Social Media Policy

Purpose:

This policy establishes guidelines for the use of Hartford Public Library’s social media sites as a means of engaging with customers, promoting events and services, and showcasing the Hartford Public Library (HPL). HPL’s social media sites are not intended to be traditional public forums for the general exchange of ideas and viewpoints, but a limited forum for discussion of Library-related information. HPL has sole authority to decide what is communicated on behalf of HPL-on-HPL social media sites. HPL reserves the right to approve or deny any collaboration requests.

HPL is committed to:

• Maintaining the highest levels of accuracy, objectivity, and impartiality in the information that we communicate
• Providing accessible and inclusive services
• Respecting freedom of speech and difference of opinion while protecting staff and users from offensive, abusive, racist, or otherwise inappropriate speech
   

Definition of Social Media:

For the purposes of this policy, "social media" is understood to be electronic communication through which users create or interact in online spaces to share information, ideas, personal messages, and other content. Social media includes any webpage or app through which HPL has an account and interacts with other users.

Examples of social media include, but are not limited to, Facebook, Instagram, X (formerly Twitter), blogs, YouTube, LinkedIn, and Bluesky. For the purposes of this policy, "comments" include information, articles, pictures, videos or any other form of communicative content posted on an HPL social media site.
 

Library Rights and Responsibilities:

The Library establishes the following rights and responsibilities:

1. All HPL social media sites are subject to administrative oversight by HPL’s President and CEO or their designee, the Executive Director, Culture and Communications and/or the Communications and Marketing Director.
    
2. Library social media sites should make clear that they are maintained by Hartford Public Library and that they follow the Library's Social Media Policy.
    
3. Wherever possible, Library social media sites should link back to the hplct.org website for forms, documents, online services and other information necessary to conduct business with HPL.
    
4. The Library's Communications/Marketing Department will monitor content on Library social media sites to ensure adherence to both the Library's Social Media Policy and the mission, vision and goals of HPL.
    
5. The Library reserves the right to require that any content that is deemed in violation of the Social Media Policy or any applicable law be removed, or to remove/block it.
    
6. The Library will approach the use of social media tools as consistently as possible, across all departments. HPL’s website, hplct.org, will remain the Library's primary and predominant internet presence.
    
7. All Library social media sites shall adhere to applicable federal, state and local laws, regulations and policies.
    
8. Comments should and will not be made on topics or issues that are not within the jurisdictional or service purview of HPL.
    
9. HPL employees shall adhere to any internal departmental policies regarding social media.
    
10. Library staff should protect customer privacy and confidentiality whenever possible; however, the Library cannot guarantee the privacy of any customer using this service.
    
    a. The Library reserves the right to reproduce comments and posts tagging the Library in other public venues (ex: testimonials). Reproductions of this nature may be edited for space or content, but the original intent of the comment or post will be maintained. By posting on the Library's social media sites, users give the Library permission to use their name, profile picture, and the content of any posting without compensation to the user or liability on the part of the Library. This permission ends when the content is deleted.
    
    b. We ask all customers, especially minors, using services on our website and social media sites to limit the amount of personal information they provide. We encourage parents and caregivers to tell their children about the importance of (i) not revealing personal information online and (ii) asking for permission before giving their last name or personal information to any website.
    
    c. The Library will not collect, sell, or knowingly transfer to any third party any personally identifiable information related to social media engagement with the Library. We will share personal data with other institutions only as required by law.
    
    d. Please be advised that each social media platform has its own privacy policies, which should be carefully reviewed and adhered to.
     
11. Responsibility for social media content engaged with by children and adolescents rests with the youth's parents or legal guardians. The Library does not stand in loco parentis.
    
    a. Please be advised that each social media platform additionally has its own minimum age of use requirements, which should be carefully reviewed and adhered to.
     
12. The social media content of a public library can be subject to an open records, or Freedom of Information Act, request. All user's posts that are hidden for any reason whatsoever shall be securely retained in accordance with the City of Hartford’s retention schedule.

Customer Usage Rules:

The Library will make this social media policy publicly available on its website at hplct.org, and link to the policy from social media platforms whenever possible. By engaging with this service, customers agree to abide by the Library's Social Media Policy. If any user does not agree to these terms, they are not to use the service, as violation of the terms may lead to legal liability. Customers agree to indemnify Hartford Public Library and its officers and employees, from and against all liabilities, judgments, damages, and costs (including attorney's fees) incurred by any of them which arise out of or are related to posted content.

Although the Library welcomes the comments, posts, and messages of other social media users that relate to the Library, and recognizes and respects differences in opinion, the social media sites are limited public forums and are subject to review by Library staff members. The Library reserves the right to, but is not required to, hide any comment, post, or message that it deems in violation of this Policy. The Library's social media usage rules are as follows:

1. Privacy: Users should have no expectation of privacy when commenting on Library posts or tagging the Library. Comments and posts may be read by anyone once posted, regardless of one's friends, followers, or subscribers list. The Library advises users against posting their personal information or contact information on social media sites. Comments and posts may also be subject to disclosure under the Freedom of Information Act.
    
2. No Endorsement: The Library is not responsible for the content of posts made by third parties, including customers, reviewers, advertisers, and others who may post comments. Comments posted by a member of the public on any Hartford Public Library social media site are the opinion of the commenter or poster only and publication of a comment does not imply endorsement of, or agreement by, the Hartford Public Library, nor do such comments necessarily reflect the opinions or policies of the Hartford Public Library. Social media users should exercise their own judgment about the quality and accuracy of any information presented through social media by third parties.
    
3. Rules of Use: To ensure a healthy, safe space to discuss Library services, resources, and events, content containing any of the following may be hidden immediately from any Library social media forum:
   
   a. Obscene, illegal, sexually harassing, threatening, racist, or abusive speech
   
   b. Threats to any person or organization, and any post that affects the safety and security of the Library, its property, patrons and staff or creates a hostile work environment
   
   c. Private or personal information, including phone numbers and addresses, or requests for personal information
   
   d. False or misleading information, and any statement by a user under a false name or any falsification of identity
   
   e. Spam or other commercial messages
   
   f. Comments in support of, or in opposition to, any political campaigns or ballot measures
   
   g. Comments not related to the original topic, including random or unintelligible comments
   
   h. Solicitation of funds
   
   i. Any comment, post or other content that violates any person's intellectual property rights, including but not limited to violations of the Copyright Act.
   
   j. Any information deemed harmful to minors
   
   k. Any post that violates any Library policy
   
   l. Content that promotes, fosters, or perpetuates discrimination based on race, creed, color, age, religion, gender, student status, sexual orientation, gender identity or national origin
   
   m. Conduct in violation of any federal, state or local law
   
   n. Encouragement of illegal activity
   
   o. Any images, links, or other content that falls into the above categories
    
4. Third Party Usage Rules: In addition, users are expected to abide by the terms and conditions set by third party social media platforms as well as follow appropriate Federal and State Law.
    
5. Access: Hartford Public Library reserves the right to deny access to Library social media sites for any individual who violates the Library's Social Media Policy, at any time and without prior notice.

Photos and Consent:

By attending Library events in public spaces, customers give the Library permission to use their likeness (or their child's likeness) in photographs in print and online, including on social media and in press releases, without compensation to the user or liability on the part of the Library. This permission may be revoked in writing at any time. As a best practice, Library staff will obtain verbal consent to share photos, when possible, especially when using photos for print publication, but this is not necessary to use the photos.

Violations and Appeals:

Hartford Public Library administrators will review the Social Media Policy periodically and reserve the right to amend it at any time.

Hartford Public Library reserves the right to deny access to Library social media sites for any individual who violates the Library's Social Media Policy, at any time and without prior notice. The Library also reserves the right to hide posts or comments in violation of this policy. To the extent the Library has sufficient contact information, the Library will message users that have been blocked to explain the issue and notify the person of the action. Any person who has been blocked or whose post or comment has been removed has the right to appeal that decision by filing a “Statement of Concern”.

• Upon receipt, HPL President and CEO will review the appeal and provide a response via email or traditional mail within 30 business days. The President and CEO may confer with other Library and City administrators, including the city attorney's office, before deciding.
   
• If the appeal is upheld, the participant may repost the deleted content.
   
• If the participant is still dissatisfied with the Library's decision, they may appeal to the Library Board of Directors. The final appeal lies with the Library Board of Directors.

Approved by the HPL Board of Directors: April 3, 2025