Social media and external communications policy

1.About this policy

This policy is in place to minimise the risks to The British International Studies Association (“the Association”) through use of social media and external communications through media.

This policy deals with the use of all forms of social media, including Facebook, LinkedIn, Tiktok, X (formerly Twitter), Google+, Wikipedia, Instagram, Tumblr, YouTube and all other social networking sites, internet postings and blogs. This policy applies to the use of social media or any other external communications for BISA purposes as well as personal use that may affect BISA in any way. Media includes print, broadcast and digital media. Instant messaging includes WhatsApp, Teams, SnapChat, Slack and all other messaging applications.

This policy covers all employees, volunteers, members, trustees, consultants, interns, casual workers and agency workers. It also applies to BISA working groups and networks and their conveners/committee.

This policy applies wherever BISA branding is used. Branding here is defined as the BISA logo, variations of the BISA logo including working group and network logos, and the name “British International Studies Association”, including all other subgroups contained within it.  This includes any BISA working group names.

This policy does not form part of any employee's contract of employment and we may amend it at any time.

2. Who is responsible for this policy?

The Executive Committee have overall responsibility for the effective operation of this policy but have delegated day-to-day responsibility for overseeing its implementation to the CEO/Director, who in turn has delegated it to the Marketing and Communications Director.

All staff, working group conveners are responsible for the success of this policy and should ensure that they take the time to read and understand it. Any misuse of social media should be reported to the Marketing and Communications Director. Questions regarding the content or application of this policy, and requests for training or information on issues of social media, should be directed to the Marketing and Communications Director.

This policy is reviewed annually by the Marketing and Communications Director in consultation with the CEO/Director in the first instance.

3. Compliance with related policies and agreements

Social media should never be used in a way that breaches any of our other policies. If an internet post would breach any of our policies in another forum, it will also breach them in an online forum. For example, you are prohibited from using social media to:

  • breach our obligations with respect to the rules of relevant regulatory bodies
  • breach any obligations contained in those policies relating to confidentiality
  • breach our Code of Conduct for members
  • breach our Anti-harassment and Bullying Policy
  • breach our Equality and Diversity Policy
  • breach our Privacy Standard (for example, never disclose personal information online) or
  • breach any other laws or regulatory requirements. 

Breach of any of the above policies will be subject to disciplinary action.

4. Use of social media for working group or network purposes

BISA working groups and networks can use social media and instant messaging to engage and collaborate with other members and stakeholders, one-to-one or in groups. All conveners and committee members are expected to abide by the following guidance when it comes when using social media for group or network purposes:

  • You must avoid making any communications that could damage the interests or reputation of BISA, the working group or the network, even indirectly.
  • You must not defame or disparage BISA, working groups, networks, our staff, other network members or any third party.
  • Working groups, network committee members, and all BISA members in their capacity as members, are not permitted to make political statements. Communications must remain politically neutral at all times. This is to comply with BISA’s status as a registered charity.
  • You must not harass, bully or unlawfully discriminate against BISA staff, members or third parties.
  • You must not make false or misleading statements or impersonate colleagues or third parties without their knowledge.
  • You must not express opinions on BISA behalf (or make such statements in circumstances where they may be understood to be on behalf of BISA), unless authorised to do so.
  • You must not post anything that breaches the BISA Code of Conduct for members.
  • You must not post or make comments about confidential information and intellectual property of BISA.

5. Personal social media

All employees, volunteers, members, trustees, consultants, interns, casual workers, agency workers, working group conveners and network committee members are expected to abide by the following guidance when it comes when using personal social media: 

  • If your profile shows your affiliation with BISA (for example on LinkedIn) you must  make it clear when posting whether you are posting on your own behalf or on behalf of BISA or one of its working groups or networks
  • Be respectful to others when making any statement on social media and be aware that you are personally responsible for your communications
  • If you disclose your affiliation with BISA on your profile(s), ensure that your profile and any content you post are consistent with a professional environment and that nothing you post could reasonably be considered to bring BISA into disrepute
  • You must not include logos or trademarks relating to BISA in any personal social media posting or in your profile on any social media.

6. Further guidelines for responsible use of social media

  • Be respectful to others when making any statement on social media and be aware that you are personally responsible for all communications that will be published on the internet for anyone to see.
  • When disagreeing with others’ opinions, remain appropriate and polite. If you find yourself in a situation online that looks as if it may be becoming antagonistic, do not get overly defensive and do not disengage from the conversation abruptly; ask the Marketing and Communications Director for advice and/or disengage from the dialogue in a polite manner that reflects well on the Association. The Marketing and Communications Director should escalate any queries or concerns to the BISA CEO/Director or Chair if necessary.
  • Never comment on anything related to legal matters, litigation or any parties BISA may be in dispute with.
  • Apologise quickly and honestly for any mistakes you make and learn from them for future social media activity.
  • Be smart about protecting yourself, your privacy, and our confidential information. What you publish is widely accessible and will be around for a long time, so consider the content carefully.
  • Watch out for phishing attempts, where scammers may attempt to use deception to obtain information.
  • Avoid clicking links in posts, updates and direct messages that look suspicious when using any accounts to represent BISA. In particular, you should look out for URL's contained in generic or vague-sounding direct messages.

If you are uncertain or concerned about the appropriateness of any statement or posting, refrain from posting it until you have discussed it with the Marketing and Communications Director.

7. Guidelines for working with print, broadcast and digital media 

You must not make any statements or provide information or documents to the media, directly or indirectly, without prior approval of the BISA Communications Director.

You must use your discretion in making public comment through the media on matters unrelated to the network, and you must ensure that you do not make statements that could bring the network into disrepute. You must also make it clear that you are speaking in your personal capacity and not on behalf of the network.

All requests for interviews on subjects connected in any way with the network, whether on or off the record, must be directed to the BISA Communications Director.

8. Recruitment

We may use internet searches to perform due diligence on candidates in the course of recruitment. Where we do this, we will act in accordance with our data protection and equal opportunities obligations.

9. Breach of this policy

Breach of this policy may result in disciplinary action up to and including dismissal from the Association. Any member of staff, working group convener or member suspected of committing a breach of this policy will be required to co-operate with our investigation.

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 in itself result in disciplinary action.

10. Change and review history

Implemented January 2020

Reviewed January 2026

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