Social Media Policy and Email Guidelines

Social Media Policy and Email Guidelines

Background and Purpose

In an increasingly technologically connected and public world, students must be mindful of their behavior and its consequences online, including the use of social networks, including but not limited to Facebook, Instagram, TikTok, etc. It is likely that students, patients, supervisors, potential internship sites, and future employers may be interested in searching for or accessing your online information. Although all information about you is not likely to be within your control, students should exercise caution and restraint and use safeguards when possible. Activities online, including those that you may consider purely personal in nature, may reflect upon your student or professional life. Adherence to this policy also will support your confidentiality and safety.

  1. Social Media in Clinical and Simulation Laboratory.
    a. The use of social media platforms is prohibited while performing direct patient care activities or in health care unit work areas, unless Social Media use in these areas has been previously and specifically approved.
    b. Students should not use social media platforms in hospital or clinic spaces unless previously approved by the clinical site and instructor. Please note that the use of electronic devices such as cell phones for social media use is prohibited in clinical and simulation/laboratory settings. Students should adhere to all applicable institutional and legal privacy, confidentiality and property policies and laws.

  2. Social Media Guidelines
    a. Patient privacy must be maintained in all communications. Do not disclose information that may be used to identify patients or their health condition and remember that even de- identified information may be recognized by patients, their families, or their employers and is a violation of HIPAA.
    b. Protect confidential and proprietary information:

  3. a. Do not post confidential or proprietary information about Elaine Marieb College of Nursing students, faculty, employees, alumni or people or issues you encounter in your clinical settings.
    b. Information related to patient care or clinical work should not be shared on any electronic platform that is not approved by Elaine Marieb College of Nursing for nursing education. This is especially true in cases where postings related to patient care or clinical work could compromise patient confidentiality or reveal patient identity. All persons must follow the applicable federal requirements such as FERPA and HIPAA regulations.

  4. Unless you are serving as an approved, official spokesperson for the University of Massachusetts or EMCON, online communications are your personal opinions and do not reflect the opinion of UMASS, EMCON, or its affiliated entities. Students are personally responsible for their posts (written, audio, video or otherwise).

  5. There should be no expectation of privacy when using a university account to visit internet websites. Email communications and internet use may be subject to disclosure under the Public Records Act or for audit purposes.

  6. The NCSBN Nurse’s Guide to Social Media should be referred to for more detailed information on social media use.

FA 5/17/23

E-Mail Guidelines

With email, keep in mind that everything you write may exist perpetually or be retrievable, so be thoughtful about what you write. Emails sent via the UMass email system are considered public records and the property of UMass. Emails should be professional, efficient, and worded to protect against liability.

Addresses and Subject Lines

  • Listserves should only be used for official College and University purposes.

  • Always use a brief but relevant subject heading (avoid using this space for your message).

  • Always use a greeting and end with your name

While at the University of Massachusetts Amherst, use your university email, not your personal email, for all college and university-related communication.

General advice for email:

  • Keep to the subject.
  • Use proper grammar and spelling.
  • Do not include e-mailed credit card numbers or social security numbers.
  • Do not send any names or information that could breach confidentiality.
  • Do not send angry messages. It is better to make personal contact to discuss issues.
  • Do not use ALL capital letters to emphasize or highlight your message. This is considered to be rude, and can be interpreted as shouting at someone.
  • Proofread and make sure the appropriate people are on the e-mail.

Replies and Reply-Alls

  • Only include enough of the original e-mail to continue the thought. Avoid sending a string of previous e-mails. This may not be appropriate.

  • If you have been sent a question on an e-mail list, send your personal reply to the original mailer only, not the entire list, unless indicated otherwise.

  • If you are copied on an e-mail, no reply is required.

Signatures

  • Always use a signature when you can.
  • Avoid appending long and inappropriate text to your signature.

Courtesy and Timing

  • Remember to use “please” and “thank you.”
  • Use formal address when indicated such as “Dr., Dean, Professor.”
  • The standard for a reply is 24 hours during normal business hours when the university is in session.
  • Use emoticons (smiley faces, etc.) sparingly if at all.

FA 02/19; 9/21/22; 5/17/23