Social Media Strategic Mtg 2011-2012

The Science Undergraduate Society of UBC c/o Dean of Science - 6270 University Boulevard - Vancouver, BC V6T 1W5 604-822-4235 - info@sus.ubc.ca - www.sus.ubc.ca

Agenda: 1) 2) 3) 4) 5) 6)

Introductions Job description Accounts and Social Media Strategy Social media management Expectations Closing remarks

Introduction: i) Purpose of meeting Social media directly relates to our branding and image as a society and is a powerful tool in communications, networking, & public relations ii) Goal of meeting Agree upon the direction wed like to take with social media Go over the roles and responsibilities for Hanson Discuss guidelines and procedures that we will all agree upon Discuss detail specific action items for all of our social media outlets iii) Why? What is the purpose of having social media for SUS? - provide a small voice in massive news feed to remind them of SUS thats looking out for their best interests - draw more attendance and exposure to everyones minds about SUS - as students a lot of the info we get is through social media, finding new ways to reach out to students esp prospective students, working with alumnae - create a more cohesive student community iv) What kind of characteristics do we want to portray through our social media outlets? - Portray a more informal interactive space for students, (while remaining a more professional outlook for alumnae) - Inviting, welcoming, structure, create quick trusting loyal relationships with new students -no profanity -keeping semantics as professional as possible -no encouragement of alcoholic events or other events that would place a student in bad standing

Social Media Strategic Mtg 2011-2012

The Science Undergraduate Society of UBC c/o Dean of Science - 6270 University Boulevard - Vancouver, BC V6T 1W5 604-822-4235 - info@sus.ubc.ca - www.sus.ubc.ca

Job Description i) accounts facebook account: media@sus.ubc.ca password: twitter account: susubc password: gmail account: media@sus.ubc.ca password: ii) responsibilities Check all social media accounts on a regular basis daily Provide feedback to PRO and president Liaise with media team Stay up to date with UBC, SUS, and science related affairs Adhere to SUS branding and social media modules Accounts and Social Media Strategy Twitter Purpose: -interact on the most regular basis with students, UBC community and the Vancouver community -emphasis of account will be to be relevant, engaging, and interactive for followers Content: 50% internal promotions -SUS events, SUS club events, other info about SUS 40% SUS and UBC affiliated organizations -RTs, @mentions, etc) -tweets that relate to science students from sci departments, professional business skills/workshops, UBC/Science wide initiatives) 5% recent events in science

Social Media Strategic Mtg 2011-2012

The Science Undergraduate Society of UBC c/o Dean of Science - 6270 University Boulevard - Vancouver, BC V6T 1W5 604-822-4235 - info@sus.ubc.ca - www.sus.ubc.ca

-recent research discoveries/awards -interesting science facts 5% council -council agendas/minutes links -council updates -meeting reminders Twitter accounts: @susubc central twitter account @suselections official account for SUS elections, run by the elections committee to remain unbiased Official Hashtags -a method to categorize tweets about certain subjects, areas, or events. -official hashtags must first be approved by the committee and then circulated Submission of content 3 methods: 1) DM-ing tweet to susubc account 2) Tagging @susubc in a tweet to RT 3) Online form submission through the SUS website Control over account: -Social media coordinator will be responsible for overseeing twitter account and tweets, PRO and president will monitor activity Facebook Purpose: -share information about events, programs that impact the science community at large and should be given greater attention by students. Accounts: Labrat Account main method of communication - informal use of Facebook for SUS - create/manage events and groups and must be an admin in all SUS facebook groups and events

Social Media Strategic Mtg 2011-2012

The Science Undergraduate Society of UBC c/o Dean of Science - 6270 University Boulevard - Vancouver, BC V6T 1W5 604-822-4235 - info@sus.ubc.ca - www.sus.ubc.ca

-account will also reach out to First Year students by adding them as a friend and will be an initial and more personal introduction to SUS SUS Fan Page -more professional Facebook presence for SUS. -dislay links an dinfo about SUS -Only admins to page will be Labrat -purpose is to keep general community, alumni, and students informed of whats happening with SUS -display major accomplishments and news of the society Groups -new and exciting way to contact targeted audiences with UBC -great method to branch out to new and returning students and provide them with relevant information Media Team/Photographers -Social Media Coordinators responsibility to contact the media team in regards to photos -all photos must be contain the SUS logo and all photos must present a polished and professional image of SUS Youtube -all videos will be posted through the main SUS youtube account -any content for submission must be sent to the social media team for approval -social medias responsibility to create one unified youtube account and associated videos Other social media tools for consideration -blog Social media management All social media accounts will be managed and run by (in order of priority): -The Social media Coordinator (Hanson Do) media@sus.ubc.ca -The Public Relations Officer (Carmen Wong) public relations@sus.ubc.ca -The President (Mona Maleki) president@sus.ubc.ca -with contributions from outgoing SMC (Natalie Liu) natalliu@gmail.com

Social Media Strategic Mtg 2011-2012

The Science Undergraduate Society of UBC c/o Dean of Science - 6270 University Boulevard - Vancouver, BC V6T 1W5 604-822-4235 - info@sus.ubc.ca - www.sus.ubc.ca

The social media coordinator will provide information to committees, councilors, and volunteers on social protocols and committee chairs will be responsible for ensuring their committees follow the guidelines outlined in this document. We understand that social media is continually evolving and expanding, as such guidelines and management will be continuously updated throughout the year as needed and all protocols are open to suggestions Expectations i) What do we expect from the social media coordinator?

-be on time with updates -attend a lot of science events live tweeting -not to tarnish SUS image -attract X followers -check all media forms daily (mail account, twitter interactions, fb msgs) -always put best face forward -keep feedback loops open with Carmen ii) What does the social media coordinator expect from the PRO and President?

-provide response to help -be available for help

Closing Remarks -Social Media Coordinator, upon the agreement of the 2012/13 social media strategy, is required to compose a presentation to present the information discussed at the SUS retreat in the fall.