REG 08.00.12 – Social Media

History: First Issued: June 9, 2015. Last Revised: March 4, 2025

Related Policies:

NCSU POL 04.25.01 – Freedom of Speech and Expression
NCSU POL08.00.01 – Computer Use Policy
NCSU REG08.00.02 – Computer Use Regulation
NCSU REG01.25.03 – Copyright Regulation – Copyright Implementation Pursuant to Copyright Use and Ownership Policy of the University of North Carolina
NCSU REG01.25.06 – Use of the University’s Names, Marks, Symbols, Images, and Copyrights 
NCSU RUL01.25.01 -Trademark Licensing Rules
NCSU REG04.00.05 – Use of NC State Campus for Commercial Photography, Filmmaking and Videotaping
NCSUREG 01.25.12 – University Record Retention and Disposition Regulation
NCSU REG 04.00.02 – Public Records Request

Additional References: 
Trademark Licensing Website

Contact Info: University Communications (919) 515-7373

1.   PURPOSE 

NC State supports the official use of social media to communicate with audiences important to the institution including students, potential students, parents, employees, alumni, visitors, fans and others. This regulation and its supporting guidelines establish the standards and practices for creating and managing a university presence or participating in social media in an official capacity on behalf of NC State.

This regulation and its supporting guidelines, available on the Social Media website, are intended to properly portray, promote and protect the institution and its employees, and to assist NC State entities in effectively creating and managing social media accounts.

2. DEFINITIONS

When used in this regulation:

2.1  “Account Administrators” are university employees designated to serve as social media account administrators.

2.2  “Chief Communications and Marketing Officer” means Associate Vice Chancellor and Chief Communications and Marketing Officer and his or her designee or appointee.

2.3  “Departments and/or units” include NC State colleges, departments, units, programs, centers and entities, as well as their designated university employees who have the approved authority to use social media as communications channels on behalf of the university or a specific NC State college, group, department, unit, program, center or entity.

2.4  “Social Media” are media for social interaction using highly accessible and scalable communication techniques.  Social media platforms include but are not limited to online social networks such as Facebook, X, Instagram, LinkedIn, Youtube, TikTok and the like. 

2.5 “Social Media Account” refers to social media accounts that are created or maintained by or on behalf of NC State colleges, departments, units, programs, centers or entities as defined above.

2.6  “Social Media Team” is led by the Director of Social Media and includes staff from departments and units deemed appropriate by the Chief Communications and Marketing Officer. The team’s function shall be to review and recommend changes or additions to this regulation and guidelines, and advise university employees on the regulation, and encourage compliance with this regulation.

2.7 “University employee” means all staff and faculty, lecturers, instructors, postdoctoral scholars and part-time employees.

 

3.   APPLICATION

3.1  This regulation applies to social media accounts created by and representing NC State colleges, departments, units, programs, centers or entities..

3.2  This regulation does not apply to employees’ private social media accounts. University employees acting in an individual capacity should exercise caution to communicate clearly that they are not acting in a representative capacity of, or expressing the views of, the university.

3.3  This regulation does not apply to student organizations at NC State.

4. STANDARDS AND PRACTICES FOR MANAGING A SOCIAL MEDIA ACCOUNT

4.1 All account administrators are required to comply with the standards and practices set forth in this regulation. Use of social media accounts must not be in violation of this regulation or the related policies listed above. Account administrators are also responsible for ensuring the social media accounts they manage comply with the following:

4.1.1 Public Records: Posts made on social media, including comments and messages, are subject to the N.C. Public Records Act and may be disclosed to third parties when required by law. See REG 04.00.02 – Public Records Requests.

4.1.2 Moderating Content: Account administrators are responsible for managing and monitoring the content of their social media account(s), identifying problems that emerge and taking any appropriate action when necessary. This includes but is not limited to replying to comments or messages or sharing messages of concern with appropriate parties to determine how best to address the situation. In the comments section of social media accounts, commentary by users, even when harsh or critical of the university, should generally not be deleted. Account administrators reserve the right to remove any comments that are in violation of law, blatant spam, contain advertisements, solicit funds, or contain inappropriate personal information or sensitive information. See the Social Media Comments Guidelines and the Free Speech policies, rules and regulations.

4.1.3 Political Activity: No account administrator may engage in political activity on social media accounts they manage on behalf of the university. See POL 05.00.04 Political Activities. 

4.1.4 Promotions: Social media accounts cannot be used to identify, promote, endorse or commercially advertise the goods or services of non-university organizations or individuals without the approval of the dean, vice chancellor or director (or his/her designee) having supervisory authority over the department and unit, as well as the university’s Office of Strategic Brand Management.

4.1.5  Any use of university’s names, marks, and symbols on social media accounts shall comply with the NC State regulation on the Use of the University’s Names, Marks, Symbols, Images and Copyrights – REG 01.25.06 and the university’s Trademark Licensing Rules – RUL 01.25.01. Only social media accounts registered through this regulation may use or display the university’s names, marks, symbols, images and copyrights.

4.1.6  Branding: social media accounts must adhere to the university’s brand guidelines. All account administrators must complete brand training through University Communications and Marketing.

4.1.7 Best Practices: Social media accounts representing NC State are expected to follow social media best practices. While best practices change often in social media, a summary of standard best practices is maintained and updated on the NC State Social Media website.

4.1.8  Any use of social media accounts shall comply with all state and federal laws, and university policies and regulations including, but not limited to, those related to protections of confidential and proprietary information and conflict of interest and commitment.

4.1.9  Content posted to, messaged to, or appearing on social media accounts must be archived to comply with all applicable state law and university policies and regulations related to public records access, retention and disposition. See REG 01.25.12 University Record Retention and Disposition Regulation.

5. PROCEDURES FOR CREATING A SOCIAL MEDIA ACCOUNT

5.1  Whenever a social media account is created, the social media site requires the account creator to agree to certain terms and conditions for use of the site by clicking “Yes” or “I accept” as part of the account creation process. As the acceptance of these terms and conditions creates a legal contract (“clickwrap agreements”), the university has created a framework to review and evaluate these clickwrap agreements. The department and/or unit should review the list of university-approved social media sites. If a social media site is not listed, the department or unit should consult with the Office of Information Technology before accepting the terms and conditions of that site.

5.2 Opening a social media account representing any area of NC State is a serious responsibility and should not be undertaken without careful consideration. Managing such an account requires ongoing adherence to all standards and practices and a significant, continuous time commitment. Before proceeding, individuals must thoroughly review the “Starting a Social Media Account: Questions and Considerations” document available on the University Communications and Marketing Social Media website. This review is mandatory and intended to guide informed and deliberate decision-making.

5.3 After reviewing the “Starting a Social Media Account: Questions and Considerations” page and the Standards and Practices For Managing a Social Media Account as outlined above, individuals should consult with the lead communicator (or designee) for their college/unit before taking any further steps. 

5.4  All social media accounts must have at least two non-student university employees serving as account administrators at all times in order to ensure adherence to this regulation.

5.4.1  The college, department and/or unit must provide the name and contact information for the university employees who will be account administrators by filling out this form. All departments and/or units must update their social media account administrator contact information if any change occurs in the designated account administrators, including in the event the account administrator(s) leave university employment or is/are reassigned to another university department.

5.4.2  Should an account administrator leave the university for any reason or no longer wish to be an account administrator, it is the department and/or unit’s responsibility to designate another individual to be the account administrator, change the password, and remove the former employee’s administrative permissions to the social media account.

6. ADMINISTRATION

6.1  The Chief Communications and Marketing Officer will be responsible for administering and monitoring compliance with this regulation.

6.2  Exceptions to this regulation, in whole or in part, may be approved by the Chief Communications and Marketing Officer.