Online Safety and Social Media Policy
Introduction
This policy provides guidance on how Teens in AI uses the internet and social media and the procedures for doing so. It also outlines how we expect the staff, mentors and volunteers who work or engage with us, and the children or young people who participate in our programmes, to behave online.
Aims
The aims of our online safety policy are:
- To protect all children and young people involved with our organisation and who make use of technology (such as mobile phones, tablets and the internet) while in our care.
- To provide staff and volunteers with policy and procedure information regarding online safety and to inform them how to respond to incidents.
- To ensure our organisation is operating in line with our values and within the law regarding how we behave online.
Understanding the online world
As part of using the internet and social media our organisation will:
- Understand the safety aspects – including what is acceptable and unacceptable behaviour for staff, volunteers and children – when using websites, social media, apps and other forms of digital communication.
- Be aware that it does not matter what device is being used for digital interaction, but that the same safety aspects apply whether it is a computer, mobile phone or tablet.
- When using social media platforms (including Facebook and Twitter) ensure that we adhere to relevant legislation and good practice guidelines.
- Regularly review existing safeguarding policies and procedures to ensure that online safeguarding issues are fully integrated, including:
- Making sure concerns of abuse or disclosures that take place online are written into our reporting procedures.
- Provide training for the person responsible for managing our organisation’s online presence.
Managing our online presence
Our online presence through our website or social media platforms will adhere to the following guidelines:
- All social media accounts will be password protected, and at least 2 members of staff/volunteers will have access to each account and password.
- The account will be monitored by a designated person
- The designated person managing our online presence will seek advice from our designated safeguarding lead to advise on safeguarding requirements.
- A designated supervisor will remove inappropriate posts by children, staff, mentors or volunteers, explaining why and informing anyone who may be affected (as well as the parents of any children involved).
- Identifying details such as child’s home address, school name or telephone number should not be posted on social media platforms
- Any posts or correspondence will be consistent with our aims
- We will make sure children and young people are aware of who manages our social media accounts and who to contact if they have any concerns about the running of their account.
- Parents will be asked to give their approval for us to communicate with their children through social media or by any other means of communication.
- Parents will need to give permission for photographs or videos of their child to be posted on social media.
- All of our accounts and email addresses will be appropriate and fit for purpose.
What we expect of staff, mentors and volunteers
Staff, mentors and volunteers should:
- Be aware of this policy and behave in accordance with it.
- Seek the advice of the designated safeguarding lead if they have any concerns about the use of the internet or social media.
- Communicate any messages they wish to send out to children and young people to the designated person responsible for the organisation’s online presence.
- Should not ‘friend’ or ‘follow’ children or young people from personal accounts on social media.
- Make sure any content that is posted is accurate and appropriate, as young people may ‘follow’ them on social media.
- Should not communicate with young people via personal accounts or private messages.
- Rather than communicating with parents through personal social media accounts they should choose a more formal means of communication, such as face-to-face, in an email or in writing, or use an organisational account, profile or website.
- At least one other member of staff or volunteer should be copied into any emails sent to children or young people.
- When sending emails to young people under the age of 18, parents need to be copied at all times.
- All mass emails will be sent in BCC to avoid revealing other participants’ personal data.
- Communications should not be copied to anybody besides parents and mentors/volunteers without explicit permission of parties concerned
- Emails should be signed off in a professional manner, avoiding the use of emoji’s or symbols such as ‘kisses’ (‘X’s)
- Any disclosures of abuse reported through social media should be dealt with in the same way as a face-to-face disclosure, according to our reporting procedures.
- Smartphone users should respect the private lives of others and not take or distribute pictures of other people if it could invade their privacy.
- Staff and young people must not engage in ‘sexting’ or send pictures to anyone that are obscene, indecent or menacing.
Using mobile phones or other digital technology
When using mobile phones (or other devices) to communicate by voice, video or text (including text messaging, email and instant messaging), we’ll take the following precautions to ensure young people’s safety:
- Staff will avoid having children’s or young people’s personal mobile numbers and will instead seek contact through a parent or guardian.
- We’ll seek parental permission on each occasion we need to contact children or young people directly; the purpose for each contact will be clearly identified and agreed upon.
- A method of accountability will be arranged, such as copies of texts also being sent to parents.
- On some occasions, WhatsApp will be used for communicating information – such as reminding children or young people about upcoming events or important information concerning events and not to engage in conversation.
- If a young person misinterprets such communication and tries to engage a staff member/volunteer in conversation, the member of staff/volunteer will take the following steps:
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- End the conversation or stop replying
- Suggest discussing the matter further at the next practice or event
- If concerned about the child or young person, provide contact details of the Lead Welfare Officer or the appropriate agencies.
Social Media Guidance for Parents
As adults, we all have a responsibility to do our best to empower our young people to keep themselves safe. We also need to learn what we can to ensure that we too are doing our best to keep them safe through our actions and advice. Please read and action the following to ensure you are promoting a positive message to young people in your care:
- Ensure that your child does not have a social media presence until they are at least 13 years old, this age is set for a reason – their safety!
- Be open with your child about the websites they use and ask them to show you how they communicate and what they watch. Check age limits for playing online games.
- Ensure your computers and phones are password protected and ensure appropriate security software is installed.
- Read the Teens in AI Code of Conduct and ensure you are a positive role model in all aspects of your communication with both young people and adults. Help your child to understand this message.
- Always remember that anything you or your child says including photos, pictures and video clips posted on your sites may be shared with people other than those for whom it was intended.
- Never post or send any photographs, videos or make comments that may be potentially hurtful or upsetting or open to interpretation, once it is posted it cannot be taken back, share this message with your son/ daughter.
Further Information:
There are many positive websites offering advice and guidance for you to learn how to keep your child safe online and top tips for you too:
www.thinkuknow.co.uk – there is a specific section for parents.
www.childnet.com/parents-and-carers
For downloadable checklists on internet safety including sexting and grooming, log onto: http://www.nspcc.org.uk/help-and-advice/for-parents/guides-and-leaflets/online-safetychecklists/online-safety-checklists_wda101288.html
Social Media Guidance for Young People
Please read and action the following to keep yourself and your reputation safe online:
- Use the internet positively and do not place yourself at risk. See further information at the end of this document for some useful websites for online safety.
- Always remember that anything you say including photos, pictures and video clips posted on your site may be shared with people other than those for whom it was intended.
- Never post or send any photographs, videos or make comments that may be potentially hurtful or upsetting or open to interpretation, you may regret sharing later on.
- Think carefully before you put pictures of other club members on your site. If you do wish to upload a picture you must get the consent of your parent, the other young person and their parent.
- It is always good practice to ask permission from people before you post their photo.
- Do not ask your mentor to be your social networking site friend – they will refuse as that would breach our safeguarding good practice.
- Ensure that you do not have a social media presence until you are at least 13 years old, this age is set for a reason – your safety!
- Follow the good practice information above regarding postings, comments and photographs.
- If you see or hear anything which concerns you please report to Safeguarding Officer.
Further websites for information There are many positive websites offering advice and guidance for you to keep safe online:
