Student Guidelines for Electronic Communication: Examples

| Using the Subject Line Effectively || Expectations for Turnaround Time || Using a Signature File || Assignment Naming Conventions || Professionalism || Tips for Electronic Discussions || Managing Multiple E-Mail Accounts |

Using the Subject Line Effectively

The subject line is an identifier that provides a brief summary of what an e-mail message is about. Composing a good subject line is important and helps you and others sort, manage, and filter e-mail.

Be clear, precise, and concise.
Edit the subject line to reflect your contribution to a discussion thread. Below is an example of how you might keep an original subject line while providing an indication of your contribution to the discussion.

Creating a Subject Line (original post)
Re: Creating a Subject Line - Good Examples (response post 1)
Re: Creating a Subject Line - Bad Examples (response post 2)

Expectations for Turnaround Time

Understanding and establishing turnaround times when using electronic communication is important. Allow time for sending, thinking about, and responding to e-mail. Communicate your expectations and establish time frames.

Know when your instructor is available and intends to check and respond to e-mail. Inquire as to what a reasonable turnaround time might be if it is not stated on the syllabus. For example, do not anticipate a reply by 8 a.m. to your 1:00 a.m. question the morning of your midterm.
Although e-mail is instantaneous, remember that the recipient of your message may not even be online.
When working in a group:
- Establish preset work times when you will be available online.
- Acknowledge e-mails and let your workmates know when they can anticipate a reply.
- Remember to allow time to work toward your submission deadline.

Using a Signature File

A signature file is a brief message that appears at the end of your e-mail in place of your actual signature. A signature file can contain your name, your title, and any contact information. Some things to keep in mind:

Create different signatures for different uses with different contact information, for example, a course signature and a work signature.
Keep your signature short and descriptive.
In addition to electronic contact information, provide a phone number and physical mailing address

Assignment Naming Conventions

When submitting an assignment electronically, remember that your classmates are also submitting the same assignment to the same person. Avoid confusion by taking a few moments to name your file effectively:

Use your Penn State Access Account userID as part of the file name.
Example: HW3_xyz123.doc
(this indicates that it is homework number 3 and identifies xyz123 as the owner)
All pages of the file should contain a header and/or footer that includes your name, course name, section number, document title, and page numbers in case the pages get separated when printed or shuffled when read.
Your instructor may provide you with naming conventions for files. If so, follow them to ensure proper credit for assignments.

Professionalism

When you are interacting in an electronic environment as a member of a class, you are subject to the same rules of courtesy and conduct that you would find in any face-to-face environment. Additionally, when using your Penn State Access Account to access any online environment, you are a representative of the University and are therefore legally responsible to the University, its policies, and expectations. Professionalism can be seen in the following common courtesies:

Be mindful of what you say about others. If you mention someone in your e-mail, copy that person on the message. If you are uncomfortable doing this, rethink mentioning that individual in the message.
Cite all quotes, references, and sources, including quotes from your classmates.
Use discretion and think before you copy or forward material.
Remember, e-mail is a public forum.

Tips For Electronic Discussions

(adapted from Creating Strong Contributions to Electronic Discussions)

Remember to use your subject line effectively.
Sign your posting to the discussion; this helps because it:
- Lets classmates get to know who you are
- Lets readers know who wrote a particular contribution
- Supports and enhances your overall conversation online
Adopt the right tone.
- Be specific in your writing. For example, include names and examples that explain or make known who you agree/disagree with, why you agree/disagree, and what you want to add to the conversation. This helps other readers follow your ideas and tie them back to the discussion.
- Invite interaction and collaboration from others. Consider using phrases like "What do you think about my idea?" and "Do you agree with this?" Let readers know you want to hear their opinions.
- Respect others' thoughts and ideas. Be constructive in challenging different views and explain where you disagree and why within the rules of "netiquette."
Techniques
- Take a chance. Electronic discussions afford the opportunity to brainstorm and think online. The nature of an online discussion is more relaxed than other forms of written communication. Test ideas. See how others can help you look at and stretch your thinking.
- Don't use fancy formatting or bullets. Remember that online are discussions are text-based. Stick to the basics:
  - Single-space within a paragraph and double-space between paragraphs.
  - Keep your paragraphs short.
- Consider why it is called a "threaded discussion." Use the "reply" function to respond or reply to a posting. This helps keep the thoughts and threads of a discussion grouped together in order. Use the "new message" function for new thoughts or ideas.
- Proofread and check the spelling. While online communication is more relaxed, it is not careless communication. Doing a quick proof of your work before you send it may alleviate the need to clarify your posting and save you some time and and potential embarrassment.

Managing E-Mail from Varied Accounts and Locations

Penn State provides the following information related to e-mail:

Using e-mail with your Penn State Access Account - how it works: forwarding your mail, configuring software, accessing your mail while away from Penn State, and additional topics are covered.

Accessing your e-mail while away from Penn State:

WebMail - a Web-based e-mail client, similar to Yahoo! Mail, that provides you with anytime, anywhere access to your Penn State e-mail through a Web browser and your Penn State Access Account
Forwarding your email

Automatic reply service - allows faculty and staff to create an automatic e-mail reply message to e-mail messages that are received while on vacation, on sabbatical, or away from the University. Note: You will have to log in with your Penn State userID.

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