Contributor Social Media Policy

1. Purpose and Scope

1.1   The purpose of this document is to outline the responsibilities held by all RCR contributors and their use of social media while in their RCR roles. The aim is to help protect the organisation but also provide clear guidelines for those in voluntary roles, whether acting independently or in your capacity as a representative of the RCR.

1.2    This is a rapidly changing area, and this policy is expected to be updated as social media platforms, and our communication strategies evolve.

2.    Main policy content

What is social media?

2.1    Social media is the collective term given to web-based tools and applications which enable users to create, share and interact with content (words, images, graphics and video), and network with each other through the sharing of information, opinions, knowledge and common interests. Examples of social media platforms include Facebook, X (formerly known as Twitter), LinkedIn, Instagram, YouTube, Twitch and TikTok.

2.2    This policy also applies to online blogs, wikis, podcasts, forums and messaging based apps, such as WhatsApp. Social media can be accessed in various ways, including from a desktop or laptop computer, tablet or smartphone. This policy applies to the use of all such devices.

The RCR’s social media

2.3    The RCR uses social media to reach and engage with our members and the wider public, gain valuable insights, and build online communities and networks. It also plays a pivotal role in growing awareness of the RCR and of our campaigns. You can find a list of active RCR social media accounts at the end of this document.

Guidelines for contributors’ responsible use of social media 

2.4    If you disclose your affiliation with the RCR, you must clearly state on your profile that you are expressing personal views, which are not necessarily those of the RCR. Consider whether it is necessary and appropriate to associate the RCR with your personal views.

2.5    All contributors are expected to adhere to and support agreed positions, lines to take and policies endorsed by the College.

2.6    Only contributors who are authorised (or where it is within their agreed duties for the RCR) should represent the RCR or express a view or comment related to or being as from the RCR.

2.7    All content shared online should follow the RCR’s Data Protection Policy and Guidance. Do not share or link to any sensitive or confidential information, including information shown in images.

2.8    Never post any information that could be confidential or sensitive about patients, colleagues or the RCR. Never share information that could identify a person’s identity or health condition and consider whether information you intend to post may lead to identification of a patient or staff member.

2.9    Avoid any defamatory, offensive or derogatory language. Take care over the terminology you use, and do not use language that could be considered offensive or cause distress to others.  

2.10    Do not create or transmit material that might be defamatory or incur liability for the RCR.

2.11    Consider the potential impact of your social media posts on colleagues and the wider profession. Keep in mind that they may also be seen by patients, Fellows and members.

2.12    Never use the RCR's logos or trademarks unless approved to do so. Permission to use logos must be requested from the Marketing and Digital Team and any content created must adhere to our brand guidelines. If permission is granted, content must also be approved before publishing.

2.13    Any approaches from the press or media must be forwarded immediately to the RCR press office; Contributors should not talk to journalists on behalf of the RCR without express permission and advice from the External Affairs team.

2.14    When publishing content and images, please comply with the RCR’s policy on safeguarding and GDPR.

2.15    As key public representatives, Contributors should not do anything that will bring harm to the RCR or its members, or bring the RCR into disrepute, including:

• Openly criticising or defaming the College, Officers, staff or other contributors
• Using defamatory language
• Criticising RCR stakeholders including government bodies, MPs, political parties, NHSE and four nation equivalents, private companies, individual Trusts, other Colleges and any other bodies/individuals we work with and expect to deal with in a constructive way.

RCR officers

2.16    RCR Officers are elected and appointed roles that sit on the Board of Trustees, lead their faculties and agree and implement the strategic objectives of the organisation. 

2.17    They are the face of the RCR in all public forums, including press, conferences and events, member facing activities and social media. The visibility of these roles requires that Officers are held to account for their actions and must exercise additional caution when using social media. Officers are expected to use RCR lines to take on key issues.

2.18    The standards expected of our officers and their behaviour on social media are the same as if they were communicated face-to-face, at events or through other traditional media. 

2.19    It is essential that Officers maintain confidentiality on internal meetings and discussions until a decision is made and a line to take has been agreed.

2.20    As a key public representative, Officers should not do anything that will bring harm to the RCR or its members, or bring the RCR into disrepute, including:

• Openly criticising or defaming the College, fellow Officers, staff or contributors
• Using defamatory language
• Criticising RCR stakeholders including government bodies, MPs, political parties, NHSE and four nation equivalents, private companies, individual Trusts, other Colleges and any other bodies/individuals we work with and expect to deal with in a constructive way.

2.21    Officers and contributors are expected to adhere to and support agreed positions, lines to take and policies endorsed by the College.

2.22    Remember that the RCR is a politically neutral organisation and has an obligation to maintain that through all its representatives. We work closely with a number of political parties in order to bring about positive changes for our Fellows and members and it is important that our Officers protect and support this work. 

2.23    Officers who have responsibility for relationships with politicians, decision makers and/or stakeholder organisations must take particular care if they have personal accounts and use these to promote the RCR’s work. In such circumstances, you should not make statements that are overtly political or that could compromise these stakeholder and decision maker relationships. 

2.24     While in their role, Officers should refrain from making political statements or taking positions that do not reflect the RCR’s stance. 

2.25    Social media is about amplifying conversations and engaging users, but we need to take care which conversations we do (and don’t) amplify and with which users we choose to engage. Engaging in personal disputes or heated exchanges via social media is never appropriate and should be avoided, both publicly and via direct message.

2.26    If you are personally addressed or tagged in a controversial or antagonistic message on social media, please refrain from responding directly and reach out to the Director of Communications, who will advise on the best approach.

2.27    Canvassing by way of social media is allowed, subject to adherence to the RCR’s values and social media policy.  

2.28    If you feel you are being harassed or bullied on social media, we encourage you to block, and if appropriate report the users. If you feel you are being bullied or harassed by an RCR member or employee, please refer to the RCR Complaints Procedure for further information on how to escalate your concerns. 

2.29    Officers should familiarise themselves and comply with the General Medical Council’s guidance on Doctors’ use of social media.

Breach of this Policy 

2.30    Any misuse of social media may result in disciplinary action in accordance with the RCR’s disciplinary policy. 

2.31    Breaches of this code will usually be managed under the RCR Contributors Problem Solving policy and process.

2.32    Where there is evidence of serious, deliberate or continued breach of this Code, formal action may be taken against the Contributor concerned, which may include the early termination of their term of office.

2.33    You may be required to remove any social media content that we consider to constitute a breach of this policy. Failure to comply with such a request may result in disciplinary action. 

Guidance and tips for using social media

1.    It is not a requirement to have a social media account or to use social media to fulfil your role. However, social media can be a great way amplifying your work, for example:
   1. keeping in touch with members or obtaining views and opinions   
   2. being more approachable and accessible to members 
   3. campaigning on local issues 
   4. amplifying RCR key messaging. 
   5. We encourage you to share, interact and engage with the content posted on the RCR’s social media channels. 
   6. You are personally responsible for the content you publish and the conversations you engage with online, and we expect you to use your own discretion when doing so.
   7. If you become aware of matters which are relevant to the business of the RCR through social media monitoring, you should raise the issue with the Marketing and Digital Team. 
   8. Ensure that your privacy settings are set up so that personal information you many not want to share is not available to members of the public.   
   9. Social media has a high reach, meaning your comments can make their way to many people. Once something has been posted, it can be hard to retract. Assume that what you put out is permanent and recorded.  
   10. Social media moves very fast, which can increase the temptation to post in the moment or express emotional reactions. Imagine you are speaking to a room full of people – would you be comfortable saying what you intent to post? 
   11. As with any form of online communication, there can be instances of your words or actions being misinterpreted. It’s important that your comments on social media are accurate and well thought out.  

If you have any questions or queries, please contact the Marketing and Digital team by emailing [email protected].