COMMUNICATION POLICIES & PROCEDURES

POLICY STATEMENT

Bay Atlantic University (BAU) is committed to protecting the privacy and confidentiality of personal information that it collects. This policy ensures that BAU complies with relevant privacy laws. BAU respects privacy and strives to maintain the security of personal data.

BAU only collects personal data that is necessary for specific purposes, including but not limited to admissions, marketing, events, and communication purposes. Personal data will be handled responsibly and will not be shared with unauthorized third parties. The following outlines how BAU collects, uses, and protects personal information

PROCEDURES

Information Collection:

• BAU collects personal information such as name, email address, phone number, postal address, and other relevant data, which may be provided through forms on the website, email communications, or in-person interactions.
• Additionally, BAU may collect technical information automatically through the use of cookies and log files (e.g., IP address, browser type, and operating system).
• The purpose of data collection is to facilitate communication, provide marketing materials, and personalize services, such as admissions, events, and campaigns.

Log Files:

• As in many standard website servers, log files are kept on www.bau.edu for statistical purposes. These files contain standard information such as IP address, internet server provider, features of the browser, operating system, and site entry-exit pages.
• Log files are not used except for statistical purposes and do not violate privacy.
• IP addresses and other information are not associated with personal information.

Cookies and Tracking Technologies:

• Cookies are small files placed on a device by BAU’s website to improve user experience. BAU may use cookies to store preferences, track user activity, and help with site functionality.
• Web beacons may also be used in conjunction with advertising, allowing BAU to track the effectiveness of marketing campaigns.
• Cookie settings can be managed through the browser. If cookies are disabled, certain features of the website may be impacted.

Use of Personal Information:

• BAU uses the personal information collected to send relevant marketing communications, provide information about programs and events, respond to inquiries, and fulfill admissions-related processes.
• Information will only be shared with third parties when required by law or when explicitly authorized by the individual (e.g., opt-in to receive information from partner organizations).
• BAU will not sell, rent, or lease personal information to third-party organizations without consent.

Data Sharing and Third-Party Partners:

• BAU may share collected personal data with trusted service providers, including CRMs, who assist with marketing, event management, and data analysis. These third parties are contractually obligated to handle data securely and in compliance with BAU’s privacy policy.
• Third-party partners used for data processing must comply with applicable data protection regulations and maintain the confidentiality of personal information.

Data Retention:

• BAU retains personal data only as long as necessary to fulfill the purposes for which it was collected or as required by law.
• When personal information is no longer needed, it will be securely deleted from BAU’s systems and archives.

Data Security:

• BAU implements appropriate technical and organizational measures to safeguard personal information against unauthorized access, disclosure, alteration, or destruction.
• Access to personal data is restricted to authorized personnel only.

Your Rights and Choices:

• Individuals have the right to access, update, correct, or request the deletion of personal information held by BAU. To exercise these rights, please contact BAU using the details provided below. (contact information: [email protected])
• Individuals residing in the European Union also have the right to withdraw consent for data processing at any time.
• BAU provides individuals with the option to opt out of receiving marketing communications, and preferences can be updated at any time.

DEFINITIONS

Personal Information: Any data that can be used to identify an individual, such as name, email address, phone number, postal address, and any other personal identifiers.

Cookies: Small text files that are placed on your device when you visit a website, often used to track site usage, and preferences, and provide a personalized experience.

Data Controller: Bay Atlantic University, as the organization responsible for determining the purposes and means of processing personal information.

Third Parties: External organizations or vendors with whom BAU may share data for business purposes, including marketing, event management, and data processing services.

EXCEPTIONS

None

POLICY STATEMENT

Bay Atlantic University (BAU) acknowledges the importance of social media as a tool for engagement, communication, and marketing. As part of our commitment to fostering an inclusive and positive online community, BAU maintains official social media channels to engage with prospective students, current students, alumni, faculty, staff, and the wider community.

Social media accounts represent the university’s values, brand, and educational mission. All content and engagement must be consistent with BAU’s vision, adhering to legal, ethical, and institutional standards. We encourage responsible use of social media and prohibit the use of university platforms for personal gain, offensive behavior, or activities that could harm BAU’s reputation.

PROCEDURES

Social Media Account Creation and Management:

• Official BAU social media accounts must be created and managed by authorized personnel within the Marketing & Engagement Department.
• All social media accounts should be registered under official BAU email addresses and tied to BAU’s central marketing infrastructure.
• The Marketing & Engagement Department is responsible for ensuring all content aligns with the university’s branding, mission, and vision.

Content Creation and Approval:

• All content posted on official social media platforms must be created or approved by the Marketing & Engagement Department.
• Content should reflect BAU’s core values, including respect, academic achievement, diversity, and integrity.
• The department will use collaboration tools, such as Asana, Canva, and shared online platforms to facilitate the review and approval process, ensuring that all posts align with institutional goals.
• Before publishing, all social media posts should be reviewed by the Marketing & Engagement Director for compliance with the university’s brand guidelines, mission, and vision alignment.

Engagement and Interaction:

• Social media interactions (e.g., responses to comments, messages, and mentions) should remain professional, respectful, and supportive of the university’s mission.
• Social media engagement should aim to foster community building, encourage prospective students to engage with BAU, and promote positive discourse.
• BAU reserves the right to moderate or delete comments or posts that are deemed harmful, discriminatory, offensive, or unrelated to the purpose of the page.
• Personal views or controversial opinions should not be posted on official BAU social media accounts. All posts must be consistent with BAU’s values and public image.

Confidentiality and Privacy:

• BAU’s social media accounts must adhere to the privacy and data protection policy, ensuring that all data collection and use are in line with privacy and data protection standards.
• Employees and students should avoid posting or sharing private or sensitive information about BAU, its affiliates, or individuals on social media platforms.

Use of Hashtags, Mentions, and Tags:

• The use of hashtags, mentions, and tags should follow BAU’s brand guidelines to maintain consistency and avoid potential confusion with unofficial or personal accounts.
• Official hashtags and keywords will be defined by the Marketing & Engagement Department for campaigns and events. Employees are encouraged to use these in official posts to increase visibility and engagement.

Crisis Management:

• In the event of a social media crisis (e.g., negative press, PR issues, or social media controversies), the Marketing & Engagement Department must immediately engage with the appropriate University leadership to develop a timely and consistent response.
• Official responses must be approved by senior management and should reflect BAU’s commitment to transparency, accountability, and professionalism.

Content Retention and Records:

• Content may need to be archived for compliance with legal, regulatory, and institutional requirements.
• Social media posts and content may be taken down or archived at any time.

Compliance and Data Protection:

• BAU will ensure that all data collected through its social media channels is collected in compliance with privacy laws and data protection regulations.
• Any content involving personal data must be handled with care and in accordance with BAU’s privacy policy.

DEFINITIONS

Social Media: Platforms used to communicate and share information online, including, but not limited to, Facebook, Twitter, Instagram, LinkedIn, TikTok, YouTube, and blogs.

Official Account: A social media account that is directly managed and operated by BAU, using official university branding and credentials.

Content: Any text, images, videos, audio, or other media posted or shared via social media platforms.

Engagement: Interaction with users via comments, likes, shares, and direct messages, intended to foster conversation, build relationships, and promote BAU’s mission and activities.

EXCEPTIONS

None

POLICY STATEMENT

Bay Atlantic University (BAU) is committed to upholding the rights and privacy of individuals while using their images, videos, and testimonials for marketing, educational, and promotional purposes. This policy ensures that all collected media comply with relevant data protection laws, including but not limited to the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). BAU aims to obtain the necessary consent from individuals prior to the collection, sharing, or use of their likeness or personal information.

PROCEDURES

When Consent is Required (Explicit Consent):

• Individual Photo or Video Posts for Promotional or Marketing Purposes: If an individual’s image, video, or personal information is used for marketing, advertising, or other promotional content, explicit consent is required. This includes any media (photos, videos, quotes) that will be posted publicly on BAU’s website, social media, or other marketing materials.
• Sensitive or Vulnerable Contexts (e.g., health issues, financial assistance): When posting about students, staff, or faculty in sensitive or identifiable situations, explicit consent is required. This includes situations where individuals are the focus of an image, even if it is a crowd shot.
• Use of Testimonials, Interviews, or Personal Stories: To use personal testimonials, interviews, or stories that identify individuals, explicit consent is required.
• Minors: For minors (under 18 years of age), consent from a parent or legal guardian is required before posting any content that includes them.

BAU Media Release Form: The BAU Media Release Form should be used to collect consent for specific promotional purposes.

When Consent May Not Be Needed (Implied Consent):

• Crowd Shots or Group Photos: If a photo or video is taken in a public space, such as at an event or gathering, where people are generally aware that they may be photographed or filmed, implied consent may apply.
• Campus Events (General Public Spaces): At general campus events, such as open houses or public lectures, where photography or social media posts are expected, implied consent may apply. Clear signage stating that photography or video will occur is advised.
• Social Media Comments or Interactions: If an individual publicly engages with BAU on social media (e.g., likes, comments, shares) and their profile is publicly visible, implied consent may apply. However, caution should be exercised, especially if user-generated content is used in formal marketing campaigns.
• Professional Headshots and Official University Events: Professional headshots or photos taken in an official BAU capacity may not require explicit consent, but it is advisable to secure a Media Release Form to ensure clarity regarding the use of these
  images.
• University Publications or Official Communications: Photos taken at formal university events (e.g., graduations, official ceremonies) may fall under implied consent when used in publications or official announcements.
• Individuals who request not to be photographed or request their image not be used must have their wishes respected.

If you do not wish to have your photograph or video taken, you must advise BAU in writing and state, at the time of the photography or recording, your desire not to participate. Unless you have provided us with notice regarding your desire not to participate, you hereby irrevocably grant BAU and its assigns, licensees, successors in interest, legal representatives, employees, consultants and agents (collectively, the “Program Entities”) the irrevocable and unrestricted right to copy, publicly display, distribute, modify, create derivative works of and otherwise use your name, image, voice and likeness and any photograph, video or audio recording in which you appear (collectively, the “Images”).

DEFINITIONS

Explicit Consent: A clear and unambiguous agreement from an individual to the use of their image, video, or personal information for a specific purpose.

Implied Consent: Consent that is inferred from an individual’s actions, such as participating in a public event or engaging with content on social media, where they reasonably expect their image may be used.

BAU Media Release Form: A document used to formally obtain consent from an individual to use their image, video, or personal information for specific promotional, marketing, or educational purposes.

EXCEPTIONS

None

POLICY STATEMENT

Bay Atlantic University (BAU) is committed to providing a secure, accessible, and functional website that supports the university’s mission and goals. The website serves as a key platform for communication, marketing, and engagement with prospective and current students, faculty, staff, and external partners.

This policy outlines the acceptable use and guidelines for accessing and interacting with BAU’s website to ensure that all content, services, and information are presented appropriately, in compliance with applicable laws, and in a way that supports the university’s educational and operational goals. All users of the website must adhere to these guidelines to maintain the security and integrity of the site, protect user data, and ensure a positive experience for all visitors.

PROCEDURES

Access and Usage:

• All users are expected to use the BAU website responsibly and in accordance with university policies. This includes adhering to appropriate online behavior, refraining from engaging in activities that disrupt website functionality and respecting the intellectual property contained on the site.
• Unauthorized access to restricted areas of the website, such as administrative or backend sections, is strictly prohibited.

Content Creation and Approval:

• Content posted on the BAU website must be created, reviewed, and approved by authorized personnel in the Marketing & Engagement Department. All content should align with the university’s branding, mission, and academic standards.
• Content updates and changes must be carefully reviewed by relevant departments, including IT and the leadership team, to ensure accuracy, compliance with legal requirements, and alignment with BAU’s institutional values.

Security and Data Protection:

• BAU implements appropriate security measures to protect user data and maintain website integrity. The IT Department regularly monitors the website for vulnerabilities and performs updates to ensure that security patches are applied.
• All personal information collected through the website, including data submitted by prospective students or individuals interacting with BAU online, is subject to the university’s Privacy and Data Protection Policy.

Cookies and Tracking:

• The BAU website may use cookies and similar tracking technologies to enhance user experience, analyze site traffic, and improve website functionality. All users will be informed of the website’s use of cookies through a clear notice on the site.
• Users can manage their cookie preferences through their browser settings, but disabling cookies may impact some website features.

External Links and Third-Party Services:

• BAU’s website may contain links to external sites. These links are provided for convenience and do not constitute an endorsement by the university. BAU is not responsible for the content or privacy practices of external websites.
• When using third-party services integrated with the website (e.g., event registration, payment processing), users are subject to the terms and conditions of those third-party providers.

Intellectual Property:

• The content and materials presented on the BAU website, including text, graphics, logos, images, and videos, are protected by copyright laws. Unauthorized reproduction, distribution, or modification of these materials is prohibited.
• User-generated content submitted to BAU via forms, comments, or other online interactions remains the property of BAU and may be used for promotional, educational, or other university-related purposes unless otherwise specified.

Compliance with Legal and Ethical Standards:

• The website must comply with all relevant federal, state, and local laws, including accessibility standards, copyright laws, and data protection regulations.
• Any use of the website for unlawful purposes, including fraud, harassment, or defamation, is strictly prohibited.

Monitoring and Enforcement:

• The IT Department, in collaboration with the Marketing & Engagement Department, will regularly review the website for updates in compliance with these policies. Any violations of this policy will be addressed promptly, and users may be subject to disciplinary action in accordance with the university’s conduct policies.
• BAU reserves the right to remove any content that violates university policies or legal requirements, and to restrict or revoke access to the website as needed.

DEFINITIONS

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EXCEPTIONS

None

This policy covers the process for considering and acting upon website change requests from staff, leadership team, board members and faculty.

The purpose of this policy is to standardize the procedure for dealing with stakeholder requests to change University’s web content or structure. This policy does not cover updates to front page news items which will continue to be updated by the Outreach Department without further approval being required. This policy should not act as a deterrent to receiving change requests, requests should be encouraged to help keep the site fresh and up to date.

The weekly Leadership Team meetings are considered another tool to discuss and decide website changes on an as-needed basis. Staff members can fill a “Website Change Request Form”. This form is available in the shared folder for the staff members. Staff members can fill in the form and send them by email to Marketing and Outreach Department Heads. Minor changes to the website may be carried out without a formal communication to wider stakeholder audience.

DEFINITIONS

MyBAU creates a BAU student email account upon the completion of enrollment. The email address is created using the first letter of the first name and the full last name with the extension stu.bau.edu. ([email protected])

It is BAU’s policy to communicate with students and faculty using the BAU.EDU emails. Students can do the following with the BAU email:

• Access to Wi-Fi on campus
• Access to MyBAU
• Access to BAU HUB (Learning Management System)
• Access to Office 365 (BAU.EDU account allows students to download Office programs free up to 5 devices)