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SOCIAL MEDIA & COMMUNICATIONS POLICY



ARTICLE I — PURPOSE AND SCOPE

The purpose of this Social Media & Communications Policy is to establish clear standards governing all external and internal communications made on behalf of Dekalb Public Services Corporation (“the Corporation”). This Policy exists to protect the Corporation’s mission, legal standing, public trust, and organizational integrity across all forms of communication.

The Corporation recognizes that communications—including social media, digital platforms, printed materials, public statements, and informal messaging—directly shape public perception, donor confidence, community trust, and regulatory compliance. Accordingly, all communications must be accurate, ethical, respectful, and aligned with the Corporation’s charitable and educational purpose.

This Policy applies to all communications made in the name of, on behalf of, or that reasonably appear to represent the Corporation.

ARTICLE II — PERSONS COVERED

This Policy applies to all individuals acting on behalf of the Corporation, including but not limited to:

  • Board Members

  • Officers

  • Employees

  • Volunteers

  • Contractors and consultants

  • Program facilitators

  • Committee members and advisors

These individuals are collectively referred to as Covered Individuals.

Covered Individuals are responsible for understanding that even informal communication—whether digital, written, verbal, or visual—may be interpreted as official communication when connected to the Corporation.

ARTICLE III — OFFICIAL COMMUNICATION CHANNELS

Official communications include, but are not limited to:

  • Social media accounts (Facebook, Instagram, X/Twitter, TikTok, LinkedIn, YouTube, etc.)

  • Websites and landing pages

  • Email communications

  • Text messages and messaging platforms used for organizational purposes

  • Printed materials, flyers, posters, and handouts

  • Press releases, public statements, and interviews

  • Grant narratives and donor-facing materials

Only individuals expressly authorized by the Board of Directors or Executive Director may manage, publish, or speak through official communication channels.

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ARTICLE IV — ACCURACY, HONESTY, AND CONTENT STANDARDS

All communications must be truthful, accurate, and not misleading.

Covered Individuals shall not:

  • Misrepresent the Corporation’s mission, services, or scope of authority

  • Overstate program outcomes, eligibility, or guarantees

  • Present opinions as organizational positions without authorization

  • Provide legal, medical, tax, or immigration advice unless expressly permitted and properly qualified

  • Share speculative, unverified, or misleading information

All educational content must be clearly presented as informational in nature and must direct individuals to appropriate official sources where applicable.

ARTICLE V — CONFIDENTIALITY AND PRIVACY

Covered Individuals shall protect confidential and sensitive information at all times.

The following shall never be shared without explicit authorization:

  • Client or beneficiary identities

  • Personally identifiable information

  • Immigration, tax, health, or benefits data

  • Internal deliberations, Board discussions, or draft materials

  • Donor information

  • Personnel records

Photographs, videos, testimonials, or stories involving clients, program participants, or minors may only be used with documented consent consistent with the Corporation’s privacy standards.

ARTICLE VI — NON-DISCRIMINATION AND PROFESSIONAL TONE

All communications must reflect the Corporation’s commitment to dignity, inclusion, and respect.

Covered Individuals shall not publish or share content that is:

  • Discriminatory

  • Harassing or abusive

  • Politically partisan

  • Intimidating or threatening

  • Inflammatory or demeaning

  • Exploitative of vulnerable populations

Communications must remain professional, respectful, and mission-centered, regardless of platform or audience.

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ARTICLE VII — PERSONAL SOCIAL MEDIA AND REPRESENTATION

Covered Individuals may maintain personal social media accounts. However, personal accounts must not be used in a manner that implies official endorsement, representation, or authority unless explicitly authorized.

Covered Individuals shall not:

  • Present personal opinions as official organizational positions

  • Use the Corporation’s name, logo, or branding to advance personal views

  • Engage in public disputes on behalf of the Corporation without authorization

When identifying an affiliation with the Corporation, individuals should make clear that views expressed are personal and not official statements.

ARTICLE VIII — POLITICAL ACTIVITY AND ADVOCACY

As a 501(c)(3) organization, the Corporation is strictly prohibited from engaging in partisan political activity.

Covered Individuals shall not, on behalf of the Corporation:

  • Endorse or oppose political candidates

  • Support political parties

  • Engage in electioneering

  • Use organizational platforms for political campaigning

Educational discussion of public systems or policies must remain non-partisan, factual, and mission-aligned.

ARTICLE IX — MEDIA, PRESS, AND PUBLIC STATEMENTS

All media inquiries, interviews, press statements, or public commentary referencing the Corporation must be handled by authorized representatives only.

Covered Individuals shall immediately refer press inquiries to the Executive Director or Board-designated spokesperson.

No individual may issue public statements, grant interviews, or respond to media inquiries on behalf of the Corporation without prior approval.

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ARTICLE X — MONITORING, CORRECTION, AND RECORDKEEPING

The Corporation reserves the right to monitor communications made through official channels.

Errors or inaccuracies shall be corrected promptly and transparently.

The Corporation may retain records of official communications for compliance, reporting, or legal purposes in accordance with record-retention requirements.

ARTICLE XI — REPORTING VIOLATIONS

Covered Individuals have an ethical obligation to report suspected violations of this Policy.

Reports may be made to:

  • The Executive Director

  • The Board of Directors

  • An authorized compliance designee

Retaliation against individuals who report concerns in good faith is strictly prohibited.

ARTICLE XII — ENFORCEMENT AND DISCIPLINARY ACTION

Violations of this Policy may result in disciplinary action, including but not limited to:

  • Warnings or corrective action

  • Removal of communication privileges

  • Termination of employment or volunteer service

  • Removal from office or committee roles

  • Legal action when appropriate

Enforcement decisions shall be made fairly, consistently, and in alignment with the Corporation’s governing documents.

ARTICLE XIII — ADOPTION AND AMENDMENT

This Social Media & Communications Policy is adopted by the Board of Directors of Dekalb Public Services Corporation and remains in effect until amended or repealed by Board action.