Spalding University Social Media Account Access Policy 

Updated: March 2025 

Proposed By: Office of Marketing and Communications 

Reviewed By: President’s Cabinet 

1. Purpose + Scope 

The purpose of this policy is to establish clear guidelines for access to and management of Spalding University’s official social media accounts to ensure brand consistency, security, and compliance with university policies and best practices. 

This policy applies to all official social media accounts representing Spalding University, including but not limited to Facebook, Twitter, Instagram, LinkedIn, YouTube, and TikTok. It covers university employees, students, and third parties who are granted access to these accounts. 

2. Account Ownership 

All official university social media accounts are the property of Spalding University and are managed under the oversight of the Office of Marketing and Communications. 

3. Authorized Access 

Access to official university social media accounts is restricted to designated personnel approved by the Office of Marketing and Communications. Individuals granted access to university social media accounts must complete training on best practices, legal considerations, and the university's social media guidelines. 

• Primary access is granted to the shared email (socialmedia@spalding.edu) that the Executive Director of Marketing and Communications and designated members of the marketing team own. 

• Departmental or program-specific accounts must have socialmedia@spalding.edu listed as an administrator. 

• Student workers or interns may be granted limited access but must be supervised by a full-time staff or faculty member. 

• Third-party vendors or agencies may be granted temporary access upon approval and must comply with this policy. 

4. Account Creation and Deactivation 

• Any new university-affiliated social media accounts must be approved and registered with the Office of Marketing and Communications before launch. 

• If an account is no longer active or serves no strategic purpose, it must be deactivated or transitioned in coordination with the Office of Marketing and Communications. 

• Employees who leave the university or change roles must have their access removed immediately. Passwords should change through any offboarding of an employee that had access to the login information.  

5. Account Security 

To maintain security, the following measures must be adhered to: 

• Multi-factor authentication (MFA) must be enabled on all accounts where available. 

• Passwords must be updated regularly and stored securely. Shared account usernames / passwords are to be documented with Marketing and Communications. 

• New access requests must be submitted to the Marketing and Communications team for review and approval. 

• Any unauthorized access or security breaches must be reported to the Office of Marketing and Communications immediately. 

6. Compliance and Enforcement 

Failure to comply with this policy may result in loss of access to university social media accounts and potential disciplinary action. The Office of Marketing and Communications reserves the right to revoke access or take corrective actions if violations occur. 

• All social media activities must comply with applicable laws, including copyright and privacy laws, and adhere to university policies, such as those outlined in the Student Handbook.  

• The Office of Marketing and Communications will conduct periodic audits of official social media accounts to ensure compliance with this policy. 

• Suspected violations of this policy should be reported to the Office of Marketing and Communications for investigation and appropriate action. 

All individuals with access to Spalding University’s affiliated social media accounts must acknowledge that they have read, understood, and agree to comply with this Social Media Account Access Policy. 

This policy shall be reviewed and updated as necessary to reflect the evolving nature of social media and the college's objectives. 

For questions regarding this policy, please contact the Office of Marketing and Communications.