Social Media Participation Guidelines

The following applies to the use of The Ohio State University Medical Center resources used for social mediaon social networking sites that include, but are not limited to, Facebook, YouTube, Twitter, LinkedIn, andBlogs. While we attempt to provide reasonable guidelines, as new opportunities and challenges emerge forall of us, these guidelines will evolve.These guidelines have been developed through benchmarking academic medical centers from around theUnited States, and are required by the OSUMC Social Media Participation Policy. The Communications andMarketing (C&M) Department is responsible for the administration of these guidelines.There are two recognized uses for social media at OSUMC:

Institutional Use

- in the name of, sanctioned by; or using the identity of any OSUMC entity that hasbeen authorized by your manager or C&M.

Personal Use

- any use that is not in the name of, sanctioned by, or using the identity of an OSUMCentity that has been authorized by your manager or C&M.

1. Institutional Use

All Institutional use of social media must be authorized by and executed in collaboration with theCommunications and Marketing department or your manager. There can be no OSUMC sites or pages onYouTube, Twitter, Facebook, etc., unless they are developed or authorized by C&M. Any existing sites orpages must be reviewed by the C&M Social Media Oversight Committee and may be amended or removed.C&M or your manager will identify person(s) to be content owners of various OSUMC social media sites.For Institutional Use of social media please observe:a)

Payment:

If someone or some group offers to pay you for participating in an online forum in yourOSUMC role, this could constitute conflict of interest and OSU and Medical Center policies andguidelines apply.b)

Community:

By identifying yourself as part of the Ohio State/OSUMC community in such a network, beaware that you are now connecting yourself to your colleagues, managers and even OSUMC patientsand donors.c)

Media Relations:

If you are contacted by a member of the accredited media about a posting orcomment on a social networking site, you must immediately contact the office of Media Relations (3-3737) before responding.d)

Content Owners:

Content owner

will be directed by Communications and Marketing and is responsiblefor monitoring and maintaining Web content in the following manner. Content owner will:i) follow all applicable OSU and OSUMC policies;ii) deve

lop a “listen first” strategy.

Know what is being said about you and understand what yourtarget audience values before you engage in social media;

Communications andMarketing614-293-3670

iii) ensure that content is current and accurate;iv) ensure that content is authentic;v) make corrections to content by preserving the original post and showing by strikethrough thedeletions to maintain integrity;vi) link directly to original source material and online references;vii) respond to e-mails and comments when appropriate;viii) delete comments that contain profanity, are selling or promoting a product, are spam, or containmaterial that is unlawful, hateful, threatening, harassing, abusive or slanderous;ix) forward comments expressing dissatisfaction to the appropriate area and copyingCommunications and Marketing for response and follow up;x) refrain from engaging in communications that would not be acceptable in the OSUMC workplace,will respect copyrights and disclosures and will not reveal proprietary financial, intellectualproperty, patient care or similar sensitive or private information;xi) be aware that any social media conversation, whether public- or private-facing, may be subject topublic records law requests and such requests should be directed to OSU Medical Center LegalServices;xii) secure the expressed consent of all involved parties for distribution or publication of free and/orpaid rights recordings, photos, images, video, text, PowerPoint presentations, artwork andadvertisements;xiii) secure consent forms for release of information from patients before releasing any informationabout the patient including, but not limited to, name, photograph, text, or video. Releases areavailable by contacting the Media Relations Office. Completed releases are to be kept on file inthe Media Relations Office;xiv) be aware that only patients may divulge their own private health information anywhere on theInternet;xv) de-identify comments that identify a patient that is sent by anyone other than the patient (e.g.

patient’s spouse). A

ll identifying information must be edited out of the post and a notation addedthat identifying information was removed;xvi) be responsive when patients, customers or employees ask a question, and respond in a timelymanner, even if to say you will get back to them shortly. Be sure to follow up with all involvedparties;