Effective Date: March 2015
Amended: May 30, 2016
Prepared by: Policy and Procedures Directorate
1. Purpose
This Policy serves to provide guidance to authorized individuals on the acceptable use of social media at the Immigration and Refugee Board of Canada (IRB).
This Policy supports:
2. Application
This Policy applies to all authorized individuals (as defined in section 4) who use the Government of Canada (GC) network at the
IRB.
3. Context
As the Internet and electronic communications play an ever increasing role in individuals' work and personal lives, authorized individuals must always be mindful of their responsibilities, as IRB representatives, and of the possible consequences and risks of using any form of social media.
This Policy is meant to promote authorized individuals' compliance with applicable requirements and expectations; safeguard the reputation and integrity of the IRB; and prevent the disclosure of classified information without authorization or the pursuit of other unacceptable or unlawful activities through either official or personal social media accounts.
The TBS
Guideline on Acceptable Network and Device Use and
Policy on Acceptable Network and Device Use require departments and agencies to ensure acceptable and efficient use of GC electronic networks and devices and to provide open access to tools and services, in accordance with the TBS
Policy on Government Security.
As a result, when using social media, authorized individuals should use caution and always exhibit sound judgment.
4. Definitions
"Authorized individuals": refers to all persons who have been granted permission to use a GC network at the IRB, including Governor-in-Council appointees, public service employees, part-time workers, casual workers, students, persons hired through temporary agencies, consultants and contractors.
"Official use": refers to the use of an official social media account on behalf of the GC. Only those individuals who have been authorized to represent the GC can use official social media accounts. Official use can include the publication of messages and the uploading of content (e.g., text, images, audio, video).
"Personal use": refers to the use of a personal social media account for purposes unrelated to employment or professional development (e.g., blogging about gardening tips, checking the weather or bus schedules, or sharing personal or family photos). This type of use is limited and must be conducted on personal time.
"Professional use": refers to the use of a personal social media account for purposes related to professional activities, such as communicating with professional associations, professional networking (e.g., participating in an online conference), gathering and sharing knowledge (e.g., using Twitter to stay up-to-date on trends or visiting government Facebook pages) and career development (e.g., maintaining a LinkedIn profile).
"Social media": for the purposes of this Policy, social media includes, but is not limited to, wikis (Wikipedia), social news (Reddit), social networking (Twitter), and other sites and services that permit users to share information simultaneously.
"Unacceptable activity": refers to any activity that violates IRB or TBS policies or limitations on personal use, pursuant to Appendix B of the IRB Information Technology -- Network Acceptable Use Policy.
"Unlawful activity": refers to any activity that constitutes a criminal offence, contravention to federal or provincial statute or action that results in an authorized individual or institution being liable in a civil lawsuit, pursuant to Appendix A of the IRB Information Technology -- Network Acceptable Use Policy.
5. Policy Statement
Authorized individuals who access the GC network at the IRB will adhere to:
6. Policy Requirements
6.1 Authorization for Use of Official Social Media Accounts
The IRB has a social media presence for official use. Any authorized individual wishing to engage in official use of the IRB social media platforms must obtain prior approval from the Director General of the Policy, Planning and Corporate Affairs Branch.
6.2 Creating a Social Media Account on a Government of Canada Platform
Authorized individuals can register for an account on the GC collaboration platform such as GCconnex without management approval. Before creating an account, it is important to understand the terms and conditions of use of these platforms.
6.3 Refugee Protection Division and Refugee Appeal Division Research Requests on Individuals Using Social Media
When a member of the Refugee Protection Division (RPD) or the Refugee Appeal Division (RAD) determines that it is necessary to consult social media in the adjudication of a proceeding, the Division must channel this type of research through the RD in accordance with the RD's Procedures for Requesting Research on Individuals Using Social Media Sources. This will ensure that the RPD's or RAD's information gathering activities will be conducted within well-defined protocols so that persons appearing before the IRB, stakeholders, and the Canadian public can be assured that the research is being carried out using a consistent, transparent methodology that respects the IRB's privacy obligations, as outlined in the Chairperson's
Instructions for Gathering and Disclosing Information for Refugee Protection Division Proceedings and the Chairperson's
Instructions for Gathering and Disclosing Information for Refugee Appeal Division Proceedings, as well as in the
Immigration and Refugee Protection Act Note 1 and in federal privacy legislation. It will also increase the efficiency of the work of the RPD and the RAD by consolidating this activity with a group specifically trained to conduct research.
6.4 Accessing Social Media from a Government of Canada Network
Authorized individuals may access and make limited personal and professional use of social media while on a GC network at the IRB.
When accessing social media on a GC network, authorized individuals must keep in mind that the Internet Protocol (IP) address used to access the internet is owned by the IRB and, as a result, is visible to the public as such. In order to avoid any misuse or appearance of misuse, authorized individuals must ensure that they do not engage in unacceptable activities that are not necessarily unlawful, but that violate Treasury Board policies, or unlawful activity, as defined in the IRB Information Technology -- Network Acceptable Use Policy.
The IRB will not tolerate misconduct by authorized individuals on a GC network at the IRB. Any breach of this Policy may result in appropriate measures being taken including, but not limited to, administrative, performance or disciplinary measures, up to and including termination of employment.
When accessing social media, authorized individuals must:
- use their own identity;
- be personally responsible for the content they publish;
- be aware that content published may be public or made public by others;
- ensure that any published comments are respectful;
- use caution and good judgment with respect to any published content; and
- ensure that the use of social media does not affect their ability to carry out their duties in an impartial and non-partisan manner.
When accessing social media, authorized individuals must not:
- undermine or compromise the integrity or security of IRB operations or personnel;
- impair the ability of the IRB to carry out its mandate as an independent administrative tribunal;
- publish content or statements which may impair or conflict with their ability to carry out their duties; and
- call into question their impartiality in carrying out their duties.
6.5 Accessing Social Media from a non-Government of Canada Network
When accessing social media from a non-GC network, caution must be exercised to ensure that any published content or statements that may reflect on the IRB do not:
- undermine or compromise the integrity or security of IRB operations or personnel;
- impair the ability of the IRB to carry out its mandate as an independent administrative tribunal;
- impair or conflict with their ability to carry out their duties; and
- call into question their impartiality in carrying out their duties.
If in doubt, it is strongly recommended that the matter be discussed with the responsible manager before publication of such content.
7. Implementation
Managers are accountable for the implementation of this Policy in their respective sectors.
8. Monitoring
Branch and division heads are responsible for monitoring this Policy within their respective sectors.
Monitoring and evaluation of this Policy will be carried out under the direction of the Policy and Procedures Directorate.
10. Enquiries
For information, contact:
Policy and Procedures Directorate
Policy, Planning and Corporate Affairs Branch
Immigration and Refugee Board of Canada
Canada Building (Minto Place)
344 Slater Street
Ottawa, Ontario K1A 0K1
11. Approval
Signed by Mario Dion
Chairperson
May 30, 2016
Date
Notes
- Note 1
Immigration and Refugee Protection Act, S.C. 2001, c. 27.
Return to note 1 referrer
- Note 2
Access to Information Act, R.S.C., 1985, c. A-1.
Return to note 2 referrer
- Note 3
Canadian Charter of Rights and Freedoms, Part I of the
Constitution Act, 1982, being Schedule B to the
Canada Act 1982 (UK), 1982, c 11.
Return to note 3 referrer
- Note 4
Conflict of Interest Act, S.C. 2006, c. 9, s. 2.
Return to note 4 referrer
- Note 5
Immigration and Refugee Protection Act, S.C. 2001, c. 27.
Return to note 5 referrer
- Note 6
Privacy Act, R.S.C., 1985, c. P-21.
Return to note 6 referrer