Appendix: Social Media Guide

Introduction

Social media is a term used to describe websites and online services used to share information and opinions, collaborate on ideas, and connect with others easily.

Examples of social media include video sharing sites, blogs, and social networks such as Facebook, Instagram and X.

Using Social Media

RRC Polytech uses social media because it provides several channels through which the College can interact with different groups of people. Whether they’re students, alumni or industry, RRC Polytech wants to engage each audience by sharing relevant information and participating in conversations.

Through those conversations, RRC Polytech can provide quick and helpful customer service, continually improve the reputation of the College, and receive immediate feedback from the community.

Types of Social Media

Blogs

Blogs provide RRC Polytech departments with a voice to share interesting news and stories about their specific areas.

Facebook

Facebook is the hub of RRC Polytech’s online community. From sharing photos and events to providing helpful answers to questions, RRC Polytech uses its Facebook page to connect with and talk to different College audience groups.

X, formerly known as Twitter

RRC Polytech uses X to share links to news and events, provide timely updates on campus incidents and engage in conversations with the community. Due to character limitations, posts need to be concise and error-free as they can’t be edited after posting. Adding relevant photos to posts often helps boost the engagement.

Instagram

The mobile photo sharing network is the perfect spot for RRC Polytech to visually promote what’s happening on campus. Posts are usually photos or videos without any design elements to maintain an organic feel. Since links aren’t recognized in Instagram posts, captions need to convey the intended message without expecting users to jump to another website.

Flickr

RRC Polytech stores images taken at College events and announcements on the photo sharing site Flickr, which allows bloggers to use them in their posts.

YouTube and Vimeo

The RRC Polytech channels on YouTube and Vimeo are the go-to sites for visitors wishing to watch videos produced by the College.

LinkedIn

The College connects with RRC Polytech alumni through LinkedIn by providing grads with news and updates about alumni events. The site is also used as an employee recruitment tool.

Email Newsletters

Sharing news with various audiences on a regular basis is an effective way to build the RRC Polytech brand and drive traffic to other online sites maintained by the College.

Getting Started

Any RRC Polytech employee can use social media for their personal use. However, if you want to use any form of social media on behalf of RRC Polytech, you’ll need to talk with your manager and the Manager, Web Presence, to figure out which type of social media or web presence would be best to help you and your department achieve its goals.

If you have a College-related video that you think would be interesting or valuable for an external audience, contact the Manager, Web Presence.

Social Media Protocols

Engaging people on the web is a powerful way of helping and informing others about RRC Polytech. Because of this, it’s important to follow these protocols to maintain the College’s reputation:

Image Requirements

1. Image Usage
   • Use photos taken in the moment at events or on campus.
   • Photos sourced from the RRC Polytech Flickr account are also permitted.
   • Avoid using clip art or images sourced from the internet, as they may breach copyright regulations.
2. Image Modifications
   • Do not add text, the RRC Polytech logo, or QR codes directly onto images.
   • If text or branding elements (e.g., logo) are required, submit a Marketing Request to ensure proper branding guidelines are followed.
3. Instagram Feed Specifications
   • Images shared on the Instagram Feed must be sized at 1080×1080 pixels for optimal display.
   • Reel sizing should be 1080×1920 pixels for optimal display.

By following these guidelines, we can maintain consistency, protect copyright, and uphold the RRC Polytech brand.

Be transparent and honest

Whether you’re writing for a blog or posting on a social networking site, be honest about who you are and what you do.

Think about what you’re saying

When you post content or information, remember that you’re representing the College and are responsible for what you say.

Be respectful and polite

When responding to questions, comments or complaints, treat the other party with respect. Respect and understanding can go a long way when dealing with complaints online.

Use common sense

If you wouldn’t say something to someone in person, you shouldn’t say it online, either.

Use the proper internal channels to voice concerns or complaints about the College and work towards getting them resolved

If something or somebody at work is bothering you, don’t take to social networks to vent your frustrations. Many of these networks are extremely public, which makes it easy for anybody to see your complaint. This could hurt your reputation or that of the College. Internal matters need to remain internal.

Don’t talk publicly about private student or College information

If you’re helping somebody online and need personal information to assist them, tell them you’ll message them and then ask for their information in the private message.

How should I monitor and maintain my account?

Regular maintenance of your social media account is a key factor in its success. By posting new content and responding to comments and questions promptly, visitors will be more likely to come back to the site on a regular basis.

Keeping on top of comments and moderating inappropriate remarks is also important. If a comment contains hateful, pornographic or illegal content, it should be removed from the site immediately and reported to your supervisor.

People will occasionally complain about the College or your department on social media sites. Don’t take it personally. Try and understand where the person is coming from and see if there is anything you can do to defuse the situation. People are often very reasonable if they see the person they are complaining to is understanding and willing to help. If the complaint doesn’t relate to your area, try to find somebody in that area or department who can help out.

What if I have something to promote through social media?

If you’d like to share a story or let people know about an event your department is organizing, email the Manager, Web Presence. The two of you can discuss which avenue would be best for sharing the story or promoting the event, and develop an action plan to get the word out.