Pay Bill Events Action Center FAQ News Contacts LEGAL DISCLOSURES Home » Legal Disclosures CITY OF ATCHISON WEBSITE AND SOCIAL MEDIA POLICY 1. DEFINITIONS City: The City of Atchison, Kansas Home Page: Any document on the World Wide Web that is a starting point for finding other information, typically the entry page of a Web site. Internet: Computers on networks that are linked to each other throughout the world. Link (Hyperlink): A part of a Web page (text or graphic) that causes a new Web page to be displayed when it is selected, usually by clicking on it. Expressed as a “link to” or “link from” a Web site or page. World Wide Web (the Web, www, or W3): A full-color, multimedia database of information on the Internet that is comprised of electronic pages (Web pages) that are connected together. Website: A collection of electronic pages of information on a Web server that is displayed via the Internet. Web Server: The hardware and software that is required to make Web pages available (for delivery to others) on networks. Web Administration: Staff members responsible for information updates and technical operation of a website. 2. PURPOSE OF CITY’S WEBSITE It is the City of Atchison’s intent to maintain and update its Website, www.cityofathchison.com, to provide electronic access to general and specific information and to interact with residents, business owners/operators, visitors, and others concerning municipal operations and services, policies, projects, and safety. The Website is intended to provide electronic access to municipal services and information that furthers the goal of exemplary customer service that is both responsive and innovative. In establishing and maintaining its official Website, the city does not intend in any manner to create a forum or other means by which public discourse, exchange of opinions, or discussion on issues of any nature may occur within the Website. The sole and limited purpose of the city’s Website is to provide factual information about the City of Atchison including various services and resources available within and around the city, or as may be available from other governmental agencies. The city’s Website is to be used to facilitate dialogue, online transactions and provide essential information requested by residents, visitors, and businesses. It is the city’s policy to encourage all city departments to use the Website as an effective means to highlight services and to communicate with citizens and target groups, including community leaders and organizations, local and potential businesses, local and potential residents, visitors and city employees, and to educate the community about how government works. The city’s Website may provide links to other electronic sites that serve and promote these interests site solely in conformance with this policy. Editorial judgment will be exercised in determining which links are relevant, fulfill the purpose of the city’s Website and conform to this policy. This Website complies with all applicable federal, state, and local laws. The Website is the exclusive property of the City of Atchison, Kansas. 3. EXTERNAL WEB LINKS Links from the city’s Website Consistent with the foregoing policy, it is the city’s policy to limit external links to the following kinds of entities and organizations. The following criteria will be used to decide whether to grant requests for city Website links. The city’s Website may provide links to: Governmental and educational institutions. Organizations with some relationship to the city (including but not limited to: organizations contracting with the city, organizations sponsoring city activities or programs, organizations in a city-owned or managed facility and organizations participating in city activities or programs). Organizations providing information about employment opportunities in the city’s area. Area utility companies that provide service to residents and businesses. Non-profit or public agencies that have a business relationship with the city including but not limited to professional and trade organizations that can further the dissemination of information relative to programs, activities or projects sponsored by the City of Atchison. Organizations, websites, or agencies that serve as a resource for city staff members in the performance of their official duties. Tourist information, arts, cultural and similar organizations or events of general interest to Atchison residents, business owners/operators, visitors and others, principally from the Atchison Convention and Visitors Bureau, www.atchisonkansas.net. Business information from the Atchison County Economic Development organization websitewww.growatchison.com that provides specific information about the community and its demographics to prospective corporations evaluating Atchison as a business site. Third-party contractual services purchased by the city. Organizations participating in co-sponsorship with the city. Other sites which are appropriate to the mission of the City of Atchison. The creation of a link from the city’s Website to other sites does not constitute an endorsement of products or services of these sites by the City of Atchison. The city is not liable for the defamatory, offensive, or illegal conduct of other users, links, or third parties. Commercial sites offering information relating to tourism, education, governmental services, or other community information may be provided a link at the city’s discretion. Any links to sites of this nature will, if possible, be made directly to the information or feature that is deemed to be in the public interest – not to the main page of the commercial site. No commercial titles, icons, or banners will be provided to any commercial site in exchange for links. The city’s Web site will not provide links to Web sites for: Personal campaign sites of political candidates running for local, state, or federal appointed or elected offices. Campaign sites for political organizations or other organizations or individuals advocating a position on a local, state, or federal issue. Sites that are associated with, sponsored by or serving a candidate for elected office, any political party or organization supporting or seeking to defeat any candidate for elective office or ballot proposal. Corporate or other for-profit organizations unless they fit any of the criteria stated previously. Links that involve or encourage illegal activities or are in violation of any of the city’s adopted policies including, without limitation, policies on discrimination, sexual or other harassment or Internet usage. Links that involve adult business, adult entertainment, nudity, or sexual activities. Individual or personal home pages or websites. The City of Atchison reserves the right to: Deny an external link application as to any person, business or organization when it is determined, following review of a complete application, that the entity or organization for which application is made does not meet the criteria set forth in this policy. Deny an external link as to any person, business, or organization, which fails to provide all required information or truthful information. Any denial by Web Administration staff members may be appealed to the City Manager’s Office, who shall hear and decide the matter within a reasonable amount of time of any such written appeal. The city reserves the right to modify or delete any link from its site at its discretion without notice or recourse. Links may be removed if: The city determines that the link violates this policy. The link no longer points to the original information or resource that was intended. The information is inaccurate or not trustworthy. Access to the information has become difficult due to odd formatting, framing, lengthy download times, etc. The city determines that additional links that are more relevant to the mission of the Web site should be added and the number of working links needs to be reduced to allow for those additions. Links from external operations to the city’s site The City of Atchison encourages links from other websites, especially if it benefits the city’s operations and customers including residents, visitors, business owners/operators, and others. However, such links should not create any electronic framing of the city’s Website, or be displayed in such a manner as to imply that the city endorses or supports any product or service. The linking site may not link to individual graphics or tables within the city’s Website, especially in an effort to place the downloading burden on the city’s servers or visitors to the site. Any link shall pass the client browser to the city’s site unencumbered or in a new window. The city reserves the right to limit the number of links and to include only carefully selected links since an excessive list of links may confuse visitors to the city’s site. Submission: Anyone, including a city employee, can suggest an external link for placement on the city’s Website. The suggestion must be submitted to the City Manager’s office on a form that provides: The name of the organization. An explanation of that group’s primary purpose and mission. How the page supports the purpose of the city’s Website services and intended visitors. Review: Personnel in the City Manager’s office in consultation with the City Attorney will make final determination regarding placement of a link. Selection criteria will include, without being limited to: A determination of how well the proposed link fits within the city’s mission and Web design. The stability and trustworthiness of the site. The frequency of requests for adding such a link. Endorsement To avoid any perception that the city endorses or provides favorable treatment to any private person or business enterprise, no corporate or commercial logos or direct links to vendor sites are allowed except as specifically noted herein. The city is not responsible for and does not endorse the information on any linked Website unless the city’s Web site states otherwise. 4. EMAIL ADDRESSES Email addresses posted on Website Email addresses should be listed on the Website only for services or functions that are likely to generate a significant amount of direct inquiries from the public. The site is focused on information that is most useful to the public and should not include email addresses that are not relevant to the public. Email Disclosure We value your feedback. If you send the city email with questions or comments about our programs or services, we do collect your email address and any other information that you volunteer. We do this to follow up on an issue, improve the content of our Website, and occasionally, to customize its content for users. We occasionally will forward an email to other appropriate community or nonprofit organizations to assist with obtaining information for the sender or to share feedback. 5. DOMAIN NAMES One domain name will be used for referring to and marketing of the Website. 6. PUBLISHING PROCESS City staff members of all departments may assist in the development of Web pages for the city’s site. These pages can be created and sent to the City Manager or his or her designee for editing and publication. 7. SECURITY The city’s Website uses a secure server for conducting online transactions. All credit card and other payment information that is transmitted to the city will be protected by 128-bit encryption technology, provided the browser is properly configured and the computer is operating properly. Security technology requires that a user have a reasonably current browser that is capable of supporting 128-bit encryption for online transactions. Current browsers such as these will activate the appropriate security features when a user enters an online transaction through this site.In general, a user can determine whether he or she is on a secure site by looking at the symbol at the bottom of the browser screen. A user can be sure that a secure server is being used if the key is unbroken or the lock is locked.The city limits employee access to personally identifiable information to only those employees who need access to perform a specific job. All employees are kept up-to-date on our security and privacy practices. 8. USE OF CITY’S LOGO The City Manager of the City of Atchison must give written permission for the use, reproduction, or allocation of the city’s registered logo as prescribed by Governing Body Resolution 2724. 9. ACCESS TO OPEN RECORDS Information, including the complete Kansas Open Records Act and a summary and explanation of the Act produced by the Kansas Attorney General, can be obtained at: http://www.ksag.org.Questions regarding the Kansas Open Records Act should be directed to the city’s Freedom of Information Officer at 913-367-5506. 10. JURISDICTION The materials presented on the Website are intended primarily for the residents of the City of Atchison, Kansas, and for those outside the city limits who are interested in learning more about the city. Any person who views and uses the information presented on this Website agrees to be subject to Kansas jurisdiction. Any dispute arising there from shall be decided under the laws and in the courts of Atchison County, Kansas. 11. SOCIAL MEDIA City of Atchison Social Media Policy Version 1.0 Adopted October 2019 Content Development To ensure efficient use of resources, content developed for social media uses should be located on and linked to the City’s official website (www.cityofatchison.com) whenever sensible. Medium-specific content is allowed, as is reasonable (Instagram specific, or Facebook specific, for example). All content, including photos and videos, must be owned by the City or have the appropriate release or authorization from the copyright holder. Content related to crisis or emergency communications must conform to the policies and procedures contained within the relevant plans. Design and Branding All profiles and pages should be clearly identified as official City of Atchison assets, using the City logo as the identifying image. Profiles and pages should be designed to emulate the City’s website, if possible. Otherwise, design colors should be consistent with the official colors in use by the City. When possible, third-party advertising should be hidden or disabled on official City social media pages. If this is not possible, a statement should be added to the effect that the City did not authorize or endorse any advertisement on the site. Use of Social Media by Employees Use of Social Media as an Authorized City Representative As a representative of the City or one of its departments, each employee engaged in social media should take responsibility for what they write and exercise good judgment and common sense. Requests for access to appropriate sites should be made to the Director of Administrative Services. When posting or responding to posts as a City representative from personal accounts, employees should always include their name and, when appropriate, title and identify themselves as a City employee. When posting from an official City of Atchison account, they should identify themselves when appropriate or if asked. When an employee participates in a blog, wiki, online social network, or any other form of social media as a representative of the City, certain standards of conduct apply: City representatives should always show respect. Avoid ethnic slurs, personal insults, obscenity, or any conduct that would not be acceptable in the City’s workplace. Employees should avoid engaging in arguments, be the first to correct their own mistakes, and indicate if they have altered previous posts. All content and posts should be designed to add value. Employees should strive to provide worthwhile information and perspective. The City promotes transparency and honesty in communications and therefore employees may not post anonymously or use pseudonyms or misleading screen names when representing the City. In a limited public social media forum created by the City, in addition to any other limitations imposed on the specific site by the City, the following posts or comments shall be hidden: Obscene, vulgar, threatening, harassing, or maliciously defamatory comments. Comments not related to the specified subject or, although portions relate to the specified subject, include substantial unrelated material; If applicable, comments from persons or groups not within the permitted commentator group or other limitations of the limited forum; Comments promoting or opposing any person campaigning for election to a political office or promoting or opposing any ballot proposition; Comments promoting or advertising a business or commercial transaction or containing copyrighted material; or Overtly self-promoting comments. Spam – the same or similar posts made on multiple threads that are not directly related to the content of the thread. Comments shall not be deleted or removed based upon the views expressed. Comments will not be edited. Applicable limitations should be posted on the social media site. Records Retention Hide comments or posts only if necessary. Do not delete without approval of City Manager, Assistant City Manager of Director of Administrative Services. Tips for Social Media posting Write what you know. Make sure that you write and post about your area of expertise, as it relates to your position in the City and that the information you provide is both factual and accurate. Be transparent. Your honesty, or dishonesty, will be quickly noticed in social media environments. When commenting about your work at the City of Atchison, use your real name, identify that you work for the City and be clear about your role. Perception is reality. In online social networks, the lines between public and private, personal and professional are blurred. Just by identifying yourself as a City of Atchison employee, you are creating perceptions about the City. Be sure all content associated with you is consistent with our work and with the City’s mission, vision, values and expectations. In addition, be aware that when you post something on any site it is a reflection of you as an individual and the City as well, even if it is on a personal page or non-City site. Be judicious. All statements must be true and not misleading, and all claims must be substantiated and approved. What you publish will be around for a long time, so consider the content carefully. Don’t publish anything you wouldn’t want your mom, co-worker, clergy or supervisor to read! Your responsibility. What you write is ultimately your responsibility. Participation in social media on behalf of the City is not a right and it therefore needs to be taken seriously and treated with respect. When responding to a request or question, or stating information on behalf of the City, be sure you’re the right person in your department to be doing so. When in doubt, consult your supervisor or department head. It’s a conversation. Talk to your reader like you’d talk to real people in professional situations. Avoid bureaucratic language, formal language or industry jargon. Don’t be combative. Use common sense: If a request or response requires a formal reply, letter or phone call then do so. The social media venue may not always be the appropriate communication tool. Be open. One of the great benefits of social media is the interaction between us (you) and our citizens. Take in ideas. Share relevant feedback and input with colleagues. When in doubt, talk to the Communications Coordinator or department head. Are you adding value? There are millions of words out there. The best way to get yours read is to write content people will value. Communication should help our residents, employees and others in the region. It should be thought-provoking and build a sense of community. Did you screw up? If you make a mistake, admit it. Be upfront and quick with your correction. If it gives you pause, pause. If you’re about to publish something that makes you even the slightest bit uncomfortable, don’t shrug it off and hit ‘send.’ Take a minute to review these guidelines and try to figure out what’s bothering you, then fix it. If you’re still unsure, check with your department head. Ultimately, the decision about what you publish is yours – as is the responsibility. So be sure what you respond to you can deliver. Do not engage “trolls” – posters interested in making the City look bad with no respect for accuracy of content. In the case of “piling on”, when multiple trolls are engaging on a post or thread, only answer direct questions when applicable or correct objectively false information when absolutely necessary. CITY OF ATCHISON 515 Kansas Avenue Atchison, KS 66002 Phone: (913) 367-5500 Fax: (913) 367-3654 Email Us FIRE Non-Emergency: 913-367-4329 Emergency: 9-1-1 POLICE Non-Emergency: 913-367-4323 Emergency: 9-1-1 LATEST FAQ How do I apply for a Diversion? How do I search files? Do you offer specialty trash/recycling services for elderly and/or disabled customers? Website by Webcom Resources - 2018 Accessibility Statement Legal Disclosures Privacy Policy Terms and Conditions