Navigating the Digital Landscape: A guide to netiquette

The internet revolutionized communication, but what is the real impact of technology on our relationships? The impact of technology in higher education affects both communication and social interactions [1, 2]. Video calls, instant messaging, and social networks allow for quick communication but also create some challenges. As students access new modes of communication, instructors face new challenges in the online environment.

Understanding the core principles of netiquette is essential to navigating the ever-expanding online world effectively. Netiquette is a combination of the terms "network" and "etiquette" that refers to the code of conduct that governs online behavior [3]. It encompasses various principles from general politeness to platform-specific norms [4, 5]. Understanding and adhering to netiquette is essential for anyone who ventures online, from casual social media users to students in higher education. This article defines the core principles of netiquette, exploring its importance in fostering positive and productive online experiences in higher education. This article provides a sample of netiquette policy and strategies for handling violations, which can be implemented in any online course.

The Evolving Landscape of Communication

Before the internet, communication primarily relied on face-to-face interactions, letters, and phone calls. In face-to-face communication, the message is immediate and occurs spontaneously between people. In this dynamic exchange, participants can adjust their communication based on nonverbal cues like facial expressions and body language, which facilitates the interpretation of tone and intent. Researchers suggest that when we communicate, we convey the meaning of a message through a combination of spoken words (7%), vocal qualities like tone and pitch (38%), and nonverbal cues like body language and facial expressions (55%) [6]. Understanding the entire message highlights the importance of visual interaction and nonverbal communication. Face-to-face communication offers a unique immediacy, making it the most effective and preferred type of communication in education settings [7]. The digital realm presents a unique challenge as text-based interactions, such as discussion boards, often need these visual cues, creating fertile ground for miscommunication. Without seeing the other person's reactions, misunderstandings can arise. It is easier to break social norms unintentionally when nonverbal cues are missing. In Japan, for example, communication tends to rely a lot on what is left unsaid, and a shared cultural understanding is important for conveying and understanding the full meaning being delivered. In the United States, communication is often more direct and explicit. The lack of these nonverbal cues in electronic messages can be a drawback, making miscommunication much more likely, especially when faced with opposite cultural communication styles. Since tone of voice is also absent in electronic messages, words carry the most weight [6].

Additionally, new online platforms have introduced new considerations regarding privacy, cultural differences, cyberbullying, and online disinhibition [1]. For example, while fostering open discussion in online education is essential, there is a narrow line between freedom of expression and promoting hate speech or spreading misinformation. Similarly, what is considered polite in one culture might be offensive in another. Differing cultures often have a variety of formal tones that are used to communicate between friends, peers, coworkers, superiors, professors, and elders, and speaking informally to the wrong individual can be an offensive misstep. In an online class where multiple levels of formality might exist, establishing a level policy about how to address each other can help to create an even expectation of tone and respect. Interacting with people online highlights the importance of cultural sensitivity and self-awareness. This importance is also clear when setting expectations about respecting each other’s time in an online setting. For team members in cultures where prompt responses to communication are expected, frustration or offense could appear when working with team members from areas with a more polychronic approach to time, as in many Latin American countries, where there is a built-in cultural flexibility about such communication. Further guidelines are needed to address antagonistic and inappropriate behavior online [8]. Despite these challenges, promoting a culture of respect online is achievable through the core principles of netiquette.

Core Principles of Netiquette

Research in netiquette is often concerned with formulating concrete rules that guide behavior and perceptions on the internet [4, 8–10]. Like etiquette, netiquette's cornerstone is basic courtesy and respect for others. These guidelines are not rigid rules but a framework for fostering a positive online environment. While no single source includes all there is to know about netiquette, some researchers across the field have established some core principles of netiquette [4, 5, 11–14].

• Mind your language: Online communication often lacks the nuances of tone and facial expressions, making it crucial to choose words carefully. Clarity and conciseness are essential. Use proper grammar and spelling as much as the platform allows. Avoid using offensive language, excessive slang, and all caps, as people might perceive them as shouting. Remember also to be aware of abbreviations that you may need to clarify to others. Emoticons, used sparingly, can add a personal touch and clarify the tone. Overuse can come across as unprofessional or distract from your message, and it is necessary to be mindful of the various cross-cultural meanings that different emoticons or emojis might have.
• Be respectful of others' opinions: The internet provides a platform for diverse viewpoints. Engage in constructive debate, avoiding personal attacks and inflammatory language. Acknowledge opposing views and strive to understand them before presenting your own. Question the necessity of your post. Are you simply venting your frustration or genuinely adding to the discussion?
• Practice active listening: In online discussions, listen to what others say before responding. Quote or paraphrase to demonstrate understanding and avoid repeating points already made.
• Be mindful of your audience: Consider who you communicate with and tailor your message accordingly. Professional settings require a more formal tone than casual social media interactions. Tailoring language and tone demonstrates respect for the specific platform and its users, which is also of great importance when a variety of cultural backgrounds are present.
• Cultural sensitivity: We all have unconscious biases that can influence our online behavior. In this endeavor, cultural sensitivity requires self-awareness and being open to the possibility that your perspective might not be the only one. Listening to diverse viewpoints and being mindful of your biases helps promote respectful and inclusive online communities. Students might misinterpret humor, sarcasm, and even seemingly innocuous gestures. When unsure, err on the side of caution and be respectful.
• Content responsibility: Think twice before posting anything online. Take a moment to review a message before hitting send. Be mindful of your online footprint. Avoid spreading misinformation or engaging in cyberbullying. Erasing something posted online can be difficult, if not impossible.
• There is power in anonymity: The perceived anonymity of online spaces can lead to a sense of impunity. However, remember that online actions can have real-world consequences. Treat everyone with respect, regardless of apparent anonymity.
• Respect privacy: Be mindful of your online privacy settings and the information you share. Do not share personal information about yourself or others without consent, which includes photographs, videos, and private messages. Sharing personal information about someone online without consent could violate their intellectual property rights.
• Contribute positively: Share valuable information, resources, and experiences. Strive to uplift and engage others in a meaningful way to foster a culture of learning, collaboration, and innovation that benefits everyone.

Cultivating Civility in Online Interactions

Engaging students in a discussion about these core principles of netiquette at the beginning of a course helps foster community and create a productive learning environment [15–17]. While including netiquette guidelines in the syllabus is essential, consider collaborating with students to create specific community norms and guidelines for your online course. This collaborative approach fosters students’ awareness, helps address and bridge potential gaps in cultural communication differences, and promotes responsible online behavior. It also sets the stage for a strong sense of community at the beginning of the course. For example, instructors should explain the need for community norms and guidelines online and the importance of creating those norms together as a group. Next, create a discussion forum that asks students to respond to a prompt or list the netiquette guidelines above. Have students share what behaviors make people feel like their ideas are valued and respected in an online discussion, and what behaviors do not demonstrate this. After all students have posted, have students propose one community norm/guideline to a group workspace. The instructor should group students to create the community norm/guideline, post a survey containing updated proposals, and have students vote on the final version. In addition to this collaborative approach, the instructor should include a non-negotiable student netiquette policy. Below is a sample of a netiquette policy that can be adapted to fit the needs and requirements of the course.

Sample Netiquette Policy for Students

This college course is online, which requires you to be collaborative and respectful of your peers. You will likely find opinions in this course that are different from your own. We strive to create a safe learning environment for everyone, so please follow the Core Rules of Netiquette when interacting with your instructor and fellow students. The Core Rules of Netiquette encompass a broad spectrum of practices, including self-awareness. Self-awareness is crucial to the Core Rules of Netiquette. It means considering how your words and actions online affect others, even if there is a physical disconnect. It goes beyond simply knowing the rules; it is about understanding how you present yourself and how your actions impact others in the digital landscape. With this awareness, you can avoid misunderstandings, navigate online communities respectfully, and foster a more positive and productive digital space. Improper conduct in any course-related communication will not be tolerated. Despite the comfort you may feel communicating in other formats like social media or via text, remember this is a digital classroom. Ask yourself, "Would I say this if I sat next to this person at school?” If you are experiencing a communication problem with another student, please bring it to my attention.

How to Handle Netiquette Violations

Netiquette violations can take various forms in an online course, ranging from minor to disturbing [15]. Instructors must prepare to handle minor disruptions and more severe challenges to the online learning environment despite implementing preemptive measures, such as written netiquette guidelines and building community. These may include aggressive discussion posts, emails, belittling remarks toward another student, or offensive language in online submissions [18]. If left unaddressed, these behaviors may detract from a positive and productive learning environment. The instructor must also balance addressing the problematic behavior while keeping the offending student(s) engaged in the learning process. Though they can be complicated to respond to, there are steps instructors can take to navigate netiquette violations. Many who research best practices in online education offer strategies instructors can implement in any course context [15–17, 19]. Below are some of these strategies.

Begin by reaching out to the offending student. If there is more than one student, meet with each individual. Describe the incident and tell them you will post a response to the whole group on the discussion board to ensure the other students do not assume the behavior is appropriate. Remind them of their commitment to community norms and the Core Rules of Netiquette. Remember to reference the specific course norm/guideline that was violated. The instructor can express concern for the student and the impact of their behavior on the class. The instructor can ask if the student has suggestions for resolving the issue. End the meeting with clear next steps and follow up with an email summarizing what was discussed and decided. Finally, the instructor should share this information with the student's advisor and the dean or department chair. The student may have similar issues in other courses, which can signify a bigger problem, so sharing this incident is crucial.

Next, respond to the whole group. Depending on the severity, the instructor may want to remove the post immediately if the offending student is unwilling to remove it themselves. When this occurs, the instructor should ensure that students who may have seen the offending post know the situation is being addressed. The instructor can use the disruption as a teachable moment. The instructor can send an email or post a comment to the discussion board referring to the specific community norm/guideline, the core rule(s) that have been violated, and their importance in the learning process. Describe the inappropriate behavior objectively without mentioning the student's name. The instructor can provide additional information that may clarify misconceptions about the student's writing. The instructor should guide the discussion to the course content and prompt. If needed, follow up with the student to reframe the negative behavior and encourage them to remain engaged in the discussion by highlighting the things they are doing well in the course.

It can be challenging for instructors to navigate netiquette violations, whether they are minor disruptions or significant violations. Despite good intentions, instructors are responsible for these actions' impact on the online environment. Listening to your students, accepting responsibility, and identifying action steps are essential for learning and for the class to move forward. The skillful handling of these difficult moments will also encourage students to participate effectively in online discussions and their future courses.

Summary

Netiquette is not merely a set of rules; it is a philosophy that encourages responsible and respectful interactions in the digital era of online education. Emerging platforms will necessitate adaptations to established principles. The core principles of respect, clear communication, and cultural awareness will remain fundamental. By adhering to the core principles of netiquette and adapting them to evolving online environments, individuals can navigate the digital landscape more effectively. Netiquette fosters a more civil, productive, and positive online experience for everyone in the online environment.

References

About the Author

Dr. Dianne T. Vargas is an accomplished associate professor with more than 12 years of higher education experience, currently serving at California State University, Stanislaus. A dynamic leader in counselor education, Dr. Vargas has played a pivotal role in shaping the next generation of school counselors through her dedicated teaching, inclusive pedagogy, and student mentorship. She teaches a wide range of graduate-level courses across multiple school counseling tracks and has extensive experience supervising fieldwork and practicum experiences in K–12 settings.

An active scholar, Dr. Vargas has contributed to national conversations on counselor training, suicide prevention, authentic learning, online education, and the role of artificial intelligence in higher education. Her publications include peer-reviewed journal articles in the Journal of Counselor Preparation and Supervision, the Journal of Educators Online, ACM eLearn, and more. She also co-developed the “YouOkay” software—an innovative mental health resource tool adopted by school districts statewide.

This work is licensed under a Creative Commons Attribution International 4.0 License.