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4.4 - Proper Etiquette when Visiting and Emailing Faculty

Students may communicate with faculty via phone, email or by visiting faculty offices.  Students are asked to schedule appointments when more serious advisement or discussion sessions are needed.

When visiting a faculty member’s office, the following rules apply:

  • Knock on office doors and wait until asked to enter.
  • If the door is open but the faculty member is occupied in conference or telephone call, wait outside until the faculty member becomes available.
  • If a student’s business is urgent, a message should be left with the departmental staff indicating where the student may be reached when the faculty member is free.
  • In an emergency situation when a specific faculty member is unavailable, the student should refer the problem/request to another faculty member or administrator so that it can receive immediate attention.
  • Students should not leave assignments under a faculty member’s office door.  They should be submitted to the program mailbox or given to a departmental staff who will log in receipt of the material and bring it to the faculty member’s attention upon his/her return.
  • Students must not enter faculty offices, borrow items, or use office facilities without the faculty member being present.  Rare exceptions to this rule may arise but only by advance arrangement with the faculty member, who will request a member of the staff or faculty assist the student in his/her absence.  Students entering unoccupied faculty offices without prior arrangements may be subject to disciplinary action.

When emailing a faculty member, the following rules apply:

  • Use your OUHSC email. 
  • Provide specific information in the subject line, ex. Specific course, assignment, etc. 
  • Stay on topic with email threads. If starting a new conversation or question to the faculty, start a new email. Do not use a previous email to reply to faculty about an unrelated topic.
  • Address your faculty member appropriately. 
  • Email communications should be professional and respectful. 
  • Provide adequate time for response, typically 1 – 2 working days.  

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