Social Media Policy

Purpose

Social media provides valuable opportunities for education, collaboration, professional networking, public engagement, and communication. However, inappropriate use of social media may create risks related to professionalism, confidentiality, privacy, academic integrity, institutional reputation, and public trust.

This policy sets out expectations for responsible and professional social media use by DVM students, consistent with the University’s standards for confidentiality, academic integrity, and professional conduct.

Scope

This policy applies to all XUSOVM DVM students, including during clinical placements and University-sponsored activities.

This policy applies to all forms of online communication and social media platforms, including but not limited to:

• Facebook
• Instagram
• LinkedIn
• X (formerly Twitter)
• TikTok
• YouTube
• Snapchat
• WhatsApp
• Telegram
• Reddit
• Blogs
• Discussion Forums
• Professional Networking Platforms
• Messaging Applications
• Podcasts
• Websites
• Any future digital communication platforms

The policy applies whether students identify themselves as Xavier University students or can reasonably be associated with the University.

General Principles

Professionalism

Students are expected to uphold the highest standards of professionalism in all online activities.

Online content must reflect the ethical responsibilities of veterinary students and future veterinarians.

Students must follow applicable veterinary professional standards, including relevant AVMA and Canadian Veterinary Medical Association (CVMA) guidance and the requirements of the clinical training site.

Confidentiality and Privacy

Students must protect the privacy and confidentiality of all patients, clients, research participants, faculty, staff, fellow students, and institutional information.

Without appropriate authorization, students must not post, transmit, discuss, or share confidential:

• Patient information
• Client information
• Animal case information
• Medical records
• Veterinary records
• Photographs
• Videos
• Clinical images
• Audio recordings
• Research data
• Examination materials
• Institutional documents

This prohibition applies even when names or identifying information have been removed if there remains any possibility that an individual, client, patient, animal owner, institution, or case may be identified.

Students must comply with applicable privacy law, professional duties of confidentiality, and training-site policies. Requirements governing human health information apply where relevant; veterinary client and patient records must also remain confidential.

Integrity and Respect

Students are expected to communicate respectfully and professionally at all times.

Students shall not engage in conduct that is:

• Harassing
• Bullying
• Threatening
• Defamatory
• Discriminatory
• Abusive
• Retaliatory
• Offensive
• Unprofessional

Students are expected to foster an environment of mutual respect and professionalism.

Representation of Xavier University

Students must clearly distinguish personal opinions from official University positions.

Students may not:

• Represent themselves as official spokespersons of Xavier University without authorization.
• Suggest that their personal opinions represent those of the University.
• Use University branding, logos, trademarks, official photographs, or institutional materials without prior authorization.

Any use of Xavier University's name, logo, branding, or official imagery for public-facing purposes requires prior written approval from the University.

Prohibited Activities

The following activities are prohibited:

Fraudulent Accounts and Impersonation

Students shall not create, manage, promote, or use:

• Fake accounts
• Anonymous accounts intended to deceive
• Impersonation accounts
• Accounts falsely representing Xavier University
• Accounts falsely representing faculty, staff, students, patients, clients, or institutions

Such conduct may result in disciplinary action and referral to appropriate legal authorities.

Students found responsible for such conduct may be held financially responsible for reasonable investigation and legal costs incurred by the University where permitted by applicable law.

False Statements and Defamation

Students shall not knowingly post or disseminate:

• False information
• Misleading information
• Defamatory statements
• Malicious accusations
• Knowingly false allegations

about:

• Xavier University
• Faculty
• Staff
• Clinical preceptors
• Students
• Patients
• Clients
• Affiliated institutions

Patient and Client Information

Students shall not post or discuss:

• Human patient information
• Veterinary patient information
• Client information
• Clinical encounters
• Clinical photographs
• Diagnostic images
• Medical records
• Veterinary records

without explicit authorization consistent with applicable laws and institutional policies.

Academic Misconduct

Students shall not share:

• Examination questions
• Examination answers
• Assessment materials
• Objective Structured Clinical Examination (OSCE) content
• Clinical competency assessments
• Practical examination content
• Institutional learning materials designated as confidential

Posting or distributing such materials may constitute academic misconduct and may result in disciplinary action.

Unprofessional Content

Students shall not post content that:

• Promotes illegal activity
• Promotes violence
• Promotes discrimination
• Promotes harassment
• Promotes substance abuse
• Undermines public trust in healthcare professions
• Violates professional ethical standards

Guidelines for Responsible Social Media Use

Educational and Professional Engagement

Students are encouraged to utilize social media for:

• Professional networking
• Continuing education
• Scientific discussion
• Public education
• Community engagement
• Advocacy consistent with professional standards

Students should use credible, evidence-based sources when sharing professional information.

Professional Boundaries

Students should maintain appropriate professional boundaries.

Students are strongly discouraged from:

• Accepting friend requests from patients or clients on personal accounts.
• Initiating personal social media relationships with current patients or clients.

Professional interactions should occur through approved professional channels whenever possible.

Privacy Settings

Students should:

• Regularly review privacy settings.
• Monitor digital footprints.
• Understand that content posted online may become public regardless of privacy settings.

Students should assume that all online content may become permanent and publicly accessible.

Intellectual Property and Copyright

Students shall respect intellectual property rights.

Students must:

• Properly cite sources.
• Obtain permission where required.
• Avoid plagiarism.
• Comply with copyright laws.

Reporting Concerns

Students, faculty, and staff who become aware of potential violations of this policy are encouraged to report concerns through appropriate institutional channels.

Reports may be submitted to:

• Dean of Student Affairs
• Program Dean
• Professional Standards Committee
• Grievances Committee
• Other designated University officials

Retaliation against individuals who report concerns in good faith is prohibited.

Enforcement and Disciplinary Action

Alleged violations of this policy shall be reviewed in accordance with University policies and procedures.

The University reserves the right to investigate reported violations.

Depending on the severity and circumstances of the violation, disciplinary actions may include:

• Educational counseling
• Formal warning
• Written reprimand
• Professionalism remediation
• Academic probation
• Suspension
• Dismissal
• Referral to professional licensing or regulatory bodies
• Referral to legal authorities when appropriate

Students shall be afforded due process consistent with applicable University policies.

References

Relevant resources include AVMA and CVMA professional guidance, applicable privacy legislation, and institutional codes of conduct.

• Applicable privacy legislation and professional codes of conduct

Acknowledgment

Enrollment in the DVM program carries the responsibility to comply with this policy and to use social media professionally and ethically.

Failure to comply with this policy may result in disciplinary action as outlined herein and in other applicable University policies.

Policy Contact

Dean of Student Affairs
Xavier University School of Veterinary Medicine
Aruba

University social media policy reference date January 16, 2025

Review Cycle Every Three Years or Earlier as Required

Review of academic performance and grade appeals

Students may request clarification of assessment results, correction of academic records, and review of grades believed to be inconsistent with published criteria. This procedure applies to DVM courses and clinical rotations.

Performance review

Submit a written request to the Dean of Veterinary Medicine, or the designated clinical academic lead, within forty-five (45) days of grade release. The Dean or designee will arrange a review within a reasonable time. Review may include answer records, performance reports, rubrics, and evaluator feedback, subject to examination security and external examination-provider restrictions.

Correction of records

Identify the suspected error and requested correction in writing. The Course Director or clinical supervisor will verify the concern; approved corrections are documented through the Registrar.

Grade appeal

A formal appeal must be submitted within ten (10) working days of the grade review. State the grounds and supporting evidence, such as a calculation error, procedural irregularity, or departure from the published rubric. The Course Director or clinical academic lead conducts the initial review. Unresolved matters proceed to the Dean of Veterinary Medicine and, where required, the Chief Academic Officer, whose decision is final.

These specific review and appeal deadlines apply to grade matters. Separate deadlines apply to dismissal, academic integrity, and other grievances. Students should seek written guidance promptly if more than one procedure may apply.

Reviews are confidential and impartial. Retaliation is prohibited. Requests, evidence, decisions, and corrections are retained by the Registrar and relevant academic office.

Responsible use of artificial intelligence

Artificial intelligence (AI) tools may support learning, research, writing, and professional development when their use is authorized. Students remain responsible for the accuracy, integrity, confidentiality, and originality of their work and for independent clinical reasoning.

Permitted educational use

Subject to course instructions, students may use AI to explain concepts, develop study plans and practice questions, organize information, and improve grammar or presentation. Research use requires appropriate faculty supervision and compliance with research ethics, data protection, and publication requirements. Verify generated claims and citations against reliable original sources.

Assessments and disclosure

Examinations, quizzes, practical assessments, OSCEs, and graded assignments must be completed independently unless the instructor explicitly permits AI assistance. Instructors must state whether AI is permitted, restricted, or prohibited. Course instructions may specify permitted academic uses but cannot waive confidentiality, examination security, or University integrity requirements.

When AI use is permitted, disclose the tool and its purpose as required by the course. For example: “I used an AI tool to organize an outline and refine grammar. I independently checked the content and references and take responsibility for the submitted work.”

Prohibited use

• Do not submit AI-generated work as unaided original work or use AI to bypass an assessed learning objective.
• Do not fabricate citations, data, clinical findings, case logs, attendance, or academic records.
• Do not upload identifiable client or patient information, confidential research data, examination materials, or protected institutional content to an unapproved AI service.
• Do not substitute AI output for supervised clinical judgment or act on unverified recommendations.

Accountability and review

Suspected violations follow the Academic Integrity Policy and its appeal procedures. The Curriculum Committee reviews this policy at least annually and communicates approved changes. Faculty should teach the limitations, biases, and verification requirements of AI tools.