Use of Social Media and Mobile Digital Devices Policy

The objectives of this policy are to:

  • Prevent and avoid damage to the reputation of the setting caused by irresponsible or unauthorised use of Social Media.
  • Remind the setting community (including employees and parent/carers) of their personal responsibilities both in and out of the setting when using social media.
  • Avoid misuse of Mobile Digital Devices.

Definition of Social Media

“Social media” is the broad term given to describe the latest evolution of internet and web-based communication platforms, which enable users to rapidly connect and interact in a variety of different formats. A social media site is a platform that allows user-generated content to emerge through interactions and collaborations in a virtual community. This contrasts with earlier websites and other forms of broadcast media where users are limited to the passive viewing of content.

Definition of Mobile Digital Device

A mobile digital device is defined as, but not limited to, a mobile phone, tablet or laptop computer, personal music player/recorder or a PDA. These devices may be able to record video, audio, capture photographs or take notes and may be connected to the internet so they can upload or download content.

Use of Mobile Phones

All Mobile phones must be kept locked away, inside the staff cupboard at all times. Mobile phones may only be used by staff in the setting, as long as their use is appropriate with the approval of a manger.  The use of a mobile phone must not detract from the quality of supervision and care of children. Staff may only use their phones to receive calls of an urgent nature and will ensure that when doing so they are either in the staff cupboard or outside away from the children and that ratios for childcare are adjusted appropriately.  We would ask parents who are helping in the group to not use their phones unless it is an emergency.

Approved use of Social Media on behalf of the setting (Official use)

All use of Social Media on behalf of the setting (official use) must comply fully with this policy and all other relevant policies of the setting and be approved in accordance with this policy. It must also comply with all relevant laws.

Users who have been approved in either of the ways below are referred to as “official users” and their use of social media as official users is called “official use”. Only official users may use social media on behalf of the setting.

Only the Manager, or in their absence their authorised Deputy, may approve the official use of social media by employees. The Manager may at any time revoke the official use of social media by any employee.

Social media and social networking sites play an important role in the lives of many people. We recognise that sites bring risks, but equally there are many benefits to be reaped. This document gives clarity to the way in which social media are to be used by the Redwood Early Years community.

The use of social networking by staff in a personal capacity

It is likely that a high proportion of staff will have their own social networking site accounts. It is important for them to protect their professional reputation by ensuring that they use their personal accounts in an appropriate manner.

Staff must comply with the following guidelines:

  1. Staff must never add setting children as friends into their personal accounts.
  2. Staff will need to exercise professional judgement in determining whether adult friends who also happen to be/become parents/carers of children at the setting as virtual “friends”.
  3. Staff must not post pictures of setting events.
  4. Staff should review and adjust their privacy settings to give them the appropriate level of privacy and confidentiality.
  5. Staff must not post negative comments about the setting, children, parents or colleagues.
  6. Staff should make the Manager aware in the first instance or the LADO of any inappropriate comments or breaches of policy as soon as possible.

Comments posted by parents/carers

Parents/carers might choose to use social media as a helpful tool in supporting each other. As such it is important that any parent who has taken the initiative to organise such groups makes it clear that the group is not an official Redwood group and completely separate from the setting itself.

The setting would like to request that any such group administrators apply the following best practice:

They have responsibility for ensuring that members comply with the expectations laid out in this policy.

The group rules should align with this policy.

The general responsibilities of parents/carers in using social media, whether posting in closed groups or openly, include:

  1. Pictures/videos/etc. of setting children other than their own child/children must not be posted on social networking sites.
  2. Concerns/complaints must be sent through official Redwood Early Years communication channels rather than posted on social networking sites.
  3. Malicious or fictitious comments about any member of the Redwood community must not be posted on social networking sites.

Parents/carers are expected to act responsibly at all times, remembering that social media platforms should be regarded as insecure, open, broadcast platforms and that UK libel, defamation, etc. laws apply.

Digital Photography

Children may have their photographs taken to provide evidence of their achievements and to share with parents and carers in their online learning journey on Famly. 

Photographs may also be used around the setting as part of displays, activities and to aid staff with the smooth and safe running of the setting.

Photography Procedures

  1. Under the data protection act of 1998 Redwood Early Years must seek parental consent to take photographs and use video recorders.
  2. The setting’s digital cameras and tablets must not leave the setting unless on an educational visit or otherwise authorised by a member of the leadership team. Photographs are printed in the setting by staff and images are then deleted from the camera memory.
  3. Photographs stored in digital vaults are secured with a password and only accessed by members of staff on the tablets and by the leadership team on password protected laptops. When photographs have been used on these devices they are then permanently deleted from the devices and the digital vaults.
  4. Photographs may be taken during indoor and outdoor play and learning and displayed in the setting, in albums or a child’s development records for children, parent/carers, Ofsted and LA officers to look through.
  5. Sometimes photographs may contain other children in the background.
  6. Events such as outings and Christmas events may be recorded by video and photographs by staff and parent/carers but always in full view of all attending. Parents must not post photographs or video containing other children on social media websites.
  7. Parents will be asked for consent for their child’s image to be used in print form or on our digital platforms e.g. the setting’s Facebook page or website. 
  1. Parents will be asked for consent for their child’s image to be shared with and used by outside organisations e.g. partner providers and local or national media. These may be used on digital platforms or in print form.
  1. Many mobile phones have inbuilt cameras so staff mobile phones must not be used to take pictures of children in the setting.
  2. The use of cameras, tablets and mobile phones are prohibited in toilets and nappy changing areas.
  3. All setting cameras, tablets and videos should be kept securely at all times and used with appropriate authority.