1.1. Gonville & Caius College (thereafter ‘the College’) recognises that digital and social media plays an important role in communicating its purpose and activities to the public, including prospective students and supporters. This policy covers the College’s use of social media and not use of social media by College members. Staff and student social media use is covered by the respective handbooks.

1.2. Freedom of expression and academic freedom are central tenets of College life, including in a social media context, and nothing in this guidance is intended to compromise these fundamental freedoms.

1.3. The Head of Communications manages the College’s institutional social media presence. Social media posts will be managed by the Head of Communications, who may delegate tasks to staff colleagues following training.

1.4. The College uses social media – namely, but not limited to, Instagram, Facebook, X, LinkedIn and TikTok –  to share news, information, events, fundraising campaigns and formal statements which align with its charitable objects. Different social media channels have different audiences, with the Head of Communications deciding which content appears on which channel.

1.5. All students, staff and Fellows are encouraged to develop an awareness of the public face of the College and to submit photographs or information to the Head of Communications for consideration for sharing on College websites or social media pages.

1.6. Where used alongside a fundraising campaign, social media is designed to complement other communication which prospective donors receive.

1.7. Consent – either verbal or written – is required before images are published. At some events this will be via a digital (The Venn or digital screens) or physical information poster which explains photography and/or filming is taking place and its purpose. Individuals can contact the Head of Communications to request removal of any images.

1.8. Managing comments and engagement from contributors is the responsibility of the Head of Communications, but may be delegated. Moderation or deletion of comments will be limited to clear spam. Lawful comments will not be deleted.

1.9. The College does not screen personal social media profiles, but reserves the right to consider them if aspects of these are brought to its attention and give rise to concerns about an individual’s conduct in relation to College Regulations or the Staff Handbook.

1.10. The GCSU and the MCR are representative bodies closely connected with the College, as are clubs and societies. The GCSU and MCR, clubs and societies are understood to run social media accounts in support of the student body. Any concerns in relation to such posting may be referred to the committees of the GCSU and MCR, or clubs and societies, while sharing with a Tutor and/or the Head of Communications for awareness. All individuals should take care to ensure, if disclosing their affiliation with the College on their profile or in any social media postings, that it is clear that their views do not represent those of the College.

1.11. In the event of use of social media for specifically College purposes, the Head of Communications may be consulted prior to publication of material. Student representatives may wish to request briefings annually at the time of committee handover each Lent Term, with an option for a further briefing at the start of each academic year for student societies.

1.12. The Head of Communications may be consulted about any social media queries.

Name for policy: Social Media Policy 
Date approved by College Council: 21 May 2025 
College Committee: Communications Committee 
Policy owner: Head of Communications 
Reviewed by: Communications Committee 
Last reviewed: 21 May 2025
Next review date: Easter Term 2028