OVERVIEW

You will create a robust social media policy for a college athletic department. You have just

been hired as the new Sports Information Director of a Division I university. The university has

experienced several social media faux pas involving student-athletes and one administrator in the

last year.

INSTRUCTIONS

The Athletic Director who hired you wants you to develop a comprehensive social media policy

for student-athletes and athletic administration. This social media policy should be thorough

enough to not leave loopholes. In developing these policies, you need to consider and address the

following:

• Policies for Student-Athletes

• Policies for Athletic Administration

• Account Restrictions

• Account Verification Protocols

• Monitoring Logistics

• Appropriate and Inappropriate Post Material

• Recommendations for Content

• Recommendations for Privacy Settings

• Coaches’ Roles and Responsibilities

• Action Steps for Policy Violations

The above is simply a list of areas that need to be addressed, but certainly there are a myriad of

content areas that exist. You should create a policy that contains no or as few loopholes as

possible.

You are not permitted to simply copy parts or a full social media policy from another team. This

needs to be original work. While you can draw ideas from existing social media policies, your

finished product needs to be written in your own words and contain original work.

The policy should be clearly written, well organized, and easy to understand. Poorly written

policies can lead to subjective interpretation which can lead to either intentional or unintentional

violations of the rules.

What This Guide Covers

This guide explains how to create a comprehensive social media policy for a Division I college athletic department. It focuses on establishing professional standards for student athletes, coaches, athletic administrators, and staff members while protecting the university’s reputation, maintaining compliance, and encouraging responsible digital communication.

What the Assignment Is Actually Testing

This assignment evaluates your ability to create a professional organizational policy that addresses digital communication risks, ethical responsibilities, institutional branding, athlete conduct, privacy concerns, and crisis management. It tests whether you can write clear, enforceable, and detailed policies that minimize loopholes and provide practical guidance for all members of the athletic department.

Section 1: Introduction (How to Write It)

Your introduction should explain that social media has become an essential communication tool within college athletics. Student athletes, coaches, and athletic administrators frequently use social media platforms to interact with fans, promote athletic programs, and communicate with the public.

A strong introduction should also explain that improper social media use can damage institutional reputation, create legal concerns, violate NCAA expectations, and negatively impact student athlete welfare. The purpose of the policy is to establish clear expectations for responsible online behavior, protect the integrity of the university, and encourage respectful digital engagement.

Additionally, explain that the policy applies to all athletic department personnel, including student athletes, coaches, administrators, athletic trainers, graduate assistants, interns, and support staff.

Section 2: Purpose of the Social Media Policy

This section should explain the goals of the social media policy. The policy should protect the university’s image, promote professionalism, ensure compliance with institutional regulations, and encourage respectful communication.

You should explain that the policy is designed to help student athletes and staff understand the long term consequences of online behavior. Social media activity can influence public perception, recruiting opportunities, sponsorship relationships, and professional careers.

Additionally, explain that the policy supports educational development by encouraging responsible digital citizenship, ethical communication, and accountability across all athletic programs.

Section 3: Policies for Student Athletes

This section should explain the expectations for student athlete social media conduct. Student athletes represent the university both on and off campus, and their online behavior reflects directly on the institution.

You should explain that student athletes are prohibited from posting content that includes harassment, discrimination, hate speech, threats, bullying, illegal activity, gambling promotion, sexually explicit material, or substance abuse. Student athletes should also avoid posting confidential team information, injury reports, game strategies, locker room content, academic records, or internal athletic department communications.

Additionally, explain that student athletes should demonstrate professionalism, respect, sportsmanship, and integrity in all online interactions. Athletes are encouraged to use social media positively by promoting teamwork, academic success, leadership, and community involvement.

You can also explain that student athletes remain personally responsible for all content shared on personal accounts, including reposts, comments, likes, videos, livestreams, and deleted posts that may still be recoverable online.

Section 4: Policies for Athletic Administration

This section should explain the expectations for athletic administrators, coaches, and department staff. Athletic administrators must maintain professionalism and ensure that their online behavior aligns with university values and leadership standards.

You should explain that administrators may not post confidential institutional information, personnel matters, disciplinary issues, recruiting violations, financial records, or private student information. Public criticism of athletes, staff members, officials, or university leadership should also be prohibited.

Additionally, explain that administrators should use professional communication practices when engaging with media, alumni, boosters, recruits, and community stakeholders online. Athletic staff members should avoid arguments, inflammatory discussions, and unprofessional public commentary.

This section should also explain that athletic administrators are expected to model appropriate online conduct and support a positive athletic culture.

Section 5: Account Restrictions

This section should explain the limitations placed on social media account usage within the athletic department. Student athletes and staff members should maintain separate personal and official athletic department accounts whenever possible.

You should explain that official team accounts may only be operated by authorized personnel approved by the Sports Information Director or Athletic Communications Office. Unauthorized creation of official university affiliated pages, accounts, or channels should be prohibited.

Additionally, explain that anonymous accounts representing the university, athletic teams, or athletic staff are not permitted. Shared passwords for official accounts should be restricted to approved personnel and updated regularly for security purposes.

You can also explain that social media use during official team meetings, practices, competitions, and academic activities may be restricted unless specifically authorized.

Section 6: Account Verification Protocols

This section should explain the procedures for verifying official athletic department accounts. Verification helps prevent impersonation, misinformation, and unauthorized communication.

You should explain that all official athletic department accounts must be registered with the university communications office. Account ownership, passwords, recovery information, and administrative access should be documented and securely maintained.

Additionally, explain that requests for verified status on platforms such as Instagram, X, Facebook, TikTok, and YouTube must receive approval from the Sports Information Director. Verification requests should include proof of institutional affiliation and branding compliance.

This section should also explain that inactive accounts should be reviewed periodically and removed when no longer needed.

Section 7: Monitoring Logistics

This section should explain how the athletic department will monitor social media activity while respecting individual privacy rights. Monitoring helps identify potential policy violations, reputational risks, and cybersecurity concerns.

You should explain that public social media activity may be reviewed by athletic department leadership, compliance officers, and communications staff. Monitoring may include official team accounts, public athlete posts, public comments, hashtags, and university related mentions.

Additionally, explain that the university reserves the right to investigate social media activity connected to harassment, threats, policy violations, NCAA concerns, or institutional misconduct. Monitoring efforts should focus on maintaining safety, professionalism, and compliance rather than unnecessary surveillance.

This section should also clarify that personal privacy settings do not exempt individuals from accountability for inappropriate online behavior.

Section 8: Appropriate and Inappropriate Post Material

This section should define acceptable and unacceptable social media content. Clear definitions help reduce confusion and subjective interpretation.

Appropriate content may include academic achievements, athletic accomplishments, community service activities, motivational content, team support, university events, charitable involvement, and positive fan engagement.

Inappropriate content includes discriminatory language, threats, violent imagery, hazing content, cyberbullying, illegal activities, explicit material, gambling promotion, academic dishonesty, confidential information, and disrespectful remarks toward teammates, coaches, opponents, or officials.

Additionally, explain that sarcasm, jokes, memes, or reposted content that violates university standards may still result in disciplinary action regardless of intent.

Section 9: Recommendations for Content

This section should explain the type of content encouraged by the athletic department. Positive digital engagement can strengthen team branding, student athlete development, and university reputation.

You should explain that athletes and staff are encouraged to share leadership experiences, academic achievements, athletic highlights, community outreach, wellness initiatives, and team accomplishments.

Additionally, explain that positive storytelling helps strengthen relationships with fans, alumni, recruits, sponsors, and the broader community. Social media can serve as a platform for leadership, advocacy, and institutional pride when used responsibly.

This section should also encourage respectful interaction with followers and emphasize professionalism in all public communications.

Section 10: Recommendations for Privacy Settings

This section should explain the importance of privacy and cybersecurity protection. Strong privacy settings help reduce risks related to hacking, impersonation, harassment, and data exposure.

You should explain that student athletes and staff members are encouraged to use strong passwords, enable two factor authentication, review follower lists regularly, and limit public access to personal information.

Additionally, explain that individuals should avoid sharing sensitive information such as home addresses, travel details, financial information, medical information, or private schedules online.

This section should also emphasize that privacy settings do not fully eliminate digital risks because screenshots and shared content can still become public.

Section 11: Coaches’ Roles and Responsibilities

This section should explain that coaches play a significant role in reinforcing responsible social media behavior. Coaches should educate athletes about digital professionalism, university expectations, and online reputation management.

You should explain that coaches are responsible for discussing the policy with athletes at the beginning of each season and addressing concerns related to inappropriate online conduct. Coaches should also encourage respectful communication and model professional social media behavior themselves.

Additionally, explain that coaches should report serious policy violations to athletic administration and collaborate with compliance personnel when necessary.

This section should also emphasize that coaches should support student athlete education rather than relying solely on punishment.

Section 12: Action Steps for Policy Violations

This section should explain the disciplinary procedures for policy violations. Consequences should be clear, consistent, and proportionate to the severity of the offense.

You should explain that minor violations may result in verbal warnings, educational counseling, or mandatory social media training. More serious violations may result in written reprimands, suspension from team activities, loss of leadership roles, scholarship consequences, or additional university disciplinary action.

Additionally, explain that repeated violations or conduct involving threats, harassment, discrimination, illegal activity, or NCAA violations may lead to removal from athletic participation or employment termination.

This section should also explain the appeals process and clarify that disciplinary decisions will follow university procedures and applicable student conduct policies.

Section 13: Policy Review and Updates

This section should explain that social media platforms and digital communication trends evolve rapidly. The athletic department should review the policy annually to address new technologies, cybersecurity concerns, NCAA regulations, and institutional priorities.

You should explain that policy updates may involve collaboration between athletic administrators, legal counsel, compliance officers, coaches, communications staff, and student athlete representatives.

Additionally, explain that all department members should receive updated policy training whenever significant revisions occur.

Section 14: Conclusion (How to Write It)

Your conclusion should summarize the importance of maintaining a comprehensive social media policy within a college athletic department. Reinforce that social media can positively promote athletic programs when used responsibly and professionally.

A strong conclusion should also emphasize that clear expectations, accountability, education, and consistent enforcement help reduce reputational risks and support positive digital engagement. Conclude by explaining that responsible social media use strengthens university image, protects student athletes, and promotes ethical communication across the athletic department.

References

Brown, N.A., Billings, A.C. and Ruihley, B.J. (2021). Social media and sports communication. New York: Routledge.

Geurin, A.N. and McClung, S.R. (2020). Social media in sports management. Journal of Sport Management, 34(4), pp.287–299.

Hambrick, M.E. and Pegoraro, A. (2022). Digital communication in sport organizations. Communication and Sport, 10(2), pp.145–160.

National Collegiate Athletic Association. (2025). NCAA social media best practices and guidance. Indianapolis, IN: NCAA.

Sanderson, J. (2021). Sports, social media, and athlete behavior. Lanham, MD: Lexington Books.

Smith, L.R. and Sanderson, J. (2020). Athlete identity and social media communication. International Journal of Sport Communication, 13(3), pp.421–437.

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