Policy 5272 - Social Media and Electronic Communications

The Richland School District (“District”) recognizes that access to technology and social media provides valuable opportunities for learning, communication, and community engagement. At the same time, the District is committed to protecting student privacy and well-being, maintaining a safe learning environment, and preserving public trust.

This policy establishes expectations for employees (including coaches and advisors) use of social media and electronic communication, as well as participation in District-sponsored digital platforms.

Professional Conduct and Public Trust

Employees may use social media and online platforms in their personal capacity. However, employees are expected to conduct themselves in a manner that:

1. Maintains professional boundaries with students;
2. Protects confidential information;
3. Upholds District policies and workplace standards; and
4. Does not disrupt District operations or undermine public confidence in the employee’s fitness for service.

Online conduct—whether public or private—may be subject to review if it reasonably impacts the employee’s role or the District, school, or classroom function. The District strongly encourages all employees to review their privacy settings on social media and networking sites and to exercise care and professional judgement when posting content.

Staff–Student Communication

Approved Communication Methods

All communication between staff/coaches/advisors and current students must:

1. Be for legitimate school-related purposes;
2. Occur through District-approved communication platforms or devices; and
3. Follow District-established messaging procedures.

Whenever possible, electronic communications will include multiple recipients (e.g., a group of students, another staff member, and/or a parent/guardian).

Prohibited Communication

Employees will not:

1. Engage in one-on-one, non-essential (“superfluous”) messaging with students;
2. Use non-District-approved platforms to communicate with students about any matter;
3. Discuss personal, private, or non-school-related matters with students via electronic communication; and/or
4. Add or accept current students as “friends,” “followers,” or similar connections on personal social media accounts (except in cases of family relationships).

Exceptions and Non-School Relationships

If an employee and student interact outside of school through community, religious, or other non-District activities those interactions must remain separate from District roles and responsibilities, district resources and accounts will not be used, and professional boundaries will be maintained at all times.

Failure to maintain appropriate boundaries may result in disciplinary action.

Use of Electronic Communication and Public Records

Employees will use District-approved communication tools for all work-related activities.

Communications conducted on District devices may be subject to public records disclosure under state law. Work-related communications conducted on personal devices or accounts may also be subject to public records requests.

Use of personal communication tools for District business is discouraged unless authorized and properly preserved in accordance with public records requirements.

Confidentiality

Employees must not disclose confidential or protected information obtained through their employment. This includes, but is not limited to:

• Student information;
• Personnel information;
• Family or community information; and
• Any non-public District data.

This requirement applies to all forms of communication, including social media and personal online activity.

Personal Use of Social Media

When using social media in a personal capacity, employees:

1. Must not engage in conduct that violates District policies on harassment, discrimination, professional conduct, or student relationships;
2. Must not use District resources for personal business, commercial activity, or non-work-related social media use; and
3. Should understand that content shared online may become public and reflect on their professional role.

If personal online activity is found to violate District policy, the District may require the employee to cease the activity and may impose discipline, up to and including termination.

Employee Speech on Matters of Public Concern

The District respects employees’ rights to speak as private citizens on matters of public concern. However, such speech may be subject to discipline if it:

• Undermines the employee’s effectiveness in their role;
• Disrupts, or is reasonably predicted to disrupt, District operations; or
• Interferes with working relationships or the functioning of the District.

Examples of speech that may result in discipline include:

• Use of discriminatory or derogatory language toward protected groups;
• Personal attacks against students, parents, or coworkers;
• Threats or advocacy of violence;
• Promotion of criminal activity.

The District will evaluate such matters in accordance with applicable law and encourages consultation with legal counsel when necessary.

District Social Media Account Governance

All District-related social media accounts and public-facing digital platforms must be centrally managed. No individual or group may create or operate a District-affiliated account without prior approval from the Public Information Officer (PIO) or designee. The PIO’s office serves as the official owner and administrator of District social media accounts.

Centralized oversight ensures:

• Consistent branding and messaging;
• Continuity of access;
• Compliance with public records and retention laws; and
• Reduction of legal risk.

District programs and schools must coordinate with the PIO regarding account access and use.

Public Participation on District Platforms

District-sponsored social media platforms are considered limited public forums. The District welcomes community engagement but reserves the right to moderate content in accordance with this policy.

Users participating on District platforms must not:

• Post content that is threatening, harassing, obscene, defamatory, discriminatory, or illegal;
• Share confidential or personal information about others;
• Infringe on intellectual property or privacy rights;
• Promote commercial activity outside of approved District purposes;
• Post spam, duplicate content, or misleading information;
• Misrepresent identity or post under multiple accounts.

The District may remove content or restrict users who violate these standards, regardless of viewpoint. Employees managing District platforms are acting in their official capacity and must ensure that all content is professional, school-related, and aligned with District standards.

Enforcement

Violations of this policy may result in disciplinary action, up to and including termination, consistent with applicable laws and District procedures.

The superintendent or designee will develop procedures to accompany this policy.

Cross References:

 

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