account – Any social media account representing Motlow State.  Any other social media accounts, including student organization accounts or an employee’s personal social media site, are subject only to Section IV of this policy. 
  3. Account managers – Any employee given expressed written permission to create content on behalf of Motlow State on an Official Social Media Account. 
  4. Chief Marketing Officer (CMO) - Appointed by Motlow State’s President, the CMO is the responsible authority for directing the formulation, implementation, and management of Motlow State’s marketing, advertising, and public relations strategies and efforts.  To ensure alignment with Motlow State’s vision and policies, the President reserves the right to require that the CMO seek approval or provide consultation on specific strategic decisions or policy matters as delineated herein. 
  5. System Chief Marketing Officer (SCMO) - Chief Marketing Officer of the TBR System. 
  6. Spokesperson – Motlow State’s President designates the Motlow State Spokesperson who oversees official public and news media communications. 

III. POLICY

  1. Official Social Media Account Creation 
    1. Social media posts, including text, images, video, and other content, must follow local, state, and federal laws, and other applicable marketing, communication, and branding policies and procedures. 
    2. All official social media accounts representing Motlow State must be approved, authorized, established, and maintained by the CMO or designee(s).  Social media accounts should serve a clear purpose for Motlow State’s mission and goals. 
      1. Motlow State shall document appropriate procedures for units, programs, and initiatives in local policy or guidelines to request Official Social Media Account creation, including requesting account managers. 
    3. Access to and/or passwords for official social media accounts are limited to designated communications/marketing staff members and others only as authorized by the CMO. 
      1. As a contingency measure, a minimum of three (3) people, including Motlow State’s spokesperson, should always have access to all social media accounts. 
    4. Official social media accounts are the property of Motlow State; thus, account managers must relinquish all rights and access to the accounts upon employment separation for any reason. 
  2. Official Social Media Account Maintenance 
    1. Content created for and distributed through official social media accounts is the sole property of Motlow State and not the employee managing the account.  All audience lists and associated information with the account belong to Motlow State. 
    2. Account managers are responsible for ensuring that social media content does not infringe on the intellectual property rights of others as governed by federal and state copyright law, the terms of service of the social media provider, and/or Motlow State and TBR policy. 
    3. Account managers should adhere to the policies of the social media platforms in which they participate.  It is the duty of the account manager to understand social media policies, including this policy and the corresponding TBR policy (9.01.04.00), and stay updated with any policy changes. 
    4. Account managers must be full-time employees of Motlow State or vendors with fully executed contracts with Motlow State as approved by purchasing and the CMO. 
    5. Account managers should monitor official social media accounts for comments if they are permitted.  Requests for authorization to hide or delete any material posted to an official social media account in violation of local, state, or federal law or this policy, or to block a user from a site, including comments that expose the private data of others, contain commercial solicitations, are factually erroneous/libelous, are off-topic, are threatening or abusive, or are obscene, should be made through the CMO or their designee, who shall obtain advice from the TBR Office of General Counsel prior to the removal of such material. 
    6. Account managers shall not engage in personal activity under the guise of any Official Social Media Account, including expressing political opinions or engaging in political activities, private commercial transactions, or private business activities. 
    7. Official Social Media Accounts shall not be used to communicate business transactions, including payment information, educational records protected by the Family Educational Rights and Privacy Act (FERPA), medical records protected by the Health Insurance Portability and Accountability Act (HIPAA), or any other confidential information. 
  3. Branding 
    1. Official social media accounts must comply with Motlow State Policy 9:01:01:00 and TBR Policy 9.01.01.00. 
  4. Personal Social Media Accounts 
    1. Do not imply representation of Motlow State in any unauthorized way when conducting personal activities. 
    2. Employees’ social media accounts may be monitored without notice or consent per TBR Policy 1.08.05.00, if these sites are accessed using Motlow State property or resources. 
  5. Exemptions and Exceptions 
    1. It is understood Motlow State may have cross-functional duties between marketing and communications and that social media might fall under either in the organizational chart.  Thus, Motlow State shall comply with the intent outlined in this policy and the corresponding TBR Policy (9.01.04.00) regardless of organizational design or title. 
    2. Account managers may designate contributors to Official Social Media Accounts on a limited-time basis, such as social media takeovers by students, faculty, or other staff, and interns and students workers. 
    3. Exemptions and exceptions outlined in Motlow State Policy 9:01:00:00 apply. 

Sources

T.C.A. § 49-8-203 

Corresponding Policies

TBR Policy 9.01.04.00 

History

Approved by the Leadership Council on April 13, 2018; effective date: April 13, 2018 

Revised: October 8, 2024; May 29, 2026 

Institutional Oversight Committee Approved: June 24, 2026 

President’s Cabinet Approved: July 14, 2026 

Effective Date: July 14, 2026