Policy Number: EC.09.01.170912
Applies to: Medical Students
Date: 06/04/2024
1.0 Policy Statement
Students are expected to use technology and social media in accordance with accepted professional and ethical standards.
2.0 Definitions
Computer
Electronic device for storing and processing data, typically in binary form, according to instructions given to it in a variable program. Examples include: personal computer (PC), laptop, iPad, netbook, ultraportable, desktop, terminal and cell phone.
Digital Content
Products available in digital form typically referring to music, information and images that are available for download or distribution on electronic media.
Electronic Communication
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.
HIPAA
The Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104-191 enacted on August 21, 1996. Sections 261 through 264 of HIPAA require the Secretary of HHS to publicize standards for the electronic exchange, privacy, and security of health information.
Public
Executed, perceived, or existing in open view including communications using university resources, including university Wi-Fi, even on a personal device.
Private
Personal, own, individual, special, exclusive.
Professionalism
Conduct by medical students done with integrity, with respect to their peers, patients, colleagues and all members of the educational, clinical and research communities. Students should uphold the professional and ethical values essential to the practice of medicine and remain committed to the health and well-being of their patients.
Social Media
Websites and applications that enable users to create and share content and to participate in social networking.
3.0 Responsibilities
Office of Student Experience (Student Affairs)
4.0 Procedures
Use of Technology
Washington State University provides iPads, email accounts, and other communication technologies specifically to help students meet their educational and professional responsibilities. Improper use of technology is considered professional misconduct.
Students must adhere to the use of technology as follows:
- Use the student learning management system adopted by the College of Medicine.
- Changing the setup of any WSU computer or device without authorization is prohibited.
- Students must comply with copyright laws regarding software and information.
- Maintain the utmost respect and confidentiality of patients, faculty, and colleagues in accessing privileged information.
- The use of appropriate language is essential. Language that would be considered unprofessional to others is unacceptable.
- Distributing or responding to messages that are obscene or threatening is unacceptable conduct. Reporting the incident to the proper authorities, including the Office of Student Experience (Student Affairs), is the responsibility of the student.
Other activities that are considered professionally inappropriate use of technology include, but are not limited to:
- Accessing, viewing, or downloading pornographic materials.
- Copying or downloading materials in a way that violates another’s licensure or copyright protection.
- Use of WSU computing resources to harass others.
Students are responsible for knowing and complying with the WSU Electronic Communication Policy and the Text Messaging Policy.
Professionalism and Social Media
WSU recognizes social media sites such as Facebook, LinkedIn, X, Instagram, YouTube, Slack, etc., and individual web pages or blogs can be effective tools for exchanging information and raising the visibility of the University and College.
Students are permitted and encouraged to follow University social media accounts and blogs that contribute appropriate content about WSU and its work. All students are to maintain professionalism when using social media platforms. The College of Medicine defines what is acceptable regarding online professionalism for medical students as the following:
- Patient data, patient identifiers, and other sensitive protected health information must be stored, transmitted, and retained in compliance with HIPAA and RCW 70.02. Students must de-identify protected health information under HIPAA privacy guidelines for any submission of coursework. This information should never be posted on social media.
- Information related to patient care or clinical work must not be shared on any electronic platform that is not approved by the College of Medicine for medical education.
- Still or video photography must not be used to capture any patient data or patient identifiers unless under the direct supervision of a faculty member for the express purpose of documentation in the official medical record.
- Photos of cadavers, prosections, or any anatomical aspect of a cadaver must not be taken unless granted permission from an anatomy faculty member. These photos may not be posted online or shared for personal use.
- Taking pictures with patients is only allowed if the student is under the direct supervision of a faculty member, if it is allowed by rules and regulations of the clinical site, and if the student has secured photo releases from both the College of Medicine and the clinical site and submitted the release to the Office of Student Experience.
- If you are unclear whether or not a post or communication is acceptable, contact the Office of Student Experience (Student Affairs) at medicine.studentaffairs@wsu.edu.
If an individual observes a medical student not upholding these standards, they should submit an incident card.
Students are encouraged to report violations involving possible discrimination, sexual harassment, and/or sexual misconduct to WSU’s Compliance and Civil Rights (CCR). WSU employees may be required to report such incidents to CCR (see Concerns about student behavior related to the University Code of Conduct must be reported through this form).
Procedure for Investigation
All incident card submissions are reported directly to the Assessment Unit to be reviewed by the Associate Dean of Assessment, Evaluation and Curriculum Management. Incident cards related to a breach in professionalism will follow the process outlined in the Medical Student Promotion, Dismissal, and Graduation Policy.
5.0 Related Policies
- Electronic Communication Policy WSU EP #4
- Text Messaging Policy WSU EP #36
- Standards of Conduct for Students WAC 504-26
- Health Insurance Portability and Accountability Act of 1996 (HIPAA)
- Washington’s Uniform Health Care Information Act, RCW 70.02
- Medical Student Promotion, Dismissal, and Graduation Policy SE.09.02.170808
6.0 Key Search Words
Communications, electronic, email, online, social medica, technology, consequences,
7.0 Revision History
Original Approval: 9/12/2017
Policy Number: EC.09.01.170912
Reviews/Revision: 4/14/2020, 06/04/2024