Requesters and Maintainers
Requesters and maintainers should become familiar with the following guidelines:
- All Baylor Facebook pages are to be set up by Institutional Web Management and will use the official, approved Baylor logo following the College's branding guidelines.
- The department, organization, or clinic must be listed on the bcm.edu website before a social media account can be created.
- A social media account cannot be created in lieu of an .edu site. Facebook pages are to be used as supplements to the .edu presence.
- All Baylor social media pages should include a link to .
- Once created, pages are managed and monitored by designated administrators. There may only be two administrators listed on the account.
- Pages must be regularly updated, posting at least three times a week. Pages that become inactive will be unpublished by Institutional Web Management and can be published/visible to the public again if maintainers return to actively posting on the site.
- Every word that is included in a Baylor study Facebook post must be reviewed and approved for advertisement and social media by our Institutional Review Board (Baylor login required). Before filling out a Facebook page request form, submit information to the IRB. A Facebook page will not be created without IRB-approved documentation.
- Baylor-affiliated Facebook pages are not private. As a rule, never write anything you wouldn’t want published on the front page of a newspaper. Even if you delete content, it can live in other places of the Internet.
- Do not participate in any online quizzes, personality tests or other promotions that allow third parties to gain access to your content or information.
Steps to Request a Facebook Page
To request a Facebook page:
- Fill out and submit the Facebook Page Request Form.
- Researchers interested in creating clinical and research Facebook promotional posts or pages should contact Institutional Web Management regarding their options for promoting studies online.
- Team members can help create a plan prior to submitting information for review and approval by the Institutional Review Board (Baylor login required). No web or social media work can ultimately be created without IRB-approved documentation.
- Before a social media account application is considered for approval, prospective social media account managers and administrators will need to send three drafted posts per week to Anna Kiappes for three weeks including content that is relevant to the department, center or group.
- After the trial period, Institutional Web Management will create the page with very basic information and set up your designees as page admins. Page admins must have personal Facebook accounts that do not violate Facebook Terms of Service.
- A member of Institutional Web Management will work with the administrators to fill out information and publish the page.
- After a page is published and active, please contact Institutional Web Management or your web maintainer to add the link of your Facebook page to the appropriate pages on the Baylor website.
- 6. After the page has been "liked" by at least 25 people, contact Institutional Web Management to set up a username, which is essentially a "friendly" URL.
- After the username is active, you can use it to update the link from your website to your Facebook page and in any other place you share your Facebook page.
Use of Facebook Groups
To request a closed Facebook group, please submit this form and Institutional Web Management will follow up with your group regarding next steps.
When managing Facebook groups for Baylor clinical purposes (e.g., spread the word about Baylor healthcare services, expand reach, support groups, etc.), the following principles must be applied:
- Although in Facebook “closed” groups patients and others can post their PHI, this must not be interpreted as the patient opening the door to treatment-related disclosures merely by initiating an online discussion. Posting any treatment-related information is prohibited.
- A violation of patient confidentiality takes place as soon as information is shared by Baylor or its faculty or staff (or even the slightest bit of details, no matter how insignificant they may seem) over the Internet with someone who is not authorized to receive such information.
- Patients and other individuals may post PHI-containing posts. These posts may be allowed in the group; however, if Baylor wishes to respond to these posts, it must be done in a way that does not suggest confirmation of PHI posted by the individual or disclose additional PHI.
- Baylor cannot confirm or deny if someone was a patient.
- Private messages are not confidential. Private messages from patients must be treated like public posts.
Using Facebook Live
Streaming live video tools like Facebook Live make broadcasting live video easier than ever before. Facebook's live video is given priority in user newsfeeds and sends notifications to let users know a page they like is broadcasting live.
Using Live Video
- This social media tool falls under the College’s social media guidelines. Users need to meet all related local, state and federal guidelines including federal copyright law and federal requirements outlined by HIPAA (Baylor login required) and FERPA.
- Any person that will appear in the live feeds needs to sign a video release form (Baylor login required) before the video is live/published. A copy of the form needs to be sent to Anna Kiappes.
- If you want to broadcast your own event that you have personally organized, you will need to post a physical sign during the event to let event participants know the event is being broadcast live.
- All people have a right to not be featured in Baylor Facebook Live videos. We need to give people the opportunity to opt out of a broadcast. Protected Health Information still needs to remain private, even during live streams. Make sure streams are free of any PHI. If a user begins to share their PHI, encourage them to send a message or email you directly to keep their information off the Internet.
- Remember that social media isn't a given aspect of all people's lives. It can be viewed as unwelcome and invasive. Baylor's Code of Conduct and core values include respect. This includes social media.
Conferences, Presentations, Symposiums and Other Events
You will need to obtain permission from the host of the event before recording or broadcasting a session you are attending. A signed release form will also need to be obtained from the presenter whose session you are recording prior to publishing or going live.
In many circumstances conferences and presentations include proprietary information that they will not want broadcast on social media or use their wi-fi signal. A live video feed is very different from encouraging participation and live tweeting events.
Before You Go Live
- In addition to collecting and submitting the release forms of your video participants (Baylor login required), make plans to promote your live stream.
- Make sure you give your audience a heads up. Share the details in a post on your page and send the details to Anna Kiappes. Depending on the event and content, it could be shared off the main Baylor accounts to reach a wider audience.
- Plan ahead: Make sure you have good lighting, sound and adequate signal strength on your device of choice.
- Be aware of copyright laws. If your video contains footage or images you did not create, you must be able to provide express written permission from the owner/copyright holder.
- Check out Facebook’s best practices before you go live.
- During the broadcast, encourage people to submit questions and be sure to answer them during your live stream. Make it clear to the audience that electronic communication is not a substitute for a medical evaluation in which the physician takes a history from a patient, conducts a physical examination and orders and interprets the appropriate diagnostic tests. It is unwise and unprofessional for a physician to provide medical advice without the information gained from such an evaluation.
- Looking for more information? Check out Hubspot's how-to guide on using Facebook live.
- Considering going live? Have questions? Contact Anna Kiappes for more information.