Social Media and Communications Policy

Policy overview and purpose

This policy has been developed to inform our community about using social media so people feel enabled to participate, while being mindful of their responsibilities and obligations. In particular, this policy provides practical guidance allowing all parties to benefit from the use of social media, while minimising potential risks and protecting those involved.

This policy aims to provide guidance when informing Club Members, Sponsors, Officials, the community, and others within scope of major and/or significant announcements related to The Club.

The policy also outlines which communication platforms the Dalyston Football Netball Club has standardized on to, ensuring team members, parents/guardians, officials, members, and Club Executives are informed of relevant information in a timely, inclusive manner.

This policy assists to establish a culture of openness, trust and integrity in all online activities related to Dalyston Football Netball Club.

This policy contains Dalyston Football Netball Club guidelines for the Dalyston Football Netball Club community to engage in social media use. It also includes details of breaches of the policy.

In circumstances where guidance about social media or communication issues have not been given in this policy, we suggest you use common sense or seek out advice from those who have approved this policy.

Underlying principles

This policy complements Dalyston Football Netball Club’s core values:

‘We will provide a safe, supportive and responsible place for everyone to enjoy’.

At the Dalyston Football Netball Club we aim to create an environment of excellence in which young men and women are assisted in achieving their full potential as footballers, netballers and people. We aim to provide an atmosphere which promotes strong family values, excellence and instills qualities of personal development, team pride and sportsmanship in everything we do.

The Dalyston Football Netball Club (Dalyston FNC) Secretary is responsible for all matters related to this policy.

Coverage

This policy applies to all persons who are involved with the activities of Dalyston Football Netball Club, whether they are in a paid or unpaid/voluntary capacity and including:

members, including life members of Dalyston Football Netball Club
persons appointed or elected to Senior and Junior Club Committees and sub-committees;
employees of Dalyston Football Netball Club;
members of the Dalyston Football Netball Club Executive;
support personnel, including managers, physiotherapists, psychologists, masseurs, sport trainers and others;
coaches and assistant coaches;
players;
referees, umpires and other officials;
member associations

Scope

Social media refers to any online tools or functions that allow people to communicate and/or share content via the internet.

This social media and communication policy applies to platforms including, but not limited to:

Social networking sites (e.g. Facebook, Twitter, LinkedIn, Google+, Pinterest, Yammer, etc)
Video and photo sharing websites or apps (e.g. YouTube, Vimeo, Instagram, Flickr, Vine, etc)
Blogs and microblogging platforms (e.g. Tumblr, WordPress, Blogger, etc)
Review sites (e.g. Yelp, UrbanSpoon, etc)
Live broadcasting apps (e.g. Periscope, Meerkat, Facebook Mentions, etc)
Podcasting (e.g. iTunes, Stitcher, Sound cloud, etc)
Geo-spatial tagging (e.g. Foursquare, etc)
Online encyclopedias (e.g. Wikipedia, etc)
Instant messaging (e.g. SMS, Skype, Snapchat, WhatsApp, Facebook Messenger, etc)
Online multiplayer gaming platforms (e.g. World of Warcraft, Second life, Xbox Live, etc)
Online voting or polls
Public and private online forums and discussion boards
Any other online technologies that allow individual users to upload and share content.

This policy is applicable when using social media as:

an officially designated individual representing Dalyston Football Netball Club on social media; and
if you are posting content on social media in relation to Dalyston Football Netball Club that might affect Dalyston Football Netball Club’s business, events, sponsors, members or reputation.

NOTE: This policy does not apply to the personal use of social media where it is not related to or there is no reference to Dalyston Football Netball Club or its business, competitions, teams, participants, products, services, events, sponsors, members or reputation. However, any misuse by you of social media in a manner that does not directly refer to Dalyston Football Netball Club may still be regulated by other policies, rules or regulations of Dalyston Football Netball Club.

Using social media in an official capacity

You must be authorised by Dalyston Football Netball Club’s acting Secretary before engaging in social media as a representative of Dalyston Football Netball Club.

To become authorised to represent Dalyston Football Netball Club in an official capacity, you must have reviewed the applicable training at: https://esafety.gov.au/esafety-information/games-apps-and-social-networking.

As a part of Dalyston Football Netball Club’s community you are an extension of the Dalyston Football Netball Club brand.

As such, the boundaries between when you are representing yourself and when you are representing Dalyston Football Netball Club can often be blurred. This becomes even more of an issue as you increase your profile or position within Dalyston Football Netball Club. Therefore, it is important that you represent both yourself and Dalyston Football Netball Club appropriately online at all times.

Internal Communication Platform Standardization

All Players, and Club Officials shall adhere to the following guidelines to standardize communication platforms, promoting efficient and organized communication among club members, staff, and stakeholders. Note this clause does not include the posting of news, events, or club announcements on Social Media platforms.

Guidelines for Standardizing Communication Platforms:

Primary Platform: Instant Messaging and Group Communications (Facebook Messenger):

Facebook Messenger shall serve as the primary platform for instant messaging and group communications within the Dalyston Football Netball Club.
Coaches, players, support staff, and relevant stakeholders shall use Facebook Messenger for immediate updates, discussions, and group announcements.
This platform should be utilized for sharing time-sensitive information, scheduling changes, and short notices.
The Club Secretary shall be a member of ALL group chats regarding the Dalyston Football Netball Club, its teams, operations, and committee’s to ensure Club Executive visibility.

Secondary Platforms: Email and Text Messages:

Email and text messages are designated as secondary communication platforms for more formal or less time-sensitive communications.
Email shall be used for official club announcements, detailed information, and longer updates that require documentation.
Text messages may be employed for urgent notifications or when other platforms are inaccessible.

Consideration for Accessibility and Privacy:

The choice of communication platform should take into account the accessibility of all recipients, ensuring that the selected platform is widely accessible to club members.
Privacy concerns shall be addressed when using communication platforms. Sensitive information should be shared through secure channels, and personal contact information shall be handled with confidentiality.

Consistent Communication:

All members are expected to consistently check their designated communication platform(s) to remain up-to-date with club news, announcements, and schedules.
Prompt responses are encouraged, particularly for time-sensitive matters.

Communication Channels for Specific Roles:

Coaches and Team Managers are responsible for initiating and coordinating group communications using the designated platform(s) within their respective teams.
Administrative staff and management should ensure the timely distribution of official club announcements and updates through appropriate platforms.

Adaptability to Individual Preferences:

While standardization is encouraged, individuals with legitimate concerns or preferences for using alternative communication methods may be accommodated at the discretion of Club Officials, however this is only in exceptional circumstances.

Major / Significant Club Announcements

All major club announcements, including but not limited to the appointment of a new coach, shall adhere to the following process to maintain transparency, mitigate miscommunication, and uphold The Club’s reputation.

Definition of Major / Significant Club Announcements:

For the purposes of this policy, a Major / Significant Club Announcement can include, but is not limited to:

Appointment of coaching staff
Changes in coaching staff
Signing of new players / recruits
Changes in Club appointed staff or officials
Changes in Club Committee Members
Changes in Club Executive Members
Notification of, and information relating to Club AGM’s
Notification of, and information relating to Special Committee Meetings

Items such as:

Team Fixtures
Team Sheets / Selections
Weekly Results
Etc

Are NOT considered Major / Significant Club Announcements and can be directed towards the Dalyston FNC Social Committee for announcement on approved communication mediums.

Process for Making Major Club Announcements:

Step 1: Initiation of Announcement

The need for a major or significant announcement is identified, such as the appointment of a new coach, by the executive leadership, senior management, or relevant department heads.

Step 2: Drafting and Approval of Announcement

Relevant stakeholders draft the announcement, ensuring accuracy, clarity, and adherence to the club’s brand and values.
The draft is submitted to the Executive Committee or a designated senior committee member for approval.
The announcement may include relevant details, such as the new coach’s name, background, experience, and a brief overview of their coaching philosophy.

Step 3: Verification and Fact-Checking

The Executive Committee verifies all information in the announcement to ensure its accuracy.
Any relevant parties involved, such as the new coach, should be given the opportunity to review their details for accuracy.

Step 4: Approval and Release Path

Once approved, the announcement is shared with the following individuals in a predetermined sequence:

First, with internal stakeholders: executive leadership, coaching staff, players, and relevant departments.
Second, with external stakeholders: sponsors, media outlets, and key partners who need early notification.
Finally, with the general public through official club communication channels.

Guidelines

You must adhere to the following guidelines when using social media related to Dalyston Football Netball Club or its business, products, competitions, teams, participants, services, events, sponsors, members or reputation.

Use common sense.

Whenever you are unsure as to whether or not the content you wish to share is appropriate, seek advice from others before doing so or refrain from sharing the content to be on the safe side.

When using social media, the lines between public and private, personal and professional, may be blurred. Remember, you are an ambassador for Dalyston Football Netball Club.

Protecting your privacy

Be smart about protecting yourself and your privacy.

When posting content online there is potential for that content to become publicly available through a variety of means, even if it was intended to be shared privately. Therefore, you should refrain from posting any content online that you would not be happy for anyone to see, even if you feel confident that a particular individual would never see it.

Where possible, privacy settings on social media platforms should be set to limit access. You should also be cautious about disclosing your personal details.

Honesty

Your honesty—or dishonesty—may be quickly noticed in the social media environment. Do not say anything that is dishonest, untrue or misleading. If you are unsure, check the source and the facts before uploading or posting anything. The Dalyston Football Netball Club recommends erring on the side of caution – if in doubt, do not post or upload.

Do not post anonymously, using pseudonyms or false screen names. Be transparent and honest. Use your real name, be clear about who you are and identify any affiliations you have.

If you have a vested interest in something you are discussing, point it out. If you make an endorsement or recommendation about something you are affiliated with, or have a close relationship with, you must disclose that affiliation.

The web is not anonymous. You should assume that all information posted online can be traced back to you. You are accountable for your actions both on and offline, including the information you post via your personal social media accounts.

Use of disclaimers

Wherever practical, include a prominent disclaimer stating who you work for or are affiliated with (e.g. member of the Dalyston Football Netball Club) and that anything you publish is your personal opinion and that you are not speaking officially. This is good practice and is encouraged, but don’t count on it to avoid trouble -– it may not have legal effect.

Reasonable use

If you are an employee of the Dalyston Football Netball Club, you must ensure that your personal use of social media does not interfere with your work commitments or productivity.

Respect confidentiality and sensitivity

When using social media, you must maintain the privacy of the Dalyston Football Netball Club’s confidential information. This includes information that is not publically accessible, widely known, or not expected to be shared outside of the Dalyston Football Netball Club.

Remember, if you are online, you are on the record—much of the content posted online is public and searchable.

Within the scope of your authorisation by Dalyston Football Netball Club, it is perfectly acceptable to talk about Dalyston Football Netball Club and have a dialogue with the community, but it is not okay to publish confidential information of Dalyston Football Netball Club. Confidential information includes things such as details about litigation, unreleased information and unpublished details about our team, coaching practices, financial information, policies, procedures, roles, responsibilities, events, players, and officials.

When using social media you should be considerate to others and should not post information when you have been asked not to, or where consent has not been sought and given. You must also remove information about another person if that person asks you to do so.

Permission should always be sought if the use or publication of information is not incidental, but directly related to an individual. This is particularly relevant to publishing any information regarding minors. In such circumstances, parental or guardian consent is mandatory.

Gaining permission when publishing a person’s identifiable image

You must obtain express permission from an individual to use a direct, clearly identifiable image of that person.

You should also refrain from posting any information or photos of a sensitive nature. This could include accidents, incidents or controversial behaviour.

In every instance, you need to have consent of the owner of copyright in the image.

Complying with applicable laws

Do not post or link to content that contains illegal or indecent content, including defamatory, vilifying or misleading and deceptive content.

Abiding by copyright laws

It is critical that you comply with the laws governing copyright in relation to material owned by others and the Dalyston Football Netball Club’s own copyrights and brands.

You should never quote or use more than short excerpts of someone else’s work, and you should always attribute such work to the original author/source. It is good practice to link to others’ work rather than reproduce it.

Discrimination, sexual harassment and bullying

The public in general, and Dalyston Football Netball Club’s employees and members, reflect a diverse set of customs, values and points of view.

You must not post any material that is offensive, harassing, discriminatory, embarrassing, intimidating, sexually explicit, bullying, hateful, racist, sexist or otherwise inappropriate.

When using social media you may also be bound by Dalyston Football Netball Club’s Code of Conduct, Child Safety Policy, and the AFL’s National Community Football Policy Handbook March 2023.

Avoiding controversial issues

Within the scope of your authorisation by Dalyston Football Netball Club, if you see misrepresentations made about Dalyston Football Netball Club in the media, you may point that out to the relevant authority in the Dalyston FNC. Always do so with respect and with the facts. If you speak about others, make sure what you say is based on fact and does not discredit or belittle that party.

Dealing with mistakes

If the Dalyston Football Netball Club makes an error while posting on social media, be up front about the mistake and address it quickly. If you choose to modify an earlier post, make it clear that you have done so. If someone accuses Dalyston Football Netball Club of posting something improper (such as their copyrighted material or a defamatory comment about them), address it promptly and appropriately and if necessary, seek legal advice.

Conscientious behaviour and awareness of the consequences

Keep in mind that what you write is your responsibility, and failure to abide by these guidelines could put your club membership at risk.

You should always follow the terms and conditions for any third-party sites in which you participate.

Branding and intellectual property of Dalyston Football Netball Club

You must not use any of Dalyston Football Netball Club’s intellectual property or imagery on your personal social media without prior approval from the Dalyston Football Netball Club

Dalyston Football Netball Club’s intellectual property includes but is not limited to:

trademarks
logos
slogans
imagery which has been posted on Dalyston Football Netball Club official social media sites or website.

You must not create either an official or unofficial Dalyston Football Netball Club presence using the organisation’s trademarks or name without prior approval from Dalyston Football Netball Club.

You must not imply that you are authorised to speak on behalf of Dalyston Football Netball Club unless you have been given official authorisation to do so by the Dalyston Football Netball Club Executive Committee.

Where permission has been granted to create or administer an official social media presence for Dalyston Football Netball Club, you must adhere to the Dalyston Football Netball Club Branding Guidelines.

Policy breaches

Breaches of this policy include but are not limited to:

Using Dalyston Football Netball Club’s name, motto, crest and/or logo in a way that would result in a negative impact for the organisation, clubs and/or its members.
Posting or sharing any content that is abusive, harassing, threatening, demeaning, defamatory or libelous.
Posting or sharing any content that includes insulting, obscene, offensive, provocative or hateful language.
Posting or sharing any content, which if said in person during the playing of the game would result in a breach of the rules of the game.
Posting or sharing any content in breach of Dalyston Football Netball Club’s anti-discrimination, racial discrimination, sexual harassment or other similar policy.
Posting or sharing any content that is a breach of any state or Commonwealth law.
Posting or sharing any material to our social media channels that infringes the intellectual property rights of others.
Posting or sharing material that brings, or risks bringing Dalyston Football Netball Club, its affiliates, its sport, its officials, members or sponsors into disrepute. In this context, bringing a person or organisation into disrepute is to lower the reputation of that person or organisation in the eyes of the ordinary members of the public.

Reporting a breach

If you notice inappropriate or unlawful content online relating to Dalyston Football Netball Club or any of its members, or content that may otherwise have been published in breach of this policy, you should report the circumstances immediately.

In that event, please contact the a member of the Dalyston Football Netball Club Executive Committee. This includes the Club President, Vice President, Club Secretary, or Club Treasurer. Contact details for these positions can be found at: www.dalystonfnc.com.au or by emailing dalystonfnc@hotmail.com OR dalystonfnc@gmail.com

Alternatively you can follow the Dalyston Football Netball Club’s Grievance Policy 2023, which can be located at www.dalystonfnc.com.au.

Investigation

Alleged breaches of this social media policy may be investigated according to Dalyston Football Netball Club’s Grievance Policy.

Where it is considered necessary, Dalyston Football Netball Club may report a breach of this social media policy to police.

Disciplinary process, consequences and appeals

Depending on the circumstances breaches of this policy may be dealt with in accordance with the disciplinary procedure contained in the Dalyston Football Netball Club’s Member Protection Policy and/or Grievance Policy 2023.

Employees of Dalyston Football Netball Club who breach this policy may face disciplinary action up to and including termination of employment in accordance with the Dalyston Football Netball Club / AFL Member Protection Policy or any other relevant policy.

Appeals

Any person who is sanctioned under a disciplinary process for breach of this policy may have a right of appeal under the Dalyston Football Netball Club Grievance Policy 2023 ‘Appeal Process’

Related policies

Code of Conduct
Anti-Discrimination, Harassment and Bullying Policy
Acceptable IT use Policy
Member Protection Policy
Grievance Policy
Child Protection Policy
Data Protection Privacy Policy, including opt-in consents
Appeals & Resolution Procedures Policy

Other legal considerations that may be applicable include but are not limited to:

Defamation
Intellectual property laws, including copyright and trademark laws, Privacy, confidentiality and information security laws
Anti-discrimination laws
Employment laws
Advertising standards
Charter of Human Rights and Responsibilities Act 2006
Information Privacy Act 2000
Equal opportunity laws
Contempt of Court
Gaming laws