Social media guidelines for ICE members

This social media guidance should be read alongside other guides. For example, the ICE code of professional conduct.

For the ICE, social media offers a platform for the organisation to communicate key messages, stay connected with members, listen to industry and build its profile online. Social media can also bring significant benefits to members of the ICE, particularly for building relationships with other civil and infrastructure engineers to make useful industry contacts, sharing ICE related information and finding content to help people learn and develop. 

However, it’s important to understand that if you use social media as a member of the ICE, you do so in a way that does not negatively impact yourself or the organisation. 

A misjudged status update or post can generate complaints or damage the organisation’s reputation. There are also security and data protection issues to consider.  

This document sets out how ICE members should operate on social media when writing about the ICE, its activities or members or linking to ICE related information.  

Scope and eligibility

This guidance applies to all current ICE members who use social media when talking about the ICE — no matter whether for professional or personal reasons.  

Social media sites and services include (but are not limited to):  

• Popular social networks like Facebook  
• Review websites like Reevoo and Trustpilot  
• Forum sites like Delicious and Reddit  
• Photo and videographic social networks like TikTok and Instagram  
• Q&A social networks like Quora and Yahoo Answers  
• Professional social networks like LinkedIn and 8card 

It's your responsibility

Everyone who uses social media has the responsibility to use it safely, without detrimental impact to the ICE when mentioning the organisation by name (Institution of Civil Engineers or ICE). 

Ten simple rules 

Regardless of which social networks you are using, or whether they are professional or personal accounts, following these simple rules if you are referring to the ICE or any ICE activities, committees or members, will help you to avoid the most common pitfalls:  

• Know the social network. Become familiar with the social network before contributing. It is important to read any FAQs and understand what is and is not acceptable on a network before posting messages or updates.  
• If unsure, do not post it. Err on the side of caution when posting to social networks. If you feel an update or message might cause complaints or offence — or be otherwise unsuitable — do not post it.  
• Be thoughtful and polite. Many social media users have got into trouble simply by failing to observe basic good manners online. Adopt the same level of courtesy you would use communicating via email.  
• Look out for security threats. Be on guard for social engineering and phishing attempts. Social networks are also used to distribute spam and malware.  
• Do not make promises without checking. Some social networks are very public, so do not make any commitments or promises on behalf of the ICE. Direct any ICE media enquiries to the media relations team.  
• Handle complex queries via other channels. Social networks are not a good place to resolve complicated enquiries. Once someone has made contact, you should manage further communications via the most appropriate (and generally nonpublic) channel and team.  
• Do not escalate things. It is easy to post a quick response to a contentious status update and then regret it. Take the time to think before responding and hold back if you are in any doubt at all.  
• Be aware of diversity. The ICE is a diverse organisation with members from various cultures, genders and backgrounds. When posting on social media, ensure your content aligns with the ICE’s EDI values. 
• When attending ICE meetings and events, check whether it is appropriate to post on social media. Live posting an event can be great for engagement but check with the organisers before sharing data or quoting something you’ve heard. For example, if an event has Chatham House rules. 
• Be cautious of using artificial intelligence. AI comes with its risks as well as opportunities and using AI-generated content could create copyright concerns. Please do not use content generated solely by AI on social channels.  Please check all copyright restrictions before altering a photo. If AI is used add an AI label and check all elements for accuracy. Also, ensure it respects privacy, promotes fairness, and avoids biases. 

Using your personal social media

Talking about the ICE:  

Members should ensure their social media account states that their views do not represent the ICE’s views or opinions. An easy way to start this is to include a disclaimer on your profile: ‘The views expressed are my own and do not reflect the views of my employer or any professional bodies’. 

Safe, responsible social media use

Users must not:  

• Create or transmit material that might be defamatory or incur liability for the organisation.  
• Post message, status updates or links to material or content that is inappropriate.  
  Inappropriate content includes: pornography, racial or religious slurs, gender-specific or age-related comments, defamation, information encouraging criminal skills or terrorism, or materials relating to cults, gambling and illegal drugs. 
  This definition of inappropriate content or material also covers any text, images or other media that could reasonably offend someone based on race, age, sex, religious or political beliefs, national origin, disability, sexual orientation, or any other characteristic protected by law.  
• Use social media for any illegal or criminal activities.  
• Send offensive or harassing material to others via social media.  
• Broadcast unsolicited views on social, political, religious or other non-business-related matters.  
• Send or post messages or material that could damage the ICE’s image or reputation.  
• Interact with the ICE’s partners in any ways which could be interpreted as being offensive, disrespectful or rude.  
• Discuss ICE members, partners or ICE employees without their approval.  
• Post, upload, forward or link to spam, junk email or chain emails and messages.  
• Post any negative/salacious commentary about our members that may result in them terminating their membership with the ICE.  
• Create social media accounts on behalf of the ICE without approval from the ICE social media team. 

Copyright

The ICE respects and operates within copyright laws. Do not use social media to:  

• Publish or share any copyrighted software, media or materials owned by third parties, including images, unless permitted by that third party.  
• Share links to illegal copies of music, films, games or other software.  
• If you wish to share content published on another website, you are free to do so if that website has obvious sharing buttons or functions on it.  

Security and data protection

ICE members should be aware of the security and data protection issues that can arise from using social networks. 

Maintain confidentiality  

At no time should you: 

• Share any content or information owned by the organisation that could be considered confidential or sensitive. This might include membership numbers, details of key volunteers, or private information. 
• Share any content or information owned by another company or person that could be considered confidential or commercially sensitive. For example, if a partner’s strategy was leaked online, members of the ICE should not mention it on social media.  
• Link to data in any way that could breach the organisation’s data protection and privacy guidance.  

Avoid social scams: 

• Watch for phishing attempts (where scammers may attempt to use deception to obtain information relating to either the organisation or its volunteers, members or employees). Never reveal sensitive details through social media channels. Member identities must always be verified in the usual way before any account information is shared or discussed. 
• Avoid clicking links in posts, updates and direct messages that look suspicious. In particular, look out for URLs contained in generic or vague-sounding direct messages.  

Guidance enforcement

Monitoring social media use 

The ICE reserves the right to monitor social media for any content that may negatively impact the organisation. While the ICE will not monitor member’s social media accounts, searches are regularly conducted to monitor mentions of the organisation, whereby member’s content may appear. 

Potential sanctions

Failure to comply with this guidance may constitute misconduct and lead to review by the ICE’s professional conduct panel. 

Anyone suspected of committing a breach of this guidance will be required to co-operate with any subsequent investigation. 

This guidance may be amended at any time. Members are reminded that the ICE Professional Code of Conduct is available on the website and should make themselves aware of their contents.

Appendices

The appendices contain further details and support, including:

• Appendix 1: sharing that you’re a member of the ICE 
• Appendix 2: sharing that you’re a volunteer of the ICE on LinkedIn 
• Appendix 3: reposting
• Appendix 4: sharing your own content that references ICE on LinkedIn on LinkedIn: 
• Appendix 5: drafting your social content
• Appendix 6: hashtags
• Appendix 7: accessibility

Download the appendices