The Student Involvement Fair provides RSOs with the opportunity to welcome new students to campus as part of a free, large campus event. Each RSO will be given at least half a table from which to connect with students. The Student Involvement Fair generally takes place within the first few weeks of the new academic year so be prepared to receive information on how to register during the summer break.
The publicizing of events or programs is a necessary part of ensuring the success of functions. The University has designated areas in all buildings for the purpose of providing a place for groups and organizations to post these notices.
Third Street Academic Center
Kosair College of Health & Natural Sciences Building
If an RSO wants social media promotion for an event they must email basic information about the event to email@example.com.
Thank you for representing your organization and the University via social media. We appreciate your efforts and look forward to collaborating with you as we work towards implementing a social media strategy. In order to effectively execute this plan, there are several expectations and guidelines that all social media sites affiliated with Spalding University must follow.
The rapid growth and ease of use of social media technologies have made them attractive channels of communication. Social media can be a very effective way to communicate, promote, and brand Spalding University to multiple audiences across and outside of the University. However, social media can pose risks to the University’s confidential and proprietary information and can compromise compliance with rules, regulations and laws. This document is intended to help guide University affiliates in the use of social media for official University communications. These guidelines are not intended to apply to Internet and/or social media sites that have been created and are maintained by faculty and staff on their own time and without use of Spalding University technology or resources. However, many of the guidelines outlined in this policy would be good “best practices” for any social media interaction.
Creating a successful social media page requires careful planning and resource allocation. Before you begin to use social media on behalf of Spalding University, please remember the following:
Form a strategy- Identify a purpose, who you want to reach (audience), types of content you intend to share, and overarching goals.
Set your goals
What are you trying to achieve? What are you trying to communicate? Are you promoting a Spalding group/department/program? Are you connecting with alumni; creating a community of fans; or, increasing overall awareness and recognition of Spalding University? Common social media goals include: increased traffic to website, reputation management, recruitment, and brand awareness.
Keep in mind other Spalding University policies
This document does not affect other University policies that might apply to use of social media including, but not limited to the Harassment policy, Acceptable Use policy, Workplace Violence policy and the Information Technology Privacy Statement. If your use of social media would violate any of the University’s policies in another forum, it will also violate them in an online forum.
Get necessary approval
Before starting a social media site for your RSO, make sure you notify your advisor and the Director of Student Leadership. Additionally, you must notify the Department of Marketing & Public Relations when you plan to establish a social media presence. The Department of Marketing & Public Relations will follow your social media site to ensure consistency is achieved, this may include continuing education on best practices and agreeing to adhere to best practices. Only Spalding University student officers may be a “content owner” or “administrator” for University affiliated social media websites. This is to ensure that all institutional social media sites coordinate with other Spalding University sites and content.
Plan for having at least THREE administrators for every social media site INCLUDING the Department of Information Technology
Having multiple content owners or administrators at all times for every social media application will ensure that the application can continue to thrive and be updated regularly even if one/both of the existing administrators is/are absent from the University for an extended period of time (i.e. vacation, medical leave, etc.), leaves the organization or leaves the University. Any deviations from this policy will be handled on a case-by-case basis by the Department of Marketing & Public Relations.
Prepare for the necessary time commitment
A social media site will only be effective if the administrators take the necessary time to develop appropriate content and build relationships with the online community. While regular and timely updates and discussions are key to building your community, please also keep in mind that you don’t want to overload your audiences with too much information.
Make it easy for people to find your site
To maximize exposure and participation with your social media site, you will want to make it as easy as possible for people to find it when searching online. Thus:
#SpaldingU is our umbrella hashtag
#SpaldingServes is our umbrella hashtag for service
Try to avoid only using acronyms when naming your site, and utilize “Spalding University” or an appropriate derivative as approved by the Department of Marketing & Public Relations.
Use of Spalding University logos
If you are creating a social media site on behalf of Spalding University, official logos and graphics that represent and adhere to established usage guidelines must be used. The Department of Marketing & Public Relations can provide guidance regarding graphics and design for your social media site. Do not use official logos, trademarks or any other University images on personal social media accounts. Do not use Spalding University’s name to promote a product, cause or political party or candidate.
Posting on behalf of Spalding University
Sharing Spalding University news, events or promoting faculty, staff and student work through social media is an effective and low-cost way to engage various audiences of the University. In addition to the general guidelines discussed above, RSOs creating or posting on social media sites on behalf of Spalding University should remember:
Make sure you have all the facts before you post. Do Not Assume; research, data reporting and analysis made public on the Web should be verified for accuracy. Cite and link to your sources whenever possible. That is how you build the trust of your community. It also is wise to spell-check content before posting. If you make an error, correct it quickly and visibly. This will earn you respect in the online community.
Realize your posts are public
If you have any questions about the appropriateness of the material you are posting to a University social media site, please check with your advisor and the marketing department.
Adhere to copyright and fair use law
When posting, be aware of the copyright and intellectual property rights of others and the University. Always cite sources and references and, whenever possible, link back to them. If in doubt, please refer to the Copyright section of the University Handbook or General Counsel.
Keep confidential matters private
Do not post proprietary information about Spalding University, including information about students, alumni or employees. Remember that most records related to students are protected from disclosure under the federal law known as the Family Educational Rights and Privacy Act (FERPA), as well as the Health Insurance Portability and Accountability Act (HIPAA). Disclosing any personally identifiable student records through social media sites is a violation of FERPA or HIPAA.
It should be obvious that you are a student at Spalding University if you are posting as part of your organization. If you are posting as a representative of Spalding University, your posts are viewed as representing the views of Spalding University, so make sure to post responsibly and with respect to others in your community. Your posts directly reflect on the University.
Responding to negative comments
When you find yourself disagreeing with others, keep your comments appropriate and polite. If you find yourself in a position where the communication becomes antagonistic, avoid being defensive. Please be respectful of other people’s opinions. If you have a concern about a student, former student, alumni or colleagues response online, report it to your advisor, the Director of Student Leadership or Dean of Students. Having thoughtful discussions on important topics is a great way to build awareness of Spalding in the community and to engage supporters, and it is a very important aspect of having a successful social media site. If comments are lewd, libelous, incite violence or are otherwise hurtful or hateful speech directed at either individuals or groups, Spalding University students who serve as account administrators reserve the right to delete such comments.
Don’t be afraid to ask for help
If you receive a question you cannot answer or if you see incorrect information about Spalding University, contact the Department of Marketing & Public Relations. If you have a technical issue with respect to your site, contact the IT Department.
Non-compliance with this policy may result in any or all of the following:
Spalding University social media disclaimer
NOTE: The following disclaimer should be placed on all Spalding University social media sites.
Spalding University encourages interaction among users on our social media sites but is not responsible for content published by external users on any official University websites, pages, or affiliates. Due to the public nature of these pages being utilized for public comment by other users, the views expressed by guest posters may or may not reflect that of the University or original author and the university is not liable for such content.
Spalding University reserves the right, but is not obligated, to remove comments or posts that: are racist, sexist, abusive, profane, violent, obscene or otherwise considered to be “spam”; that advocate illegal activity, include falsehoods, contain commercial solicitations, are wildly off-topic, or cannot be translated to English using free online tools; that libel, incite, threaten or make ad hominem attacks on Spalding University students, employees, guests or others. Spalding University also reserves the right to remove comments or posts that are deemed negative or offensive by the page’s administrators. Violators may be banned from the page.
Personal social media disclaimer
Keep personal and professional accounts as separate as possible and label them respectively. What is appropriate for one account may not be for the other and judgment should be used when determining where posts belong. Personal views and beliefs, for example, do not belong on a University-sponsored account. A personal social media presence of an employee of Spalding University should state that the views are those of the employee and do not reflect those of the University.
Interested in creating a Spalding University social media account for your organization?
Already have a Spalding University social media account?
Interested in closing your Spalding University social media account?
Questions? Please contact Amanda Lucas, Director of Social Media and Digital Recruiting, firstname.lastname@example.org or email@example.com (502) 873-4394