CHIA Social Media Guidelines

Approved by CHIA Board of Directors - March 2017

SCOPE

The California Health Information Association (CHIA) uses social media to communicate, connect, collaborate and engage with its members, prospective members, and the public as professionals to share information about our association, programs, and services and our work. Individuals are encouraged to connect with CHIA’s community on Facebook, Twitter, Instagram, and LinkedIn.

CHIA’s guidelines for social media continually evolve as the association’s need for, uses of and experience with social media evolve, and as social media itself evolves.

CODE OF CONDUCT

We welcome and encourage questions and feedback. When posting on CHIA’s social media sites, it is requested that individuals be respectful of all users and avoid sharing personal information, whether it’s your own or that of another person. Other guidelines include:

  • DO be solely responsible for the content of all information contributed, linked to, or uploaded.
  • DO ensure postings are truthful; accurate; not misleading and offered in good faith. Individuals have the right/knowledge to post the content/material (including but not limited to that it does not infringe upon any third party’s copyright or trademark).
  • DO be polite and appropriate.
  • DO be authentic and transparent by stating your connection with CHIA (whether volunteer, employee or supplier) if there is a comment being posted about any CHIA product or service.
  • DO NOT post anything that may be constructed as spam.
  • DO NOT tell secrets. You are responsible for the content you post, so please use common sense. It is not acceptable to publish proprietary information or any content under a non-disclosure agreement.
  • DO NOT use social media to intimidate, threaten or bully others.

CHIA reserves the right to remove content, including links to websites determined, at CHIA’s sole discretion, to be unlawful, fraudulent, threatening, libelous, defamatory, obscene or otherwise objectionable. This may include but is not limited to:

  • Spam
  • Personal attacks
  • Expletives
  • Off-topic or inflammatory comments
  • Duplicate posts
  • Content that references an inappropriate third party page
  • Advertisements
  • Job postings
  • Content attempting to impersonate someone else
  • Promotion of illegal conduct

User-generated content (such as comments, posts, or links) may represent the views of those providing the content, but they do not necessarily represent the views or policy of the CHIA. References or links provided by the CHIA or by a user to products or services do not constitute endorsements by the CHIA. Information posted on CHIA’s social media sites is general in nature and intended to educate and inform.

This CHIA Social Media Code of Conduct may be amended or modified by the CHIA Board at any time. We reserve the right to block users who do not follow this code of conduct. Thank you for being respectful of one another, and we look forward to hearing from you.

POSTING PROTOCOL

For posting by authorized staff, volunteers & third parties on CHIA Social Media Platforms
Comments on social media should be used in a way that adds value to the CHIA’s core mission –‘to advance the management of health information through networking, education, shared knowledge and advocacy.’ The purpose of this policy is to provide direction to individuals who are authorized to post on the CHIA’s social media platforms on behalf of the CHIA and its Component Local Associations (CLAs).

Social media, as it pertains to this policy is defined as any CHIA or CLA website, application or other platform that allows end-user interaction, and includes, but is not limited to, blogs, websites, networking websites (such as Twitter, Facebook, LinkedIn, etc.) online forums, podcasts, message boards, chat rooms and interactive web or mobile applications. All individuals who will post on CHIA’s platforms will have administrative access to CHIA’s social media platforms as part of their professional role and be approved by the CEO/Executive Director of CHIA. Individuals responsible for posting on CLA social media platforms will be appointed by the CLA Board of Directors.

Registration and attendance at, or participation in, CHIA or CLA meetings and other activities constitutes agreement by the registrant to allow CHIA use and distribution of both now and in the future of the registrant or attendee’s image or voice in photographs, videotapes, electronic reproductions and audiotapes of such events and activities.

Social Media Posting Protocol

  1. Be professional: Convey a positive, engaging attitude.
  2. Be respectful: Avoid using unprofessional, disagreeable or offensive online personas. Do not use ethnic slurs, personal insults, obscenity, or engage in any conduct that would not be acceptable in the Association or other professional workplace. Be sensitive to topics that may be considered objectionable or inflammatory—such as racial socio-economic or gender-based remarks. Always demonstrate respect for others’ points of view, even when they’re not offering the same in return.
  3. Maintain confidentiality and privacy: Do not share confidential information about the CHIA or its members, employees, vendors, and other health organizations, including private information about individuals, such as contact information or that is covered under HIPAA privacy and security laws.
  4. Respect third party content: Be careful of copyrights, trademarks, rights of publicity, and rights of privacy in posting, including with regard to user‐generated content. Do not claim authorship of something that is not yours. If you are knowingly using other parties’ content, make certain that they are credited for it in your post and that they approve of you utilizing their content.
  5. Always let the subject matter experts respond and add value: If you come across negative or disparaging posts about the CHIA or its members, or see third parties trying to initiate negative conversations, avoid the temptation to react personally, especially if the subject does not relate to your area of expertise.
  6. Know that the Internet is permanent: Once information is published online, it is essentially part of a permanent record, even if it is “removed/deleted.” When space does not allow all content, provide a link so the message can be expressed completely and accurately.
  7. Keep personal views separate: Always remember you are posting on behalf of the CHIA or CLA when posting on CHIA or CLA social media, so it is important to uphold and reflect the mission and values of the association, as well as the values of the profession. Consider the professional ramifications of personal comments on your personal feeds to your personal contacts. No matter how tightly you secure the audience to these personal feeds, there is always the possibility that unprofessional posts may make their way to the larger online public audience.
  8. Transparency and affiliation with the CHIA:
    a. CHIA/CLA Social Media Platforms: Individuals authorized to post on behalf of the CHIA or the CLA on social media platforms should disclose their relationship with the CHIA when not posting under the CHIA name. If content published online is relevant to the CHIA or CLA on a personal social media account and not through a process authorized by the CHIA or the CLA, make it clear that you are speaking for yourself and not on behalf of CHIA or the CLA. Consider including a disclaimer that reads something like: “The opinions and views expressed here are my own and do not necessarily reflect those of the CHIA or CLA.”
    b. Personal Social Media Platforms: Employees must abide by the CHIA Social Media Policy included in the CHIA employee handbook when posting CHIA-related content on personal social media platforms. For volunteers, clearly identify your relationship with the CHIA or CLA such as volunteer or staff member.
    c. Follow the Association’s Code of Conduct and all other Association policies. CHIA’s Code of Conduct requires all employees and volunteers to conduct themselves with courtesy, consideration and professionalism in their business dealings.

Violations of Protocol
Any employee our who violates social media protocols may be subject to disciplinary action up to and including termination. Assigned volunteers and third parties who violate this policy may be subject to denial of access to CHIA or the CLA social media platforms and termination of certain privileges.

CHIA Rights
CHIA reserves the right to remove any posted comment or withdraw administrative rights for any individual who is authorized to post on behalf of the CHIA at its sole discretion. In addition, CHIA reserves the right to suspend, modify, or withdraw this social media posting protocol at any time.