WhatsApp Do’s & Don’ts

Private messaging apps, like WhatsApp, are a popular method of communication between Penn students, faculty and staff when traveling abroad. To the extent trip leaders may wish to consider using WhatsApp to stay in contact with students throughout their trip, we have provided the following guidance for responsible use of WhatsApp when communicating with Penn students, faculty and staff.

You May Use WhatsApp To:

Travel Logistics

Discuss travel logistics such as itinerary, dress code, meeting points and helpful reminders.

Location & Status

Share location and status for delayed arrivals, well checks, missed curfew, daily roster review and missing persons.

Medical Incidents

Discuss medical incidents only to coordinate immediate/emergency assistance. Long-term/ongoing communication about a medical incident should be moved to a secure Penn platform* as soon as possible.

Security Incidents

Discuss security incidents only to coordinate immediate/emergency assistance. Long-term/ongoing communication about a security incident should be moved to a secure Penn platform* as soon as possible.

Emergency Check-ins

Conduct emergency check-ins when immediate headcount is needed.

You Should Not Use WhatsApp To:

Medical Information

Discuss or share medical information except to the extent it is necessary to coordinate immediate/emergency assistance (see above).

Unless necessary for emergency response, dietary restrictions, allergies, disabilities or any other sensitive information about an individual should not be shared using WhatsApp.

Student Educational Records

Discuss or share student educational records.

This includes but is not limited to homework assignments, sharing of student work, feedback, grades or academic advising. Without a University contract, communication apps do NOT meet FERPA requirements.

Personal Data

Discuss or share personal data that will be collected or disclosed by Penn.

Penn Data

Discuss or share Moderate or High Risk Penn Data. Please review Penn’s Data Risk Classification.

Penn Business

Conduct Penn business. Penn-related business should always be conducted on a secure Penn platform*.

*Secure Penn Platforms

Following is a list of all the platforms that are considered to be safe to conduct Penn Business on.

  • Microsoft 365 / Outlook or other Penn-managed email systems
  • Microsoft Teams
  • Penn+Box
  • Canvas
  • Penn Secure Share

Communication Reminders

Additional reminders when traveling abroad on a Penn-affiliated trip:

  • Students, faculty and staff cannot be required to use a non-Penn communication platform such as WhatsApp.
  • Consider asking your LSP for a “clean” loaner phone or laptop to use while abroad
  • Use a VPN abroad wherever possible. Note: VPN’s are not permitted in certain countries.
  • In the event employees use non-Penn communication platforms such as WhatsApp to conduct Penn business, they are advised that they may be required to turn over their personal device if Penn were to receive a subpoena or other compulsory legal order that relates to University business. You are encouraged to communicate through UPenn email, Teams or another University-managed tool as much as possible.
  • Users of private communication apps, like WhatsApp, may be subject to targeted advertising and scams.

Data Security on Foreign Travel

Penn Information Systems & Computing

University VPN Getting Started Guide

Penn Information Systems & Computing

Technnology Support & Safeguarding Data

Read more on our site.

Penn Office of Privacy

University of Pennsylvania

Pre-Departure Checklist

Read more on our site.

Protecting Student Privacy

U.S Department of Education

Signal Privacy Policy

signal.org

WhatsApp Privacy Policy

whatsapp.com

Contact Global Safety Team

Contact our office for any of the resources mentioned on this page or for any related inquiries.

Email