Policies & Procedures

What is social media?

Social media is the term commonly given to websites and online tools which allow users to interact with each other in some way by sharing information, opinions, knowledge and interests. This interaction may be through computers, mobile phones and new generation technology such as iPads.

Examples of social media websites include Facebook & instagram 

Council’s use of social media

Principles

• To publish information about the work of Witham St Hughs Parish Council to a wider audience.
• To avoid entering into an online debate of the Councils work. Social media must NOT be used in the recruitment process for employees or new Councillors, other than the sole purpose of placing vacancy advertisements, as this could lead to potential discrimination and privacy actions, as well as a breach of data protection issues.

Approved Council social media

• Parish Council website.
• Parish Council Facebook page..

Users of Council social media

• The Clerk and all Councillors have the authority to issue official press releases. No other member of staff has the authority to issue public statements on behalf of the Council.

1.    Guidance for Council Officers on the use of Council social media

• Officers should be familiar with the terms of use on third party websites – eg: Facebook, and adhere to these at all times.
• No information should be published that is not already known to be in the public domain eg: available on the Councils website, contained within the minutes of the meetings, stated in Councils publicised policies and procedures etc.
• Information that is published should be factual, fair, thorough and transparent.
• Everyone must be mindful that information published in this way may stay in the public domain indefinitely, without the opportunity for retrieval or deletion.
• Copyright laws must be respected.
• Conversations or reports that are meant to be kept private or internal must not be published without permission.
• Other organisations should not be referenced without their approval, when referencing, link back to the original source wherever possible.
• Do not publish anything that is unacceptable in the workplace. 
• Staff must remember that they will be seen as an ambassador for the Council, and should always act in a responsible and socially aware manner.
• Facebook comments are not the official way to contact the Paris Council. The recognised way to contact the parish council is via email. 

2.    Third party social media and individual Councillor usage

Councillors need to think about whether they are acting in a private capacity or whether an impression may be conveyed that they are acting for and on behalf of Witham St Hughs Parish Council. The Council has adopted a code of conduct that is binding for all members. If you use social media in your official capacity as a Councillor, you should always be mindful of the code and of the seven Nolan principles applicable to holding public office (selflessness, integrity, objectivity, accountability, openness, honesty and leadership).

Do:

• Set appropriate privacy settings for any blog or network site.
• Watch out for defamatory or obscene posts from others on any blog or page and remove them as soon as possible to avoid any perception that you condone such views.
• Be aware that the higher your profile as a Councillor the more likely it is that you may be seen as acting in your official capacity when you blog or network.
• Ensure that any Council facilities are used appropriately. If using a Council provided blogsite or social network area any posts that you make are extremely likely to be viewed as being made in your official capacity.
• Avoid publishing any information that you could only have accessed in your position as a Councillor.
• Be careful if making ‘political’ points and avoid being specific or personal about individuals.

Don’t:

• Blog in haste.
• Post comments that you would not be prepared to make in writing or in face-to-face contact.
• Use Council facilities for personal or political purposes.
• Councillors must not get into an online debate or comment on a post unless a factual comment/response can be given. The recognised way to contact the parish council is via email at parish.clerk@withamsthughs-pc.gov.uk

Amended 13th September 2021 – Social media users updated and Twitter removed from approved sites
Reviewed & Amended October 2022 - Approved Council Social media page to now include Instagram

Reviewed & amended October 2023, removed Instagram and added additional guidance when using Facebook

amended the introduction Nov 2024