Acceptable use of social media

Policy 10.4

Related Policies

I. Reason for Policy

This policy and its procedures set forth the standards, responsibilities, and approval processes governing the use of all social media accounts on behalf of Dakota State University (DSU).

Social media platforms provide opportunities for communication, engagement, and storytelling with DSU’s audiences, including students, faculty, staff, alumni, and the broader community. DSU encourages responsible and creative use of official social media platforms to support the University’s mission and brand, while ensuring compliance with state, federal, and South Dakota Board of Regents (SDBOR) policies.

II. Definitions

1. Social Media. Media disseminated through virtual, highly accessible, and scalable publishing techniques, and the social interaction among people to create, share, or exchange information in digital communities or networks. Examples include, but are not limited to, Meta (Facebook, Instagram), Twitter/X, YouTube, LinkedIn, Snapchat, and Pinterest.
2. Official University Social Media Accounts. University-approved and managed social media accounts used to inform audiences of DSU news, events, emergencies, and other relevant information. Official accounts foster engagement, promote DSU programs, and build community.
3. Unofficial Social Media Accounts. Accounts created by individuals or groups that are not formally approved by DSU Marketing and Communications. Posts on unofficial social media accounts are not official statements of DSU.

III. Statement of Policy

1. Applicability.
   
   1. This policy applies to any person acting on behalf of DSU, including but not limited to employees, students, contractors, recognized student organizations, and affiliates, who create, manage, or contribute to official University social media accounts.
   2. Violations of this policy may result in disciplinary action consistent with applicable University and SDBOR policies, and state or federal laws.
2. Account Creation and Approval
   
   1. Pre-Launch Approval. Before launching an official social media account, units must submit an application to Marketing and Communications that shall include, but is not limited to, the following:
      1. Purpose and goals of the account.
      2. Proposed social media platforms and intended audience.
      3. Proposed account name/handle.
      4. Designated account manager(s) and additional contributors.
   2. Approval Process
      1. Marketing and Communications, or designee, shall review and approve or deny social media account applications within 30 days of submission.
      2. Departments, colleges, and student groups shall also obtain social media account approval from their respective Vice President, Dean, or designee.
      3. Individuals or groups with existing social media accounts created before this policy went into effect shall register those accounts with Marketing and Communications.
   3. Restricted Platforms. Official University social media accounts shall not be created or maintained on any platform restricted by state law or SDBOR policy and practices.
3. Account Management and Oversight.
   
   1. Official University social media accounts shall be created using a shared University email (e.g., digitalmarketing@dsu.edu), not a personal email.
   2. Marketing and Communications must be included as an administrator on all official University social media accounts.
   3. Each official University social media account shall have a designated account manager and a backup contact.
   4. Students may assist in official University social media account management but shall not be sole administrators.
   5. Official University social media accounts that remain inactive for more than one semester shall be reviewed by Marketing and Communications, in coordination with account managers, for possible deactivation.
4. Branding, Transparency, and Content Standards.
   
   1. Official University social media accounts shall use official DSU logos, colors, and marks in accordance with DSU Brand Standards. Unofficial variations are prohibited.
   2. Usernames, handles, and bios must clearly identify DSU affiliation and include a link to dsu.edu within the page biography section.
   3. Official University social media content shall abide by the following:
      1. Support DSU’s mission, values, and goals.
      2. Avoid personal endorsements, political activity, or commercial gain.
      3. Be accurate, fair, and properly attributed. Content owners shall promptly make corrections.
      4. Content owners shall not share confidential or protected information (e.g., FERPA, HIPAA data).
      5. DSU trademarks, intellectual property, and copyrighted materials must only be used in accordance with law and SDBOR/DSU policy.
5. Content Monitoring
   
   1. Official University social media account owners shall regularly monitor comments and posts.
   2. The following are prohibited on official DSU platforms and may be removed:
      1. Hate speech, harassment, threats, obscenities, or personal attacks.
      2. Spam, advertising, or solicitation.
      3. Content infringing on intellectual property rights.
      4. Illegal activity or content creating security risks.
   3. The University reserves the right to remove prohibited content without notice.
   4. Disclaimer to be published on all official accounts: “Content posted here is the responsibility of the author and does not necessarily reflect the views of Dakota State University.”
6. Security and Maintenance
   
   1. Passwords for official University social media accounts shall follow University policy.
   2. Access credentials must be updated immediately if a staff member or student with access leaves that role.
      1. Prior to departure, a staff member or student shall provide University social media credentials to an immediate supervisor and/or Marketing and Communications.
   3. Any official University social media account security issues shall be reported to Marketing and Communications and the Vice President for Technology and Security immediately.
7. Emergency Notifications
   1. DSU’s official emergency notification system is the University’s primary method of communication during emergencies.
   2. Official University social media may be used as a supplemental channel, coordinated with Marketing and Communications and DSU Emergency Management.
8. Reporting, Compliance, and Enforcement
   1. Marketing and Communications shall maintain a registry of all official accounts.
   2. Suspected violations (i.e., branding misuse, confidentiality breaches, and security incidents) must be reported to Marketing and Communications.
   3. Violations may result in the following:
      1. Content removal or account suspension
      2. Disciplinary action under University and SDBOR policies
      3. Legal action under applicable state and federal law

Exclusions

This policy does not apply to unofficial social media accounts.

Exceptions

Any exceptions to this policy are rare and only granted by the President or designee.

IV. Procedures (Major)

1. Official University Social Media Account Application. Units seeking to create official accounts must submit an application (per Section III).
2. Approval Timeline. Within thirty (30) days, Marketing and Communications and the Vice President for Technology and Security will approve, modify, or deny the request.
3. Deactivation. Official University social media account owners shall report and deactivate accounts compromised, abandoned, or no longer with Marketing and Communications oversight.

V. Related Documents, Forms, and Tools

DSU Graphic Identity Standards and Brand Toolbox

DSU Social Media Guidelines

VI. Policy History

Adopted: 11/17/2025