CNG Child and Adolescent Protection Manual: CNG Use of Electronic Communication and Social Media Policy

ELECTRONIC COMMUNICATION AND SOCIAL MEDIA PRACTICES FOR EDUCATIONAL PROFESSIONALS AND STAFF

The purpose of this document is to provide guidance to all CNG staff members, volunteers, and third-party providers for maintaining professional boundaries with students and community members related to electronic communication and social media.  

For the purposes of this policy, electronic communication encompasses social media and other messaging forms that enable users to interact, create, share, and communicate information online. For example, electronic communication includes, but is not limited to, messaging or video chat software, websites, apps, email, texting, and blogging. It also includes social media networking platforms such as Facebook, X, Instagram, Telegram, and YouTube, Tik Tok among others.   

Electronic communication and social media create new opportunities for extending and enhancing education; however, as the number of communication forms increases, so does the chance of an unintentional mistake. CNG staff and faculty must be aware of the potential risks associated with electronic communication and social media so that they can use them safely and appropriately. By being aware, you can minimize risks and model the digital professionalism expected of education professionals.  

Maintaining professional boundaries in all forms of communication, technology-related or not, is vital to maintaining trust and appropriate professional relationships. When more informal communication channels are used with students and parents, professional boundaries can begin to blur. Official institutional tools allow you to better control the intended audience for your communications.  This policy will help you use your professional judgment to identify and avoid potential risks, as found in the CNG Child Protection Handbook.  

Communication with children is governed by the key safety concept of transparency. The following steps will reduce the risk of private or inappropriate communication between CNG parents, the administration, teachers, personnel, volunteers,  and minors. 

Note: Exceptionally, and previously endorsed by the Coexistence Committee and the Director's Council, the use of cell phones may be restricted at certain hours or places in order to protect the rights of boys, girls, and adolescents in situations of risk related to the use of technology and communications devices. 

INNOVATIVE OPPORTUNITIES FOR LEARNING AND TEACHING

Electronic communication and social media tools provide exciting opportunities to learn, teach, and communicate with students, parents, and colleagues. They serve a range of purposes, from helping students and parents access assignments and resources to assessment purposes such as digital portfolios and connecting with communities all over the world.  

Teachers also use the Internet and social networking sites as instructional tools, seeking resources to develop lesson plans and information to enhance their teaching practice. These tools provide powerful new ways to collaborate and dialogue with others, expand professional networks, and continue professional learning. Used thoughtfully and appropriately, new technologies offer opportunities to model digital citizenship for students and deliver the curriculum in innovative and engaging ways.

However, some of the most popular social media platforms were not created specifically for educational purposes and their use can expose staff members to risk when it comes to maintaining professionalism. While staff members should be cautious when communicating electronically and online, this does not mean it must be avoided altogether. Staff members should keep interactions professional, as you would in the classroom, and build a positive online presence. Know and respect proper professional boundaries with students, even when students initiate electronic interaction.

PROFESSIONAL VULNERABILITY

Teachers and counselors can be vulnerable to unintended misuse of electronic communication and social media.  Even the most innocent actions can be easily misconstrued or manipulated.  The immediacy and simplicity of a text message, for example, may lead to longer, informal conversations that become personal.  Social media as a tool can encourage more casual dialogue.  Rules may relax, and informal salutations may replace time-respected forms of professional address.  

Electronic messages are not anonymous.  They can be tracked, misdirected, manipulated, and live forever on the Internet.  Social media sites create and archive copies of every piece of content posted, even when deleted from online profiles.  Once information is digitized, the author relinquishes all control. 

The use of the Internet and social media, despite best intentions, may cause teachers and counselors to forget their professional boundaries and the unique position of trust and authority given to them by society.  The dynamic between a teacher/counselor and student is forever changed when the two become “friends” in an online environment.

GUIDELINES FOR ELECTRONIC COMMUNICATION AND SOCIAL MEDIA PRACTICES

The proper use of technology tools is a shared responsibility with the State, the educational establishments, and parents (Law 2170 of December 29, 2019).

It is expected that CNG faculty/staff interacting professionally with CNG community members will determine the best setup of their accounts. For some faculty/staff, this may involve the development of a professional account only used for posting and befriending members of the CNG community for professional postings. An example of this is the CNG Development Office Facebook account or your professional LinkedIn account.

The following guidelines should guide staff members in determining best practices:

• When interacting with students electronically, am I behaving ethically and professionally? Am I using sound judgment? 
• Is my use of electronic communication and social media enhancing learning or is it satisfying a personal need?
• Did a student initiate the communication, or did I? 
• Would I write/post this, knowing it may never be erased and remain public forever?  
• What are my reasons for sharing this information with a student – are they professional or are they personal?
• Is this picture or comment something I would be comfortable with my students, their parents/guardians, my supervisor, my family, or the media seeing?
• Am I maintaining appropriate professional boundaries? Would my peers or supervisors consider what I have posted as reasonable and professional?
• Would I communicate this way in my community?
• Are the photos, videos or audio recordings I am posting susceptible to misrepresentation or manipulation?
• Is my private information really private from students/parents? Am I keeping current in my awareness and knowledge of social media technology developments to protect myself from misuse?
• How does my online presence – that which I control and that which is posted by others – reflect my professionalism, and how does it reflect on the teaching profession?

ELECTRONIC COMMUNICATION AND SOCIAL MEDIA EXPECTATIONS

• Use school email/school Google Chat/Skyward or other authorized learning management tools when communicating professionally with students, parents, and colleagues.
• The use of WhatsApp is NOT allowed with students. 
• Never share information with students in an environment that they would not willingly and appropriately share in a School or School-related setting or in the community.
• Be careful with your online identities to ensure there is no possibility of serious repercussions or embarrassment.
• Never “friend” or “follow” a student with your personal social media accounts, and never accept a “friend” or “follow” request from a student.
• Never post any student photos, names, or identifying information online without confirming all proper permissions have been granted.
• Keep “netiquette” in mind as you communicate:  use courteous greetings; reply in a timely manner; don’t overuse email; don’t SHOUT in your messages; only “reply all” when it requires a group conversation; use links to shared documents vs. attachments.
• Follow all of the recommendations outlined below in the section titled, Minimizing Risks When Dealing with Electronic Communication and Social Media with Students.

Staff members are required to bring to the attention of their immediate supervisor any suspicious activity related to electronic communication or social media, as well as any violations of these guidelines by themselves, colleagues, or other adults on campus.

CRIMINAL AND CIVIL LAW IMPLICATIONS

Inappropriate use of electronic communication and social media may result in an adult being criminally charged and convicted or facing civil action. Examples of these include:

• making inappropriate online comments that lead to civil actions, such as defamation
• disclosing confidential information about the school, students, and colleagues, thus breaching  workplace privacy policies 
• posting the work of others without proper attribution, raising copyright-violation issues
• breaching a court-ordered  publication ban
• inciting hatred against an identifiable group
• disclosing information about a minor
• using technology to harass a student, colleague or others
• using a computer to lure a child or for juvenile prostitution 
• exchanging or forwarding compromising photos, videos or audio recordings of students leading to charges of possession or distribution of child pornography.

Electronic communication and social media can also be used as evidence in criminal and civil proceedings. The findings and orders of a criminal or civil proceeding may be used as evidence in disciplinary hearings at CNG.

Minimizing Risks When Dealing with Electronic Communication and Social Media with Students

Disciplinary Action

Staff violations of this policy may result in disciplinary action up to and including dismissal. Any violation may also be reported to the appropriate authorities if required by law.

Source – Ontario College of Teachers www.oct.ca  September 27, 2017