Social Media Policy

INTERNATIONAL ASSOCIATION OF EQUINE DENTISTRY
SOCIAL MEDIA POLICY

Preamble:
The purpose of the International Association of Equine Dentistry (IAED) Social Media Policy is to safeguard the IAED and its Members while allowing the dissemination of information that benefits the Members and general public.

The IAED’s Social Media Policy’s goal is to promote and protect the IAED, its Members and the best interests of the Association through content and information distribution that is appropriate, relevant and informative. Personal content, views and opinions can only be posted on the IAED branded pages if they align with the IAED Mission Statement and adhere to the IAED Code of Conduct, Standard of Practice, Bylaws and Social Media Policy.

Goals to achieve, while working within IAED Social Media Policy guidelines:

For the IAED:           To have a regular, quality social media footprint that safeguards the IAED’s integrity, Standards and reputation
while promoting and strengthening industry relationships.

For IAED Certified Members:         To promote the IAED Standards and increase the value of Certification through brand awareness.

For IAED Members:                          To add value to Membership through exclusive educational posts and opportunities as well as providing
a safe environment for Members to post in the IAED Members Zone.

For the Equine Industry:                To create awareness of the IAED, its Members and modern equine dentistry standards and practices.

• IAED Social Media Policy
IAED Mission Statement
IAED Code of Conduct
IAED Standard of Practice
IAED Bylaws

IAED Social Media Policy for IAED controlled pages.

1. Content available on IAED branded pages: All content posted on IAED branded pages is to comply with the IAED Social Media Policy and will be moderated by the IAED.

2. Educational content: Material posted is at the discretion of the IAED Social Media Liaison and the IAED Board. If content proposed is not within the IAED Standards but is considered research, scientific studies, anecdotal evidence or other material relevant to the industry, the IAED, or members, the IAED may require the material be preceded by a disclaimer provided by the IAED. If the IAED Board declares material to be inappropriate for publication, their decision is final.

3. Be professional: Always remember that social media is a public forum, and everything posted on IAED branded pages represents your Association and reflects on fellow Members. Keep the tone, language and content professional and relevant to the page you wish to post on.

4. Respect privacy: Never share the personal information of others or the IAED that is not already publicly available without express consent.

5. Be accurate: Ensure that all the information shared on IAED branded pages is accurate and up-to-date. Verify any facts and figures before sharing them and be sure to provide proper attribution if you are sharing someone else’s work or content.

6. Be responsive: Contributors should monitor posts or comments regularly and respond to any questions or comments in a timely and professional manner.

7. Be inclusive: content should be inclusive of all people, regardless of race, gender, religion, or sexual orientation. Ensure that IAED social media content reflects the diversity of our Association and our membership.

8. Avoid divisive non-Equine Dental related posts: If it is a recognized polarizing subject that is not related to the IAED or equine dentistry, avoid posting or commenting on IAED branded pages.

9. Be consistent: Ensure that our social media content is consistent with the IAED Mission Statement, Code of Conduct, Standard of Practice, Bylaws and Social Media Policy.

10. Intellectual property: Do not use copyrighted material without permission or attribution. Respect the intellectual property rights of others and be mindful of copyright laws.

11. Potential legal issues: Be aware of the potential legal issues surrounding social media use, including but not limited to defamation, bullying, libel, and trademark infringement. Avoid posting anything that could be deemed libelous, defamatory or illegal.

12. Consent: Any post, statement or comment suggesting it is on behalf of, or representative of, the IAED or any Member of the IAED, must have the express consent of the indicated party.

13. Report/complain about content: If a viewer reports or complains about content or comments on an IAED branded page, the content or comments will be reviewed by the IAED Social Media Liaison and Committee and/or the IAED Executive and Board as deemed necessary in keeping with the IAED Social Media Policy.

14. Proper ways to report an issue: If anyone sees concerning content posted on an IAED branded page they can report this by sending an email or private message to the IAED’s Social Media Liaison for the content to be reviewed, file a formal Social Media Complaint or file a “Grievance” with the IAED. Any report or grievance must be accompanied by supporting evidence.

15. False or Malicious reporting: Repeated unfounded reports by a Member may be grounds for review by the Board or governing body.

16. What happens when a report/complaint or grievance is filed: The IAED Board must be made aware of any formal complaint or grievance. The IAED Board will then take action they deem appropriate in response to the formal complaint or grievance using the Underpinning Documents of the Social Media Policy as their guiding documentation. All reports and outcomes will be recorded, and the decision will be final.

Suggestions for social media content or posts appearing on non-IAED controlled pages.

1. Responsibility for actions: The IAED recognizes it has no control over Members’ personal pages or content posted on non-IAED branded pages. With the freedom to make personal decisions also comes the responsibility for the outcomes of these actions as covered in this document.

2. Follow the IAED Social Media Policy: All Members of the IAED must adhere to the Social Media Policy set by the IAED when creating or engaging in posts relating to the IAED, its Members or Sponsors.

3. Be respectful and courteous: All social media posts and comments should be respectful and courteous.

4. Identify yourself as a Member: When engaging in social media posts relating to the IAED identify yourself as a Member of the IAED when necessary. Make it clear that you are not speaking on behalf of the IAED and its Members unless authorized to do so.

5. Respect privacy: Never share the personal information of others or the IAED that is not already publicly available without express consent.

6. Be accurate: Ensure that all the information shared on social media pages is accurate and up-to-date. Verify any facts and figures before sharing them and be sure to provide proper attribution if you are sharing someone else’s work or content.

7. Respect intellectual property: Do not use copyrighted material without permission or attribution. Respect the intellectual property rights of others and be mindful of copyright laws.

8. Be aware of potential legal issues: Be aware of the potential legal issues surrounding social media use, including but not limited to defamation, bullying, libel, and trademark infringement. Avoid posting anything that could be deemed libelous, defamatory or illegal.

9. Awareness of other Members’ social media: All Members are responsible for moderating their own social media accounts. However, if a Member posts inappropriate content that breaches the IAED Social Media Policy, anyone may bring it to the attention of the IAED Social Media Committee or Social Media Liaison. (See detailed description of the role of the Social Media Liaison and the IAED Executive team in the administration and implementation of the IAED
Social Media Policy)

10. Proper ways to report an issue: If anyone sees concerning content posted by an IAED Member, they can report this by sending an email or private message to the IAED’s Social Media Committee or Social Media Liaison or file a formal complaint or by filing by a grievance with the IAED. Any formal Complaint regarding social media content or a grievance filed regarding social media content must be accompanied by supporting evidence by the party filing the formal
complaint or grievance. (For the definition of a formal (Social Media Policy) complaint, please see the relevant portion of this document describing a formal complaint.).

11. False or Malicious reporting: Repeated unfounded reports by a Member may be grounds for review by the Board.

Formal (Social Media) Complaint aka Complaint:

For the purposes of the IAED Social Media Policy, a Complaint is a formal document that sets out the facts and reasons alleging that the social media content of an IAED member is in violation of the IAED Social Media Policy and asking the IAED Liaison, the IAED Executive and the IAED Board to review the content and take actions as deemed necessary by the IAED Social Media Policy.

What happens when a formal (Social Media) Complaint or Grievance is filed:

The IAED Board must be made aware of a formal Complaint or Grievance by the Executive once they are made aware of it by the SM Liason or any other source.

All formal Complaints or Grievances and all resulting outcomes will be recorded with the name of the complainant.

The complainant may remain anonymous from the member against which they have filed the Complaint/Grievance if they choose.

The IAED Board will then take action they deem appropriate in response to the formal complaint or grievance using the Underpinning Documents of the Social Media Policy as their guiding documentation.

The Board may decide to do nothing other than maintain a record of the report or depending on the severity of the alleged violation of the social media policy, the Board may also decide to take action against the Member.

If the IAED Board unanimously agrees that a Member’s personal content, comments or behavior jeopardizes the progress of the IAED or has an identifiable negative impact on IAED Members or other individuals and is in breach of a written policy, they must request a meeting with the Member for discussion.

If during that meeting/discussion, the originator/poster of the content in question is requested to remove or modify the content, the Member must do so within 48 hours.

Noncompliance of an IAED representative may, by unanimous vote of the Board, result in their removal from all positions held within the IAED.

If a member has a history of noncompliance with this Social Media Policy, they may by a unanimous vote of the Board be refused as a potential applicant for any position in the IAED.

If a member has a history of noncompliance with this Social Media Policy, the Board may (by a unanimous vote of the Board) upgrade a formal complaint to a Grievance filed by the Board to be processing by the Grievance Committee.

(Beginning Liason part of document.)
Social Media Policy – Liaison
“Liaison” – Defined as “Communication or cooperation which facilitates a close working relationship between people or organizations”.
“Complaint” – refers directly to a formal complaint as outlined in the IAED SMP

SMC – Social Media Committee
SMP – Social Media Policy

The SMP Liaison: The social media liaison will facilitate communication and cooperation between the social media committee and the IAED Board through
the Executive officers. (The social media policy liaison will be referred to as “the liaison” through the rest of this document.)

Liaison and IAED Executives responsibilities regarding the administration and implementation of the social media policy.

The Social Media Policy Liaison will be responsible for administration of the social media policy at the direction of the IAED Executive. The day to day implementation of the social media policy will be the responsibility of the IAED Executive team. The executive team is made up of the President, Vice President, Treasurer and Secretary. In the event of the processing of a formal complaint, (as laid out in the main body of the social media policy itself) the full entire Board will be responsible for the duties as outlined in the main body of the social media policy.

To be clear, the IAED Board does not envisage the role of Liaison or other members of the SMC as one where the SMC are expected to actively seek out information that concerns them.

Rather the SMP Liaison and SMC should act as recipients of concerns or formal complaints on behalf of the membership and primarily from the IAED Membership. This expectation does not preclude the SMC from putting forward concerns or complaints in their personal capacity but
they would then recuse themselves from the committee as their concern or formal complaint is reviewed and/or processed.

The Liaison (with the help of the SMC) will gather information as necessary and communicate that expeditiously to the IAED executive and act appropriately in administering the IAED Social Media Policy at the direction of the IAED Executive team.

The conduct of day to day SMP implementation:
In the conduct of day to day decisions (Not a formal complaint) around the SMP, such as the removal of clearly prohibited posts or content from the IAED pages, the four Executives may designate two or more people from the Executive group (Secretary and Vice President or Treasurer and Secretary etc – for example) to coordinate directly with the Liaison, and may empower those two persons to make decisions on behalf of the four Executives.

In cases where there is disagreement amongst the two Executives about a decision regarding the day to day administration and implementation of the social media policy on the part of those two people designated on the executive to work directly with the liaison, a vote within the entire executive group of four should be taken.

In cases of a deadlock vote in the four person executive team on a decision regarding the implementation of the SMP, the full Board’s vote would be considered to be the deciding vote. The four person Executive would inform the Board of the deadlock and set up a Board vote to settle the matter as soon as possible. It would be envisaged that important decisions regarding the implementation of the social media policy would be voted on by all four members of the Executive, and in cases where the executive feels that the decision has an implication on the entire membership, the executives should call for vote by the entire Board.

In cases where the Executive decides that an extraordinary decision must be made immediately, the executive may decide to take action and retrospectively seek a supporting vote from the board for its decision. The Board may vote to reverse the decision if they deem that to be necessary by a majority vote.

Appointment of the Liaison:
The IAED Board shall appoint the Social Media Policy Liaison annually. If a Liaison is to be reappointed, it should be done so after a report of the prior year’s Liaison activities has been submitted to the Board, and the Board has satisfied itself with the prior year’s performance by the Liaison by a vote to reappoint or not the Liaison.

The Liaison will be a member of the Social Media Committee. The Liaison would usually, but not necessarily, be the Chair of the Social Media Committee. The Liaison shall be appointed or removed at the discretion of the Board. The Liaison may be removed at any point in their term by the Board.

Criteria for the selection of a SMP Liaison and the SMC by the Board:
The Liaison will be a member of the Social Media Committee. While it is envisaged that the liaison would also be a certified member of the IAED, it need not necessarily be so if it is decided by the Board that is in the best interest of the Association that a non-certified person be in the role at that time.

In most cases, but not necessarily all, the Chair of the Social Media Committee would be the Liaison. The SMC should consist of no fewer than three people and should contain an odd number of committee members. If the number of members of the committee was to drop below three, or become an even number of committee members (possibly leading to a deadlocked vote), the IAED Board would move expeditiously to return the committee to at least three members and to having an odd number of members. The Liaison can and should solicit help from, and delegate responsibilities to, other members of the SMC.

Liaison responsibilities in the event of a formal complaint or grievance being filed:
The protocol around a formal complaint is detailed in the Social Media Policy. In cases where a complaint is lodged about social media content with the Liaison, or any member of the SMC, a formal process of accumulating any available information regarding the complaint should begin. The Liaison would coordinate this accumulation of information. The gathering of the information should be organized by, and would be the responsibility of, the Liaison. The Liaison
would be coordinating with the Executive team in preparation for presentation of the accumulated information around the formal complaint to the entire Board as necessary.

In all cases where a formal complaint is made to anyone (other than the Liaison), with any role in the Association, the Liaison should be informed immediately of that formal social media complaint.

Exceptional and Urgent Cases: Where the Liaison would report a Complaint immediately to the Board.
In exceptional and urgent cases, the Liaison may immediately report a Complaint without any further information gathering about social media content being in violation of the social media policy directly to the Executive for possible urgent action to be taken by the Executive or by the Board if the Executive feels that is necessary where a decision will affect a large portion of the membership.

The Liaison should communicate this urgent complaint to all four members of the Executive on the Board at the same time. That would be the President, Vice President, Treasurer and Secretary.

An exceptional case would be where the social media content of concern (which is the subject of the formal Complaint and that has caused the urgent reporting to the Board) is deemed by the Liaison to be having a significant, immediate detrimental effect on the Association or its membership or an individual member.

Social Media Dental–Standards Advisor – DSA:
An IAED Board designated equine dental professional available to the Social Media Committee for dental standards advice
The IAED Board shall appoint the Dental Standards Advisor annually. If a DSA is to be reappointed, it should be done so after a report of the prior year’s activities has been submitted to the Board, and the Board has satisfied itself with the prior years performance by the Liaison.

The Liaison and IAED executive team will seek input from an IAED Board designated equine dental professional (to be known as the Social Media Dental Standards Advisor – DSA) in cases where the standard of equine dental practice displayed or described in social media content being reviewed by the social media committee is thought to be possibly in conflict with the IAED certification standard.

The DSA should be selected from the current pool of IAED examiners in good standing by the IAED Board where possible. If the Board decides that a person other than an Examiner is best suited to the role, the Board may select that person for the DSA role.

Where there is an actual or perceived conflict of interest (for example, if a complaint is made against a current examiner while an Examiner is serving as the DSA) a different currently certified member who is not a current Examiner may perform the duties of the DSA.

The use of a current certified member who is not an Examiner to fulfill the Dental Standards Assistant Liaison role would continue until a suitable IAED Examiner becomes available to fill the role or where the appointment of someone other than an Examiner may be deemed appropriate by the Board.

In cases where a formal Social Media Policy based complaint is lodged which concerns work alleged to be not in keeping with the IAED certification standard,  the complaint will need an evaluation of the work in question by the IAED board approved, social media dental standards advisor, (DSA). This evaluation should be submitted with other evidence for consideration as gathered by the social media committee and the Liaison to the Executive, who in cases of a
formal complaint would share this information with the full Board.

Conflict of Interest – Actual or Perceived.
The SMPL and the DSA should remain impartial and maintain the appearance of impartiality in their social media profiles and online. In cases where there is an actual or perceived conflict of interest, the SMPL and the DSA should recuse themselves from any decisions involving complaints. In such cases, another member of the SMC would become the acting Liaison in that instance, for the cases where there is a possible conflict of interest and the case is completely resolved.

Record Preservation by the Liaison and the DSA
The Liaison and the DSA should document their work and decisions and keep all accumulated emails, paperwork and evidence in all cases where either of them have worked on any concerns or formal complaints communicated to them about social media content and especially in cases where the Liaison or the social media committee have received and processed a formal complaint.

All documents produced In the Liaison role or the DSA’s role and their communications with all members of the association and nonmembers of the association in the conduct of their role should be preserved. These documents should be preserved as part of the record of the social media committee for referral and easy access by the Association. The preservation of this documentation is the responsibility of the Liaison and should be passed from one Liaison to the next, as the role is filled by a new incoming person. This would be especially important in cases of repeated social media concerns/complaints referred to the social media committee, and/or moderators.

END Liaison

Advertising on IAED branded Social Media pages:
1. Advertising on IAED branded pages will only be accepted if the advertiser is a current IAED sponsor or at the discretion of the IAED
Board.

2. Cost of advertising is decided by the IAED Board and subject to change without notice.

3. Size and frequency of advertisements is decided by the IAED Board and subject to change without notice.

4. Content of material advertised is moderated by the Social Media Committee and it is suggested it be relevant to the Equine industry.