Universiti Tunku Abdul Rahman

Policy Title : POLICY ON SOCIAL MEDIA FOR STAFF

Policy Number : POL-DHR-020

1.

Rev No: 0

Effective Date: 19/11/2013

Page No: 1 of 3

Introduction
1.1

Social networking has become the 21st Century communication. Thus, the
University approved designated Division/Department to create social media
account in facebook, twitter and etc. (such as facebook.com/UTARnet,
twitter.com/UTARnet, facebook.com/UTARCEE, twitter.com/UTARCEE,
facebook.com/UTARAlumni) for networking and communication with
targeted audience while maintaining high productivity and network security.
The designated Division/Department is responsible to do close and timely
monitoring on the content of the message updated.

1.2

Many staff on personal accord also created their own private social media
account in websites for social networking such as facebook, twitter etc. to
share information, ideas, personal messages and other content (such as
videos, pictures etc) with their online communities.

1.3

While users/staff may have the freedom to post anything in their account,
they must understand that their social media posting page may not have the
total immunity from any consequences. Hence, staff must aware that they
have no reasonable expectation of privacy in comments made on social
networking sites. Thus, any comments made on social media are construed
as public statement.

1.4

Posting on social media registered the time and date and staff would claim
that such action is done after office hours/off day/rest day and outside the
workplace and therefore it is their private affairs. However, staff must
realize that such comments would stay at the web page for long period of
time until it is being removed; while such web page might have been shared
with other online communities. Hence, if the off-duty conduct harms the
Universitys reputation, or makes it difficult for the University to function
efficiently, disciplinary action on staff concerned would be deemed as
legitimate.

1.5

Further, staff must adhere to the following clauses (i), (ii) and (iii) as stated
in the UTAR Handbook on Human Resource Policies and Regulations when
networking online:
(i)
Code of Ethics
(ii)
Policy On Press Statements, Speeches, Comments and Publications
(iii) Confidentiality
Staff must also adhere to the Personal Data Protection Act, 2010.

1.6

Henceforth, the University establishes the following guiding principles for

staff when using social media for networking.

Universiti Tunku Abdul Rahman

Policy Title : POLICY ON SOCIAL MEDIA FOR STAFF

Policy Number : POL-DHR-020

2.

Rev No: 0

Effective Date: 19/11/2013

Page No: 2 of 3

Guiding Principles
2.1

Do not discuss any information that is not considered as public information.

The discussion/disclosure of sensitive, proprietary, classified information
and the like are strictly prohibited.

2.2

Do not make any negative statement or statement found to be detrimental or

defamatory to the reputation of the University, staff and students.

2.3

Do not act in a manner that is prejudicial or indifferent to the Universitys

interest and reputation. Hence do not participate in activities/postings that
are inconsistent with the Universitys vision, mission and objectives.

2.4

Do not use social media as a platform to express grievances of workplace.

The University has established grievance procedure and staff is to follow
such procedure or contact the Division of Human Resource for assistance.

2.5

Veiled comments and/or derogatory criticisms or descriptions on University,

staff and students on websites albeit after off-duty are strictly prohibited.

2.6

The University has legitimate right to request any staff to apologize publicly
on their action and to remove the web page which contains negative
statement about the University, staff and students within stipulated
timeframe or as soon as it was notified.

2.7

In view of the common usage of social media, there may be situation of a

staff member that using personal social media for networking may
sometimes blur the line between his/her professional self and personal life
on online interactions. Therefore, staff is reminded that, as a responsible
staff of the University, the above guiding principles must be taken into
consideration when participating in social media networking activities at any
time, particularly when identifying themselves as staff of UTAR or when
context might lead to that conclusion that they are staff of the University.
Henceforth, staff is reminded not to implicate the University, staff and
students over his/her private conduct whether directly or indirectly. Staff
may be subjected to disciplinary action if they are found to have acted in a
manner which is inappropriate/insensitive/not acceptable by the society in
general.

2.8

Violation of Universitys policy on social media by staff is construed as

indiscipline and can be ground for disciplinary action.

Universiti Tunku Abdul Rahman

Policy Title : POLICY ON SOCIAL MEDIA FOR STAFF

Policy Number : POL-DHR-020

3.

Effective Date: 19/11/2013

Page No: 3 of 3

Handling Negative Comments

3.1

3.2

4.

Rev No: 0

All staff must have the duty of care towards the University, staff and
students and act responsibly at all times. Hence, in the event if they found
any negative comment/complaint against the University, staff and students
in the social media web page, the following action shall be taken:
i)

Print out a copy of the web page containing the negative comments
and immediately forward it to the respective Dean/Director/
Head/Registrar and the Division of Human Resource.

ii)

The Registrars Office, Division of Human Resource and

Faculty/Division/Department concerned will proceed to study the
complaint, conduct investigation and the case will be forwarded to
the legal unit of the University for their further advice on the legal
implications involved (if any).

iii)

Upon completion of the investigation and receipt of the investigation

report (where applicable), this will be reported to the President for
determination of the next course of action.

iv)

Simultaneously the postings/publications will be checked for any

contents that may be malicious/ damaging/defamatory/
discriminatory/ derogatory/scandalous to the Universitys image and
if found to be so, the Registrar would then request the person who
posted such negative comments/contents to remove the said
postings/publications immediately.
Such removal may not
necessarily absolve the person from further legal action as it depends
on the gravity of the complaint/content.

If the negative comment is posted by a staff of the University, the Division

of Human Resource shall handle the matter and would initiate the
disciplinary action on the staff concerned as per University policies.

Revision
The University reserves the right to review this policy from time to time.