Policy 4.1: Essential Qualifications & Behaviors 

I. Policy Statement

The School of Nursing (SoN) requires all students to demonstrate essential qualifications and behaviors necessary for success in academic, clinical and professional settings. These standards are grounded in WAC 246-840-519, which requires nursing education programs to hold students accountable for professional behavior as identified in chapters 18.79 and 18.130 RCW, the Uniform Disciplinary Act, which defines unprofessional conduct for licensed health care professionals, and in the UW Student Conduct Code (WAC 478-121), which applies to all UW Students. The Student Conduct Code does not limit the School’s authority to take academic action based on professional standards (WAC 478-121-040).

The SoN is committed to fostering student growth. Concerns will be addressed through timely, fair and constructive processes that emphasize support and remediation whenever possible, while ensuring compliance with University, state and professional standards.

II. Scope

This policy governs whether a student meets the professional and behavioral standards required to practice nursing safely. It does not govern academic performance, grading or conduct, each of which is addressed elsewhere.

• Academic performance and progress are governed by UW School of Nursing Policy 1.1: Academic Performance and Progress, by UW Student Governance & Policies, Chapter 107: Low Academic Standing and Academic Dismissal for undergraduate students and by UW Graduate School Policy 3.7: Academic Performance and Progress for graduate students.
• Course-level concerns are governed by UW School of Nursing Policy 1.4: Course Notification & Development Plan. A Course Notification is not a prerequisite for a status under this policy, and a status under this policy is not an escalation of a Course Notification. Either may arise without the other.
• Clinical performance and evaluation are governed by UW School of Nursing Policy 3.3: Clinical Evaluation, which also defines unsafe practice. Removal from a clinical placement is governed by UW School of Nursing Policy 3.1: Clinical Placement Standards, Compliance & Expectations.
• Student conduct is governed by UW School of Nursing Policy 4.2: Student Conduct & Eligibility for Participation and the UW Student Conduct Code.

Faculty issue Course Notifications under UW School of Nursing Policy 1.4 and clinical evaluations under UW School of Nursing Policy 3.3. Statuses under this policy, academic statuses under UW School of Nursing Policy 1.1 and conduct outcomes under UW School of Nursing Policy 4.2 are issued by a Program Coordinating Committee or a University office, not by an individual faculty member.

A. Definitions

• Alert and Final Alert. The two statuses issued under this policy before a Drop. The full status name, Essential Qualifications and Behaviors Alert or Essential Qualifications and Behaviors Final Alert, is used in all letters and records.
• Drop. An action terminating the student’s enrollment in the nursing program. For an undergraduate student, this is a Program Drop, which removes the student from the nursing major; the student remains a University student and may pursue another major. For a graduate student, this is an Academic Drop issued by the Graduate School under UW Graduate School Policy 3.7; the student may apply to another graduate program. A Drop is not a dismissal. Dismissal under the Student Conduct Code separates a student from the University, and is not issued by the School.
• Unsafe practice. As defined in UW School of Nursing Policy 3.3.
• Final order. The order issued at the conclusion of the student conduct process, as described in UW School of Nursing Policy 4.2.

B. Relationship to the Student Conduct Code

Some concerns may also be violations of the UW Student Conduct Code. Those are reported under UW School of Nursing Policy 4.2. When a concern falls under both this policy and the Conduct Code:

• The conduct process comes first. The School does not issue a status based on that concern until the conduct process has finished and a decision has been issued.
• A status is not a second sanction. When a final order is issued, the Program Coordinating Committee accepts the facts it establishes and considers only whether those facts show that the student does not currently meet the Essential Qualifications and Behaviors.
• If a student is found not responsible, the conduct does not support a status under this policy.
• Separate concerns may still proceed. When a student has other concerns that are not conduct matters, the School may issue a status based on those.

C. Relationship to Academic Standing

Statuses under this policy are School of Nursing actions based on professional standards.

• Undergraduate students. These statuses are separate from Academic Alert, Academic Warning and Academic Drop under UW Student Governance & Policies Chapter 107, which are based on grade point average and administered by the Registrar. A student may hold a status under each framework at the same time.
• Graduate students. The Graduate School records or issues the corresponding status under UW Graduate School Policy 3.7, as set out in Section IV. A graduate student may separately hold a status under Policy 3.7 based on academic performance rather than professional standards.

III. Essential Qualifications and Behaviors

Students must meet expectations across all domains to progress in their program, with or without reasonable accommodation. A student who seeks accommodation contacts Disability Resources for Students (DRS).

A. Motor Skills

A/BSN

• Have sufficient motor function to execute movements required to provide general care and treatment to patients in all health care settings.
• Perform basic life support, including CPR, and function effectively in emergency situations.
• Safely assist patients in mobility (e.g., moving from chair to bed, wheelchair to commode).

Graduate (CIPCT, DNP, PhD)

• Possess sufficient motor function to execute movements required in nursing care or activity relevant to their program of study.

B. Sensory and Observation Skills

A/BSN

• Acquire information presented through demonstrations and experiences in the basic and nursing sciences.
• Observe a patient accurately, both at a distance and close at hand.
• Observe and interpret non-verbal communications when performing nursing assessment, interventions or medication administration.
• Perceive signs of disease and infection through physical examination, imaging, palpation and auditory information (e.g., patient voice, heart, bowel, lung sounds).

Graduate

• Possess sufficient sensory and observation skills to acquire information and make the assessments and judgments relevant to their program of study.

C. Communication

A/BSN

• Communicate effectively and sensitively with students, faculty, staff, patients, families and other professionals.
• Express ideas and feelings clearly and appropriately.
• Demonstrate willingness and ability to give and receive feedback.
• Communicate effectively in oral and written forms.
• Convey or exchange information at a level sufficient to develop a health history, identify problems, explain alternative solutions and give directions during and after treatment.
• Process and communicate information on patient status accurately and in a timely manner to members of the health care team.

Graduate

• Communicate effectively and sensitively with patients, families, students, staff, faculty, agency personnel, community residents and other professionals relevant to their program of study.
• Express ideas and feelings clearly and appropriately.
• Demonstrate willingness and ability to give and receive feedback.

D. Cognitive Abilities

A/BSN

• Measure, calculate, reason, analyze, integrate and synthesize information in the context of undergraduate nursing study.
• Read and comprehend extensive written material.
• Evaluate and apply information and engage in critical thinking in classroom and clinical settings.

Graduate

• Reason, analyze, integrate, synthesize and evaluate information in the context of their program of study.

E. Behavioral and Interpersonal Attributes

All students

• Exercise sound judgment in academic and clinical settings.
• Demonstrate behaviors consistent with timely completion of responsibilities.
• Maintain respectful and effective relationships with patients, students, faculty, staff and professionals, including in highly stressful situations.
• Function effectively under stress and adapt to environments that may change rapidly and unpredictably.
• Demonstrate empathy for the situations and circumstances of others and communicate that empathy appropriately.
• Recognize that personal values, attitudes, beliefs, emotions and experiences affect perceptions and relationships with others.
• Be accountable for behaviors or actions that convey racism, bias or discrimination, and engage in reparations as appropriate. Conduct of this kind may also constitute prohibited discrimination or harassment under Executive Order No. 81; reporting is described in Section VII.
• Be willing to examine and change behaviors that interfere with productive individual or team relationships.
• Demonstrate the interpersonal skills necessary for effective and harmonious relationships in diverse academic, professional and community environments.

F. Professional Conduct

All students

• Possess the ability to reason morally and practice nursing in an ethical manner.
• Abide by professional standards of practice as well as relevant regulations for applicable licensure. Nursing practice standards are set out in WAC 246-840-700.
• Not engage in unprofessional conduct. Unprofessional conduct is defined at RCW 18.130.180, and conduct that may subject a nurse to discipline is described at WAC 246-840-710.
• Demonstrate attributes that include compassion, empathy, altruism, integrity, honesty, responsibility and inclusiveness.

Program Specific Emphasis

• A/BSN: Engage in patient care delivery across all settings and populations, including children, adolescents, adults, people with developmental disabilities, people with complex medical needs and vulnerable adults.
• DNP and GCPAPN: Abide by professional licensure regulations and clinical practice standards in advanced or specialized roles.
• PhD: Conduct the discovery of knowledge in nursing science consistent with ethical scientific and scholarly conduct and guidelines for the protection of human subjects.

IV. Statuses

A. Threshold

A status is issued under this policy only when one of the following is met:

• a documented pattern of failure to meet one or more of the Essential Qualifications and Behaviors; or
• a single lapse serious enough that the student’s continuation in the program is in jeopardy.

A first or minor concern does not meet this threshold. Those are addressed under Section V.B through feedback, coaching and documentation in the student’s academic file.

B. Stages

Failure to meet the Essential Qualifications and Behaviors escalates through three stages. The stages, the evidence required and the process are the same for all students.

• Essential Qualifications and Behaviors Alert. Issued when the threshold above is met and the School is confident the concern can be resolved once documented.
• Essential Qualifications and Behaviors Final Alert. Issued when the concerns documented in the Alert have not been resolved, or when additional concerns arise. A Final Alert states that the student may be dropped from the program if those steps are not taken. Each status also states that the student may submit a written response and how to do so.
• Drop. Terminates the student’s enrollment in the nursing program.

C. Duration and Advancement

Advancement from one stage to the next is decided by the Program Coordinating Committee at the quarterly review under Section V.D. A Final Alert is issued when either of the following applies:

• the expectations set in the previously issued alert were not met by the stated timeline; or
• additional concerns arise.

An Alert is normally in effect for one quarter. The Program Coordinating Committee may continue an Alert for another quarter when the expectations cannot reasonably be met within one.

• Sequence. An Alert normally precedes a Final Alert. The Program Coordinating Committee may issue a Final Alert sooner when additional concerns arise, and may move directly to a Final Alert under Section IV.D.
• Time limit. An Alert or a Final Alert may remain in effect for up to three quarters, excluding summer. By the end of that period, the status is resolved, advanced or renewed by an updated recommendation.
• Graduate students. A continued Alert is resubmitted to the Graduate School each quarter. A Final Alert may be established for up to three quarters (excluding summer) in a single recommendation.

D. Immediate Action

If a student engages in unsafe practice as defined in UW School of Nursing Policy 3.3, the Program Coordinating Committee may move directly to a Final Alert or recommend a Drop without issuing the preceding stage. For graduate students, the request is made under UW Graduate School Policy 3.7.5.

V. Process

A. Notification of Expectations

• Essential Qualifications and Behaviors are communicated in application materials, during orientation and through the SoN “Policies” webpage.

B. Monitoring and Local Action

• Faculty, instructors and preceptors observe student behavior in academic and clinical settings.
• Minor concerns (isolated, readily corrected) may be addressed through direct feedback and coaching.
• Serious, repeated or safety-related concerns are documented by faculty in the student’s academic file and referred to the appropriate Program Coordinating Committee (BSNCC, DNPCC, M/PhDCC).
• When a concern involves patient harm, an unreasonable risk of patient harm or diversion of legend drugs, it is reported under UW School of Nursing Policy 3.4: Clinical Incident & Exposure Reporting.

C. Issuing a Status

Escalation under this policy is initiated by faculty, including course faculty, course coordinators, specialty directors and program directors. Actions under this policy are considered and decided by the Program Coordinating Committee (BSNCC, DNPCC, M/PhDCC).

1. First Stage: Essential Qualifications and Behaviors Alert

Process

• Course Faculty/Instructor(s): Submits the School of Nursing Essential Qualifications and Behaviors concern form with supporting documentation. Submission notifies the Coordinating Committee Chair, OSAA Staff Support and the SoN Conduct Officer.
  • OSAA Staff Support: Compiles case packet in consultation with the Coordinating Committee Chair and reporting faculty.
  • SoN Conduct Officer (sonconduct@uw.edu): Reviews the packet and refers any concern that may violate the Student Conduct Code to Community Standards and Student Conduct. The School does not act on that concern under this policy until a final order issues. Other concerns in the packet proceed.
• Coordinating Committee: Reviews evidence during executive session (faculty may be invited for context) and votes whether to issue the status.
• OSAA Program Official drafts the written status and circulates for Committee Chair and ADAA approval.
• Presentation to student:
  • OSAA Program Official schedules a meeting with the student.
  • OSAA Program Official sends the written status to the student’s UW email address in advance of the meeting, copying the OSAA Program Adviser. This email is the record of delivery.
  • The student may bring a support person, consistent with University practice. The support person may provide assistance but does not participate in the substantive discussion.
  • Coordinating Committee Chair and OSAA Program Official meet with the student to present the status, explain the basis and outline next steps. The written status is confirmed with the student and filed with OSAA.
  • If the student disagrees with the status:
    • The student may submit a written response within ten business days of the meeting. The response is filed with the status in the student’s advising file and is available to the Program Coordinating Committee at the quarterly review under Section V.D.
    • The student may appeal under Section VI.
• Success Meeting & Development Plan:
  • Within two business days of the status being issued, the OSAA Program Adviser contacts the student to schedule a Success Meeting.
  • At the Success Meeting, the OSAA Program Adviser conducts a needs assessment, provides resource referrals (for example, tutoring, simulation or practice, study skills, DRS accommodations, counseling, financial or housing support and wellness), and co-creates the Development Plan with the student. The Development Plan:
    • Summarizes the issues identified in the written status
    • Identifies barriers to success (academic, personal, financial, wellness, etc.)
    • Specifies strategies, resources, measurable goals, timelines and check-in expectations
  • After the meeting, the OSAA Program Adviser documents the plan, sends a copy to the student, files it with OSAA and coordinates as needed with the student’s Faculty Adviser, Committee Chair, Specialty Director or Program Director.
• If the student does not respond to the Program Adviser within five business days of the Adviser’s outreach, or does not respond to a request to meet, the Program Adviser records the status as No Response and notifies the Coordinating Committee Chair, Program Director (if applicable) and the ADAA. A No Response record is not a penalty. The student may still meet with the OSAA Program Adviser, and the expectations in the written status still apply.

2. Second Stage: Essential Qualifications and Behaviors Final Alert

Process

• Issued if concerns persist after an Essential Qualifications and Behaviors Alert.
• Course Faculty/Instructor(s): Provides updated documentation on the concerns in the Alert directly to the Coordinating Committee Chair and OSAA Program Adviser. A new concern is submitted through the concern form.
  • OSAA Staff Support: Compiles the updated case and prepares a Final Alert packet in consultation with the Coordinating Committee Chair and reporting faculty.
  • SoN Conduct Officer: Reviews the packet and refers any concern that may violate the Student Conduct Code to Community Standards and Student Conduct. The School does not act on that concern under this policy until a final order issues. Other concerns in the packet proceed.
• Coordinating Committee: Reviews updated evidence during executive session (faculty may be invited for input) and votes whether to escalate to Final Alert.
  • Undergraduate students: The Essential Qualifications and Behaviors Final Alert is issued by BSNCC; internal to SoN; documented in the student record.
  • Graduate students: The Essential Qualifications and Behaviors Final Alert is issued by the Coordinating Committee to the student with a copy to the UW Graduate School per Policy 3.7, which reviews it and, if accepted, sends a confirming letter from the Dean. Documentation, evidence and process are the same as for undergraduate students.
• OSAA Program Official drafts the written status and circulates for Committee Chair and ADAA approval.
• OSAA Program Official schedules a meeting with the student.
• OSAA Program Official sends the written status to the student’s UW email address in advance of the meeting, copying the OSAA Program Adviser. This email is the record of delivery.
• Presentation to Student:
  • The Coordinating Committee Chair and OSAA Program Official meet with the student to present the status, explain escalation and provide a written copy. The student may bring a support person, as in Stage 1.
  • A student may submit a written response to the status within ten business days of the meeting. The response is filed with the status in the student’s advising file and is available to the Program Coordinating Committee at the quarterly review under Section V.D.
• Success Meeting & Revised Development Plan: Within two business days of the Final Alert being issued, the OSAA Program Adviser contacts the student to schedule a follow-up meeting to review progress and co-create a revised Development Plan (updated goals, strategies, resources and timelines). The Adviser documents the plan in writing, sends a copy to the student and files it with OSAA. The No Response provision in Stage 1 applies.

3. Final Action: Drop

• Recommended if concerns remain unresolved after an Essential Qualifications and Behaviors Final Alert.
• Faculty/Instructor: Provides final documentation directly to the Coordinating Committee Chair and OSAA Program Adviser.
  • OSAA Staff Support: Compiles and finalizes the case packet in consultation with the Coordinating Committee Chair.
  • SoN Conduct Officer: Reviews the packet and refers any concern that may violate the Student Conduct Code to Community Standards and Student Conduct. The School does not act on that concern under this policy until a final order issues. Other concerns in the packet proceed.
• Coordinating Committee: Reviews during executive session (faculty invited for input) and votes whether to recommend final action.
  • Undergraduates: A Program Drop is recommended by the BSNCC and takes effect on the concurrence of the Dean, who does not participate in any subsequent review of the decision under UW School of Nursing Policy 5.2. The drop is then issued by the School of Nursing under WAC 246-840-519 and WAC 478-121-040. OSAA communicates the decision in writing to the student and notifies the Registrar.
  • Graduates: OSAA prepares and submits the recommendation to the Graduate School. The Graduate School reviews and issues the official Drop under UW Graduate School Policy 3.7 and communicates the decision in writing to the student.

D. Ongoing Monitoring

• Students with an active status under this policy are reviewed each academic quarter by the Coordinating Committee.
• Faculty/Instructors: Provide written updates to the Coordinating Committee Chair and OSAA Program Adviser.
• OSAA Staff Support: Compiles updates into a monitoring packet for the Coordinating Committee in consultation with the Coordinating Committee Chair.
• SoN Conduct Officer: Reviews if new concerns warrant CSSC referral.
• Coordinating Committee: Reviews evidence and votes each quarter whether concerns are:
  • Resolved – expectations met; case closed.
  • Continued – progress noted but concerns not fully resolved; the current status and Development Plan continues.
  • Escalated – insufficient progress; move to the next stage in Section V.C.
• OSAA records the Committee’s decision and issues written notice to the student.
• Records created under this policy are maintained in the student’s advising file in accordance with University records retention requirements. They are not part of the academic transcript, except that a graduate Academic Drop issued by the Graduate School appears on the transcript.

VI. Appeals

• Students who believe a decision under this policy was made in error, or that it was applied unfairly, may pursue an appeal.
• Appeals are governed by UW School of Nursing Policy 5.2: Student Grievance & Appeals Process and applicable University grievance procedures.
• Appeals are separate from referrals made regarding misconduct under the UW Student Conduct Code (SGP 209), which follows University processes.

VII. Reporting Discrimination, Harassment, or Sexual Misconduct

Conduct that may constitute discrimination, harassment or sexual misconduct based on a protected characteristic is governed by Executive Order No. 81. Reports are made 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. The School of Nursing Conduct Officer may be consulted but holds no formal role in the handling of these reports. A report under EO 81 is separate from, and does not replace, action taken under this policy.

VIII. Roles and Responsibilities Summary

Last updated: September 2026