ARCHDIOCESE of GALVESTON-HOUSTON • SOCIAL MEDIA POLICY PAGE 1 of 16 ARCHDIOCESE of GALVESTON-HOUSTON SOCIAL MEDIA POLICY POLICY STATEMENT: e Archdiocese of Galveston-Houston recognizes that with the increasing prevalence of the Internet, Archdiocesan employees, clergy and volunteers must use the Web to conduct ministry work and to communicate with associates and friends. e Internet provides criti- cal ways for individuals to interact and has changed the way we communicate and share information. As Pope Benedict XVI noted in his 2010 World Communications message, “e world of digital communication, with its almost limitless expressive capacity, makes us appreciate all the more Saint Paul’s exclamation: ‘Woe to me if I do not preach the Gospel.’” Social Networking Sites in particular offer the Catholic Church extraordinary new ways to teach, evangelize and build greater communion among the faithful, as well as reach out to those who are not Catholic or no longer practicing Catholicism. According to the Catechism of the Catholic Church, “Within modern society the communications media play a major role in information, cultural promotion, and formation. is role is increasing, as a result of technological progress, the extent and diversity of news transmitted, and the influence exercised on public opinion” [2493]. In this digital age, the role of the traditional “communi- cations media” has expanded, especially with the rise of social networks. Social networks are redefining the way people relate to one another – and it is therefore imperative the Church help guide this change by participating in social media a manner that is safe and responsible. e Archdiocese of Galveston-Houston views the Internet as an important educational and evangelization tool to promote the local Church’s mission and programs. e Archdiocese encourages its Secretariat Directors, Department Directors, clergy, pastoral administrators and principals to support Internet use and to give employees, clerics, religious and volun- teers the necessary training and tools to interact safely and responsibly online. However, those using the Internet should bear in mind that certain comments and informa- tion shared online via social networking may have a harmful effect on the Archdiocese of Galveston-Houston, its reputation and its employees. In light of this possibility, employees, clerics and volunteers are required to adhere to the following policy regarding the use of Social Networking Sites for ministry, parish, school or personal purposes. All information displayed on any website officially affiliated with the Archdiocese of Galveston- Houston should reflect the Catholic faith. Secretariat for Communications Archdiocese of Galveston-Houston June 5, 2011 – World Communications Day “The world of digital communication, with its almost limitless expressive capacity, makes us appreciate all the more St. Paul’s exclamation: ‘Woe to me if I do not preach the Gospel’.” Pope Benedict XVI 2010 World Communications message Secretariat Director for Communications Jonah Dycus 1700 San Jacinto St. Houston, Texas 77002 www.archgh.org Web Content Manager/ Social Media Strategist Sean O’Driscoll: 713-652-8227 [email protected]Revised: September 1, 2014
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ARCHDIOCESE of GALVESTON-HOUSTON • SOCIAL MEDIA POLICY PAGE 1 of 16
ARCHDIOCESE of GALVESTON-HOUSTONSOCIAL MEDIA POLICY
POLICY STATEMENT:The Archdiocese of Galveston-Houston recognizes that with the increasing prevalence of
the Internet, Archdiocesan employees, clergy and volunteers must use the Web to conduct ministry work and to communicate with associates and friends. The Internet provides criti-cal ways for individuals to interact and has changed the way we communicate and share information.
As Pope Benedict XVI noted in his 2010 World Communications message, “The world of digital communication, with its almost limitless expressive capacity, makes us appreciate all the more Saint Paul’s exclamation: ‘Woe to me if I do not preach the Gospel.’”
Social Networking Sites in particular offer the Catholic Church extraordinary new ways to teach, evangelize and build greater communion among the faithful, as well as reach out to those who are not Catholic or no longer practicing Catholicism. According to the Catechism of the Catholic Church, “Within modern society the communications media play a major role in information, cultural promotion, and formation. This role is increasing, as a result of technological progress, the extent and diversity of news transmitted, and the influence exercised on public opinion” [2493]. In this digital age, the role of the traditional “communi-cations media” has expanded, especially with the rise of social networks. Social networks are redefining the way people relate to one another – and it is therefore imperative the Church help guide this change by participating in social media a manner that is safe and responsible.
The Archdiocese of Galveston-Houston views the Internet as an important educational and evangelization tool to promote the local Church’s mission and programs. The Archdiocese encourages its Secretariat Directors, Department Directors, clergy, pastoral administrators and principals to support Internet use and to give employees, clerics, religious and volun-teers the necessary training and tools to interact safely and responsibly online.
However, those using the Internet should bear in mind that certain comments and informa-tion shared online via social networking may have a harmful effect on the Archdiocese of Galveston-Houston, its reputation and its employees. In light of this possibility, employees, clerics and volunteers are required to adhere to the following policy regarding the use of Social Networking Sites for ministry, parish, school or personal purposes.
All information displayed on any website officially affiliated with the Archdiocese of Galveston-Houston should reflect the Catholic faith.
Secretariat for CommunicationsArchdiocese of Galveston-HoustonJune 5, 2011 – World Communications Day
“The world of digital communication, with
its almost limitless expressive capacity, makes us appreciate
ARCHDIOCESE of GALVESTON-HOUSTON • SOCIAL MEDIA POLICY PAGE 3 of 16
DEFINITIONS FOR THE PURPOSE OF THIS POLICY:
Archdiocesan Ministry Website, Parish or School Websites: A social network page, blog or any Internet website/tool created by employees, clerics and volunteers for the sole purpose of conducting Archdiocesan, school or parish ministry.
Examples: a parish Facebook page; a Catholic school booster club web page; a youth ministry blog; an event‐based activity sponsored by/with the Archdiocese of Galveston-Houston which is published in some manner on the internet.
Social Networking Site: Web-based services that allow individuals to (1) construct a public or semi-public profile within a bounded system, (2) articulate a list of other users with whom they share a connection, and (3) view and traverse their list of connections and those made by others within the system. Examples of such sites include Facebook, YouTube and Twitter.
Personal Profile/Webpage/Website: A social network profile, webpage, blog or any Internet website/tool created by employees, clergy and volunteers primarily to share personal communication with friends and associates.
Blog: A type of website, usually maintained by an individual, which has a primary purpose of offering commen-tary or news on events, or subjects (e.g., Church teaching, theology, morals, etc.).
Supervisor: The hiring and/or supervising agent: for parish staff, the pastor; for parish volunteers, the appropri-ate administrator (e.g., Director of Religious Education or Director of Youth Ministry); for school personnel, the principal; for Chancery employees, the Department Director or Secretariat Director.
Employee: Any person (cleric or lay person) who is employed by the Archdiocese of Galveston-Houston or its affiliate agencies.
Cleric: An ordained priest or an ordained deacon who is incardinated in the Archdiocese of Galveston-Houston, as well as a religious priest or deacon, or a priest or deacon incardinated in another diocese, who is engaged in a ministry under the control or auspices of the Archdiocese of Galveston-Houston.
Volunteer: An adult who works without financial or material gain on behalf of the Archdiocese of Galveston-Houston or its affiliates and who is not an employee or a cleric (for example, an intern, catechist, scout leader, coach, student teacher and others in similar capacities).
Adult: An individual who is 18 years of age or older.
Child: A person under 18 years of age or a physically or mentally disabled person under 21 years of age.
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SOCIAL NETWORKING PROCEDURES• GUIDING PRINCIPLES •
The Web is no longer simply a repository of information. It has become a participatory platform for content creation and distribution.
Advances in technology have increased the opportunities for the Church to communicate her message. For us in the Church, technology and social media can be considered tools for communication, catechesis and evangelization. Technology and social media however, should not be the only tools. They should not become an expedient and convenient means to evade the complicated and integrated work of building human relationships, which usually calls for in‐person contact. Technology and social media at times fall short in truly enhancing the connectedness of human‐to‐human, face‐to‐face social interaction.
The key question that faces our Church personnel when deciding to engage technology and social media is, “How will we engage?” Careful consideration should be used in determining the particular strengths of each form of media (blogs, social networks, text messaging, etc.) and the needs of a parish, school and Archdiocesan entity. The strengths should match the needs. Simply establishing a web presence is not enough. The parish, school, or Archdiocesan entity should set expectations regarding how often content is updated/posted and what content is updated/posted.
BOUNDARIESPersonnel in the Church should be ever vigilant regarding healthy boundaries with everyone, especially with
minors and vulnerable adults. Minors and vulnerable adults are not the peers of an adult serving within a leadership capacity.
It is inappropriate for personnel to include minors and vulnerable adults within their own social circle, online or otherwise. Church personnel should not be accessible on a constant or on‐call or social basis to the minors and vulnerable adults they serve. Personnel are duty-bound to set the boundary.
Be selective – A variety of digital media is available. Use the right medium for your message – a blog or social network might not be the right place for messages intended only for a small group, and email or other means might be best.
Be responsible – Members of individual parishes and/or other entities are personally responsible for their posted content, and will be held personally accountable for such.
Be smart – A blog or community post in a forum is visible to the entire world.Remember that what you write will be public and permanent. Be respectful of your Catholic community.
Identify yourself – Authenticity and transparency are driving forces behind social media. Use real identities rather than anonymous or fictitious‐names, identities, posts and comments.
Respect the privacy of others – Do not publish the personal information of others in the community without their permission or, in the case of minors and vulnerable adults, without the permission of their parents.
Be respectful – Respect your audience, express your views with appropriate language, civility, and be respectful of the Church and her teachings. Your communications must not offend the teachings of the Catholic Church.
Do not tell secrets – Respect the confidentiality of matters that are shared with you in confidence, or that are meant to be kept confidential by the nature of your work, ministry or volunteer mission. Be mindful, however, of your charge as a mandated reporter and that confidentiality cannot apply in situations that require you to report under the mandated reporter law.
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PRIMACY OF PARENTS/GUARDIANSParents/Guardians are the primary educators of their children in faith and the first heralds of the faith. Employees,
clerics and volunteers must recognize the importance of the role of parents and guardians when personnel use technological forms of communication with minors and vulnerable adults. As a Church, we seek a partnership with parents/guardians in the faith formation of their children. Be aware that many young people utilize technology, socially or otherwise, with and without the permission of their parents/guardian. Personnel are to receive permission from the parents/guardians of each minor and vulnerable adult with whom personnel wish to communicate through social media and technology and shall respect their authority. Personnel may provide them with information regarding safe use of technology and social media for their children.
DISCRETIONWe must take great care to be consistent in representing the worth of our character online. Clear communication
and respect for boundaries is required at any level of contact ‐ especially with minors and vulnerable adults.
Emails, status updates, text messages, blog postings or comments and videos are all public forums of which a permanent record can be obtained. We must not fear this reality, but rather be educated on the public nature of such communication. As representatives of the Church, those who work with the Church faithful should be diligent in avoiding situations that might be the source of scandal for themselves, others, or the Church.
OWNERSHIPAny technological tools that we use as part of our work or volunteering in the Archdiocese of Galveston-Houston,
such as websites, blogs, social network sites and the like are the property of the Archdiocese of Galveston-Houston
1. Use of Archdiocesan Name and Logo.Employees, clerics and volunteers may not use Archdiocesan trademarks, logos or taglines on Archdiocesan Ministry, Parish or School Sites or ministry-related Social Networking Sites without explicit permission from the Archdiocesan Communications Office. Permission will only be given to those persons who have officially registered their sites with the Communications Office.
Requests for consent to use such Archdiocesan trademarks, logos or taglines are to be made to the Archdiocesan Communications Office (in the case of the Archdiocese, its institutions or entities, and its administration), the appropriate Archdiocesan office or ministry director (in the case of Archdiocesan trademarks, logos or taglines specific to those departments and ministries), the pastor (in the case of the parish and its ministries or administration) and the principal (in the case of the school).
Employees, clerics and volunteers may not use Archdiocesan trademarks, taglines or logos on their personal websites in any way that could reasonably suggest Archdiocesan sponsorship or agreement with any views expressed.
Report unofficial sites that carry an Archdiocesan or parish logo, trademark or tagline to the Archdiocesan Communication Office IMMEDIATELY. It is important that the owner of the logo (the Archdiocese or parish) is able to protect its brand and identity.
Permission to use the name, Archdiocesan trademarks, logos or taglines of the Archdiocese, Archdiocesan department or event, parish, school, Archdiocesan institution or entity may be revoked at any time in the sole discretion of the Archdiocese, parish, school, Archdiocesan institution or entity.
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2. Interpretation. In areas where this policy does not provide a direct answer for how members of our Church faithful should conduct themselves, personnel should contact their supervisor. Questions on interpretation of this policy may be sent to the Web Content Manager and Social Media Strategist for the Archdiocese of Galveston-Houston at [email protected].
3. Duties of Moderators. Each parish, school, Archdiocesan institution or entity that has a social media vehicle must have at least three adult moderators, including the supervisor, if possible. Moderators of parish, school, institution or entity social media are responsible for ensuring compliance with this and all Archdiocesan policies and codes of conduct. All comment and blog response areas must be moderated. Those responsible for such areas must review and approve comments prior to posting, and should not post any comment which is not civil, misrepresents the position of the Church, offends the faith or morals of the Church, or includes inappropriate language or speech. Anonymous comments should not be permitted. All moderator functions should reserve the right to ban offenders.
4. Individual Judgment. Even when engaging in social media for personal use, the comments of employees, clerics and volunteers may be viewed as a reflection on that community and the Catholic Church universal. All users should use prudent and reasonable judgment when engaging in social media activities and should be on guard against actions and discussions that could harm the interests of themselves, the community or the Church.
5. Copyright Laws. All users must comply fully with copyright law when using social media and technology.
6. Privacy. All users are to safeguard the privacy interests of others. In particular, personally identifiable information (that is, name, phone number, address or email address), should not be disclosed without the prior consent of the person identified. In cases where an individual has consented to the publication of such information, appropriate privacy settings should be utilized. Personnel using social media are required to abide by the confidentiality policies of the Archdiocese of Galveston-Houston.
7. Additional Guidelines. Pastors and Administrators of parishes, schools, Archdiocesan institutions or entities may implement more restrictive rules for the use of social media and technology if they deem it appropriate
8. Abuses. Any use of social media that violates this Social Media Policy or any other Archdiocesan policy should be brought to the attention of the Pastor/Administrator or the Archdiocesan Communications Office immediately.
9. Questions and Updates. Questions concerning interpretation of this document should be directed to the Archdiocesan Communications Director. This document may be updated and modified at any time. This document and any future modifications will be made available at www.archgh.org will be available in its entirety.
ARCHDIOCESE of GALVESTON-HOUSTON • SOCIAL MEDIA POLICY PAGE 7 of 16
• SOCIAL NETWORKING PROCEDURES •
Requirements for ALL Archdiocesan Ministry, Parish or School Social Networking Sites
• All Social Networking pages must have a minimum of 3 administrators to monitor and update it on a regular basis. If possible, the supervisor (director, pastor or principal) should be one of the administrators. At a minimum, the supervisor should have a copy of the username and password to the Websites and Social Networking Sites. If the supervisor is not able to serve as an administrator, they must still have a copy of the username, password and log-in procedure for social networking sites.
• Ensure all administrators are adults over 18 years old.
• No Archdiocesan employee, volunteer or cleric may be a site administrator without completing the VIRTUS training requirements of the Archdiocese, which includes signing the Safe Environment Code of Conduct.
• If possible, establish a department/parish/school account for the Social Networking Site to avoid using a personal account.
• Set up Social Networking Site pages as “public” rather than “private” in order to allow for transparency in all communications and postings. Site administrators should pre-approve or regularly monitor all comments and postings.
• Publish the Archdiocesan Social Networking Code of Conduct on all Ministry, School or Parish Social Networking Sites.
“All posts and comments should be marked by Christian charity and respect for truth. They should be on topic and presume the good will of others. Discussion should take place from a faith perspective. No
commercial advertising, please.”
• The code must also be immediately visible on the site. For example, on Facebook the code of conduct must be visible on the INFO section of each Facebook page; we also recommend this Code be placed in the upper left-hand box beneath the artwork or image used as the profile picture:
• Publish the link to this Archdiocesan Social Media Policy and notices on all your department/parish/school’s Websites and Social Networking Sites: www.archgh.org/socialmediapolicy
• Keep all posts on your department/parish/school’s Social Networking Sites relevant to your ministry with the Archdiocese.
• Abide by all copyright laws and regulations regarding the use of media that you did not create yourself.
• Delete inappropriate content. Contact the person who posted it and notify them that improper content will not be accepted on your department/parish/school’s social networking sites.
• Block out and report repeat offenders of the Archdiocesan Social Media Policy to the Director of Communications and the Web Content Manager. Trust your instincts on blocking repeat offenders. For more information on how to block repeat offenders, contact the Archdiocesan Web Content Manager at [email protected]
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• Persons who violate any element of this Social Media Policy will be notified of their violation by the Archdiocesan Web Content Manager and blocked from posting submissions to any Archdiocesan-sponsored Website or Social Networking Site.
• Take note of this advice from the USCCB:
“In particular situations, the moderator might determine it is best to ask a member to take a conversation ‘offline.’ These offline conversations can be conducted in person, over the telephone, or through private e-mail. The site
moderators should be able to refer to the appropriate resources, such as the pastor, program director, Archdiocesan communication office, etc.”
• Social networking is not effective if you only update your content every few weeks. Post regularly (weekly at minimum).
• Do not divulge confidential information about others. Nothing posted on the Internet is private.
• Do not cite others, post photos or videos of them, link to their material, etc., without their approval.
• Do not allow those unwilling to dialogue to dominate conversation on social networking sites.
• Remember that you are writing for a broad audience. Write as if you are certain others will read it – even those for whom these posts are not intended. Nothing is completely private online. You should never post messages or images you would not want your colleagues at the office to see.
Additional Requirements for Archdiocesan Departments’/Ministries’ Social Networking Sites
In addition to the Requirements for ALL Archdiocesan Ministry, Parish or School Social Networking Sites, the following requirements are specifically for Archdiocesan Departments and Ministries:
• All Archdiocesan department or ministry Social Networking Sites must be registered with the Archdiocesan Secretariat for Communications. (Social Networking Sites include Facebook, YouTube and Twitter. If you have a question about what qualifies as a Social Networking Site, please contact the Web Content Manager at [email protected].) To register, please send an email including your Social Networking Site(s) with URL addresses to Sean O’Driscoll, Web Content Manager, at [email protected].
• Supervisors should also keep a complete list of usernames, passwords and authorized users of these Social Networking Sites.
• The Archdiocesan Web Content Manager MUST be one of the administrators on your Social Networking Site for it to receive approval from the Communications Office.
• Only Social Networking Sites that have registered with the Communications Office will be approved by the Archdiocese for use and can utilize the official trademarks, logos and taglines of the Archdiocese.
• Supervisors who approve individuals to establish Social Networking Sites for dispersal of information related to Archdiocesan ministries are responsible for monitoring those social networking sites.
• Do not allow personal comments on any ministry-related Social Networking Sites (ex: A friend asking how a personal weekend trip went on a ministry social networking page is inappropriate).
ARCHDIOCESE of GALVESTON-HOUSTON • SOCIAL MEDIA POLICY PAGE 9 of 16
Additional Requirements for Parish and School Social Networking Sites
In addition to the Requirements for ALL Archdiocesan Ministry, Parish or School Social Networking Sites, the following requirements are specifically for Parishes and Schools:
• Always obtain the pastor’s or principal’s permission before establishing a Social Networking Site for a parish or school, ministries, groups, or events. (Social Networking Sites include Facebook, YouTube and Twitter. If you have a question about what qualifies as a Social Networking Site, please contact the Web Content Manager at [email protected].)
• Inform parents in writing of the parish or school’s use of Social Networking Sites.
• Do not establish a Social Networking page if you do not have a minimum of 3 people to monitor and update it on a regular (at minimum weekly) basis. Social networking is not effective if you only update your content every few weeks or more.
• Ensure Social Networking Site administrators are adults over 18 years old.
• Parishes and schools with Social Networking sites should notify the Archdiocese of those parish/school sites. Please send an email including your Website(s) and Social Networking Site(s) with URL addresses to the Archdiocesan Web Content Manager at [email protected].
Personal Blogs, Websites and Social Networking Sites
The Archdiocese of Galveston-Houston recognizes that employees and clerics may create Personal Websites or use Personal Social Networking Sites as a medium of self-expression. Employees and clerics must recognize that anything published on a Personal Website/Social Networking Site is no different from making such information available in any public forum. Any information that causes or has the potential to cause embarrassment to the Archdiocese of Galveston-Houston should be avoided.
In the event an employee or cleric identifies himself/herself as, or is manifestly understood to be, an employee or cleric of the Archdiocese of Galveston-Houston on a Personal Blog/Website/Social Networking Site: To help reduce the potential for confusion, the employee is required to put the following notice in a reasonably prominent place on those sites:
“The views expressed on this site are mine alone and do not necessarily reflect the views of my employer.”
Even with this notice, any information that causes or has the potential to cause embarrassment to the Archdiocese of Galveston-Houston should be avoided.
Personal sites of Church personnel should reflect Catholic values. You have a right to privacy and confidentiality regarding what your employer knows about you, but your use of social networking — because of its very nature — means you relinquish some privacy and could be construed as representing the Archdiocese’s ethics and values.
• Do not speak on behalf of the Archdiocese on any social networking sites, personal or related to the Archdiocese or in any public online forum (example: news blogs).
• Do not communicate anything online that you would not be comfortable saying out loud at the office.
• Do not use pseudonyms or the name of your parish, school, ministry, program, etc., as your identity, unless authorized to do so.
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• Additional Comments: Volunteers •
The Archdiocese of Galveston-Houston recognizes adult volunteers may contribute to or maintain social networking sites on behalf of Archdiocesan ministries, departments, parishes or schools. The Archdiocese also realizes volunteers may periodically post information about their volunteer work with the Archdiocese on their personal social networking sites. Positive, thoughtful use of social media is important to the Archdiocese and the Archdiocese recognizes volunteers may play a vital role in using social networking as a form of evangelization of the faithful. Volunteers and the Archdiocesan staff they report to should take the following into consideration:
• The Archdiocese asks all volunteers who participate in social media on behalf of the Archdiocese to review and
follow the standards outlined in this social networking policy.
• Volunteers’ supervisors in the Archdiocese are considered responsible for the material which volunteers post on social networking sites on behalf of the Archdiocese and/or its entities.
• Volunteers who assist with social media are asked to respect the confidentiality of matters that are meant to be kept confidential by nature of their volunteer position. For example, volunteers should not disclose confidential or proprietary information about the Archdiocese or its entities.
• If a volunteer is engaging on a social media platform in a personal manner, he or she should not use the Archdiocese’s name in their online identity (i.e., username, “handle” or screen name), nor should they speak as a representative of the organization.
• Volunteers must recognize that anything published on a personal website or social networking site is no different from making the same information available in a public forum; any information that causes or has the potential to cause embarrassment to the Archdiocese should be avoided. If a volunteer is contacted by a member of the media because of any content on the volunteer’s personal blog or any (i.e., personal or ministry-related) social media pages, the volunteer should direct the inquiry to the Archdiocesan Communications Secretariat.
• Volunteers, like Archdiocesan personnel, are role models for the faithful. The Archdiocese asks volunteers to reflect Catholic values in any posts or comments made on social networking sites.
• Social networking sites used as part of one’s employment or volunteering in the Archdiocese of Galveston-Houston are the property of the Archdiocese of Galveston-Houston.
• If a volunteer is contacted by a member of the media because of any content on the volunteer’s personal blog or any (i.e., personal or ministry-related) social media pages, the volunteer should direct the inquiry to the Archdiocesan Communications Secretariat.
• Volunteers who assist with social media on behalf of the Archdiocese or its entities are also asked to be attentive to these guidelines regarding their personal websites.
ARCHDIOCESE of GALVESTON-HOUSTON • SOCIAL MEDIA POLICY PAGE 11 of 16
• Archdiocesan Blogs and News Postings •
• There are 2 main blogs on www.archgh.org: the Cardinal’s blog and the Daily Vine [News] blog. Blog postings on the Cardinal’s blog are facilitated by the Director of Communications; The Daily Vine blog is facilitated by the communications staff. Comments on these main blogs will be monitored by the Web Content Manager.
• Departments may create Archdiocesan Ministry news postings on their respective www.archgh.org pages; the Web Content Manager will provide such instruction for those departments interested in such posting, which will flow to the site’s RSS feed.
• Confidential and Proprietary Information •
Archdiocesan employees and clerics are prohibited from disclosing via the Internet information that is understood to be held in confidence by the Archdiocese of Galveston-Houston or its affiliates.
Employees, clerics and volunteers should not post any confidential financial data on their ministry, school or parish on social networking sites.
Employees, clerics and volunteers are prohibited from disclosing via the Internet any information that is proprietary to the Archdiocese of Galveston-Houston, except by explicit permission of the appropriate authority.
• Inappropriate Language and Images •
The Archdiocese of Galveston-Houston will not tolerate employees, clerics or volunteers posting obscene, harassing, offensive, derogatory, defamatory or otherwise potentially scandalous comments, links and/or images which reflect discredit or cause embarrassment to the Archdiocese of Galveston-Houston, employees, vendors, partners, agencies, schools and other affiliate agencies.
Do not use the cardinal’s image in conjunction with any postings. All use of the cardinal’s image must be cleared through the Communications Office.
You can be held personally responsible for any statements or images you post online that are defamatory, obscene, or libelous.
Always follow Archdiocesan rules regarding taking and posting photographs:
• For minors, you must receive permission from minors’ parents to photograph or video the minor and use those images on any sites officially affiliated with the Archdiocese. Please utilize the Media Release Form for Minors (see Appendix) to verify release.
• Do not “tag” any pictures on Facebook without the photo subject(s’) approval. Users can tag themselves if they wish.
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• Protection of Children •
• Employees, clerics and volunteers of the Archdiocese of Galveston-Houston are expected to comply with all aspects of the Children’s Online Privacy Protection Act (http://www.ftc.gov/ogc/coppa1.htm) and the U.S. Catholic Bishops’ Charter for the Protection of Children and Young People (http://www.usccb.org/ocyp/charter.shtml).
• All employees, clerics and volunteers who work with Social Networking Sites for their department/parish/school must successfully completed the VIRTUS training and background check requirements and be aware of the Safe Envrionment guidelines for the Archdiocese.
• Employees, clerics and volunteers are forbidden to post or distribute personal identifiable information about minors via social networking sites, including pictures of any child under the age of 18, without verifiable consent of a parent or guardian. Personal identifiable information includes full name, photos, address, email, telephone number or any information that would allow someone to identify or contact a child.
• Verifiable consent can take the form of a release/permission form that includes use of photographs, an email from a parent or guardian, or spoken permission by a parent or guardian in the presence of another adult.
• The Archdiocese of Galveston-Houston will review alleged violations of the Children’s Online Privacy Protection Act and/or the Charter for the Protection of Children and Young People on a case-by-case basis. In the event that a provision of this Archdiocesan Social Media Policy cannot be reconciled with the U.S. Bishops’ Charter, the provisions of the Charter will be in force.
• Archdiocesan employees, volunteers and clerics cannot invite a minor to be a “friend” on Facebook, “follow” a minor on Twitter, or the equivalent action on another social networking site. Archdiocesan staff or representatives should never, in their official capacities, initiate a “friend request” with a minor. The minor must make the request.
• Archdiocesan employees, volunteers and clerics cannot “tag” minors in photos, status updates, or posts. If the social network allows minors to “tag” themselves, they are allowed to do so. However, this must be done by the minor and not by any adult.
• If contacted by a minor online (ex. online forums, chat rooms, or private messages), Archdiocesan employees, volunteers and clerics are required to follow the Ethics and Personal Conduct Policy and the Safe Environment Policy for the Archdiocese. Be advised that the private nature of these communications can raise ethical concerns.
• Church personnel should save copies of conversations whenever possible, especially those that concern the personal sharing of a minor.
• Parents should be made aware of how social media are being used by Archdiocese, be told how to access the sites, and be given the opportunity to be copied on all material sent to their children via social networking. While parents should be provided with the same material as their children, it does not have to be via the same technology (that is, if children receive a reminder via Twitter, parents can receive it in a printed form or by an e-mail list).
• Information on accessing a department or ministry’s social networking sites should be available to parents on the department or ministry’s web page on www.archgh.org
ARCHDIOCESE of GALVESTON-HOUSTON • SOCIAL MEDIA POLICY PAGE 13 of 16
• Incorrect Information •
If you are directing the public to additional information, please ensure that the sites are accurate and trusted sites, such as: www.usccb.org; www.vatican.va; www.archgh.org; www.catholicnews.com, www.txcatholic.org; www.ncea.org.
Alert the Communications Office IMMEDIATELY if you see incorrect information on a blog, news site or wiki, such as chron.com, Masstimes.org, etc. It is our policy not to make corrections ourselves unless invited to do so by the host operator, as in the case of Masstimes.org, or if statements are flagrantly libelous and violate the content policy of a site.
• Right to Review •
The Archdiocese of Galveston-Houston reserves the right to review any employee’s, cleric’s and volunteer’s Archdiocesan Ministry Websites, Personal Websites, and his/her Personal and Ministry-related Social Networking Sites if there are reasonable grounds for believing that this policy is being violated.
• Enforcement •
The Archdiocese of Galveston-Houston and its administrators intend to enforce the policy set forth here and expect all employees, clerics and volunteers to comply.
Failure to comply with any of the provisions of this Social Media Policy will be grounds for discipline, up to and including termination, if an employee or cleric, or removal from position, if a volunteer.
CONCLUSIONThe Archdiocese of Galveston-Houston reserves the right to make changes to this policy at any time and at its sole
discretion, and interpret and administer the policy in light of changing circumstances and events.
The Archdiocese of Galveston-Houston gratefully acknowledges the generosity of the Archdiocese of Cincinnati, The Diocese of Rockford and the U.S. Bishops’ Communications Office in granting the use of its social networking policies and guidelines as resources in the development of this policy.
If you have any questions or concerns, please contact the Archdiocesan Director of Communications.
PAGE 14 of 16 ARCHDIOCESE of GALVESTON-HOUSTON • SOCIAL MEDIA POLICY
Do’s and Don’t’sArchdiocese of Galveston – Houston
Social Media Policy
Do…Include DisclaimersWhen creating a Social Networking Site in an official Archdiocesan capacity, please include the following state-
ment on those sites:“All posts and comments should be marked by Christian charity and respect for truth. They should be on topic and presume the good will of others. Discussion should take place from a faith perspective. No com-mercial advertising, please.”
When posting on a non-Archdiocesan website (i.e., personal blog), please make it clear that the views you are ex-pressing are yours alone and not necessarily those of the Archdiocese. We recommend the following statement:
“The views expressed on this site are mine alone and do not necessarily reflect the views of my employer.”
Be TransparentIf you are creating an online Social Networking Site for a specific ministry, school or parish, use the entire min-
istry/parish name. Social networks function well as smaller communities. Representing your community will increase activity from supporters in your community.
Update Your Social Networking Site RegularlyFresh content and information are keys to using social media to its fullest potential. Content that is updated fre-
quently and always appears fresh and new has a very positive effect on your readers. The more frequently you share content that is interesting and helpful to other people, the more they will want to read what you are saying.
Be MindfulThink about each message you share via social media as an email which has gone public to your entire organization
and all of your stakeholders. Now, imagine if they are reading this email and RESPONDING to it. That’s part of the power social media has in today’s world.
There’s no such thing as a “private” social media site. Search engines can turn up your posts years later. Don’t post something today that may haunt you later.
Tell Us About Your SiteThe Secretariat for Communications ensures that all content sent out by the departments of the Archdiocese of
Galveston – Houston carries the same message of Christian charity and respect for truth. By registering your site with the Communications Office, the staff can assist with any situations that may arise with this new medium of communication.
ARCHDIOCESE of GALVESTON-HOUSTON • SOCIAL MEDIA POLICY PAGE 15 of 16
Don’t…Don’t Reveal Confidential InformationDon’t reference Archdiocese of Galveston - Houston staff, members, partners or vendors without their approval.
Please DO NOT DISCLOSE the exact time and location of the Cardinal’s schedule in any social networking com-munications without permission from the Director of Communications.
Don’t Comment on Other SitesDo not identify yourself as an Archdiocesan employee or representative, or speak in your professional capacity, on
any social networking sites, personal or related to the Archdiocese, or in any public online forum (example: news blogs) unless you have permission from your Secretariat Director and the Director of Communications.
Don’t “Friend”/”Follow” MinorsArchdiocesan staff or representatives should never, in their official capacities, initiate contact with or “friend” a
minor under the age of 18. The minor must make the request.
Don’t Try to Do Too Much Too FastAlthough we encourage regular updates to your social media networks, constant updates every half an hour is a
bad idea. Your followers want to receive useful communication from you. Do not try to flood their social net-works with less-then-useful, overtly promotional content.
Do’s and Don’t’s, continuedArchdiocese of Galveston – Houston
Social Media Policy
PAGE 16 of 16 ARCHDIOCESE of GALVESTON-HOUSTON • SOCIAL MEDIA POLICY
MEDIA RELEASE FORM for MINORS for images, video and audio on www.archgh.org
Archdiocese of Galveston-Houston, 1700 San Jacinto, Houston, Texas 77002
I hereby grant permission to the Archdiocese of Galveston-Houston (hereinafter referred to as AGH), its suc-cessors and those acting under its permission or upon their authority, or pursuant to their request, the un-qualified right and permission to photograph, interview, reproduce, publish, or circulate or otherwise use, my child/children’s name(s), and any photographic/digital reproduction or other likeness of my child/children.
It is my understanding that this photograph/interview or portions thereof may be used for public view, includ-ing use on the Archdiocesan Website, www.archgh.org, or its official Social Networking Sites.
I agree to allow my child to participate in these projects without financial remuneration, and the consideration for this Release is my desire and intent to assist AGH. I further understand that this form releases AGH from any future claims or liabilities arising from the use of said photographic/digital image or interview.
This authorization and Release authorizes use of said name(s) and material in any published form and applies to any medium of advertising or publicity, including the Internet, for an unlimited period of time.
Name of Child/Children: ____________________________________________(Please print or type)
Date(s) of Birth: ___________________________________________________
City, State, Zip: ____________________________________________________
If needed, please attach additional forms for additional children. A photostatic copy hereof shall be considered as effective and valid as the original.
Signature of Parent or Guardian: _____________________________________
This form is available to groups or ministries which do not already have an established media release form for minors. Groups or ministries already operating with forms approved by the Chancery should continue use of their
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