HNZ00037698 OIA Response.pdf

13 March 2024

Liam Hehir
[FYI request #25682 email]

Tēnā koe Liam

Your request for official information, reference: HNZ00037698

Thank you for your email on 9 February 2024, asking Health New Zealand | Te Whatu Ora for the
following under the Of icial Information Act 1982 (the Act):

I am writing to request information regarding the policies and guidelines you have in place
pertaining to the use of social media by its employees during work hours.

My interest lies in understanding how the organisation ensures that such activities align
with the responsibilities and conduct expected of public servants, particularly in relation to
expressing political opinions that may reflect on the impartiality and integrity of the public
service.

Specifically, I am interested in the following information:

- A copy of your current policies and guidelines on the use of social media by employees,
especially regarding political commentary.

- Descriptions of any training or advisories provided to employees about the use of social
media and the expression of personal political views.

- Descriptions of the processes and criteria used to determine whether an employee's
social media activity is in breach of these policies.

- The number of complaints or inquiries received in the past year related to employees'
social media use, particularly in relation to political content during work hours, and the
outcomes of these cases.

I understand the importance of balancing transparency with privacy and am not seeking
information that identifies individual employees or breaches privacy rights. My aim is to
gain a clearer understanding of how you navigates the complexities of social media use
among its staff, ensuring that the organisation's integrity and the public's trust are upheld.

Thank you for your attention to this request. I look forward to your response within the
statutory 20 working days as prescribed by the Act.

Response
- A copy of your current policies and guidelines on the use of social media by
employees, especially regarding political commentary.

As part of our shift from district health boards to Health New Zealand | Te Whatu Ora, (Health NZ)
there is a policy harmonisation programme underway to standardise existing organisational
policies. Existing policies (such as those related to the use of social media) that applied to former
district health boards and interim policies for national office staff continue to apply until national
policies are formally approved.
We have attached in Appendix 1, the social media and related policies from Health NZ districts,
and the interim policy that applies to national office staff.
The policies provide information such as the scope and purpose of the relevant policies, guidance
and advice to staff on roles, responsibilities and expectations, and procedures to manage any
breaches.
- Descriptions of any training or advisories provided to employees about the use of
social media and the expression of personal political views.
Public servants are free to use social media in their private lives, in the same way as other
citizens. The Public Service Commission’s Standards of Integrity and Conduct, political neutrality
obligations and their agency policies apply to all media communications outside work as with other
forms of communication. There must be a clear separation between public servants’ role at work,
and their personal use of media.
We adhere to, and are guided by the Public Service Commission guidelines on the use of social
media, available online: Guidance: Use of social media for public servants - Te Kawa Mataaho
Public Service Commission.  We have a published set of community guidelines on our website:
Media centre – Health New Zealand | Te Whatu Ora.
Our Code of Conduct outlines the standards of behaviour that are expected of our people and we
reinforce the importance of maintaining standards of integrity and conduct through a range of
information/advisory channels that include staff newsletters, messages to staff on topical issues
(such as guidelines to staff on political neutrality at work over the pre-election period), inclusion of
the Code of Conduct in induction material for staff, and other guidance information available in
local intranets for people leaders and staff.
- Descriptions of the processes and criteria used to determine whether an
employee's social media activity is in breach of these policies.
While the harmonisation process is underway and until a national policy on social media use is
formally approved, our staff continue to be covered by their local policies. Specific information
about processes and criteria to identify, monitor, report, manage, and resolve breaches are
contained in copies of the policies in Appendix 1.
- The number of complaints or inquiries received in the past year related to
employees' social media use, particularly in relation to political content during work
hours, and the outcomes of these cases.
Please see the table below listing the number of complaints received relating to social media use.
As these cases are employment matters, details such as information relating to the outcome of
these cases have been withheld under section 9(2)(a) and 9(2)(ba)(i) of the Act, to protect the
privacy of those involved and to protect information that is subject to an obligation of confidence.

Social media policy
Region/Directorate
Hospital area
and related documents
Number of
provided
complaints received
National Of ice
Applies to National
Interim Use of Social Media  1
office staff
Policy
Northern
Te Tai Tokerau -
Te Tai Tokerau Social
None
Northland
Media Policy
Waitematā
Waitematā Social Media
None
Policy
Te Toka Tumai -
Te Toka Tumai Social
None
Auckland
Media Policy
Counties Manukau
Counties Manukau Digital
None
Harm Safety Guide
Counties Manukau Social
Media Principles and
Guidelines
Counties Manukau Social
Media Policy
Te Manawa Taki
Waikato
Waikato Media and
None
Communication Policy
Lakes
Lakes Social Media Policy   None
Bay of Plenty
Bay of Plenty Social Media
None
Policy
Tairāwhiti
Tairāwhiti Media Policy
None
Taranaki
Taranaki Communications
None
and Media Policy
Central
Hawke’s Bay
Hawkes Bay Social Media
None
Policy
Whanganui
Reference to media/social
1
media in the DWHB
Communications Procedure
and its Code of Conduct
MidCentral
Midcentral Communications  None
and Media Policy
Wairarapa
Wairarapa Social Media
None
Policy
Capital, Coast and
Capital, Coast and Hutt
3
Hutt Valley
Valley Guidelines for Social
Media
Te Waipounamu
Nelson Marlborough
Nelson Marlborough Media  None
and Social Media Policy
Canterbury
Canterbury External
2
Communication Policy
Canterbury Social Media
Guide for Medical
practitioners
Canterbury Nursing Council
Social Media Guidelines

Social media policy
Region/Directorate
Hospital area
and related documents
Number of
provided
complaints received
Canterbury Social Media
and Nursing guide
Canterbury Social Media for
former DHBs
Canterbury Social Media
Guide for former DHBs
Canterbury Social Media in
Government High Level
Guidance
Canterbury Tips for Social
Media
West Coast
Covered by Canterbury’s
None
policy
South Canterbury
South Canterbury Social
None
Media Policy
Southern
Southern Social Media
2
Guidelines

How to get in touch

If you have any questions, you can contact us at [Health New Zealand request email].

If you are not happy with this response, you have the right to make a complaint to the
Ombudsman. Information about how to do this is available at www.ombudsman.parliament.nz or
by phoning 0800 802 602.

As this information may be of interest to other members of the public, Health NZ may proactively
release a copy of this response on our website. Al  requester data, including your name and
contact details, wil  be removed prior to release.

Nāku iti noa, nā

Andrew Slater
Chief People Officer
People and Communications

TeWhatuOra.govt.nz
Health NZ, PO Box 793,
Wel ington 6140, New Zealand