Michigan Technological University recognizes the value of social media and seeks to ensure University-affiliated accounts align with the University’s strategic goals, brand standards, and brand integrity. The purpose of this policy is to establish a clear outline for acceptable use and management of social media accounts directly affiliated with the University.
Policy Definitions
University Marketing and Communications (UMC) is the governing department responsible for social media accounts across Michigan Technological University as an organization.
Social Media
Any website or application, now existing or hereinafter created, that facilitates the sharing of information, ideas, personal messages, and/or other types of content over the internet, including without limitation Facebook, Instagram, LinkedIn, Twitter (X), YouTube, Snapchat, Pinterest, TikTok, Threads, Reddit, and Discord.
Official Social Media Account (OSAs)
Any existing social media account that is designated as an official Michigan Tech account. All social media accounts that speak on behalf of the University, represent a University unit or department, or are administered or managed by University personnel to conduct official business are considered OSAs. Social media accounts representing student-run clubs or organizations or personal social media accounts set up by any Michigan Tech student, faculty, or staff member for individual use are not considered official accounts.
Content
The text, images, video, graphics, audio, etc., that is posted or published to a social media account or platform.
User
An individual interacting with content on any social media platform.
Social Media Admin (SMA)
Any Michigan Tech faculty or staff member managing an official social media account (OSA) with direct affiliation to the University.
Student Collaborator (SC)
Any Michigan Tech student assisting with social media management of OSAs under the supervision of the account SMAs.
Terms and Conditions
The terms and conditions imposed by the social media platform in which the SMA is participating.
Policy Statement
Social media is a method of communication used by Michigan Technological University to share information, engage with audiences, and create a sense of community. Michigan Tech supports efforts to create a strong University presence on social media and encourages University entities to be active in the social media space to build relationships with various audiences.
UMC has developed this policy to help social media administrators (SMAs) properly portray, promote, and protect the University, as well as assist MTU entities in creating and managing social media accounts. This policy applies to all faculty and staff acting as SMAs and students acting as student collaborators (SCs) in the practice of managing official social media accounts (OSAs) of the University. OSAs include social media accounts affiliated with the following University groups: colleges, schools, departments, institutes, centers, auxiliaries, and University governing organizations.
Policy Exemptions
This policy does not apply to individuals managing their private social media accounts, nor does it apply to the social media accounts of registered student organizations (RSOs) or other non-University accounts posing as being University-affiliated. University employees acting in social media spaces in an individual capacity should exercise caution to communicate with clarity that any views expressed or actions taken on social media are their own and do not represent views or actions shared by or performed on behalf of the University.
Official Social Media Accounts at Michigan Tech
Creating an Official Social Media Account (OSA)
OSAs created after the effective date of this policy must be approved by University Marketing and Communications (UMC). MTU faculty and/or staff seeking to create an OSA must complete the Social Media Account Request Form and review both the University's social media policy and social media guidelines. All requests will be evaluated by UMC’s social media team and will receive approval or denial of their request. If approved, an SMA will be sent an OSA setup procedure to assist in establishing the new account. When setting up new OSAs, SMAs are also required to follow the social media guidelines.
All social media accounts designated as official Michigan Tech accounts that are created after the effective date of this policy without prior approval from UMC will be subject to review, amendment, and/or removal.
Managing Official Social Media Accounts
Social Media Administrator Designation and Account Security
The University unit creating the official social media account (OSA) must designate at least two (2) University faculty or staff members as social media administrators (SMAs). Under the supervision of SMAs, University students may be permitted to assist with the operation of OSAs as student collaborators (SCs), but responsibility and liability for OSA content and administration ultimately rests with SMAs.
Both SMAs must have account access to the OSA(s) they manage. SMAs are required to notify the UMC social media team prior to any change in SMA status (e.g., if an SMA will no longer be managing the OSA due to changes in resposibilities, departure from the unit or University, etc.). If an OSA is to be left unmanaged due to a status change by both SMAs, a member of UMC’s social media team must be added as an administrator for the OSA and login credentials for necessary platforms must be shared.
For security purposes, SMAs are required to update their OSA passwords three times per year (once per semester). UMC recommends using the LastPass password manager to manage OSA login credentials. Each Michigan Tech email account is provided with a free LastPass account.
Official University Announcements on OSAs
SMAs are not permitted to post official University announcements on OSAs unless or until the announcements have been made on the flagship University social media accounts managed by UMC. This provision is intended to streamline communication and reduce potential confusion both in times of crisis and at any other time when the University is called upon to release information to the public and/or to members of the press.
Existing University Social Media Accounts
Social media accounts created prior to the effective date of this policy are required to submit the social media account request form. All portions of this policy are applicable to existing social media accounts. These accounts must come into compliance with this policy by January 1, 2026.
Comment Moderation
As a federally funded public institution, Michigan Technological University must protect freedom of speech. This policy is not intended to restrict free speech or free expression of ideas; rather, the policy is designed, and should be interpreted and implemented, with First Amendment protections and principles in mind. When social media admins (SMAs) create a social media post on an official social media account (OSA), they create a limited public forum to engage with members of the public. Moderators of such forums on University accounts are required to ensure that everyone who wants to comment feels welcome and able to do so. The University reserves the right to remove content and/or comments that contain:
- Defamation
- Obscenity
- Promotion of illegal discrimination
- Promotion of illegal activity
- Violation of the copyright of others
- An actual threat to any person, place or property
In the case of an actual threat or illegal activity, please contact MTU Public Safety immediately, then contact UMC’s social media team at social@mtu.edu.
Some duplicate comments by the same or multiple users may also be deleted in certain circumstances. Spam and malware may also be deleted. Please refer to the University's social media guidelines for more specific instructions regarding such comments.
If you have a question about whether a comment meets the legal definition of the terms above, please contact UMC’s social media team. If needed, UMC will seek further interpretation and guidance from the University’s general counsel.
Related University Policies and Protected Information
When engaging in any social media activity as part of official duties at the Michigan Tech, employees are governed by the same policies that govern all other electronic communications. Employees must not violate University policies regarding computing, privacy, IT, FERPA, NCAA, intellectual property, and freedom of speech, as well as any other state, local, or federal policies and laws.
FERPA
Protect confidential information covered by privacy laws, especially FERPA: "The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education."
Those who conduct social media activities for the University must not engage in any conversations or post any information regarding student records. Some examples of student records include names, admission status, GPA, Social Security numbers, and any other information that would be covered by FERPA.
If students request help, employees can direct them to a secure discussion platform, such as phone, email, or a link for more information.
HIPAA
Protect confidential medical records as specified by HIPAA: “The privacy rule protects all 'individually identifiable health information' held or transmitted by a covered entity or its business associate, in any form or media, whether electronic, paper, or oral.”
Examples of protected information include: “…the individual’s past, present or future physical or mental health condition, the provision of health care to the individual, or, the past, present, or future payment for the provision of health care to the individual, and that identifies the individual or for which there is a reasonable basis to believe can be used to identify the individual.”
NCAA
Michigan Tech employees and individuals are required to abide by NCAA regulations when interacting and communicating on social media platforms. Please contact Michigan Tech Athletics for any clarification or questions in connection with this policy.
Personal Business Transactions
The institution does not endorse or use any social network internet communication service or media sharing service as a secure means of communication for online business transactions or matters involving personal information. The University will not ask for, nor may an individual send, credit card or payment information, classified information, privileged information, private information, or information subject to nondisclosure agreements via any social network internet communication service.
Copyright and Fair Use
Copyright, a form of intellectual property law, protects original works of authorship including literary, dramatic, musical, and artistic works, such as poetry, novels, movies, songs, computer software, and architecture. Copyright does not protect facts, ideas, systems, or methods of operation, although it may protect the way these are expressed.
Fair use allows portions of certain works to be used without consent under specific situations; however, the safest course is always to get permission from the copyright owner before using copyrighted material.
Social Media Admin Separation/Departure from University
The account passwords for an OSA must be changed when any person affiliated with the account (SMAs, student collaboratots, etc.) in possession of account login information separates from the University. SMAs and/or University units must alert UMC’s social media team when login information changes.
Terminating Official Social Media Accounts
By adhering to the social media policy, SMAs can ensure their OSAs remain in good standing and continue to effectively represent the University’s interests and values. The University reserves the right to remove, delete, or deactivate OSAs that are not maintained in compliance with this policy.