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Attention All Units: Standby for a Social Media Emergency KATHRYN WINN 2016 SDA CONFERENCE

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Page 1: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Attention All Units: Standby for a Social Media Emergency

KATHRYN WINN

2016 SDA CONFERENCE

Page 2: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

What is social media?

Online communities where users share information

Facebook

Twitter

YouTube

Instagram

Page 3: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

How does social media relate to the workplace?

2/3rds of online adults in U.S. use a social networking site*What are they doing on social media related to work?◦ Access SM at work ◦ Discuss work issues or “vent” on SM◦ Follow or communicate with co-workers on SM

*October 8, 2015, Pew Research Center, Social Media Usage: 2005-2016 by Andrew Perrin

Page 4: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

How does social media relate to emergency services?

The more channels of communication, the better

A good complement to traditional notification systems - not a replacement

Page 5: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

The law in this area is a snake pit

Mostly “old” laws being applied to a new and unique mode of communication

Limited case law, limited guidance

Law is complex and evolving

U.S. Supreme Court hasn’t jumped into the snake pit yet

Page 6: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Part I –Employer / Employee Issues

Page 7: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Can an employer monitor an employee’s computer use and Internet activities on an employer-provided computer and Internet connection?

Monitoring can be a “search”

Fourth Amendment prohibits unreasonable searches and seizures (violates reasonable expectation of privacy)

Generally ok if (1) reasonable grounds for suspecting that it will turn up evidence of misconduct; and (2) limited in scope

Page 8: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

City of Ontario v. QuonCity reviewed police officer’s personal text messages sent on a pager issued by the City

City had policy warning that communications can be monitored and employees should not expect privacy

Unreasonable search? NO - work-related purpose and limited in scope

Moral of the story – Have a written policy stating that employees have no expectation of privacy in communications sent on employer-issued devices

Page 9: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Colorado Law RequiresE-Mail Monitoring Policy

Public entities that operate or maintain an email system must adopt a written policy regarding monitoring of e-mails

§ 24-72-204.5, C.R.S.

Page 10: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Can an employer prohibit employees from accessing social media sites while on-duty?

Yes

Can prohibit use of the Internet for any reason during working hours on both employer-issued and personal devices

During breaks, can use personal device

Page 11: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Can an employer terminate or discipline an employee for content posted on a personal social media website?

First Amendment

Colorado “Smokers’ Rights Act”

Personnel policies

….Now entering the snake pit!

Page 12: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Is the Social Media post protected by the First Amendment?

Is the speech made as a citizen regarding a matter of public concern?

Does the employer’s interest in an efficient workplace outweigh the employee’s First Amendment interests?

Case law

Page 13: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Does the “Smokers’ Rights Act” apply?

Prohibits employers from terminating employee for engaging in lawful activity off the premises of the employer during nonworking hours

§ 24-34-402.5, C.R.S.

Page 14: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Can employees express their support for a political candidate by “liking” or following their social media pages?

= Protected Speech

“The Internet equivalent of displaying a political sign in one’s front yard.” (Bland v. Roberts)

Don’t your favorite candidate while on-duty using an employer-issued computer -Colorado Fair Campaign Practices Act

Page 15: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

What if an employee posts harassing or discriminatory comments about a co-worker on his Facebook page?

The “workplace” goes beyond the office walls

If employer is aware of it and does nothing, could be liable

Extend your anti-harassment policy to SM and respond promptly to claims of harassment or discrimination

Page 16: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Can employers ask their employees to share their social media account passwords, require an employee to be their Facebook friend, or suggest that they change their privacy settings?

NO!

Colorado Social Media and the Workplace Law. § 8-2-127, C.R.S.

Ok to send a “friend” request to an employee, but cannot require the employee to accept it.

Definition of “employer” is very broad, but excludes law enforcement agencies.

Page 17: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott
Page 18: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

What should be included in a social media policy?

State the purpose of the policy

Prohibit personal use while on-duty, except on personal devices during breaks

Prohibit personal use on the employer’s equipment/Internet connection at all times

Page 19: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

What should be included in a social media policy? (continued)

Prohibit disclosure of the employer’s confidential information

Prohibit employees from making defamatory comments

Extend anti-harassment policy to SM

No expectation of privacy when using SM on the employer’s computer equipment

Train employees so they understand the policy

Page 20: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Part II –Use of Social Media by Emergency Services Agencies

Page 21: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Why should an agency use social media for public education?

Fast, easy and effective way to communicate with the public

Disseminate general information to the public about alerts, news, and special events

When possible, get a media release before posting photos or videos of employees, volunteers, or members of the public (including children)

Page 22: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Why should an agency use social media during an emergency?

Again, a very effective way to quickly communicate with a large number of people

The public will be using it (2/3rd of adults)

Broadcast alerts and warnings

Disseminate damage assessment information

Dispel rumors

People expect real-time information updates

Page 23: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott
Page 24: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

What role has social media played in past emergencies?

Hurricane Sandy: 20 million Sandy-related tweets

Page 25: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

What role has social media played in past emergencies? (continued)

Boston Marathon Bombings: Boston PD used SM to dispel rumors

Page 26: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

What role has social media played in past emergencies? (continued)

Page 27: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

What role has social media played in past emergencies? (continued)

LAX Lithium Battery Explosion

LAFD gathered on-scene information prior to arriving by contacting their Twitter followers who had “checked in” to the terminal on FourSquare*

Relatively minor event

*Check in feature is no longer available or FourSquare, but is available on other social media sites such as Facebook and Instagram.

Page 28: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

What role has social media played in past emergencies? (continued)

Waldo Canyon Fire

JIC gathered info from Colorado Springs and El Paso County officials and used Twitter to disseminate information and dispel rumors

#WaldoCanyonFire hashtag reached 54.4 million people and drew 119,000 tweets in 15 days

Flickr used to post maps and photos of the fire

People shared their experiences on YouTube

Page 29: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

How can an agency effectively use social media during an emergency?

Decide which types of social media you will use and set up accounts

Build your social network before an emergency occurs

Adopt a policy (and include in ICP) – how will SM be used, who is authorized to post, and content/timing/frequency of posts

Page 30: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

What information should be included in social media posts?

Cover “what, when, where, why, and who”

Be clear, specific, accurate, and consistent

When changes in instructions are required, explain the reasoning

Dispel rumors

Page 31: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Could posting on social media during an emergency open up the agency to additional liability?

Potential negligence claim if use of social media makes the situation even worse

Generally immune under CGIA

Page 32: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Take-Aways

Snake Pit

Adopt a Policy…and Follow It◦ Use of SM by employees◦ Use of SM by the agency for public education and emergency

management

Stay Informed

Page 33: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

Are you a Social Media Hero?!

Page 34: v ] } v o o h v ] W ^ v Ç ( } ^ } ] o D ] u P v Ç · Title: Microsoft PowerPoint - Attention all Units. Social Media PowerPoint(00527617_xAF7F5)).PPTX [Read-Only] Author: cschott

QUESTIONS & DISCUSSION

Kathryn Winn ([email protected])


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