Social computing policy

Hampshire Fire and Rescue Service (HFRS) is committed to engaging with key stakeholders, both internal and external, in order to achieve its vision to make life safer. We are increasingly exploring new ways to achieve this, including the use of social computing. Social computing refers to any type of social media or networking platform, including blogs, wikis, forums, Facebook, Twitter etc, as well as other user generated content and collaboration sites.

Social computing provides an opportunity for the Service to communicate with target audiences in the way that they want to be communicated with. By taking our messages that are relevant into their space, whether that be Facebook, Twitter, Second Life and so on, there is a greater likelihood of the message being received and understood. This takes the responsibility and effort away from the audience to have to come to us for information, such as to visit our website, and delivers the information directly to them in a format and space they are more open to.

HFRS recognises and supports that the internet is an acceptable and necessary means of communication, as well as a vital source of information in our working and personal lives and we do not seek to prevent appropriate and sensible use of it. However, all employees should be aware that our monitoring software analyses accesses made to any external websites (not just social computing sites) by time of day, duration and userid and automatically flags up inappropriate and/or excessive use. Managers will be informed of those members of their staff who are identified as spending unreasonable time in accessing external websites for personal use whilst at work or engaging in unacceptable conduct and appropriate action will be taken (see SO/1/9/1 – Discipline Procedure).

The following are guidelines for using social computing platforms.

HFRS social computing guidelines

Each individual has responsibility for following the HFRS Code of Conduct (SO/1/20), Information and Communication Technology policy (SO/14/1) and Marketing and Communications (Incorporating Advice on Working with the Media) policy (SO/13/2) when using social computing platforms.
HFRS employees are personally responsible for the content they publish on any social computing platform, including the official HFRS facebook, twitter, and youtube accounts.
Be mindful that what you publish will be public for a long time.
Identify yourself – state your name and, when relevant, role at HFRS when you discuss HFRS or HFRS related matters.
Write in the first person (I think….) - You must make it clear that you are speaking for yourself and not on behalf of HFRS
If you publish content to any website outside of HFRS and it has something to do with work you do or subjects associated with HFRS, use a disclaimer such as this: "The postings on this site are my own and do not represent HFRS’s positions, strategies or opinions."
Respect copyright, fair use and data protection laws. Be aware of the Data Protection in HFRS policy (SO/11/1).
Don't use or publish confidential HFRS information. Ask permission to publish or report on conversations that are meant to be private or internal to HFRS.
Don't cite or reference the public, partners or suppliers without their approval.
Respect your audience. Don't use ethnic slurs, personal insults, obscenity, or engage in any conduct that would not be acceptable in HFRS's workplace.
Show proper consideration for others' privacy and for topics that may be considered objectionable or inflammatory—such as politics and religion.
Be aware of your association with HFRS in online social computing platforms. If you identify yourself as an HFRS employee, ensure your profile and related content is consistent with how you wish to present yourself with colleagues and the public (for example make sure the photos on your profile are consistent with how you wish to present yourself).
Don't pick fights, be the first to correct your own mistakes, and don't alter previous posts without indicating that you have done so.
Try to add value. Provide worthwhile information and perspective. HFRS's brand is best represented by its people and what you publish may reflect on HFRS's brand.
Remember, activities in or outside of work that affect your HFRS job performance, the performance of others, or HFRS's business interests/reputation must comply with HFRS policies. Use of sites such as Facebook etc during your own time (lunch breaks/before or after work) is permitted, but remember usage is monitored
One of our core values is "We value all our employees by practising and promoting honesty, integrity and mutual trust”. HFRS trusts, and expects, all HFRS employees to exercise personal responsibility and the core values whenever they participate in social computing.
Be appropriate in the amount of time you spend accessing external websites for personal use whilst at work, as well as considering the time of day (personal use should take place in your own time only).
If you are unsure, ask before you publish anything online. Contact marketing.communications@hantsfire.gov.uk for advice and guidance.