Social Media Guidelines & Policies

A University group (e.g., a college, school, department, program, student club or other organization) that wants to either start a new social media account or have an existing one recognized as an official account by the University (i.e., start or maintain an officially recognized Villanova account) must complete a Villanova University Social Media Account Registration Form. Official University social media accounts must implement appropriate levels of password and other security measures to protect the integrity and security of such accounts. Official accounts are also encouraged to complete the process for Facebook and Twitter account verification.

Any social media account that will not be an official University account must be clearly identified as an “unofficial” or “fan” account consistent with applicable laws and the guidelines and best practices for the particular social media platform.

Unless otherwise approved in advance in writing by University Communication & Marketing, any social media accounts that will be created or maintained by a vendor on behalf of the University or any University group must be owned by the University, and at least one University employee must have the highest level of administrative access to such accounts at all times.

Violations of this policy may result in disciplinary action by the University.

Official social media accounts must adhere to the Villanova University Brand/Logo Guidelines to maintain official status. Unofficial accounts, on the other hand, will not be allowed to use Villanova University’s intellectual property (logos, wordmarks, badges, symbols and the like that are protected by trademark or copyright) in a manner that identifies them, or hold themselves out, or is reasonably likely to be confused, as accounts officially recognized and supported by the University. Unofficial accounts reasonably believed to be violating this policy or guidelines may be notified of the violation, asked or directed to cease the violation or appropriately modify the account and/or reported to the applicable social media platform or other parties (which potentially could result in a suspension or deletion of the account).

For brand or logo-related inquiries or requests, please contact the Marketing Department in University Communication and Marketing.

The Office of University Communication & Marketing encourages staff, faculty, students, vendors and others who manage social media accounts on behalf of Villanova University to understand and follow these guidelines to help build and sustain a vibrant online community.

1. BE STRATEGIC

What is your group’s goal for using social media? Does it align with the University’s broader objectives, and what strategies will you use to achieve it?

2. MAKE TIME TO POST

Don’t launch a social media account unless you or your team can consistently invest the time and resources needed to share new, engaging content. Accounts that go long stretches without updates (e.g., no posts for 1–3 months) are viewed as stagnant or dormant, and may be deactivated or deleted by some social media platforms.

3. DO YOUR RESEARCH

Stay current on trends and changes across the digital landscape, and make sure you understand areas like web privacy, accessibility, intellectual property and copyright. Look to social media accounts with similar goals to see what’s working for them. Always check the credibility and online activity of any source before sharing or citing its content. If you’d like to join the Villanova Social Media Working Group for advice and updates, please contact the VU social media team. 

4. BE POSITIVE AND RESPECTFUL

As a member of the Villanova community, remember the University’s commitment to respecting the dignity of others and fostering civil, thoughtful discussion—even when viewpoints differ.

5. BE ACCURATE AND GIVE CREDIT

Avoid speculation—make sure you know the facts before posting. Always attribute content to its sources with citations or links when possible. Most importantly, correct any mistakes promptly and visibly. Doing so builds credibility and earns the trust and respect of your online community.

6. STAY ON TOPIC

Engage in open discussion about Villanova University and the events and activities happening on campus. Whenever possible, keep posts brief and informative, and guide followers to more detailed content on Villanova’s main website or microsites.

7. COMMENTS ARE GREAT

Comments from community members add depth and credibility to your posts. As social media communities grow, they often self-correct, so listen carefully and respond with constructive feedback whenever possible. Encourage engagement by asking questions. Social media administrators have some control over comments, but these tools should be used thoughtfully. For guidance on comment management or concerns about tone or content, contact University Communication & Marketing. If a comment or discussion poses a threat or may violate the law or University policies, contact University Public Safety.

8. IF IT GIVES YOU PAUSE, PAUSE

If a post makes you even slightly uncomfortable, take a moment to review these guidelines and reflect before publishing. A simple rule of thumb: if you wouldn’t say it to a family member, friend, or colleague, don’t post it online.

9. LISTEN, ANALYZE AND EVALUATE

Feedback from social listening and analytics helps you understand community attitudes and perceptions, enabling you to refine your strategies for more effective engagement.

10. DON’T FORGET ABOUT ACCESSIBILITY

All web and social media content—text, images, audio, and video—must be accessible to everyone, including individuals with hearing, visual, or other impairments. Be sure to include captions, alt text, and other relevant metadata to provide an inclusive and enjoyable experience for the online community.

The laws protecting intellectual property, such as copyright and trademarks, apply when such intellectual property is created, published or used online, including on social media. Therefore, the owners of new content or marks published or used on social media are entitled to legal rights and protections for that intellectual property. Likewise, the use of content or marks or other material owned by others on social media is subject to the same rules for fair use and requesting permission as use in other media. The University expects that all social media account use and administration will be conducted in compliance with all applicable laws, rules and regulations, and University policies. For more information on applicable University Policies, see:

• Villanova University Copyright Policy
• Villanova University Policy on Copyright Infringement and Illegal File Sharing

DOES "FAIR USE" APPLY?

Determining whether a use is “fair use” may be difficult. Use of copyrighted works or trademarks for promotional or marketing activities tends to qualify as “fair use” only in very limited circumstances. When in doubt, the best practice is to obtain written permission from the owner.

For additional information on fair use and requesting permission to use intellectual property owned by others, see Copyright Educational Material.

IMPLICATIONS OF POSTING MATERIAL ON SOCIAL MEDIA

When you post content to social media sites such as Facebook, Instagram, Twitter, LinkedIn or YouTube, under the terms of their respective service agreements, you are automatically granting them a license— commonly known as an intellectual property (or IP) license—to use this content. Social media platforms also facilitate the sharing by other social media users of content posted by you to audiences far beyond those of the original social media account.

• Although the specific language of these agreements varies from platform to platform, the IP licenses are similar in that you typically are granting the sites permission to share your content all over the world without having to gain further approval from you and without having to pay you any royalties.
• Some platforms also reserve the right to change, commercialize or publicly perform or display your posted materials without express permission or compensation.
• Also worth noting are the provisions that govern the license period. Some service agreements expressly state that you are granting a perpetual IP license, while others indicate that your IP license ends when you delete your content or terminate your social media account, unless the content has been shared with others who have not deleted it. In both instances, the social media platform owns a license to use your posted content, for whatever purpose, in perpetuity.

As a communications professional and digital steward of the University, you must familiarize yourself with the following web and IT policies:

• Accessibility
• Acceptable Use
• Data Security
• Student Records & The Family Educational Rights and Privacy Act (FERPA)
• Web Policy
• Web Privacy Policy