Policies and Guidelines IPer Forum January 15, 2013

Policies and Guidelines Two Policies – Sponsorship Recognition – Advertising Recognition Social Media Best Practices and Guidelines

Policies Sponsorship – “is when an organization pays some or all of the costs involved in staging an event in return for advertising.” Advertisement – “is a message created and displayed for the sole purpose of promoting a business or its product or service.”

Sponsorship Recognition

Highlights of Sponsorship Sponsorship is for a limited time Cost determined by two consent parties 2 Options

Sponsorship – Option 1 Button or image labeled “Sponsors” or “Our Sponsors” Can rotate with multiple logos – no distraction Logo is a link to open in new window Half-way down the page, 100 px by 100 px.

Option 1 - Example

Sponsorship – Option 2 Left navigation item of “Sponsors” or “Our Sponsors” and must appear toward bottom of list Left navigation item goes to a page of logos Logo is a link to open in new window

Option 2 - Example

Advertising Recognition

Highlights Not on uwindsor.ca home page Good taste and sound judgment A portion of the revenue “to support student interests” Disclaimer that department is receiving funds for advertisement Written agreement signed by Chief Communication Officer.

Who Can Enter Contracts? Academic and Administrative Units – No external advertising when services are available on campus – Approved by unit head or Executive Director Ancillary Services & Athletics – Advertising part of core business – Other ventures subject to VP and Dean

Advertising – Option 1 AODA Compliant Bottom of the page. No distracting animation Open in new window Neutral language UWindsor does not endorse Specific dimensions

Option 1 - Example

Advertising – Option 2 Left navigation item of “Sponsors” or “Our Sponsors” and must appear toward bottom of list Left navigation item goes to a page of logos Logo is a link to open in new window Logos limited in dimension

Option 2 - Example

Social Media Guidelines

UWindsor Policies Prior to creating an account familiarize yourself with various policies. UWindsor : FIPPA Acceptable Use Policy Graphic Standards Handbook Copyright Information Policy S6: Student Code of Conduct Student Affairs and Integrity Bylaw 31 Student Rights and Freedoms Bylaw 33 Human Right Policy

Social Network Policies Account specific policies: Facebook Terms of Service Twitter Terms of Service Linked In User Agreement YouTube Terms of Service and Community Guidelines Flickr/Yahoo! Terms of Service Foursquare Terms of Use

Prior to opening an account Checklist: Gain permission to open an account Notify of the plan to Develop a communication strategy Follow up with with your

Responsible Sharing Always evaluate your post as though it will live in a text book Verify your post for accuracy Speak within your area of expertise and refer when necessary Do not publish confidential or embargoed information Do not post illegal, obscene or inappropriate messages Ask for permission Mistakes and errors Correct immediately Be responsive

Respect Addressing negative posts Think your response through and talk to your supervisor Address the issue and turn it to a positive Correct misinformation In certain cases, no action may be required Community may come to your assistance If needed, take the conversation off-line

Civility Addressing vulgar, threatening or harassing posts Screen capture the message Copy the URL and If someone is going to cause harm to someone or themselves, take it to Campus Police immediately

Transparency and Representing UWindsor Establish an account for your department: Clearly identify that it is a UWindsor group Use the UWindsor or UWin name, when possible Personal account: Do not conceal your identity to promote UWindsor when posting on other sites You are responsible for your own comments

Endorsement, Promotions and Contest Look to UWindsor policy before moving ahead with sponsorship and advertising. Contest Follow the rules of your platform Run the contest by the Social Media Coordinator and UWindsor’s legal department

Be Present and Timely Respond the questions and feedback Post content when the user will most benefit

Confidentiality, Privacy and Security Comply with FIPPA Discourage followers and friends from posting personal information Review your own privacy features to make sure you are comfortable with what you share.

Any Questions?