Wright State University Social Media Policy

1.0 Generally

This policy governs all official and affiliated social media pages listed in Wright State University’s (“Wright State’s” or the “University’s”) Social Media Directory (wright.edu/social) (the “Directory”). This policy is intended to be read in conjunction with Wright State’s policies related to freedom of speech and expression, including, but not limited to, Policy 1260, et seq.; however, where there may be an irreconcilable conflict, Wright State’s policies related to freedom of speech and expression shall take precedence.

This policy does not apply to social media pages created by any Wright State administrators, employees, faculty, officers, staff, or students for their own personal use. This policy also does not apply to social media pages created by registered student organizations (“RSOs”) and non-registered student organizations. All such social media pages are neither authorized by nor affiliated with Wright State in any official capacity.

2.0 Ownership of Social Media Pages and their Contents

All content, intellectual property, and digital property created or generated by anyone and posted to any of Wright State’s official social media pages (“Official Pages”) or affiliated social media pages (“Affiliated Pages”) (collectively, “Social Media Pages”) shall be considered owned by Wright State once posted. All content, intellectual property, and digital property posted to Social Media Pages must comply with University Policy.

Any social media page which is neither an Official Page nor an Affiliated Page is considered a non-affiliated social media page (“Non-Affiliated Page”), including those excluded from the policy as above. All messages posted on Non-Affiliated Pages are neither authorized nor endorsed by Wright State in any way shape or form. Any person operating a Non-Affiliated Page may be asked to cease and desist any statements or representations of affiliation with Wright State, or to remove content which contains the unauthorized use of Wright State’s intellectual property.

3.0 Official Social Media Platforms

The following are Wright State’s Official Pages (and their respective social media platforms):

• Facebook: facebook.com/wrightstateuniversity and facebook.com/wrightstatenews;
• X: twitter.com/wrightstate and twitter.com/wrightstatenews;
• Instagram: instagram.com/wrightstateu and instagram.com/wrightstatenews;
• TikTok: https://www.tiktok.com/@wrightstate;
• Bluesky: https://bsky.app/profile/wrightstateu.bsky.social;
• Reddit: https://www.reddit.com/user/WrightStateU;
• Threads: https://www.threads.net; and
• YouTube: Wright State University.

Official Pages are intended to be used by the university in a professional capacity for communications and/or marketing. Wright State reserves the right to: (1) modify, remove, and otherwise maintain university-generated content on its Official Pages; (2) to restrict and control access and posting to all Official Pages at any time for any reason; and (3) to remove content from its Official Pages at any time for any reason.

Wright State, in its sole discretion, may use any of its Official Pages to promote and share information about university news, initiatives, events, media, and other announcements. It may also, in its sole discretion, permit discussion on such pages and, in doing so, create a limited public forum. Any person who elects to engage in such discussions, post comments in such forums, or otherwise engages with others on an Official Page does so at their risk, and, in doing so, agrees to abide by University Policy, particularly this section, as well as the Office of University Communications and Marketing’s terms of social media page use. Wright State may also close or end all discussions on its Official Pages in its sole discretion.

4.0 Affiliated Social Media Platforms

Affiliated Pages are those created by any office, department, division, organization, or other academic or administrative unit of Wright State, including, but not limited to, athletic and club sports teams (a “University Unit”), and used to reach online communities in a professional or official capacity for communications and/or marketing. All content posted by a University Unit to an Affiliated Page must comply with University Policy. All Affiliated Pages and the content and digital properties posted to the same are owned by Wright State.

To establish an Affiliated Page, the University Unit must do all of the following:

• Designate a social media manager (the “Social Media Manager”), who must be a full-time employee that has administrative access and passwords and shall be responsible for ensuring the Affiliated Page is operated in accordance with University Policy;
• Provide the University's Office of University Communications and Marketing with administrative access and passwords for each of its affiliated social media page accounts;
• Register the Affiliated Page with the Office of University Communications and Marketing by completing a Social Media Account Application;
• Register the Social Media Manager with the University’s Social Media Managers’ Group; and
• Use only university-approved pictures, logos, and marks, as determined by the Office of University Communications and Marketing in its sole discretion.

All Social Media Managers shall be responsible for ensuring their designated Affiliated Page(s) comply with all of the following, as applicable:

• University policies for their college/school, division, department, profession, or bargaining unit;
• Applicable trademark and copyright law;
• Fair use regulations;
• Family Educational Rights and Privacy Act (FERPA);
• Health Insurance Portability and Accountability Act (HIPAA);
• NCAA regulations;
• Each respective social media platform’s Terms of Use;
• All federal anti-discrimination laws, such as Titles VI, VII, and IX;
• All other federal, state, and local laws and regulations; and
• Direction from the Offices of University Communications and Marketing and/or General Counsel.

If a Social Media Manager separates from the university, all account access and administration rights they may have had for their designated Affiliated Page(s) must be surrendered to an internal successor and/or the University’s Office of University Communications and Marketing. The University’s Office of University Communications and Marketing may require a Social Media Manager to take training regarding their duties under University Policy at any time for any reason.

Affiliated Pages do not speak on behalf of the University, unless authorized in writing by the Associate Vice President of University Communications and Marketing. All third-party requests for public or official comment shall be referred promptly by the applicable Social Media Manager to the University's Office of University Communications and Marketing without further comment.

Social Media Managers must post permanent content on their designated Affiliated Page(s) at least once a week to ensure that accounts remain active. Pages which are not meeting the content expectations or have less than 250 followers may be closed, shut down, or deleted at the Office of University Communications and Marketing’s sole discretion.

Affiliated Pages shall not contain any of the following:

• Disparagement of the University, its operations, or its Trustees, employees, or students;
• Statements which are contrary to the University's business interests, illegal, or might tend to adversely reflect upon the University's reputation; or
• Information related or pertaining to a current or ongoing crisis on campus.

Social Media Managers, with the approval of the Office of University Communications and Marketing, may permit discussion on their designated Affiliated Page(s) and, in doing so, create a limited public forum. Any person who elects to engage in such discussions, post comments in such forums, or otherwise engages with others on an Affiliate Page does so at their risk, and, in doing so, agrees to abide by University Policy, particularly this section, as well as the Office of University Communications and Marketing’s terms of social media page use. Social Media Managers may also choose to close or end all discussions on their designated Affiliated Page(s) entirely with the approval of the Office of University Communications and Marketing.

5.0 University Branding on Social Media Platforms

All Social Media Pages must adhere to the University's brand style guide and use an approved profile picture. All such pictures, as well as the use of the University’s logos, marks, and other intellectual property, must be approved in writing by the Office of University Communications and Marketing before use. Only Official Pages, which are operated through the Office of University Communications and Marketing, have default permission to use the University’s bi-plane or three-line wordmark in their profile pictures; however, exceptions may be requested in writing to the Office of University Communications and Marketing.

Wright State monitors all social media for all brand and related keyword mentions. Any content posted to Affiliated Pages that violates University policy or branding must be removed upon request from the Office of University Communications and Marketing. Social Media Managers must obtain the approval of the Office of University Communications and Marketing before launching new campaigns, identity graphics, or messaging.

Non-Affiliated Pages may not use any Wright State intellectual property of any kind, including, but not limited to, logos, marks, slogan, and brands, unless expressly authorized by Wright State policy or in a separate written license with Wright State.

6.0 Annual Audit

The Office of University Communications and Marketing shall complete an annual audit of all Social Media Pages. Audit items will include, but is not limited to:

• Consistency of posting and meeting the one post-per-week guidelines;
• Follower count;
• Use of approved profile pictures, logos, marks, and other university intellectual property; and
• Compliance with University Policy.

Any content found non-compliant with University Policy shall be removed by the Office of University Communications and Marketing or, in the case of Affiliated Pages, a designated Social Media Manager.

7.0 Affiliated Page Non-Compliance

In the event an Affiliated Page does not comply with University Policy – either by audit or discovery – the Office of University Communications and Marketing shall notify its respective Social Media Manager of its findings and propose corrective measures, if any, to be completed within thirty (30) days. Failure to comply with the Office of University Communications and Marketing’s corrective measures may result in:

• Removal from the Social Media Directory;
• Setting the account to an inactive/unpublished state;
• Dismissal of the Social Media Manager from their role; or
• Deletion of the Affiliated Platform in its entirety.

Prior to taking any of the above actions, the Office of University Communications and Marketing shall notify the Dean or manager in charge of the affected University Unit of the action it intends to take in writing five (5) business days before taking such action. Within such period, the University Unit may appeal the determination of non-compliance to the University’s Associate Vice President of University Communications and Marketing for review and reconsideration. The Associate Vice President of University Communications and Marketing shall thereafter direct the Office of University Communications and Marketing to act in accordance with their review within their sole discretion.

Where the Office of University Communications and Marketing concludes that a Social Media Manager’s non-compliance is deliberate or extreme, such Social Media Manager may be subject to disciplinary action and possible termination of employment.

8.0 Comments on Social Media Platforms

Wright State, in its sole discretion, may remove comments, messages, posts, and other communications (hereafter "Comments,") from its Social Media Pages which violate University Policy. Particularly, the University may remove Comments which contain, constitute, or link to:

• Malicious or harmful software;
• Non-University advertisements, promotions, spam, off-topic content, or solicitations;
• Confidential, personally identifying, or private information (as defined by state law);
• Profanity, nudity, obscenity;
• Threats of violence to others or threats to public safety;
• Encouragement of physical self-harm;
• Copyrighted materials in violation of state or federal law;
• Disruptively repetitive content;
• Content that causes a material interruption to University business or interferes with the University’s students’ opportunity to obtain an education; or
• Content which violates or impairs Wright State’s policies, operations, or mission.

Any person may contact the Office of University Communications and Marketing at socialmedia@wright.edu at any time to identify Comments or other conduct in violation of this policy.

Social Media Managers may hide Comments on their respective Affiliated Pages within their discretion, but may not remove them. Should they do so, a Social Media Manager must notify the Office of University Communications and Marketing in writing at socialmedia@wright.edu within twenty-four (24) hours of their decision to hide Comments.

Social Media Managers may only remove Comments with the Office of University Communications and Marketing’s consent. To obtain such consent, a Social Media Manager must make a request in writing to the Office of University Communications and Marketing by e-mail at socialmedia@wright.edu. Such Social Media Manager shall include in their request the reasons and rationale regarding their request, along with relevant supporting documents, such as screen captures, e-mails, or other such documents. The Office of University Communications and Marketing shall respond to the requesting Social Media Manager within one (1) business day (excepting scheduled holidays).

Users who make threats of violence or threats to public safety may be reported to the Wright State University Police Department, Office of Student Conduct, Wright State Human Resources, and/or other local or state authorities for investigation.

Hidden Comments: Hidden Comments are typically the product of one of three scenarios.

1. The platform itself has an algorithm or other display methodology that the University cannot control.
2. An individual has platform settings or privacy settings that affect Comment display and availability.
3. The University shall have the right in its discretion to activate platform-provided profanity filter tools that automatically hide Comments that use profanity.

The University cannot unhide or alter the display of Comments as arranged or determined by the platform itself or an individual's settings as outlined in the first two scenarios. Hidden Comments due to a profanity filter may be unhidden pending review by the University. Wright State may, in its sole discretion, activate platform-provided profanity filter tools which automatically hide Comments that use profanity.

Removed Comments: Removed Comments cannot be restored, as they are no longer accessible to the University. An individual whose post has been removed may review Comment Guidelines and post a new Comment in a way that does not violate Guidelines. Any content removed pursuant to these Guidelines will be photographed via screen shot and retained for a minimum of 60 days.

9.0 Removal from Social Media Pages

Wright State, in its sole discretion, may restrict, remove, or deny access by a User to its Social Media Pages, where such User, through their profile(s) or account(s), has made one or more Comments which violate University Policy. A User’s profile or account may be temporarily or permanently restricted from accessing Social Media Pages. The Office of University Communications and Marketing shall determine whether a User shall be restricted, either temporarily or permanently.

Social Media Managers shall not restrict a User without first consulting with the Office of University Communications and Marketing regarding the reasons for such restriction. Social Media Managers seeking to restrict a User shall request such restriction and determination from the Office of University Communications and Marketing in writing by e-mail at socialmedia@wright.edu. Such Social Media Manager shall include in their request the reasons and rationale regarding their request, along with relevant supporting documents, such as screen captures, e-mails, or other such documents. The Office of University Communications and Marketing shall respond to the requesting Social Media Manager within one (1) business day (excepting scheduled holidays).

10.0 Contests and Appeals

To contest the restriction of access to a social media platform, or the removal or hiding of a Comment, or any other decision made by a Social Media Manager, the Office of University Communications and Marketing, or any other person with authority to make such decision, a User shall submit a written statement stating grounds for reconsideration of such decision to the Office of University Communications and Marketing Social Media Team at socialmedia@wright.edu. Such statement shall be accompanied by relevant supporting documents, such as screen captures, e-mails, or other such documents.

Contests shall be responded to on a reasonably timely basis. A decision may be revised if it is determined that the grounds for reconsideration are sufficient.