Policy 4.4: Professional Communication & Technology Standards 

I. Policy Statement

The University of Washington School of Nursing (SoN) requires all students to uphold professional standards of communication and responsible use of technology in academic, clinical, and professional contexts.

Communication—whether in person, by email, in online forums, or via collaborative platforms—should reflect respect, civility, and professionalism consistent with the UW Student Conduct Code (WAC 478-121), Washington Administrative Code standards, and the School’s Essential Qualifications & Behaviors.

Technology use is governed by University policies related to UW email, Canvas, Zoom, electronic health records, and other digital systems. Students are expected to protect confidentiality (FERPA, HIPAA), use University and clinical partner resources responsibly, and demonstrate digital professionalism (e.g., appropriate social media use, secure handling of sensitive information).

II. Process

A. Professional Communication

• Students will use UW Office 365 for their email service, as this system is FERPA- and HIPAA-compliant. Use of UW G Suite is not permitted for nursing students.
• Students are not permitted to automatically forward UW email to non-UW accounts (e.g., Gmail, Yahoo, iCloud).
• Students are expected to check their UW email regularly and reply in a timely manner, generally within two business days.
• Email communications should be written in a professional and respectful manner.
• Students will engage with instructors, peers, and patients/clients in a civil and professional manner.
• Participation in Canvas, Zoom, and other digital forums should reflect professional decorum.
• Disruptive, harassing, or discriminatory behaviors are not permitted. Conduct that may constitute discrimination, harassment, or sexual misconduct based on a protected characteristic is governed by Executive Order No. 81 and is reported to the University’s Civil Rights Compliance Office (CRC). Community Standards and Student Conduct (CSSC) is made aware of such reports, and a report made to either office will be routed to the other as appropriate.

B. Technology Use

• Students are required to follow UW IT’s Appropriate Use Policy and clinical site technology policies.
• Unauthorized access, distribution of materials, or misuse of technology resources is prohibited.
• Students are responsible for safeguarding confidential and sensitive information in all forms (electronic, verbal, written).
• FERPA- and HIPAA-protected information may not be shared through unsecured channels.
• Whether generative AI tools may be used in a course, and in what form, is determined by the instructor and outlined in the course syllabus or specific course assignment.
• Students are expected to maintain a digital presence that reflects professional standards.
• Posting confidential, proprietary, or patient-related information is strictly prohibited, even if de-identified.
• Students are expected to respect copyright, intellectual property, and UW trademark/licensing policies when posting content, consistent with UW Executive Order No. 36, Inventions, Discoveries, and Copyright.
• Online communications made in a personal capacity should not be presented as official positions of the School or University.
• Students should use University computers, internet access, and networks responsibly, in compliance with UW IT and security policies.
• Students should be aware that communications on University systems may be subject to disclosure under the Public Records Act (Chapter 42.56 RCW).

C. Addressing Concerns

• Concerns regarding professional communication or technology use may be raised by faculty, staff, peers, or clinical partners.
• Initial concerns are typically addressed at the course or practicum level.
• If concerns remain unresolved or are of a serious nature, they will be referred to the School of Nursing Conduct Office (sonconduct@uw.edu), which determines whether referral to the CSSC, Coordinating Committee, or other appropriate entity is warranted.
• Violations may result in action under UW School of Nursing Policy 4.1: Essential Qualifications & Behaviors, UW School of Nursing Policy 1.1: Academic Performance & Progress, or referral under SGP 209.

III. Roles and Responsibilities Summary

Last updated: September 2026