Policies

Social Media Policy

Applicability

This policy applies to every employee, whether part-time or full-time, currently employed by First Tennessee Human Resource Agency (FTHRA) in any capacity who posts any material whether written, audio, video or otherwise on any website, blog or any other medium accessible via the internet.

For purposes of this policy social media is content created by individuals using accessible and scalable technologies through the internet. Examples include: Facebook, blogs, MySpace, RSS, YouTube, Second Life, Twitter, LinkedIn, Google Wave, Instagram, etc.

Agency-Owned or Created Social Media

The agency maintains an online presence. An employee may not characterize him or herself as representing the agency, directly or indirectly, in any online posting unless pursuant to a written policy of the agency or the direction of a supervisor.

All agency social media sites directly or indirectly representing to be an official statement of the agency must be created pursuant to this policy and be approved by FTHRA’s Executive Director.

The agency’s primary and predominant internet presence shall remain www.fthra.org and no other web site, blog, or social media site shall characterize itself as such.

Administrative staff assigned by the Executive Director are responsible for the content and upkeep of any social media sites created pursuant to the policy.

Whenever possible, a social media site shall link or otherwise refer visitors to the agency’s main website.

In addition to this policy, all social media sites shall comply with any and every other applicable agency policy including but not limited to:

  • Open Records Policy
  • Internet Use Policy
  • IT Security Policy
  • Ethics Policy
  • Records Retention Policy

A social media site is subject to Tennessee’s Public Records Act (T.C.A. § 10-7-101, et seq.) and Open Meetings Act (T.C.A. § 8-44-101, et seq.) and no social media site shall be used to circumvent or otherwise in violation of these laws. All information posted on social media site shall be a public record and subject to public inspection. All lawful records requests for information contained on social media site shall be preserved in accordance with the agency’s records retention schedule.

A social media site shall also contain a clear and conspicuous statement that the purpose of the site is to serve as a mechanism for communication between the agency and its constituents and that all postings are subject to review and deletion by the agency. The following content is not allowed and will be immediately removed and may be subject the poster to banishment from all agency social media sites:

  1. Comments not topically related to the particular social medium article being commented upon;
  2. Comments in support of or opposition to political campaigns or ballot measures;
  3. Profane language or content;
  4. Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation;
  5. Sexual content or links to sexual content;
  6. Solicitations of commerce;
  7. Conduct or encouragement of illegal activity;
  8. Information that may tend to compromise the safety or security of the public or public systems;
  9. Content that violates a legal ownership interest of any other party.

The agency will approach the use of social media tools, software, hardware and applications in a consistent, agency-wide manner. All new tools, software, hardware and applications must be approved by the Executive Director and/or the Operations Director.

Administration of agency social media sites:

Persons assigned to maintaining the social media sites will:

  • Maintain a list of social media tools which are approved for use by agency departments and staff;
  • Maintain a list of all agency social media sites, including login and password information;
  • Be informed of any new social media sites or administrative changes to existing sites by employees and officials;
  • Must be able to immediately edit or remove content from social media sites;
  • Will develop and adopt documentation for each social media tool approved for use by the agency:
    • Operational and use guidelines
    • Standards and processes for managing accounts on social media sites o Agency and departmental branding standards
    • Enterprise-wide design standards
    • Standards for the administration of social media sites

Non-Agency Social Media Sites

An employee may not characterize him or herself as representing the agency, directly or indirectly, in any online posting unless pursuant to written policy of the agency of the direction of a supervisor.

The use of an agency e-mail address, job title, official Agency name, seal or logo shall be deemed an attempt to represent the agency in an official capacity. Other communications leading an average viewer to conclude that a posting was made in an official capacity shall also be deemed an attempt to represent the agency in an official capacity.

Programs have the option of allowing employees to participate in existing social networking sites as part of their job duties. Program heads may allow or disallow employee participation in any social media activities in their department.

Any postings on a non-agency social media site made in an official capacity shall be subject to the Tennessee Open Records Act and the Tennessee Open Meetings Act.

An employee or official posting on a social media site shall take reasonable care not to disclose any confidential information in any posting.

When posting in a non-official capacity an employee or official shall take reasonable care not to identify themselves as an official or employee of the agency. When the identity of an employee or official posting on a non-agency social media site is apparent, the employee or official shall clearly state that he or she is posting in a private capacity.

Adopted August 2016. 

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Privacy Policy

This privacy policy discloses the privacy practices for http://www.fthra.org. This privacy policy applies solely to information collected by this web site. It will notify you of the following:

  1. What personally identifiable information is collected from you through the web site, how it is used and with whom it may be shared.
  2. What choices are available to you regarding the use of your data.
  3. The security procedures in place to protect the misuse of your information.
  4. How you can correct any inaccuracies in the information.

Information Collection, Use, and Sharing

We are the sole owners of the information collected on this site. We only have access to/collect information that you voluntarily give us via email or other direct contact from you. We will not sell or rent this information to anyone.

We will use your information to respond to you, regarding the reason you contacted us. We will not share your information with any third party outside of our organization, other than as necessary to fulfill your request, e.g. to ship an order.

Unless you ask us not to, we may contact you via email in the future to tell you about specials, new products or services, or changes to this privacy policy.

Your Access to and Control Over Information

You may opt out of any future contacts from us at any time. You can do the following at any time by contacting us via the email address or phone number given on our website:

No person in the United States, shall, on the basis of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.
FTHRA fully supports and complies with Title VI legislation.

  • See what data we have about you, if any.
  • Change/correct any data we have about you.
  • Have us delete any data we have about you.
  • Express any concern you have about our use of your data.

Security

We take precautions to protect your information. When you submit sensitive information via the website, your information is protected both online and offline.

We do not receive any sensitive information, other than in the case of donations which are made through PayPal utilizing their secure website. PayPal then deposits the donation into our secure account on their server, sharing only the information you have designated for them to share.

Only employees who need the information to perform a specific job (for example, billing or customer service) are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are kept in a secure environment.

Updates

Our Privacy Policy may change from time to time and all updates will be posted on this page.

If you feel that we are not abiding by this privacy policy, you should contact us immediately via telephone at 423-461-8200 or fthra@fthra.org

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