Social Media Policy & Account Requirements

Purpose

This policy ensures brand consistency, legal compliance, and professionalism across all affiliated platforms. 

The use of social media platforms is increasingly common among Western Colorado University departments, students, faculty, and staff. These tools offer valuable opportunities for communication, engagement, and promotion. They also have the potential to significantly influence both the university’s image and individual professional reputations. 

To help ensure that social media use reflects the values and standards of Western Colorado University, this policy provides guidance on responsible and effective participation. It outlines best practices for representing the university online and offers recommendations for safeguarding both institutional and personal reputations across social media platforms. 

Who needs to follow this policy?

This policy applies to all social media accounts officially affiliated with Western Colorado University (Western), including those managed by departments, programs, student organizations, clubs, and other university-related entities.  This includes: 

  • Accounts using Western’s trademarks: Any account that includes Western’s name and trademarked logos. 
  • School-sanctioned programs: Accounts for departments, academic programs, clubs, organizations, and entities registered through the Student Government Association. 
  • Accounts linked from Western’s official website: Any account that seeks to be listed or linked on western.edu or gomountaineers.com. 

Note: This policy applies to both new and existing accounts, retroactively. 

Core Requirements for All Western Affiliated Accounts

1. Account Creation & Oversight

2. Account Access & Management

3. Branding & Visual Standards

4. Content Standards

5. Inclusivity & Comment Monitoring

6. Crisis & Content Oversight

7. Training, Support, & Reporting

8. Inactivity & Account Closure

Additional Account Requirements by Tier

Western-affiliated social media accounts are grouped into groups based on their connection to the university and the role they play in representing Western’s brand. These groups reflect how closely an account is tied to official university communications, the level of professionalism expected, and the degree to which the account contributes to recruitment and outreach efforts.

For example, accounts representing official departments or admissions efforts fall into higher tiers and are expected to follow more formal guidelines, while student clubs and organizations may have more flexibility, but still play an important role in shaping public perception of Western.

Group level will be assigned to each account upon registration.

Group A
Group B
Group C
Group D

Group A Account Requirements

Group A accounts represent major university entities and require full compliance with social media and branding policies. 

Examples (but not limited to): 

  • Official university accounts  (e.g. Western Colorado University)
  • Core offerings and programs (e.g., LEAD, Career Services) 
  • Primary NCAA Athletics and Mountain Sports accounts 
  • Campus Recreation 
  • Mountaineer Gives Day 
  • Western Alumni

Additional Requirements: 

  • Accounts must adhere to Core account requirements, outlined above
  • Accounts must use approved profile pictures provided by Marketing & Communications 
  • Account handles must include “WCU,” “Western,” or “Mountaineer” 
  • Account display name must state official affiliation as “Western Colorado University” 
  • Bio must state official affiliation such as “Official University Account” 
  • Accounts must post 2 posts at per week at minimum (unless seasonally inactive) 
  • Account managers must read the Social Media Best Practices guide (available upon registration)
  • Accounts must appear in the official online social media directory 
  • Accounts must use an official university email for recovery 
  • Accounts must register annually

Group B Account Requirements

Group B accounts represent major university entities and have similar requirements to Group A, however are not expected to post as frequently as Group A. 

Examples (but not limited to): 

  • Club sports teams 
  • Mountain Sports teams 
  • Varsity sports teams 
  • Academic departments or graduate programs 

Additional Requirements: 

  • Accounts must adhere to Core account requirements, outlined above
  • Accounts must use approved profile pictures provided by Marketing & Communications 
  • Account handles must include “WCU,” “Western,” or “Mountaineer” 
  • Account display name must state official affiliation as “Western Colorado University” or “WCU”
  • Bio must state official affiliation such as “Official University Account” 
  • Account managers must read the Social Media Best Practices guide (available upon registration)
  • Accounts must appear in the official online social media directory 
  • Accounts must use an official university email for recovery 
  • Accounts must register annually

Group C Account Requirements

Group C accounts mostly represent student-run accounts for clubs and initiatives. 

Examples (but not limited to): 

  • Western Chess Club 
  • Environmental Club 

Requirements: 

  • Accounts must adhere to Core account requirements, outlined above
  • Account handles must include “WCU,” “Western,” or “Mountaineer” 
  • Account display names must state official affiliation- “Western Colorado University”  or “WCU”
  • If the account is managed by a student, state “Student-Run Account” in the bio
  • Accounts must register with a current Western Faculty/Staff member’s contact 
  • Accounts must register through the club registration process annually (through LEAD)
  • Accounts must use an official university email (non-student) for recovery 

Group D Account Requirements

Group D accounts are limited or informal connections to Western. 

Examples (but not limited to): 

  • Alumni groups (e.g., Men’s Lacrosse Alumni) 
  • Class projects 
  • Student roommate finders 
  • External partners referencing Western 

Requirements: 

  • Cannot use Western trademarks (logo, name) unless approved by the Branding Committee 
  • Must include disclaimer in bio (e.g., “Not officially affiliated with Western Colorado University”) 
  • Maintain a professional tone when referencing the university