Employee handbook

Scope of the Policy

All forms of social media are covered by this policy, including internal platforms provided for professional use and external channels used in both a professional and personal capacity. This includes but is not limited to:

• internal platforms such as Sharepoint Online
• external platforms such as Facebook, X (formally known as Twitter), and LinkedIn
• all other internet postings, including blogs and group forums

Staff in particular roles are authorised to use our official social media channels to engage with the public about the Scottish Parliament and this use is covered by the Corporate Social Media Policy. Further guidance is available from the Parliament Communications Office.

Staff are advised to familiarise themselves with the Code of conduct, which provides a framework of our obligations as parliamentary staff both in person and digitally.

This policy applies to all SPCB staff, staff on secondment and contractors who are authorised to use the SPCB’s IT Systems.

It applies whether your use is in the workplace or outside it, during working hours or otherwise, and regardless of whether the social media is accessed using any of the SPCB’s IT systems or any personal equipment.

Detailed Guidance

The SPCB positively encourages the use of social media to connect, communicate and collaborate in ways which add value to the Scottish Parliament. As such, it does not intend, through this policy, to prevent you from conducting legitimate personal and business activities via social media. Rather, guidance is provided to empower you to take advantage of the opportunities which social media offers whilst avoiding the pitfalls that can result.

You can exploit the advantages of social media for a variety of means, including:

• Engaging others in your work and keeping them informed
• Generating ideas and feedback
• Promoting initiatives/projects and explaining concepts
• Following discussions and keeping track of news
• Sharing good practice and making recommendations
• Building and extending networks

There should be a clear distinction between anything you post in a business capacity through the Parliament’ s official social media channels and anything you post in a personal capacity through your own social media profiles. The relevant approval mechanisms should be followed via the Digital Communications and Content Team (DCCT) before posting from an official Parliament profile. These are set out in the SPCB social media policy. You should feel free to like or follow official Parliament pages from your personal accounts.

You have a personal responsibility for everything you post, whether through internal or external social media channels. You should be aware that social media postings are instantly available to other users, nearly impossible to erase and will be considered public regardless of whether you have applied account settings to ensure private or restricted access.

In light of the above, you must ensure that in your use of all social media, you observe the SPCB’ s policies, including the Code of Conduct, and avoid taking any action that would bring the Parliament into disrepute. This includes, but is not limited to, ensuring that any posts you make are in line with the Parliament’s values and that you protect confidential information. Confidential information includes information obtained through working at the Parliament which is not in the public domain and the use of personal data of colleagues without their permission.

The starting point is that colleagues have a right to express views relating to beliefs they hold. However you must also treat others with respect by not making any comments which are offensive, disparaging, derogatory, discriminating or defamatory. You should also be aware that views you express or share, including on private social media, might be shared by colleagues and might, in some circumstances cause offence, hurt or upset. You should think carefully about the tone, content and audience for any comment or view you share or express on social media.

It is important to consider our duty of political impartiality at all times when active on social media. In addition to party politics, taking a public position on an issue of public policy, a political controversy, or any other ‘controversial subject’ is also likely to be incompatible with our roles.

Specific to your use of social media in your personal life, you may identify yourself as a parliamentary employee. What you do in your personal life is, generally speaking, your own business. You should be aware, however, that as an employee you represent the Parliament to the world whether acting on its behalf of your own.

It is important to be mindful that personal views or information expressed on social media cannot be entirely isolated from your working life. Your actions and behaviour on social medial therefore have the potential to positively enhance or adversely impact the Parliament ’s reputation and appropriate care should be exercised to comply with the Code of Conduct at all times. Any breaches of this policy or other relevant SPCB policies (including the Code of Conduct) may result in disciplinary action being taken up to, and including, dismissal.

Further Advice

You are trusted to exercise common sense and good judgment and to seek early advice from your line manager if you are in any doubt as to what is acceptable.

Guidance is also available from the DCCT in the Parliament Communications Office.