Document 1 Guideline on the use of social media.pdf

Purpose of this document
This document describes the standards expected of employees of the Department of Agriculture in
their use of social media; it should be read in conjunction with the department’s IT Security Policy.
Definitions
The fol owing table defines terms used in this document.
Term
Definition
Social media
Includes social networking sites, blogs and other online media that allow
user participation and interaction.
Note: Use of social media by Australian Public Service (APS) employees
can be split into two categories: official use and unofficial use.
Official use
Means use by persons authorised as departmental spokespersons and
representatives for official purposes, who are permitted to post content
within an approved scope on external social media channels.
Unofficial use
Unofficial use of social media falls into one of two (2) categories:
professional or private.
•  Professional use is when an employee is a subject matter expert in a
field that may relate to their APS employment—or that may be
wholly separate from it—and uses social media to comment in that
capacity. For example, an APS employee who is a scientist might use
social media in their own time to discuss academic work.
•  Private use means use of social media in any other capacity.
Policy statement
The use of social media by departmental staff must be conducted in accordance with the APS Values
and APS Code of Conduct.
Legislative framework
Public Service Act 1999, s 13(11).
•  The APS Code of Conduct requires APS employees to behave at al  times ‘in a way that upholds
the APS Values and APS Employment Principles, and the integrity and good reputation of the
employee’s Agency and the APS’.
•  The APS Values and Code of Conduct apply to using social media both officially and unofficially.
The requirements include:
o  behaving with respect and courtesy, and without harassment
o  dealing appropriately with information, recognising that some information needs to remain
confidential
o  delivering services fairly, effectively, impartially and courteously to the Australian public
o  being sensitive to the diversity of the Australian public
o  taking reasonable steps to avoid conflicts of interest
o  making proper use of Commonwealth resources
o  upholding the APS Values and the integrity and good reputation of the APS and one’s agency
o  not acting in a way that would call into question the APS employee’s ability to be apolitical,
impartial and professional in the performance of their duties.
This is a CONTROLLED document. Any documents appearing in paper form are not control ed and should be checked against the IML version prior to use.
Use of social media
Version no.: 1.1
Date published: 12/08/2014
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Roles and responsibilities
The following table outlines the roles and responsibilities undertaken in this guideline.
Role
Responsibility
Departmental officers
•  Seeking approval prior to using social media in an official
capacity.
•  Using social media in accordance with the APS Values and
APS Code of Conduct.
SES officers
Approving the official use of social media by their staff.
Assistant Secretary, Governance  •  Approving the official use of social media by all
Branch
departmental staff.
•  Setting communication and content standards for the
official use of social media.
All social media use
Department of Agriculture employees should understand that the APS Values and APS Code of
Conduct standards apply to all social media use.
The APS Values and APS Code of Conduct apply even if material is posted anonymously or using a
pseudonym and employees should be mindful that at some point their identity and employment
may be revealed.
Possible sanctions, including termination, may apply if employees are found to have breached the
APS Values or APS Code of Conduct through their use of social media.
•  Note: APSC Circular 2012/1: Revisions to the Commission's guidance on making public comment
and participating online—discusses the APS Code of Conduct and its relationship to social media
in more detail.
Official social media use
The fol owing table outlines the process for undertaking official use of social media.
Note: Acceptable official use by APS employees may include representing the department online,
monitoring issues relevant to departmental business and engaging in authorised professional
development forums or activities.
Stage  What happens
Responsible party
1.
Written approval to use social media in an official capacity is
Employee
sought from:
•  a relevant SES officer; and
•  the Assistant Secretary, Governance Branch.
2.
Written approval is provided.
Relevant SES
Note: Communication and content standards that apply to official  officer; and
use of social media will be established as part of this approval.
Assistant Secretary,
Governance Branch
This is a CONTROLLED document. Any documents appearing in paper form are not control ed and should be checked against the IML version prior to use.
Use of social media
Version no.: 1.1
Date published: 12/08/2014
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Stage  What happens
Responsible party
3.
Social media is used in accordance with:
Employee
•  APS Values
•  APS Code of Conduct
•  APSC Circular 2012/1: Revisions to the Commission's guidance
on making public comment and participating online.
Unofficial social media use
When using social media in an unofficial capacity, employees must comply with the requirements in
the following table.
Note:
•  Acceptable unofficial use of social media while at work will include reasonable private use,
consistent with this guideline and other relevant policies including the department’s IT Security
Policy.
•  Employees in doubt about acceptable use of social media as an APS employee, whether at work
or not, should speak to their manager in the first instance.
Requirement
What to do
Always
Ensure that any comment made is not (or could not be perceived to be):
•  made on behalf of the Department of Agriculture
•  so harsh or extreme in its criticism of the Government, a member of
parliament from another political party, or their respective policies, that it
raises questions about the APS employee’s capacity to work professionally,
efficiently or impartially. Such comment does not have to relate to the
employee’s area of work
•  so strong in its criticism of an agency’s administration that it could
seriously disrupt the workplace
•  a gratuitous personal attack that might reasonably be perceived to be
connected with their employment
•  compromising the employee’s ability to fulfil their duties in an apolitical,
impartial and professional manner
•  compromising public confidence in the agency or the APS.
Unless
Do not develop or provide content for social media channels that:
specifically
•  attempts to speak, or could be interpreted as speaking, on behalf of the
authorised
department or the Australian Government
•  commits the department or the Australian Government to any action or
initiative.
Related material
•  Department of Agriculture IT Security Policy
•  APS Code of Conduct
•  APS Values
•  APSC Circular 2012/1: Revisions to the Commission's guidance on making public comment and
participating online
This is a CONTROLLED document. Any documents appearing in paper form are not control ed and should be checked against the IML version prior to use.
Use of social media
Version no.: 1.1
Date published: 12/08/2014
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Document information
The following table contains administrative metadata.
Instructional
Director, Media
material owner:
Document ID:
2014/3206
FOI exemption:
No
TRIM file number:  2013/06386
Review date:
August 2015
Version history
The fol owing table details the published date and amendment details for this document.
Version
Date
Amendment details
1.0
01/08/2014  First publication of guideline.
1.1
12/08/2014  Name change from Parliamentary and Executive Business Branch to
Governance Branch.

This is a CONTROLLED document. Any documents appearing in paper form are not control ed and should be checked against the IML version prior to use.
Use of social media
Version no.: 1.1
Date published: 12/08/2014
5 of 5