Policy Number: EC.09.02.170912
Applies to: All medical students
Date: 8/6/2024
1.0 Policy Statement
Washington State University Elson S. Floyd College of Medicine expects communication from and with students in a timely and consistent manner and expects students to read those communications and respond when required in a timely manner.
2.0 Definitions
Discovery
Any communication transmitted using University resources, including University Wi-Fi, is subject to discovery in legal matters and is available to the public.
Electronic Communication
Refers to the transfer of writing, signals, data, sounds, images, signs, or intelligence sent via an electronic device.
Messages distributed by electronic means from one computer or electronic device user to one or more recipients via a network.
Private
Personal, own, individual, special, exclusive.
Public
Executed, perceived, or existing in open view including communications using university resources, including university Wi Fi, even on a personal device.
3.0 Responsibilities
Office of Student Experience (Student Affairs)
4.0 Procedures
College of Medicine faculty, staff, and administrators rely heavily on electronic communication methods, especially e-mail, to disseminate information to and communicate with students. This information may be important and/or time sensitive.
Official channels for the communication of important information are:
- E.Flo MD (information posted in the official channels of E.Flo MD are replicated in Slack)
- WSU Email – highlighted with an urgency designation
Expectations for Students
- Students are expected to engage with official college communications channels to receive relevant messages and to engage with faculty and staff.
- All medical students must be connected to WSU Email and E.Flo MD and check them frequently (at least once daily Monday through Friday).
- Students must maintain a WSU Email account (networkid@wsu.edu); all email from faculty, staff, and administration will be sent to this account. Students may contact WSU Tech Support or access the Tech Support web page for instructions on how to check WSU mail accounts via the internet.
- Email communications from students to college faculty or staff should bear a signature line at the end of the message giving the student’s full name and MS year.
- Students are expected to conduct themselves in a professional manner when using email and other forms of communication with faculty, staff, and administration.
- Electronic communication (e.g., email or the internet) is required as part of courses and rotations which are to be specified in the course syllabus. If these requirements pose a problem for a student, the student must contact the instructor / coordinator to work out a solution.
- The program strongly encourages students to complete college quality improvement, AAMC questionnaires, and accreditation-related surveys.
- Email and other forms of communication for the purpose of research where students are potential research participants is not permitted without prior approval of the Research Involving Student Access (RISA) Committee.
General Expectations
Faculty, staff, and administration are required to use only the student’s WSU email addresses in communication about WSU-related work
The College of Medicine also utilizes email listservs and third-party email services like Constant Contact to distribute announcements and notifications to students. Students should avoid unsubscribing from third-party email services used by the college for such notifications, as that will disrupt the receipt of critical information. Students are also highly encouraged to be signed up for emergency alerts from the WSU Spokane campus as well as their clinical campuses (if different) to receive timely updates related to weather, closures, and other impactful occurrences.
5.0 Related Policies
6.0 Key Search Words
Communications, electronic, email, online, technology, consequences.
7.0 Revision/Review History
Original Approval: 9/12/2017
Policy Number: EC.09.01.170912
Review/Revision: 1/17/2020, 08/06/2024