Policy: 3.3 Community Relations

Institutional Effectiveness and Advancement  

Policy: 3.3 Community Relations

Adoption Date: October 21, 2024 Revised

INTERNAL AND EXTERNAL PUBLIC RELATIONS

Each employee is reminded that he/she represents the college district both on and off the job.  Good public relations include a friendly smile, courteous manners, and exhibiting a professional image to all with whom one comes in contact.  

Employees are reminded of the importance of the courteous usage of electronic devices in the workplace and when representing the college in the public.  Proper electronic etiquette to include silencing devices in meetings/classroom as well as checking text and email messages at appropriate times are encouraged.  Unavoidable/urgent work issues and family emergencies that must be addressed are understood.

Employees are reminded to respond to communication in a reasonable time frame, being respectful of others needing information to meet deadlines.  Employees are reminded that working hours may vary across the district and response times may vary from one employee to another.  Although employees may respond to communication outside of normal college operating hours, replies should not be expected by others during off hours.

PUBLIC APPEARANCE

In order to model proper workplace attire for students and to promote the professional image of the college within the business and educational communities, dress codes and guidelines are provided for full-time and part-time employees as well as student workers in the workplace.  Employee work attire during the official hours of operation and work-related activities shall be appropriate to the duties of the position, to the safety of the employee and other individuals, to the informality/formality of the situation and to the probability of public contact.  The guidelines are designed to allow flexibility and expression of individuality and to respect individual religious or ethnic attire and medical conditions. Regardless of the role, professionalism can be achieved in grooming and appropriate attire for the work to be performed on any given day.

Employees are expected to arrive at work well-groomed with clean personal hygiene and a neat, tailored appearance.  Due to medical conditions, employees should be considerate of co-workers when applying colognes, lotions, perfumes, after-shave, air fresheners, potpourris and other fragrances.  Although some positions require professional business attire the majority of the time, and others some of the time, throughout the year most positions can dress in business casual attire to reflect the customs and weather of the region.  Selection of style trends should be appropriate for the workplace and display professionalism.  Dressy, pressed trouser-style denim slacks (blue jean)/cargo pants must be paired with a collared, button-down shirt or collared, polo-style shirt or sweater with a blazer as appropriate, resulting in a professional, tailored-appearance.  Certain positions should limit this choice and all positions should consider when this choice is not appropriate attire depending on the business-at hand.  Business casual is not after-hours or weekend casual.  Due to the requirements of certain positions, work clothes including work jeans/cargo pants, uniforms, medical attire or sports attire are acceptable on most days.  Work jeans/cargo pants are appropriate for other positions on days requiring different tasks and will be allowed when approved.    Under all circumstances, garments should fit properly (no sagging, low-hanging or tight-fitting garments) and not be see-through, sheer or revealing. 

Employees should “dress-up” during special college events such as Commencement, Awards Convocations, fine arts events, and off-site community, regional, state and national meetings, reflecting the task to be performed. “Dress Down” days will be on Fridays during the regular semesters, Thursdays during the reduced summer work period and on days so designated for certain events.  On “Dress Down” days, trendier casual jeans and cargo pants without holes can be worn and paired with a Howard College/SWCD t-shirt or other attire with a Howard College/SWCD logo or colors.  An occasional theme day will be allowed when approved.    

Prohibited attire includes the following but is not all-inclusive and individual concerns and questions should be discussed with supervisors or with Human Resources:

1. Any worn, ripped, frayed, wrinkled, torn or unkempt item.
2. Any item containing obscene, sexual innuendo, profane, discriminatory, provocative, derogatory or inflammatory words, statements or pictures.
3. Any items advertising alcoholic beverages, drugs, drug paraphernalia or tobacco products.
4. Bib overalls, warm-ups, pajama pants, sweat suits, sweatpants, exercise pants, form-fitting biking pants, shorts (dress or athletic) or athletic gear (except for athletic staff, others involved in athletic events).
5. Miniskirts, strapless or spaghetti strap sundresses, beach dresses; Spaghetti strap sundress can be worn with an appropriate jacket. 
6. Tank tops, midriff tops, halter-tops, tops with bare shoulders, and sweatshirts/hoodies.  Appropriate t-shirts can be worn under another item.  Howard College t-shirts and sweatshirts/hoodies are allowed on “dress-down” days. 
7. Leggings or jeggings unless worn with longer, appropriate dress-type tops that are at least mid-thigh.
8. Rubber soled flip-flops appropriate for beach/swimming/shower wear or house shoes/slippers.
9. Sneakers and Athletic shoes (except for a job-related requirement, medical reasons and/or on dress down days).

Employees should take personal responsibility for adhering to the code and guidelines.  Supervisors and managers are responsible for monitoring compliance and are encouraged to provide guidance as necessary.  Assistance from the Human Resource office is available if needed.  If an employee wears attire to the college that is not acceptable, the supervisor, with guidance from the Human Resource office may require that the employee leave to change into something appropriate.  Failure to comply with dress code requirements may lead to progressive disciplinary action and will be part of the evaluation process.  

COLLEGE INFORMATION AND PUBLICITY

Publicity is an essential part of the district public relations program.  All employees are encouraged to publicize any and all events of importance concerning the institution.  All news releases regarding administration, faculty, staff, student body, clubs, and other district matters in general should be coordinated through the district office of information and marketing.

PUBLICATIONS

College publications are a vital tool in promoting the image of the college.  Unity in message and design of all college publications is crucial in maintaining the brand of the college.  All outgoing publications are either created in or approved by the District Information/Marketing office.  All major college publications such as view books, brochures, news releases and articles, and recruitment materials are created in the District Information/Marketing office.  The college design set, which contains the college logo and official seal, is available on the district website.  Only logos and/or seals in the approved design set can be utilized in college publications of any kind.

SOCIAL MEDIA

COLLEGE PRESENCE IN SOCIAL MEDIA PLATFORMS

Howard College will maintain an official presence in social media platforms in order to further our mission and vision and achieve our goals and objectives. We encourage feedback and comments from our followers including prospective students, current students, alumni, faculty, staff, and members of the community. We remain committed to maintaining these accounts as a safe and family-friendly forum for sharing information.

This policy addresses the College’s official presence on social media. In general, individual faculty or student personal pages are not included in this policy; however, if an employee or student group at the College creates a page that could be affiliated with the College, the District Information/Marketing office should be notified, and approval should be obtained according to the procedure outlined below. The College does not take any responsibility for other’s accounts.

RECOMMENDATION FOR FACEBOOK PAGES

Unity in message and design of all college postings is crucial in maintaining the brand of the college. Only logos and/or seals in the approved design set can be utilized in college postings of any kind. All contributors to Howard College social media postings will follow the employee and student handbook guidelines respectively.

The District Information/Marketing office will have final approval on the creation/deletion of any Howard College related social media accounts, including accounts for athletic programs. This will include but not be limited to Facebook, Instagram, X, Threads, and YouTube.

All employees listed as administrators on any social media outlet are reminded that they are representing Howard College in an official capacity. They are strongly encouraged to monitor their posts for appropriateness and utilize correct spelling and grammar refraining from using ‘slang’ language. Their posts reflect not only on themselves but on the college as a whole.

PROCESS

For a new social media account to be requested, the following steps must be followed:

1. Employees and/or representatives of campus clubs/organizations, must complete the Social Media Account Request form and obtain approval from their immediate supervisor and their cabinet member prior to submitting to the District Information and Marketing office.
2. All social media accounts will have a minimum of two administrators assigned in addition to a staff member from the District Information and Marketing office. If an administrator leaves the college, they will be removed as an administrator and another person will be assigned in their place.
3. Administrators for college social media accounts will monitor their accounts a minimum of three times per week during the normal workweek. It is recommended that pages be checked daily and have a minimum of one post per day.
4. All content must be related directly to college business, programs, and/or services. Content placed by administrators cannot promote individual opinions or causes that are not directly related to college’s vision and mission.
5. The following types of content are prohibited from Howard College social media accounts:
   1. Derogatory language, threats or demeaning statements about or to any third party;
   2. Inappropriate or incriminating images depicting hazing, sexual harassment, vandalism, stalking, underage drinking, illegal drug use, or any other inappropriate behavior; or inappropriate language;
   3. Content that violates state or federal law;
   4. Partisan political activity;
   5. Online gambling;
   6. Information/images that are obscene or untrue;
   7. Content that harasses third parties;
   8. Selling goods or services for personal financial profit;
   9. Personal social relationships unrelated to Howard College business.
6. Administrators for HC social media accounts are responsible for removing comments shared that don’t meet the criteria outlined above.
7. Material protected by copyright will not be used on HC social media accounts.
8. Uploaded photos and videos must relate directly to the college and/or student life and should not be used as a promotional tool for programs, products, or services outside the college. All photos and videos must adhere to existing college policies.

DISCLAIMERS

Howard College respects First Amendment rights and embraces free speech values. Our goal is to encourage free speech on our social media accounts as well as to promote community values and ideals. It is important for the college to understand that social media allows us to take part in these conversations – and sometimes shape them – but never control them. Comments and conversations will not automatically be removed just because they may have a negative connotation or comment. Rather, this gives the college the opportunity to hear and potentially respond to our followers to continually strive for improvement.

Howard College social networking pages will include the following disclaimers:

1. The comments and posting on this site are made by the site administrators and are not intended to share Howard College opinions, strategies or policies.
2. Howard College accepts no responsibility or liability for any data, text, software, music, sound, photographs, images, video, messages, or any other materials or content generated by users and publicly posted to a college account.
3. Howard College reserves the right to alter, delete or remove (without notice) the content at its absolute discretion for any reason whatsoever.

Please be aware that all content and posts are additionally bound by the rules and guidelines of the identified social media platform, the Howard College student handbook, and the Howard College employee handbook.

​REMEMBRANCES/GIFTS

When informed, the Institutional Advancement Office will send remembrances upon the following occasions:

1. Death of an Employee/Retiree
2. Death of a Board Member
3. Death of a Spouse, Child, or Parent of an Employee/Retiree or Board Member
4. Other as approved by the President

In rare and infrequent situations, inexpensive gifts may be purchased for friends of the college to commemorate certain special events.  Prior approval must be received from the President’s Office.

(Flowers/Gifts are to be purchased from a local account that does not contain state appropriated funds.)

DIPLOMATS

In certain instances, college diplomats can be asked to assist with special events.  Please contact the Dean Student Services/BS for more information.

STUDENT COMMUNITY SERVICE

Some scholarships require community service as a part of the condition to receive a scholarship.  Contact the Dean Student Services at each site for student opportunities.