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COMM 000 - Communications Policy

Number

COMM 000

Purpose

To provide guidelines for the creation, dissemination, and protection of CWI’s official communications to internal and external audiences.

Department

Marketing and Communications

Effective

December 1, 2016

Last Revision

October 23, 2025

Last Reviewed

October 23, 2025

Scope

Applies college-wide to the creation and dissemination of any documents, materials, or communications that are intended to represent CWI.

Definition

College Communication: Any official communication representing CWI that is distributed to the public, state and federal governing bodies, or CWI internal community via any available communication medium (including print and electronic).

Crisis Communication Team: Provost & VP of Academic Affairs, Executive Director, Facilities Planning and Management, Executive Director Communications & Marketing, VP Strategy & Operations, Director, Safety and Security, and Security Administrator.

Policy

CWI is committed to institutional integrity and information accuracy. CWI retains ownership of all communication mediums created for the purpose of distributing internal and external college communication. CWI must ensure that its official communications to the community and other external entities are consistent and accurately reflect its intended message. Accordingly, CWI has established the following guidelines regarding the creation, dissemination, and protection of CWI’s official communications. It is not the intent of this policy to infringe upon any individual’s right to freedom of speech or expression. Please refer to HR 250 Political Activity (Employees) Policy for guidelines on political activity.

Guidelines

  • CWI communications will be developed with a commitment to institutional integrity and accuracy to the best of the institution’s knowledge.
  • Official CWI external communication for mass distribution shall be monitored and approved by the Department of Marketing and Communications and include CWI logo and applicable branded elements and disclaimers.
  • Websites and social media sites are considered official communications and must follow the brand and style guidelines established by CWI.
    • All websites and social media pages created and maintained by College departments, divisions and officials must be approved by the Dean or Director of the requesting department and by the Department of Communications and Marketing prior to publication and must comply with the established Social Media Process. Requesting departments’ social media contributor must comply with established Social Media Process, including identifying a Marketing and Communications representative to be an administrative manager on all approved CWI Social Media channels.
    • Social media sites maintained by CWI are subject to State of Idaho public records laws. Any content maintained in a social media format that is related to CWI business, including a list of subscribers, and posted communication, is a public record. CWI employees are required to comply with all applicable federal and state laws in regards to copyright and plagiarism is prohibited.
    • All social media sites maintained by CWI shall also comply with all applicable CWI policies and standards, including but not limited to:
      • All federal and state laws, rules, regulations, or requirements applicable to CWI, such as FERPA
      • CWI Logo Reference Guide
      • Information Technology Resource Use Policy
  • All social media sites maintained by CWI shall further comply with applicable terms of use or other policies, procedures and guidelines established for use of the host site, such as Facebook or Twitter.
  • All media inquiries shall be directed to the attention of CWI’s Government and Community Relations Director.
  • Crisis communications and timely warnings shall be authorized for delivery through the Crisis Communications Team.
  • All external advertising on behalf of CWI shall be directed by the Department of Marketing and Communications.
  • All external guest columns, interviews, and media responses on behalf of CWI shall be directed by CWI’s Government and Community Relations Director.

Social Media Engagement Disclosure

Social media sites and accounts administered by Ä¢¹½ÊÓƵÍø (CWI) are intended to serve as a mechanism for communication between the public and CWI on the posted topics. Submission or posting of comments by members of the public to an official CWI social media site or account constitutes participation in a limited public forum and is subject to public disclosure.  

Inappropriate Content (as hereinafter defined) may at times be posted by third party commentators. CWI cannot be held responsible for this third-party content. CWI will monitor and moderate comments and reserves the right (but not the obligation) at the sole discretion of CWI to (before or after the content is posted) edit, move, delete, or refuse content containing any Inappropriate Content. Inappropriate Content includes:   

  • Content not directly related to the business, programs, or services of CWI; 
  • Content not topically related to the particular materials being commented upon; 
  • Content in support of or opposition to political campaigns or ballot measures; 
  • Comments that are offensive to an individual or an organization, profane, defamatory, hateful, insulting, rude, abusive, aggressive or violent; 
  • Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation; 
  • Sexual content or links to sexual content; 
  • Solicitations of commerce or messages for advertising purposes; 
  • Conduct or encouragement of illegal activity; 
  • Information that may tend to compromise the safety or security of the public or public systems; 
  • Content that violates a legal ownership interest of any other party; 
  • Content that impersonates or misrepresents someone else, including CWI officials or public figures; 
  • Confidential or proprietary information about CWI or any members of its community that would violate privacy laws.  

You participate at your own risk, taking personal responsibility for your comments, your username, and any information provided. CWI is a public entity, and all content contained on social media accounts administered by CWI may be subject to disclosure by CWI pursuant to Idaho’s public records laws. The appearance of external links on this site does not constitute official endorsement on behalf of CWI. 

Referenced