1. PURPOSE 
  1. The purpose of this Work Instruction is to ensure the Travellers Aid Australia Workplace from Facebook Terms of Service (the “Service”) provides the organisation with the ability to internally communicate with other members of the Travellers Aid workforce about work-related matters and shared interests. 
  1. The Service is entirely separate from a personal Facebook account. 
  1. The Service is provided by Travellers Aid to give the workforce the opportunity to participate in an internal social networking site to interact.  Participation on or use of the Service is voluntary and is not a requirement of employment.  The use of the Service on a mobile or other personal device is voluntary. 
  1. The Service can be accessed through normal Travellers Aid workstations. 
  1. PRE-REQUISITES 
  1. The Service is made available for individual use related to your employment on behalf of Travellers Aid.  The Service is intended for the internal discussion of Travellers Aid-related business matters and exhanging information on common interests.
  1. The Service is for internal use only.  Permission must be obtained from the sender/ poster if you would like to utilise any information from the Service. 
  1. The Service is hosted from the United States of America (USA).  Being located outside of the United States, by using the Service, Travellers Aid is consenting to the transfer of any information individuals input into the Service (including personal data) to the USA for processing. 
  1. RESPONSIBILITIES 
  1. If you are an hourly associate and are accessing the Service outside of your scheduled work hours, you will not be paid for this activity.  It is the responsibility of individual supervisors to uphold the intent of these Terms of Service with their associates, including monitoring and reporting content or usage found in violation.  Use of Workplace by Facebook represents your agreement to these Terms of Service. 
  1. For further detail and responsibilities on this issue refer to the Travellers Aid Media Communications Advisor. 
  1. CRITERIA 
  1. Travellers Aid encourages the workforce to explore these new forums if they wish, express themselves and develop their communities.  At the same time use of social media can present serious risk to Travellers Aid’s confidential information, business opportunities, operational efficiency and compliance with the law. 
  1. There are certain basic rules that should be followed.  The goal of these rules is to ensure that the Service is used in a manner that is respectful of others’ rights and opinions and a productive and safe environment for all participants.  Also, the tool should be used in a manner that protects Travellers Aid and business partner confidential information. 
  1. INSTRUCTIONS 
  1. Introduction 

Nothing contained within this Work Instruction is intended to interfere with employee rights under the Fair Work Act, including but not limited to associates’ right to discuss the terms and/or conditions of their employment, or other laws protecting lawful job related activities, nor would it be interpreted or applied so as to interfere with employee rights to self-organise, form, join, or assist labour organisations, to bargain collectively through representatives of their choosing, or to engage in other concerted activities for the purpose of collective bargaining or other mutual aid or protection, or to refrain from engaging in such activities. 

  1. Knowledge of Applicable Laws/Policies/Procedures 

Users assume all knowledge of applicable law and are responsible for compliance with any such laws.  Users may not use the Service in any way that violates applicable state, federal, or international laws, regulations, government requirements or Travellers Aid policies and procedures.  This includes, but is not limited to, violation of Travellers Aid’s associate Handbook Social Media policies, as well as state-specific guidelines and ordinances.  Misuse of the Service and/or violation of these Terms of Service may result in disciplinary action, up to and including termination. 

  1. Uploading Information/Images/Documents 
  1. By uploading any information, images, documents or other material on the Service, you represent and warrant that you/Travellers Aid have the right or have been granted the right by the owner of the material to use and publish the material throughout the Travellers Aid organisation.  As with all Travellers Aid computer resources, users should have no expectation of privacy with respect to the use of the Service. 
  1. Any subject matter or related documents that are subject to a legal hold notice (i.e. subject to a legal matter or litigation) shall not be discussed or posted using the Service. 
  1. Travellers Aid encourages the users of the Service to express themselves and their point of view through the Service.  There is certain content that is inappropriate for the Service, including content which is deemed to be: 
  • Libellous, defamatory, derogatory, demeaning, malicious, abusive, offensive, or hateful towards any individual or group (including clients or competitors). 
  • Obscene, profane, pornographic, or sexually explicit. 
  • Depicting graphic or gratuitous violence. 
  • Making threats of any kind or intimidating, harassing, bullying or showing disrespect for anyone. 
  • Violating the intellectual property, privacy or publicity rights of another, or 
  • Violating any company policy. 
  1. Facebook’s Terms and Policies 
  1. Facebook’s terms and policies https://fb.facebook.com/legal/fb_work_terms also apply to your use of the Service. 
  1. Travellers Aid reserves the right to change these Terms of Service at any time with or without notice. 
  1. Any questions concerning these guidelines or a concern that any person is violating these guidelines, contact the Marketing and Communications Advisor sharron.clark@travellersaid.org.au 
  1. Code of Conduct and Conditions of Use 
  1. When using Workplace from Facebook the code of conduct is to be applied at all times.  All associates new to Workplace from Facebook are required to acknowledge that they have read and understood the below terms and conditions when signing up. 
  1. To maintain a professional online community, it is important for us to adhere to acceptable standards of behaviour: 
  1. Be respectful, courteous, and civilised to everyone.  Avoid attacks, trolling, or harassing others.  Do not use inappropriate language, swearing and vulgarities. 
  1. Do not post anything that may be offensive to a particular race, colour, religion, creed, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, ethnicity, disability, age, cultural background, disability, military status, veteran status or political leaning. 
  1. If an associate offends or harasses you, resist the urge to retort; instead, report abuse. 
  1. Read your content carefully before posting.  Check for errors as well as tone and words that could be misunderstood.  Your posts reflect on your professionalism, so always put your best foot forward. 
  1. Never share your username and password with anyone else.  You are responsible for anything posted in your name or improper access to the Service. 
  1. Keep your comments and posts concise and to the point. 
  1. The rules against plagiarism apply on Workplace by Facebook.  Do not use someone else’s content or idea and claim it as your own. 
  1. Do not assume your colleague has read your post until they have acknowledged it.  If it is an urgent matter, it may be best to call them. 
  1. Never store or share sensitive information on Workplace by Facebook, such as credit card numbers, passwords or anything considered Personally Identifiable Information (PII) according to Travellers Aid’s PII.  This includes as any information about an individual maintained by Travellers Aid or an agent of Travellers Aid that can be used to distinguish or trace an individual’s identity and/or is linked or linkable to an individual, such as medical, educational, financial and employment information. 
  1. Keep your user profile updated, especially your contact information, so colleagues can reach you when necessary. 
  1. Never use Workplace by Facebook for illegal activity. 
  1. Do not let service users experience suffer as a result of using Workplace by Facebook.  Mobile phones should not be used in the presence of a service users. 
  1. Make sure files are virus-free before uploading. 
  1. Think carefully and limit the amount of third-party links you post in groups.  While this can be a good platform to learn from what other companies are doing or share important articles from reputable sources, it is primarily for sharing Travellers Aid information and best practices, which is content originated by you, not a third party.  Do not click on an external link if you are not sure of the validity or security of the source. 
  1. RELATED DOCUMENTS 
  • Travellers Aid Privacy Policy 
  • Travellers Aid Privacy Procedures 
  • Travellers Aid Privacy Statement 
  • Travellers Aid Information Technology Policy 
  • Travellers Aid Information Technology Procedures 
  • Travellers Aid Social Media Policy 
  • Travellers Aid Social Media Procedures 
  1. SAFETY REQUIREMENTS 

The nature of this Work Instruction is of an on-line type therefore compliance must, at all times, heed the on-line, cyber and electronic safety requirements that applies generally for information technology and social media platforms. 

  1. CONTINGENCY 

Where this Work Instruction is unable to be implemented, due to complications/difficulties and/or unforeseen circumstances, your line supervisor is to be contacted.