Protecting Yourself Online: Dos and Don’ts for SAFA Members
In today’s digital age, social media and online communications serve as a powerful tool for connection. However, online activities can become a significant problem for an employee if their comments or topics involve their employer.
Personal Communications as a SAIT Employee
Cell phones are ever-present in today’s workplace, and it can feel convenient to use your personal cell phone to conduct SAIT business. However, this can be a slippery slope for several reasons.
- Legal liabilities: While there are no policies preventing instructors from giving their cell phone number to students, it’s a very bad idea. So, too, is using alternative contacts (phone or email) for students. There is no reason that you should be in contact with students outside of official SAIT channels (office phone, email, Teams, or Brightspace). Taking calls, texting, or emailing with students on a personal device sets up a relationship dynamic that can get you into hot water.
- Work-life boundaries: Mixing personal and professional communications on your phone or personal email makes it harder to disconnect from work during off-hours.
- The employer controls your device: If you have Microsoft Email or Teams or the institutional e-card on your phone, SAIT will require you to follow their policies and add technology/apps. Be aware that you are not required to use the e-card. Employees and students can obtain physical cards at the Card Office in Senator Burns. Authentication can be done through office phones or other processes.
Social Media Use as a SAIT Employee
Did you know that SAIT has a policy and procedure that you must follow if your personal social media posts identify you as affiliated with SAIT or reference SAIT in any way? Whether you’re using platforms like TikTok, LinkedIn, Facebook, or Reddit, the same professional standards you follow on SAITNow apply to public posts.
Interactions with Coworkers Online
It’s also important to remember that our employer’s policies can extend beyond the physical workplace, into interactions such as casual social interactions with coworkers in group texts, closed Facebook groups, or other private forums. For example, activities in these spaces could fall under SAIT’s Respectful Workplace policy and might be reported to HR. Always keep in mind: what you post online is never truly private, so plan your comments carefully.
General Dos & Don’ts
To stay aligned with SAIT’s expectations, here are a few key highlights from SAIT’s Social Media Policy and Procedure (ER 1.2 & 1.2.1):
- If you answer a question about SAIT, identify yourself as an employee but add a disclaimer such as “These are my personal opinions and do not represent the views of SAIT.” If you are unsure of your answer, share official resources like SAIT’s website or departmental contact information.
- Be respectful and professional and always follow SAIT’s FIRST principles and the Respectful Workplace policy.
- Comply with the FOIP Act to protect the personal information of employees and students.
- Remember that SAIT emails, Team chats, and other internal communications are proprietary – don’t share information or screenshots. Sharing outside the organization could lead to disciplinary action.
- If there is an institutional announcement or emergency situation, don’t post updates before the official statement is made. The Communications department will manage all external communications, including social media.
If you have any questions about social media use, contact SAIT’s Communications department for more information.
In Solidarity,
Craig Coolahan
SAFA Labour Relations Officer