Most courses at Penn State require that you use online communication. You will use e-mail to communicate with your instructor, communicate with your classmates, submit assignments, discuss information online, and voice concerns. You probably also will be asked to use discussion or chat tools. The following guide lists some policies and tips that are basic courtesies for online communication. They will help you present yourself well and organize yourself electronically.

General Comments

"Netiquette" is network etiquette. Below are listed some general points to remember as you work and communicate online.

• E-mail is public conversation with another person; write and converse accordingly.
• Keep your messages brief and to the point.
• Limit your comments or questions to one subject per e-mail or electronic posting.
• Use the subject line effectively. <View Example>.
• Understand and/or set up expectations for turnaround time. <View Example>.
• Filter your e-mail to organize and sort your incoming and outgoing e-mail.
• Use signature files to identify your correspondence and provide contact information. <View Example>.
• Do not send chain mail or other non-course specific correspondence.
• When in doubt, contact your instructor.

Communicating With Your Instructor

Remember that your instructor has many students, teaches many courses, and receives a lot of e-mail. You can help your instructor help you by abiding by the following suggestions.

• Instructors prefer that you use your Penn State Access Account for course communication. <Go to Accounts Services>.
• The subject line in your e-mail needs to include:
  • Course name and (section) number
  • Assignment name <View Example>.
  • Penn State Access Account userid.
  • Additional subject content, if necessary.
    Consider the following examples:
    INSYS 200-3 H4 xyz123 
    INSYS 441 xyz123 Question on Rules of Web Design
• Include a signature file with your name, your Penn State Access Account e-mail address, the course name/number, and other contact information (optional).

Communicating With Classmates

Keep a few tips in mind when you converse with classmates.

• Keep your messages on the course topic and/or activity
• Use a meaningful subject line, e.g., "Feedback on Smith Article."
• If you use non-Penn State e-mail, use the subject line format that is suggested by your instructor or apply the tips in the "Communicating With Your Instructor" section above.
• Be professional in what you say and forward to others. <View Example>.
• Be aware of copyright and "fair use" laws <View Copyright Policy>.

Using Discussion and Chat Tools

Your instructors may ask you to participate in discussions or online chats. These conversations may be synchronous (in real time) or asynchronous (at varied times). Here are a few reminders when using these forms of communication.

• Use the general rules of "netiquette" as well as any other specific guidelines your instructor may have provided. <View Netiquette Guidelines>.
• Keep in mind basic tips for effective electronic discussion. <View Tips>.
• Remember you are speaking to a group; if you need to reply or respond to an individual, do so privately.
• Respond to and post information in a timely manner.
• Always remember to carry the conversation forward at all times by contributing meaningful replies. Don't simply respond, "I agree;" instead, state why you agree.

Submitting Assignments

Penn State has made Microsoft Office available to Penn State students. Below are some guidelines related to file format and information that should be included when you submit an assignment or other document as an attachment to e-mail.

• Be aware of which file types the instructor allows or prefers for attachments.
• Any attachment should contain as header information:
  • Your name
  • Course name and (section) number
  • Assignment name <View Example>
• Any attachment should contain page numbers.
• Sending attachments as Word documents, Excel files, or PowerPoint presentations is often preferable. However there are several points to keep in mind.
  • Consider sending text documents as rich text format (.rtf) files if you are unsure if others have the same software or computer platform as you.
  • Consider what version of the software others have.
    • You can save Word documents formatted for earlier versions of Word.
    • You can save Excel documents formatted for earlier versions of Word.

Voicing Concerns

Electronic communication provides a quick and direct way for you to voice your opinions and concerns. To help ensure that you are not only heard but listened to, have the courtesy to respect the chain of command. Consider the hierarchy and structure of the situation such as going to your instructor first rather than the academic department chair. Going through channels may get better results than going directly to the top.

Tips and Techniques

• Netiquette - from the Penn State World Campus
• Penn State Internet Access Guide

E-Mail Tips

• Sorting E-Mail
• Considerations if you have multiple e-mail accounts
• Quoting (e-mail and others)
• Copyright Considerations
• Junk Mail (for this specific information scroll halfway down the page)
• Using Emoticons