1.5 - Proper Forms of Address

When addressing Department faculty, students should use the last names of faculty preceded by Professor, Mr., Ms., or Dr., as applicable or requested by that individual.  This form of address also applies to staff, clinic instructors/preceptors, supervising technologists, physicians, and patients at all clinic affiliates.  Addressing people with appropriate recognition serves to strengthen proper relationships and mutual respect among faculty, clinicians, patients and students. 

Faculty, staff, administrative offices, and campus organizations frequently notify students of important information via their OU email address.  Students should check their campus email daily during free time, not during class or clinic hours. 

Texting is not an accepted form of communication between faculty and students. Students should contact faculty via telephone, department voicemail, or email. This applies to both class and clinic activities.

Failure to respond to faculty email, phone calls, or other communication in a timely fashion, as communicated by the faculty member, is unprofessional and may result in a Zerograde or other disciplinary action.
 

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 you are 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 when a specific faculty member is unavailable, the student should refer the problem/request to another faculty member, administrator, or the Office of Academic and Student Services 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 OU 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.  

Staff members are an integral part of the department and deserve respect and courtesy.  They support the department’s educational mission, but their services are not at the disposal of students. Students should not request the staff make photocopies, type letters or papers, or transmit incoming personal messages, unless in a declared emergency (e.g. child-care or family emergency). 

Facilities, equipment, and supplies of the Department office are for the use of faculty and staff.  Students should arrive for class with the necessary equipment and supplies and should not borrow pencils, paper, and other items from the Department office.