Digital Media Use Policy

Purpose
The purpose of this policy is to establish guidelines for the creation, management, and use of official Fox Lake Public Library (Library) digital media accounts. Digital media is used to promote Library services, programs, events, resources, and operations and to communicate with the Library’s service area in a professional, accurate, and legally compliant manner.

While digital media content may be visible to a broader audience, the primary intended audience of official Library communications is residents of the Library’s service area and community stakeholders served by the Library established under Wisconsin Statute Chapter 43. The Library’s digital media pages are intended to provide information related to Library. The views expressed by users do not necessarily reflect the views of the Library, its staff, or its Board of Trustees.

Definition of Digital Media
Digital media is defined as websites, social media accounts (including, but is not limited to, platforms such as Facebook, Instagram, X (Twitter), TikTok, YouTube, LinkedIn, etc.), newsletters, blogs and other digital communication tools utilized by the Library. Content that is posted on Library-sponsored social media sites may be subject to state and federal public records statutes and records retention requirements.

Section I
Library Media Accounts

1. Official Library Accounts

  1. Only digital media accounts approved by the Library Director or designee may represent the Library.
  2. Account access credentials shall be maintained securely and accessible to the Library Director and designated administrators.
  3. The Library Director or designee may add or remove account access as necessary.
  4. No employee may create a digital media account representing the Library without authorization.
  5. Digital media is monitored during weekday library operating hours; the library may not be able to respond to user content posted outside of these hours.

2. Staff Use of Digital Media for Library Business
Only authorized staff may post on behalf of the Library.

  1. Staff shall communicate professionally and, in a manner, consistent with Library policies.
  2. Staff shall not engage in online arguments or personal disputes while representing the Library.
  3. Personal accounts shall not be used to conduct official Library business.

3. Content Guidelines
Library digital media content shall:

  1. Support the Library’s mission, services, programs, activities, and operations.
  2. Be accurate, respectful, and professional.
  3. Be viewpoint-neutral and not promote or oppose any political candidate, ballot measure, religious doctrine, or advocacy position.
  4. Present religious holidays, cultural observances, and similar events in an informational, educational, or programmatic manner consistent with the Library’s mission.
  5. Avoid endorsing or opposing positions related to religion, sexual orientation, gender identity, or other digital or political matters.
  6. Reflect the Library’s commitment to equitable and nondiscriminatory service to all members of the Library’s service area.
  7. Comply with copyright and intellectual property laws.
  8. Protect patron privacy and confidentiality in accordance with Wisconsin Statutes § 43.30 and other applicable laws.
  9. Avoid posting images of patrons, particularly minors, without appropriate written consent.

The Library:

  • Reserves the right to hide its digital media profiles and content at any time.
  • Reserves the right to limit or turn off commenting on any post
  • May remove profiles, after first archiving their contents to ensure compliance with public records requirements.

4. Wisconsin Public Records and Records Retention
All content created, received, or maintained on official Library digital media accounts may constitute a public record under Wisconsin Statutes §§ 19.31–19.39 (Wisconsin Public Records Law).

The Library will:

  1. Retain digital media records in accordance with approved Wisconsin records retention schedules.
  2. Archive content as necessary to ensure compliance with records retention requirements.
  3. Respond to lawful public records requests in accordance with Wisconsin law.

Content removed for policy violations may still be retained as a public record.

5. Security and Confidentiality

  1. Staff shall not disclose confidential or personally identifiable patron information.
  2. Access credentials shall not be shared outside authorized personnel.
  3. Any suspected security breach must be reported immediately to the Library Director.

Section II
Public Interaction and Moderation

The Library’s digital media platforms are designated as limited public forums for discussion related to Library programs, services, and operations. The Library does not discriminate against viewpoints but may impose reasonable, content-neutral restrictions consistent with this policy and applicable law. In addition, the Library may save or share user content and interactions for marketing, improving user experience or other purposes. The Library’s Patron Responsibilities And Conduct policy applies to online conduct.

While it’s not possible to comprehensively define appropriate engagement in every situation, the following types of user content are not protected by the First Amendment and may be subject to moderation: that is not protected by the First Amendment may be hidden. Comments containing any of the following shall not be permitted on Library digital media sites and are subject to removal and/or restricted:

  1. Contains profanity, obscenity, or sexual content.
  2. Constitutes threats, harassment, slanderous, or discrimination towards any person or organization.
  3. Promotes illegal activity in violation of any federal, state, or local law.
  4. Contains spam, links to malware/viruses, commercial advertising, or solicitations that is not related to Library business.
  5. Violates privacy or confidentiality laws.
  6. Is unrelated to Library services, programs, or operations.
  7. Is repetitive or disruptive to the intended purpose of the platform.

 A comment posted by a member of the public on any Library digital media site is the opinion of the commentator or poster only, and publication of a comment does not imply endorsement of, or agreement by, the Library, nor do the comments necessarily reflect the opinions or policies of the Library.

The Library reserves the right to deny access to Library digital media sites for any individual who repeatedly violates the Library’s digital media policy, at any time and without prior notice.

The Library will not remove content solely because it expresses disagreement with Library policies or positions. Moderation decisions will be applied consistently and without regard to viewpoint.

Users who repeatedly violate this policy may be restricted or blocked.

Section III
Personal Digital Media Use by Employees and Trustees

The Library respects employees/trustees’ rights to use personal digital media accounts on their own time. However, employees and trustees must recognize that, as Library and City of Fox Lake (City) representative, their online conduct may reflect on the Library/City. The Library Code of Conduct for employees and trustees applies to online presence in official capacity.

1. Representation

  1. No Library Employee/Trustee may establish a Library related Digital Media Account without the authorization of the Library Director or designee.
  2. Employees/Trustees may not represent themselves as speaking on behalf of the Library/City unless authorized.
  3. Library/City logos, branding, or official titles shall not be used to imply endorsement of personal views.
  4. If referencing one’s employment, employees are encouraged to clarify that their views are personal. “The views expressed are my own and do not reflect the views of the Library/City.”

2. Confidentiality
Employees/Trustees shall not:

  1. Disclose confidential patron information (Wis. Stat. § 43.30).
  2. Share non-public Library business information.
  3. Reveal personnel or internal matters not intended for public release.

3. Political and Advocacy Activity
Employees/Trustees retain their rights as private citizens to engage in civic and political activity. However:

  1. Library resources, work time, or official titles may not be used for political campaigning or advocacy.
  2. Employees/Trustees shall not imply Library endorsement of any candidate, ballot measure, religious doctrine, or advocacy position.
  3. Employees/Trustees must continue to provide equitable and nondiscriminatory service to all patrons regardless of religion, sexual orientation, gender identity, or other protected status.

4. Work Time and Resources
Personal digital media use during work hours must comply with Library computer and internet policies.

5. First Amendment Considerations
Nothing in this policy is intended to infringe upon employees’ rights under the First Amendment or applicable Wisconsin law. However, speech that materially interferes with job performance, disrupts Library operations, or undermines the Library’s ability to provide services may be subject to review and appropriate action consistent with law.

Section IV
Policy Enforcement

1. Disciplinary actions
The Library reserves the right (but is not obligated) to do any of the following:

  1. Hide from public view any of the prohibited commentary
  2. Ban people who are spamming or continuously ignoring the Digital Media policy from the page or group
  3. Access, monitor, and read any submission on Library-sponsored Digital Media accounts

The Library does not guarantee a response to all correspondence on digital media. Those requesting immediate assistance must follow normal procedures for contacting the Library.

The Library (and, subsequently, the City of Fox Lake or its representatives) is not responsible for any damages, losses, liabilities, judgments, costs, or expenses (including attorney’s fees) arising out of a claim by a third party related to any material a member of the public has posted.

Any legal expenses or costs incurred by the Library/City related to the enforcement of any part of this policy shall be reimbursed by the person or group against whom the policy is enforced.

2. Removal of Posts
Some content may be removed due to limited publishing rights of the materials, including but not limited to Storytime or contractual agreements with performers.

Content that is in clear violation of the Digital Media Policy may be deleted, hidden, or otherwise removed from a Library digital media account. If content is deleted, it is documented in a content removal log. If it is determined that a specific user has violated  the Digital Media policy three or more times within any 12-month period, Library Staff may delete the content, or block or ban the user account to prevent further violations. The duration of the block or ban is determined by the Library Director or designee and is based on the severity of the behavior.

3. Appeals
 Egregious or repeated violations will be grounds for the user to be banned from posting on the Library’s digital media accounts. Any user that is banned from posting or commenting will be notified and given the opportunity to appeal the decision. Appeals must be submitted in writing and will be considered by the Library Board. Their recommendation will be final, and the Director will then notify the individual of the decision.

Adopted Date: May 5, 2026