Social Media Policy and Guidelines

Account Recognition
Alcorn State University recognizes three types of official university social media accounts:

• University Official: Represents the overarching institutional voice and brand.
• Office Unit/Departmental (Sub-units): Represents specific academic or administrative units.
• Event-driven: Created for specific, time-limited events or initiatives.

The University’s primary official social media handle is @AlcornStateU. All social media accounts existing prior to the formal adoption of this policy are required to undergo a review process to ensure compliance and receive official recognition. Accounts are not considered officially associated with the University unless they have been formally reviewed and approved by the Division of Marketing and Communication. The creation of individual social media accounts for each specific academic major or program is generally discouraged to maintain a cohesive online presence.

Account Creation

The creation and ongoing administration of University social media accounts must be initiated by a designated University department head and requires the formal approval of the Division of Marketing and Communications. Individuals designated as Account Administrators must receive explicit written approval from their direct supervisor and respective department head. While students may not be formally designated as Account Administrators, they can serve as valuable Account Influencers or Ambassadors, contributing to content and engagement under the supervision of an approved administrator.

Approval of Accounts

The Division of Marketing and Communication holds the responsibility for overseeing the approval and official recognition of all University social media accounts and their designated Account Administrators. Any office or department seeking to establish a social media account must formally submit a comprehensive Social Media Account Creation Request Form to the Division of Marketing and Communication. This form must include, but is not limited to, the following essential information:

• Department or event name;
• Name and comprehensive contact information (including phone and email) of the designated Account Administrator(s);
• Specific social media platform(s) intended for use (e.g., Facebook, X/Twitter, Bluesky, Instagram, Threads, LinkedIn, YouTube, Snapchat);
• Proposed username or page URL (e.g., Facebook.com/AlcornStateAdmissions);
• Email address specifically designated for the account (University email addresses ending in @alcorn.edu are required, with the exception that Google-based social media services may utilize a dedicated @gmail.com email account created and managed by the Division of Marketing and Communication. Personal email accounts are strictly prohibited from being associated with University social media accounts.);
• Clearly articulated intended use and specific purpose of the account, including target audience and content strategy;
• Proposed screen name or handle, which should clearly begin with or include “Alcorn,” “ASU,” or “Braves” to ensure clear affiliation with the University (e.g., @AlcornAdmissions, @ASUResearch, @BravesAlumni);
• A brief outline of the initial content plan.

Account Management
University employees identified as administrators of accounts are responsible for managing and monitoring content of their social media accounts. All account names, usernames and passwords must be registered with the Office of Marketing and Communication. An approved account listing can be found here. Department heads and account administrators are responsible for removal of content that violates any University conduct policies and initiating disciplinary action if warranted.

Should an account administrator leave the University for any reason or request to be removed as an account administrator, it is the administrative department head’s responsibility to designate another University employee to be an account administrator and to remove the administrator’s account permissions. The Office of Marketing and Communication must be immediately (within 24 business hours) notified in writing when such a change occurs, and the change should be notated on the Exit Clearance Process Forms.

Account Revocation
The Office of Marketing and Communication may revoke the status of any social media account associated with the University if the account is deemed out of compliance with this policy or any other relevant University policy. Non-compliance includes, but is not limited to, the following:

• Posting of inappropriate/irrelevant content or content that is not consistent with the University’s social media account content guidelines;
• Failure to submit required information to the Office of Marketing and Communication;
• Failure to actively maintain the account (dormant and inactive for 30 days or more); or
• Failure to comply with other University policies or directives.

Guidelines

The primary purpose of Alcorn State University’s social media accounts is to effectively promote the University, to initiate meaningful and relevant conversations, to provide timely and helpful responses to feedback, and to foster a continuous, active, and positive dialogue with current students, prospective students, alumni, faculty, staff, the general public, and supporters of the University.

The University actively supports the engagement of these diverse audiences within the social media space. To ensure that this experience remains mutually beneficial and respectful for all involved, the University explicitly reserves the right to request the modification or removal of, and/or to directly remove, any content that it deems, in its sole discretion, to be inappropriate, offensive, or detrimental.

The following types of posts or comments are subject to editing, deletion, or formal requests for removal:

• Profanity, racist, sexist, discriminatory, or derogatory content of any kind;
• Content that insults, attacks, or disparages any individual, group, or organization;
• Content that is factually false, misleading, or demonstrably inaccurate, or that is unrelated to the original post or conversation;
• Harassing, abusive, or threatening content, including cyberbullying;
• Content that could reasonably be perceived as defamatory or libelous;
• Commercial advertisements, endorsements, or solicitations;
• Spam, including repetitive or unsolicited promotional content;
• Content explicitly supporting or opposing a specific political candidate, party, or initiative (consistent with IRS regulations for non-profit organizations);
• Content that infringes upon the University’s trademarks, service marks, logos, or other protected intellectual property;
• Content that appears to violate established intellectual property rights of others, including copyright infringement;
• Content that may violate any applicable local, state, or federal laws or regulations;
• Content that contains unsanctioned or potentially malicious links or tags.

Violations of these guidelines may result in the content poster being blocked, banned, or muted from the University’s social media accounts.

Social Media Do’s and Don’ts Recommendations:

Do:

• Actively seek and obtain formal approval and relevant training from the Division of Marketing and Communication prior to establishing or managing an account.
• Ensure you have explicit authorization to post on behalf of your department or unit.
• Vigorously protect confidential and proprietary University information, including compliance with FERPA and HIPAA regulations.
• Respect intellectual property and adhere to fair use rights and laws when sharing or creating content.
• Prioritize the security of social media accounts by using strong, unique passwords and enabling two-factor authentication whenever available.
• Foster a supportive social media presence by allowing others to share their thoughts and opinions respectfully.
• Maintain a respectful and thoughtful tone in all communications.
• Strive for consistency and timeliness in posting and engagement.
• Ensure all information shared is accurate, truthful, and appropriately sourced.
• Engage professionally and represent the University in a positive light.
• Be mindful of your online presence and how it reflects on the University.
• Utilize platform analytics to understand audience engagement and optimize content.

Don’t:

• Post or share private, restricted, or sensitive University information.
• Repost, retweet, or share negative, inappropriate, or potentially harmful comments or content.
• Engage in arguments, personal attacks, or negative dialogue on behalf of the University.
• Represent your personal views or opinions as those of Alcorn State University.
• Use images or videos that are of low resolution or difficult to recognize on various devices.
• Design or utilize departmental logos that are not officially recognized or consistent with the University’s established brand identity guidelines.
• Use the University’s official logo or any other protected University images on personal social media sites, products, or services without explicit written permission from the Division of Marketing and Communication.
• Share unverified information or rumors.
• Overshare or flood timelines with excessive content.

For additional information, clarification, or guidance regarding this policy, please contact the Division of Marketing and Communication at [email protected].

Review

The Vice President of Marketing and Communication is responsible for the periodic review of this operating policy, which will occur at least every two years, or more frequently as deemed necessary to ensure its continued relevance and effectiveness.

Reviewed and approved by the University Cabinet on April 12, 2019.

Click here to download Social Media Policy