Account Creation & Management for Student Club/Organization

Jump to:  Account Manager Responsibilities  |  Content Guidelines  |   Criteria for Active/Deactive/Removed Accounts |  Account Appearance

 

New Social Media Account Procedure

Initiate a Request
All Student Clubs and/or Organizations’ Advisor (requestor) must fill out the form to request a PBSC-affiliated social media account. Submitting a form doesn’t guarantee your request is approved.

 

Approval Process
Upon receipt of the request form, the Digital Media Manager will contact the requestor to obtain more information before notifying requestor if the account is approved.

Account Creation
Once account is approved, the Student Clubs and/or Organizations’ Advisor (requestor) will provide the Digital Media Manager the account log in credentials and pertinent information prior to running the PBSC-affiliated account by sending an encrypted email to Digital Media Manager, Caroline Sheikhnia, at sheikhnc@pbsc.edu.

Review and Evaluation
All new accounts are reviewed after 3 months of activity to assess effectiveness and alignment with college goals. If an account is no longer active or relevant, it will be deactivated.

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Account Manager Responsibilities

The student clubs and/or organizations’ advisor should act as primary manager on their social media page and/or account. OCPA does not manage social media accounts for student clubs and organizations. The primary account holder should sending an encrypted email to Digital Media Manager, Caroline Sheikhnia, at sheikhnc@pbsc.edu with the following information:

• Primary account manager’s first and last name, email, home campus
• Secondary account manager’s first and last name, email, home campus
• Third account manager, if applicable, and/or work study’s first and last name, email, home campus
• Social media account name and platform(s).
• Contact information for the club/organization advisor. Club advisors oversee removing inactive page account manager and are responsible for working with club members to ensure compliance with social media guidelines.
• The staff/club/organization student leaders.

Login credentials must be transferred between outgoing and incoming account managers to ensure continuity.
The student club or organizations’ advisor is responsible for removing outgoing members’ access, overseeing
the student club or organizations’ active social media presence, and working with student club or organizations’ members to adhere to social media best practices and guidelines.

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Content Guidelines

Maintain Brand Standards
Although OCPA does not oversee day to day posting, understand that your profile and presence on social networks represents the College. Your posts, comments, direct messages and actions reflect the reputation of PBSC.

 

Disclaimer
Add a disclaimer that posts reflect personal or organizational views — not those of PBSC. Clarify in the profile that PBSC’s Communications Office does not manage this account.

For example: “This is a student-run social media account and is not managed by Palm Beach State College or its employees. The views expressed on this web site or application are those of (Insert Club/Organization name) and are not endorsed by Palm Beach State College nor do they constitute any official communication from Palm Beach State College.”

Be responsible
OCPA will not take over posting responsibilities for your club and/or organization. All content must comply with College policies, the Student Code of Conduct, privacy and copyright laws. Do not use copyrighted materials, such as images, video, or text found online, unless you have obtained proper permission or the content is clearly licensed for reuse.

Digital Footprint
Think before you post. Create and save drafts of posts. If you are unsure about posting something or responding to a comment, ask your club advisor for feedback or email the Digital Media Manager. Remember, every post leaves a digital footprint. Even if a post or comment is deleted, there may be a screenshot or cached version elsewhere. Regarding responding to comments and messages, please see Best Practices for Social Media Marketing section.

Code of Conduct
Violations of College guidelines or complaints about material posted on club/organization social media accounts may result in PBSC taking action in the best interest of the College, its faculty, staff, and students. This may include, but is not limited to, suspending the organization’s activity. See the Student Code of Conduct for details.

Stay on Track
Social media posts should not contain commercial advertisements or promote commercial materials unrelated to PBSC. Content should not promote individual classes; instead, focus on supporting PBSC programs holistically.

Be Panther Proud
Remember our goal is to bring people to PBSC – in person or virtually through social media. Content should link back to pbsc.edu as necessary. We advise you to follow and engage with PBSC’s official accounts.

Attribution
Don't plagiarize and cite sources when possible. Give credit to accounts if you repost their visual and written content.

When content is licensed for reuse or permission has been granted:

• Use a repost or resharing feature/app that automatically displays the original account name in the post.
• Type “Credit:” in the caption, followed by the creator’s name, account, or website.
• If you create original content that was inspired by another post, use “IB” (“Inspired By”) followed by the source account or site. Note: “Inspired By” should only be used when your content is substantially original, not when directly copying or reposting.
• Tag the original creator’s name, account, or website when possible.
• Always ensure that the content is either:
  • Original to your club/organization,
  • Explicitly licensed for reuse, or
  • Used with written permission from the copyright holder.

Student Privacy
Social media posts must not disclose personally identifiable student information or education records without the student’s written consent, in compliance with the Family Educational Rights and Privacy Act (FERPA). Visit our web site to learn more about Student Rights.

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Criteria for Active/Deactive/Removed Accounts

Keeping Accounts Open

• Account is actively used for PBSC's mission, branding, or academic purposes.
• Account maintains a consistent and relevant audience engagement (likes, shares, comments, etc.) and helps reach the target demographics.
• Account is regularly updated with high-quality, relevant content that contributes to the broader social media marketing strategy of PBSC, keeping followers informed and engaged.
• Account supports a specific department, organization, or campus initiative that is integral to PBSC’s operation. This could include departmental pages, clubs, student groups, or specific campus events.
• Account serves as a direct or responsive communication channel for inquiries or customer service.

 

Deactivating Accounts Inactive for 3 Months or Less

An account should be considered for deactivation if it meets one of the following criteria:

• Account has been inactive for up to 3 months with no new posts, updates, or responses to engagement.
• Account is temporarily no longer necessary due to changes in departmental needs, academic cycles, or a shift in institutional focus (examples: seasonal programs, events that are no longer running).
• Account has become redundant because of other platforms fulfilling the same purpose or because it overlaps with other accounts that are more effective.
• Account is intentionally paused due to a planned change in direction, restructuring, or realignment of priorities, but there is a clear intention to resume its activity within the next 6 months.

 

Deleting Accounts Inactive for 3 Months or More

An account should be considered for deletion if it meets one or more of the following criteria:

• Account has been inactive for more than 3 months with no plan or clear intention to resume activity. This includes no posts, engagement, follower growth, or updates that have been made in over 3 months.
• Account no longer aligns with PBSC's mission, values, or strategic goals. It may have been created for a specific program, initiative, or purpose that has been discontinued.
• Account has little to no audience engagement (e.g., no followers, comments, or shares), and it no longer contributes to the PBSC's social media presence or visibility.
• Account has outdated or inaccurate information or posts that no longer align with the institution’s brand or messaging.
  
  

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Account Appearance