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Policy 4.4: Professional Communication & Technology Standards 

Applies to: A/BSN, CIPCT (MS), DNP, Certs, PhD

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, 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.

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.
  • 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.
  • 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.

C. Addressing Concerns

III. Roles and Responsibilities Summary

Activity Student Faculty/ Preceptor Conduct Office Coordinating Committee ADAA UW IT Clinical Partner
Uphold professional communication & technology standards R/A I I I I I I
Report concerns about unprofessional communication or technology misuse I R/A C C C C R
Address concerns at course or practicum level I R/A I C I I C
Escalate unresolved or serious concerns I C R/A C C I C
Enforce IT or confidentiality policies I I C I C R/A R/A

RACI Legend:

  • R = Responsible: Performs the task
  • A = Accountable: Ultimately answerable
  • C = Consulted: Provides input
  • I = Informed: Kept up to date

Related Policies & References

Last updated: September 2025