Tips for Faculty Contact

1. Tips for Faculty Contact Communicating Online

2. Identify Faculty Rules • Identify faculty email address(es) to be used • Carefully read general directions for emailing instructor • Do they require a special subject line? • Do they require a first-time message sent to them to add you to a distribution list? • Do they require the use of email only in Blackboard?

3. Check Your Accuracy • Spelling of the username/domain? Important!!! • user@dmail.dixie.edu is a STUDENT account • user@dixie.edu is a FACULTY account

4. Sending Mail • To: - this send to the primary recipient. In this case, your teacher • CC: - this is a courtesy copy box • Always send yourself a cc • Confirmation that an email was sent at a certain date/time • If option exists, select “request read receipt” • Verifies that the email was looked at by the receiver

5. Receiving Mail • Make sure to add all of your teacher’s email addresses to your safe sender’s list • This will make sure that when a teacher does reply, you don’t lose it in the mix • Check your Junk and/or spam folders • Follow-up with marking as safe sender • Add your faculty to your addressbook • Eliminates chances for typos

6. Technology is not an Excuse • My computer hard drive crashed. NOT! • The computer won’t recognize my thumb/USB NOT! • I did it in Microsoft works and now it won’t open on campus in Microsoft Office. NOT! • I know I sent it. It must have gotten lost in the mail. NOT! • Any other excuse. NOT!

7. YOU are Responsible • You as the student are responsible to: • Get the email address right • Certify a copy to yourself • Follow-up to make sure the assignment arrived • Make your due dates one day earlier than the instructor has designated • Allows for “real” technology glitches • Gives you breathing room • There are campus computer labs to use when you own computer fails but not at 11:59p when the due time is midnight

8. Keep a log • Start from the beginning of the semester • If you have it, you probably won’t need it. • If you don’t have it, it is not a resource in conflict • Document in writing • If you leave a document with a secretary, ask her to sign for it. • The secretary said….

9. What if? • What if you have followed all of these guidelines and you don’t get an answer? • Multiple documented attempts – one unanswered email is not yet an issue until you try to resolve it and still get no response • Multiple resources – email, phone, secretary • Every faculty member has a department chair. Once you have exhausted your efforts with the faculty member him/herself, make an appointment with the chair • Use campus directory to find who you need

10. Going Above Their Heads • Keep a folder of hard copy evidence – rhetoric doesn’t cut it • Keep a log of contacts made – email, phone, when physically at office. Note witnesses – have them sign • Keep a hard copy of your printed emails showing the days and times of contact • Keep a copy of any replies from faculty

11. Classes Online • Online faculty have a particularly important responsibility to check and respond to emails in a timely manner • Recommended that a 24 hour response time be used to return emails and phone calls – but review your syllabus to see what’s in writing • Assignment return may take more time than that. Take note of turnaround time noted in your syllabus or orientation to the course

12. Classes Online • First point of contact should always be the instructor • Next point of contact should be the department chair • With online courses, you may ask me to be part of the process after you have pursued the first two • Becky A. Smith, 652-7836, bsmith@dixie.edu • Mo Eckroth knows who I am so ask