Please DO
Ensure that posts (including comments) are respectful of others at all times.
When posting images (including photographs), ensure that those images are respectful, relevant to Club’s activities and support positive stories.
Adhere to the terms of use of the relevant social media and applicable laws (e.g. Anti Discrimination, Victimisation, Vilification, Privacy, Anti Bullying, Harassment and Defamation).
Escalate and report concerns.
Please DON’T
Post anything (including comments) which may be harmful, obscene, abusive, offensive or illegal.
Post any material that might otherwise cause damage to a Stakeholder or Club’s reputation.
Disclose information about another Stakeholder, Club or its operations that is confidential or likely to cause harm to any of them.
Include unnecessary personal information (for example, business email addresses and residential addresses).
SUMMARY OF DO’S AND DON’TS FOR SOCIAL MEDIA

SOCIAL MEDIA POLICY

Updated May 2024
    1.           INTRODUCTION 
  
    1.1.
    Richmond Water Polo Club (Club) recognises that Social Media and digital communications are a valuable tool to communicate, engage and connect with members, athletes, coaches, team managers and other volunteers, supporters (including parents and guardians), sponsors, administrators and other key stakeholders (Stakeholders).
  
    1.2.
    For the purpose of this Policy, Social Media means any website or application that enables users to create and share content or participate in one or both of social and online networking, including:
  
    (a)
    external social networking sites (e.g., Meta (Facebook, Twitter / X)
  
    (b)
    websites including video and photo-sharing websites (e.g., Instagram, Flickr, YouTube, Snapchat, TikTok, Discord);
  
    (c)
    micro-blogging sites (including, but not limited to, Twitter / X);
  
    (d)
    weblogs, including all corporate blogs, personal blogs or blogs hosted by traditional media publications (e.g., 'comments' or 'your say' features on news websites);
  
    (e)
    forums and discussion boards, including email and Team App;
  
    (f)
    online encyclopaedias (e.g., Wikipedia);
  
    (g)
    instant messaging (including WhatsApp, SMS);
  
    (h)
    product or service reviews on retailer or customer review sites (e.g., Yelp, Trip Advisor);
  
    (i)
    video-on-demand and podcasting;
  
    (j)
    geospatial tagging (e.g., Foursquare); and any other Websites that allow individual users or companies to use simple publishing tools.
  
    1.3.
    The rapid growth and evolution of Social Media requires an overarching Club policy (Policy) that:
  
    (a)
    ensures Stakeholders engaging in Social Media have an understanding about appropriate guidelines and usage; and
  
    (b)
    supports a culture of openness, trust, inclusion and integrity in activities surrounding Social Media and the internet, in conjunction with education and training.
  
    1.4.
    All communications posted, shared or sent on Social Media by a Stakeholder in their personal capacity may still be considered by others, whether correct or not, as a communication of Club, or otherwise representing the views, values or beliefs of Club or members of Club. As such, Club expects that such communications will be consistent with the values, policies and objectives of Club.
  
2.           PURPOSE 
  
    2.1.
    The purpose of this Policy is to set out Club’s rules for the appropriate use of Social Media by Stakeholders, whether for or on behalf of Club, engaging with Club, or personally whilst a Stakeholder of Club.
  
    2.2.
    The aim of this Policy is to:
  
    (a)
    promote and encourage appropriate and positive use of Social Media by Stakeholders;
  
    (b)
    ensure that Stakeholders understand Club’s approach to Social Media, and its expectations for the personal and professional use of online communication;
  
    (c)
    govern the terms of use by Stakeholders of Club-controlled, administered or related Social Media; and
  
    (d)
    to protect the intellectual property, confidential information, brand, reputation and viability of Club as well as the rights and interests of Stakeholders.
  
3.          APPLICATION OF THE POLICY
  
    3.1.
    This Policy has been adopted and approved by the Committee and applies to Stakeholders.
  
    3.2.
    While this Policy does not form part of any contract of employment, failure to comply with the procedures below may result in disciplinary action by Club against Administrator/Members or any other Stakeholder.
  
    3.3.
    Stakeholders should be aware that communications made through Social Media have the potential to impact on Club and other Stakeholders. Potential damage may be caused in certain circumstances, whether or not the Stakeholder is identified as having an affiliation with Club.
  
    3.4.
    This Policy may be updated by Club from time to time.
  
    3.5.
    This Policy applies to all communications including posts, images and comments published by a Stakeholder (including Authorised Users, defined below) on Social Media.
  
4.           CLUB BUSINESS USE – AUTHORISED USERS 
  
    4.1.
    Only Authorised Users are authorised to comment or publish information on official Social Media (such as the Club’s Website or TeamApp) for or on behalf of the Club.
  
    4.2.
    To become an Authorised User of specific Social Media, a Stakeholder must obtain the approval of Club’s Committee in writing.
  
    4.3.
    In addition to any other requirements set out in this Policy, Authorised Users must:
  
    (a)
    disclose that they are an Authorised User;
  
    (b)
    use only authorised Club accounts with that particular Social Media, unless authorised to use an approved official account or avatar;
  
    (c)
    disclose and comment only on information classified as information already within the public domain;
  
    (d)
    ensure that all content published is accurate and not misleading, and complies with all relevant Club policies and other relevant requirements;
  
    (e)
    comment only on the Authorised User’s area of expertise and authority;
  
    (f)
    ensure comments are respectful; and
  
    (g)
    adhere to the terms of use for the Social Media platform or website being used.
  
    4.4.
    Only Team Managers, Coaches or Committee members may create a WhatsApp group as “admin” to communicate with any Stakeholders in relation to Club business.
  
    4.5.
    Where a WhatsApp group is created in accordance with clause 4.4 for any junior age group (Flippa Ball, U12s, U14s, U16s and U18s), that WhatsApp group must include:
  
    (a)
    at least 2 individuals who are 18 years or more of age who hold a Working With Children certificate (e.g., team manager and coach);
  
    (b)
    an individual who is a member of the Club’s Committee;
  
    (c)
    the following words in the “group description: “Let’s use this chat to share updates for the team in accordance with the Club’s Social Media Policy”; and
  
    (d)
    settings such that the “admin” must approve and add new individuals to the group.
  
    4.6.
    Subject to compliance with the provisions of this Policy, athletes who are members of U16 and U18 teams:
  
    (a)
    may be added by the admin of a WhatsApp group at the discretion of the Team Manager in consultation with the Coach; and
  
    (b)
    must be removed by the admin of the WhatsApp group if a request to remove the athlete is received from that athlete’s parent or guardian.
  
5.           ADDITIONAL GUIDANCE FOR ALL STAKEHOLDERS
  
    5.1.
    The use of Social Media by a Stakeholder in connection with the Club must reflect the Club’s policies and procedures, including the Club’s Rules (Rules), Water Polo Victoria’s Code of Conduct and the Think Act Play Policy as adopted by the Club.
  
    5.2.
    Stakeholders are encouraged to:
  
    (a)
    “share” posts that are created and shared by Authorised Users; and
  
    (b)
    use Social Media as a place of encouragement and thanks for other Stakeholders, especially athletes, coaches and team managers.
  
    5.3.
    Stakeholders must take their affiliation with Club into account when using Social Media, particularly in the following circumstances:
  
    (a)
    Social Media use that has the capacity to damage the Stakeholder's professional or personal reputation;
  
    (b)
    Social Media use that has the capacity to damage the reputation of Club, the sport of water polo or any events;
  
    (c)
    Social Media use that has the capacity to damage the Stakeholder's ability to work with other Stakeholders; and
  
    (d)
    Social Media use that breaches any other of Club's policies.
  
    5.4.
    Stakeholders must:
  
    (a)
    not publish anything harmful, obscene, abusive, offensive or illegal as a consequence of which harm may be caused to Club or another Stakeholder, the sport of water polo or the events;
  
    (b)
    not post any material that might otherwise cause or be likely to cause damage to Club's reputation, or the reputation of the sport of water polo or any events, or bring or be likely to bring Club, the Stakeholder, the sport of water polo, any events or another Stakeholder into disrepute;
  
    (c)
    not disclose information about another Stakeholder, Club or its operations that is confidential or likely to cause harm to any of them;
  
    (d)
    not use or disclose Club's intellectual property, including but not limited to Club's logos or insignia without written approval of Club’s Committee;
  
    (e)
    ensure that they are respectful of others at all times;
  
    (f)
    when posting images (including photographs), ensure that those images are respectful, relevant to Club’s activities and support positive stories;
  
    (g)
    adhere to the terms of use of the relevant Social Media; and
  
    (h)
    comply with all laws including, but not limited to misleading and deceptive conduct, anti-discrimination, victimisation, vilification, privacy, intellectual property, anti-bullying, harassment and defamation.
  
6.           MONITORING AND PRIVACY 
  
    6.1.
    Club may record any information posted to its Social Media and may use that information for the purposes of ensuring compliance with this Policy and administering such Social Media or any other purpose consistent with Club's Privacy Policy.
  
    6.2.
    Club strongly recommends that all Stakeholders protect their own personal privacy by not including unnecessary personal information (for example, business email addresses and residential addresses) in Social Media communications.
  
7.            RESPONISBILITIES AND CONSEQUENCES 
  
    7.1.
    All Stakeholders have a responsibility to ensure that their actions in relation to the use of Social Media comply with this Policy.
  
    7.2.
    If a Stakeholder becomes aware of inappropriate or unlawful content, or content that may be in breach of this Policy, relating to Club, they should report the circumstances to the President or Member Protection Officer of Club immediately and maintain appropriate confidentiality about the matter before, during and after any resolution of the matter.
  
    7.3.
    If directed by the Club, a Stakeholder will remove, rectify and/or publish a correction about, any material published on Social Media that, in the view of the Club, breaches this Policy or otherwise bring or be likely to bring, the Club, any other Stakeholder into disrepute or harm.
  
    7.4.
    A Stakeholder who breaches this Policy may be responsible for any loss suffered by the Club, or any other Stakeholder.
  
    7.5.
    If a claim that Social Media has been used improperly is substantiated, disciplinary action, including but not limited to under the Club Rules, may result. The level of action will depend on all the circumstances, including the severity of the conduct:
  
    (a)
    a formal apology;
  
    (b)
    a warning;
  
    (c)
    suspension or termination of membership, or membership benefits; or
  
    (d)
    termination of appointment (with or without notice).
  
    7.6.
    Potential and actual breaches of this Policy will be dealt with in accordance with the disciplinary provisions under Club’s Rules and any other applicable policies.