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Communication Policy

Clear and professional communication is essential for academic and clinical success in the nursing program. Students are expected to use appropriate channels for all communication and follow established procedures for addressing questions, concerns, and important updates.

Communication with Faculty
The nursing program utilizes multiple communication tools to support student success: Microsoft Teams Chat and Office 365 Messaging are intended for quick, informal communication such as clarifying brief questions or confirming instructions. Teams messaging must not be used for discussing grades, test results, or missed assignments. Faculty will not respond to grade-related questions via Teams. All grade or test-related inquiries must be submitted via the student’s official OTC email account to the course instructor. Schedule updates, cancellations, and calendar changes will be communicated through official OTC email only. Students are expected to check their OTC email daily to stay informed of important program updates.

Faculty Response Time
Faculty members aim to support student success while maintaining professional boundaries. Please note the following guidelines: Instructors will respond to emails within 3 business days (excluding weekends, holidays, or academic breaks). Students should plan accordingly and not expect immediate responses outside normal business hours.

Escalating Concerns or Feedback
The nursing program values open communication and collaboration. If students have concerns, the following steps must be followed in sequence:

  1. Speak directly with the course instructor regarding the concern.
  2. If the concern is unresolved, the instructor and student may consult with the Program Director.
  3. If resolution is still not achieved, the Program Director will refer the concern to the Dean for Academic Affairs – Health Sciences.
  4. If no resolution is reached at the Dean level, the matter may be referred to the Vice President for Academic Affairs.

This process ensures concerns are addressed fairly, efficiently, and professionally.

Email and Electronic Communication Guidelines
All program-related communication must occur through students’ official OTC email accounts. Students should be aware that electronic communications are considered public records and may be subject to legal discovery or institutional review. Under no circumstances should students transmit patient information, identifiers, or any protected health information via email or any other electronic communication method. Students are expected to monitor their OTC email daily to ensure timely receipt of academic information, alerts, or faculty correspondence.

Change of Contact Information
To maintain effective communication and ensure delivery of grades, notices, and time-sensitive updates:

  • Students must promptly notify their instructors and Student Affairs of any changes to name, address, or phone number.
  • Phone number and address changes may be made through the Admissions Office.
  • Name changes must be submitted in person at the Student Affairs office with appropriate legal documentation.

Required Professional Communication Expectations

Students enrolled in the Nursing Program are expected to maintain professional, respectful, and appropriate communication at all times when interacting with faculty, staff, clinical personnel, patients, peers, and community partners. Professional communication standards apply to all forms of communication, including but not limited to verbal conversations, emails, Teams messages, online discussion boards, social media activity, virtual meetings, telephone communication, and messaging platforms.

Communication must remain respectful, constructive, and professional even during times of disagreement, frustration, or conflict. Students are expected to demonstrate emotional maturity, accountability, and professionalism consistent with the standards of the nursing profession.

Examples of unprofessional communication or conduct include, but are not limited to:

●Disrespectful, rude, hostile, argumentative, or confrontational behavior

●Use of profanity, inappropriate language, or offensive remarks

●Yelling, intimidation, threats, or aggressive communication

●Gossiping, bullying, harassment, or discriminatory comments

●Posting inappropriate, confidential, or negative comments regarding the nursing program, faculty, staff, students, clinical agencies, or patients on social media or public platforms

●Repeated failure to respond to faculty or clinical communications in a timely and professional manner

●Sending unprofessional emails or messages, including the use of inappropriate tone, formatting, or language

●Circumventing the chain of command regarding program concerns or complaints

●Any communication or behavior determined to be unprofessional by nursing administration

Failure to maintain professional communication standards may result in disciplinary action, including verbal counseling, written warning/write-up, clinical dismissal for the day, probation, course failure, dismissal from the nursing program, or referral to the Office of Student Affairs, depending on the severity of the behavior.

Professional communication expectations apply in both academic and clinical settings and are essential components of safe nursing practice and professional role development.