This guidance applies to your use of social networking tools as an OU staff member. It is relevant to you if you post comments about the Open University or are active in OU communities within external social networks. More detailed information is available via the full OU advice on engaging with web2.
Please note that this and the fuller documentation do not constitute legal advice but is intended to advise and guide your engagement.
By social networks we mean any non-OU online tool that enables you to communicate or share content with others e.g. blogs, WIKIS, twitter, Facebook etc. This does not include email.
The ‘Learn about’ guides http://epd.open.ac.uk/browseLAG.cfm provide a lot of background to OU and non-OU supplied tools.
Some of the CETLS have worked with social networking tools and Greaney and Thorpe make the following points : “social networking provides the opportunity to establish and sustain communities that are not linked by geographical location. … The ability to facilitate peer support and a platform for user-generated content and feedback are some of potential benefits from social networking sites” (Greaney, P and Thorpe.M http://www.open.ac.uk/cetl-workspace/cetlcontent/documents/499e75ea29feb.pdf).
There are a lot of students and staff who choose to have social networking accounts because it can be enjoyable and an effective way of keeping in contact with friends and colleagues. Students and staff may choose to make personal contact with each other in these spaces. The general advice when communicating in social networking spaces is to apply your usual professional approach and judgement.
It is important to remember that these are public spaces so you may want to consider the type of digital image you want to portray. For example if you have a blog, be aware that your students may find your contributions, and consider how your status as their tutor might be affected by what and how you write.
Often the rules of online communities and social networks revolve around openness and transparency and the OU is committed to engaging appropriately within these environments. As members of an OU community that functions on the basis of mutual respect and responsibilities you are expected to observe the code of conduct of hosting services while acting in these spaces.
Although the Terms and Conditions for each service provider (e.g. Facebook) apply, you are advised to read the staff code of conduct to understand your wider responsibilities especially if your professional digital presence is linked to the OU. You might also want to make sure your intellectual property rights are secure.
The OU also has some formal presence in many social networking spaces (details of these can be found at www.open.ac.uk/use). Students are made aware of these through the OU Life tab in StudentHome (often these are lightly monitored but not moderated). Staff can access these spaces from StudentHome https://msds.open.ac.uk/students/oulife.aspx.
It is important to note that engagement with OU presences in social networks is optional for both staff and students and the Terms and Conditions for each service should be adhered to. For OU advice on specific services please visit Online Services' web2 page.
Occasionally, courses make use of social networking tools – it is one of the means by which the OU explores new ways to support online teaching and learning. When this happens the course team are responsible for providing staff and students with guidance and advice on their use.
As with any recommendation for additional activities please make sure it’s clear that:
Remember that external tools may be subject to change and may not be accessible.
You will know from your student list if any of your students are under 18. They should be treated the same as any other student and not be denied access. They should have received safety guidance which warns them against divulging information, for instance, which could lead to someone finding out where they live . Their parents/guardians should be alerted to the fact that their child will have access to online discussions, whether course based or social.
Keep an eye on the nature of your students’ contributions and report any concerns to child-protection@open.ac.uk.
For more information please see additional guidance on the submission of personal data and behaviour.
Think carefully before doing this because it is preferable to work within OU supplied tools so the students don’t:
The OU supplied tools are also supported by the Helpdesk. You can therefore get advice and support if a student has accessibility or access problems.
You can request additional forums, WIKIs, Blogs and Elluminate sessions from TutorHome.
If you wish to use use an external social network instead of OU tools you must talk to your Staff Tutor or Regional Manager first.
If it’s part of a research activity then you should also talk to your Line Manager.
For further information please see additional guidance related to Intellectual Property, the submission of personal data, control of your data, service-related issues, behaviour and branding.
You need to consider your own workload and the student’s expectations – not just for the person’s dealings with you but also for tutors they come across in the future. You are therefore advised to decline.
Responsibilities for conduct are potentially quite blurred here between the OU’s expectations about professional activity and the terms and conditions within the tool.
It’s very unlikely but if you come across the following instances you will have to take action:
You may come across these in an individual’s personal online spaces. In these instances the usual confidentiality does not apply and the authorities have to be notified. Referral procedures for students under 18 and guidance on dealing with distressed or suicidal students are set out in TutorHome.
For further information please see guidance on behaviour.
If you wish to use OU-owned assets including course material, images, OU branding, multimedia material in social networking environments for any purpose you should have express permission from the OU in order to do so. Permission should be sought from Online Services communications-online-services@open.ac.uk initially. However if you are an Associate Lecturer please speak to your Staff Tutor in the first instance.
For further information please see guidance on brand.
You are free to publish material in any space which is not related to the OU and does not bring the OU into disrepute. See [staff] computing code of conduct for more information. Any risks associated with expressing your opinion in a personal capacity are entirely your own.
For further information please see guidance on behaviour.
You are free to post your thoughts or comments about the OU. However you should take care to avoid activity that:
If you are involved in an interview to be published online you can contact Media Relations (press-office@open.ac.uk) for advice regarding issues to consider.
For more information please read more about the [OU policies that might apply] in such a situation.
As above, individuals are free to express opinions about the OU, but if you feel that some comments infringe privacy, bullying or plagiarism guidance then please report them to communications-online-services@open.ac.uk
Please do not get involved in discussions you believe to be potentially damaging to the OU until you have made contact with Online Services communications-online-services@open.ac.uk as sometimes this can make the situation worse where a formal response is being considered.
For further information please see guidance on behaviour and brand.
If this research involves students you should go through the formal OU channels in order to get permission for this. IET?
The OU has a number of official presences in social newtworks such as Twitter and Facebook (more specific advice on engagement with these channels is available on the Online Services site.
Individual teams or units should not set up their own accounts in order to promote OU offerings nor should they pay third parties to promote the OU in these spaces unless previously discussed with Online Services (http://www.open.ac.uk/online/p5.shtml).
For more information please see guidelines on behaviour and brand.
Many OU policies will still apply regardless of the medium e.g:
Remember often it is the person or their behaviour that is relevant rather than the medium in which it happens.
The following policies will probably apply to OU set-up and managed social networking areas. They are less likely to apply to personal use in external areas:
student facing policies relating to things like:
Student facing policies can be found on StudentHome http://www3.open.ac.uk/our-student-policies/
Questions or issues relating to copyright may depend on the terms and conditions of the tool and the individual and the OU policy.
