Public Service Commission Policies

Social Media Policy


Purpose

To provide guidance and outline expectations on the use of social media to ensure employees conduct themselves in a manner consistent with their function and role as public servants.


Policy Statement

Social media is a valuable tool for providing information, promoting awareness of Manitoba government programs and services, and engaging with stakeholders and the public. 
While this policy focusses on the responsible use of social media, the Communications and Engagement Division (CED) provides social media planning services. For further information, refer to Guidance on the use of social media for government purposes (intranet access required).

Employee obligations as outlined in the Oath or Affirmation of Office Regulation, Employee Network Usage Policy (intranet access required), Conflict of Interest Policy and the Manitoba Government Code of Conduct apply at all times when using social media for official, employment-related or personal purposes (see definitions below).

GENERAL REQUIREMENTS

  • Employees must not post, comment on and/or disclose confidential information or matters concerning the government or department, branch or agency in which they are employed, or information that comes to their knowledge solely by virtue of their employment.

  • Employees must not disclose information, make commitments or engage in activities on behalf of the Manitoba government online, unless authorized to do so by a designated government authority.

  • Employees must be aware that personal thoughts they publish online, even through use of a personal account during or outside of working hours, may be misunderstood as expressing the positions or opinions of the Manitoba government. Employees are advised to exercise caution and check with their supervisor if they are unsure whether an intended communication is appropriate.

  • All conversations on social media networks should be considered public rather than private. Any post, photo, comment, etc. posted on the internet may be permanent despite efforts to delete them.

  • Employees will be held accountable for what they post online, even when using a disclaimer such as "My views are my own" or equivalent. Inappropriate conduct using social media, which may bring disrepute to the employer or government employees, may be investigated and subject to disciplinary action up to and including dismissal.

  • Employees must not cross-promote personal social media accounts on Manitoba government communication tools (e.g. listing a personal Twitter account in their government e-mail signature).

  • All requests for statements or interviews from media must be forwarded to Communications and Engagement Division.


Objectives

  • To make employees and supervisors aware of and understand the requirements and expectations of social media use.

  • To minimize security risks, legal issues and damage to the reputation of employees and the employer by encouraging responsible decision making and awareness of prohibited conduct when using social media.

  • To provide supervisors with the knowledge, tools and supports to address social media concerns.


Principles

In accordance with The Public Service Act and the Manitoba Government Code of Conduct, employees must conduct themselves in a manner that upholds public trust and is consistent with the values for an ethical public service.


Application

This policy applies to employees of the core public service, employees for the officers of the Legislature (Section 58(1) 58(2) The Public Service Act) and political staff (Section 6.5(1) (f) Public Service Regulation) and is applicable to official, employment-related or personal social media use.


Responsibilities

Employees

  • Adhere to government policies, standards and guidelines while using social media.

  • Bring social media concerns forward to their manager in a timely manner.

  • Seek and obtain approval from department executive and the Communications and Engagement Division before opening any social media account for official or employment-related purposes.

  • Cooperate in resolving situations involving use of social media.

  • Use caution and discretion when establishing social media contacts or social connections with clients.

Supervisors

  • Assess and identify reasonable solutions to employee concerns in a timely manner.

  • Document the concerns brought forward by the employee(s) and the steps taken to resolve the issue.

  • Implement and monitor solutions in a timely manner.

  • Consult with Communications and Engagement Division, human resource practitioners, and/or Workforce Relations Division as required.

Employing Authority (Deputy Minister or designate)

  • Responsible for the department's workforce management including overseeing the attendance, conduct and performance of the department's employees (S. 27(1) The Public Service Act).

  • Ensure that the policy expectations are communicated to all staff.

  • Review and authorize requests to use of social media in support of department objectives and the department's overall communications strategy.

Human Resource Practitioners

  • Advise managers and employees on the interpretation and application of this policy.

  • Support the resolution of issues as required.

Communications and Engagement Division

  • Lead social media strategy and practice across all government departments.

  • Review and authorize requests to use social media in support of government objectives, overall communications strategies and better practices.

  • Maintain a list of approved government and employment-related social media accounts, including login credentials for all government-owned accounts.

Definitions


Department: means a department as defined in The Executive Government Organization Act.

Deputy Minister: means the deputy minister of a department appointed under subsection 33(2) of The Public Service Act.

Employee: as defined in The Public Service Act, means an individual employed in the public service and, unless otherwise indicated, includes a manager or executive

Employment-related Social Media Use: refers to the authorized use of social media as part of job responsibilities by an employee or program area of a department in support of department objectives (e.g. communication with stakeholders or with the public relating to matters of public interest or safety). Employment-related social media accounts should be associated with a government email address and steps should be taken to ensure more than one employee, including Communications and Engagement Division, has access to the account. These accounts are the property of the Manitoba government. They remain the property of the Manitoba government even if the designated government employees managing the account leave government.

An employee's personal LinkedIn account is not an employment-related account.

Official Social Media Use: refers to use of social media for the purpose of communicating on behalf of a Manitoba government program area. This includes social media accounts with an official Manitoba government profile picture and/or updated by designated government employees as part of their role in government. These accounts are the property of the Manitoba government. They remain property of the Manitoba government even if the designated government employees managing the account leave government. Please refer to Communications and Engagement Division - Guidance on the use of social media for government purpose (intranet access required) for more information on official use of social media.

Personal Social Media Use: refers to an employee's use of social media for social, educational, professional, or other personal purposes, using an account associated with a personal email address. Employees must not use an account name, handle, id, profile picture, or user name that identifies them by their position, job title, or as a Manitoba government employee. Personal social media accounts should not be associated with a government email address, and are considered the property of the employee at all times. Note that personal social media accounts e.g. LinkedIn, even if used for professional development purposes, must not use a Manitoba government logo, and must not speak or be perceived to speak on behalf of the Manitoba government.

Social media: refers to publicly accessible Manitoba government and third-party-hosted social media platforms and sites. This includes, but is not limited to, social networks, video and photo file sharing, social bookmarking, blogs, micro-blogs, podcasting, wikis and other similar tools. Social media also refers to freely accessible online tools used to produce, post and interact using text, images, video, and audio to communicate, share, collaborate, or network.

Supervisor: means an employee, including managers or executives, responsible for supervising one or more employees.


Compliance/Non-compliance

Any breach of this policy may result in disciplinary action, up to and including dismissal.


Review Process

Deputy Ministers are responsible for adhering to this policy within their organizations and for ensuring that any violations of the policy are addressed.

The Public Service Commission may review and investigate breaches of the Public Service Act, the code of conduct or a workforce management policy.


Related Policies

The Public Interest Disclosure (Whistleblower Protection) Act
Freedom of Information and Protection of Privacy Act
The Personal Health Information Act
Employee Network Usage Policy (intranet access required)
Use of Technology Policy Statement
Manitoba Government Code of Conduct
Conflict of Interest Policy
Respectful Workplace Policy
Communications and Engagement Division - Guidance on the use of social media for government purposes (intranet access required)
Communications and Engagement Division – Internet and Social Media Policy (intranet access required)

Authority

The Public Service Act
Public Service Regulation
Oath or Affirmation of Office Regulation


Policy Review and Revision Schedule

A review will be conducted on the administration and operation of this policy, including any related procedural documents and forms, in accordance with a policy review schedule established by the Public Service Commission.


Policy Inquiries

Public Service Commission
Phone: 204-945-2332
Toll Free: 1-800-282-8069 (ext. 2332)
TDD/TTY: 204-945-1437
Email: psc@gov.mb.ca

 

 

Original Policy: dated September 15, 2015
Effective date: June 17, 2022

 

Manitoba Public Service Commission