(A) Employees that choose to participate in social media as a city employee should adhere to the following guidelines.
(1) City policies, rules, regulations and standards of conduct apply to employees that engage in social networking activities while conducting city business. Use of an employee’s city email address and communicating in his or her official capacity will constitute conducting city business.
(2) City employees will notify their supervisor, the Mayor and the Police Chief if they intend to create a social media account or service to conduct city business.
(3) Departments have the option of allowing employees to participate in existing social media sites as part of their job duties. Supervisors may allow or disallow employee participation in any social media activities in their departments.
(4) The protection of the employee’s privacy and the privacy of citizens by following all privacy protection laws, e.g., Health Insurance Portability and Accountability Act (HIPAA), and to protect sensitive and confidential city information.
(5) Follow all copyright laws, public records laws, retention laws, fair use, financial disclosure laws and any other laws that might apply to the city or the department.
(6) Do not cite vendors, suppliers, clients, citizens, coworkers or other stakeholders without their approval.
(7) The employee should make it clear that he or she is speaking for himself or herself and not on behalf of the city. If the employee publishes content on any website outside of the city and it has something to do with the work he or she does or is on a subject associated with the city, the employee should use a disclaimer such as: “The postings on this site are my own and don’t necessarily represent the City of Irvine’s positions or opinions.”
(8) Do not use ethnic slurs, profanity, personal insults or engage in any conduct that would not be acceptable in the city’s workplace. Avoid comments or topics that may be considered objectionable or inflammatory.
(9) If the employee identifies himself or herself as a city employee, he or she should ensure his or her profile and related content is consistent with how he or she wishes to present himself or herself to colleagues, citizens and stakeholders.
(10) Frame any comments or opposing views in a positive manner. Add value to the city through interaction by providing worthwhile information and perspective.
(B) Guidelines for participating in social media by police officers and firefighters are contained within the Police Department Policy and Procedure Manual and the Fire Department Policy and Procedure Manual.