Dear undergraduates (email etiquette)

[PiratePanda]

I understand that you are keen to start this new episode in your life. But please try to refrain from sending me a peremptory email about your timetable and an aggressive follow-up two hours later to ask why I haven't answered 1) on a Sunday morning 2) 3 weeks before the start of the year 3) when I know you've been told timetables will be provided in induction week and 4) I'm not in charge of them anyway (and I don't know why you thought a random lecturer would be the right person to email).

Also, my name is not "Hi".

What is wrong with people these days? Does no one teach email etiquette?

Unfortunately a lot of people have no idea how to communicate politely! In the long term you will be doing this undergraduate a favour if you reply making the same points you've made above...

Is there a universal email etiquette? If there is don't know it. I've probably been inadvertently rude to all sorts of people for the last 17 years .

However, basic manners covers most of what you have had to put up with today. What were they thinking? Did they think they had some sort of department shared email? Even so, who expects to get their timetable before they have even turned up and asks like that? It would pee me off too!

Are you going to teach this person any time soon?

I am amazed at the number of people who e-mail me and start Hi Chilly. You don't know me so it is Ms (since you don't know if i am Miss or Mrs) Sundays. You may call me Chilly when I reply and I sign off as Chilly.

Oh dear God yes! Or 'I want to sign up for your module. Can you send me the timetable?'

1. It's over-subscribed and has been full since May. Two weeks before the start of term is too late to be sorting out your options because you've suddenly decided you don't fancy your first choices.
2. You can't just turn up. Universities are run on admin. Forms need completing for everything. An e-mail the week before will not do it.
3. Why would I have your timetable??

I'm holding my head in my hands just thinking about it

Hmm on the flip side not every student is 18 years old with nothing else to do outside uni other than sleep/drink/socialise. Not having a timetable or even term dates until the induction week has proven a logistical nightmare for me

I have total sympathy for some students. I worked all the way through uni so I'm not some silver spooned trustarian who became a lecturer. The dates universities give out all information are driven by internal processes which are long and complex. We give out timetables etc as soon as we can. We aren't holding them back to piss you off or for some weird power play. As soon as we know, you'll know.

But some common sense and manners go a long way!

I'm sure you're right, Itiswhatitis, but any individual lecturer is very unlikely to be able to do anything about the lack of a timetable. Have you been emailing random members of faculty to try and extract information from them?
Definitely agree with "my name is not Hi". I am Ms Stocking to you, undergraduates, until I sign myself off as Blue.

Dear postgraduate, if you want to do a PhD in our lab, do us the courtesy of reading up on our research expertise rather than sending speculative applications to whom it may concern; show you have potential as a researcher by finding out the title of the person you're emailing (hint: a senior lecturer is unlikely to be "Miss); no, I cannot process your application in three days (including formal letter from Registry), even if it means you missing your scholarship deadline you've known about for six months; your father/husband/best friend are not suitable referees for your application and will delay its processing while you seek out someone more suitable; and, no, I cannot answer your email at midnight/on a weekend/ while on my if-I'm-lucky week's break from email recovering from nonsense along the lines of the above.

Perhaps the time to teach email etiquette is during work experience. I have received several emails from a new graduate recruit who insists writing emails in text speak. The first time he did it I sent him a response saying that I did not understand what he was saying and that he needed to put it into English. Said graduate still uses text speak so I just ignore his emails as I have no intention of translating what he is saying.

I have a colleague who bounces back all emails that don't start 'Dear Professor X' and finish 'Kind regards (or similar) Y telling them she'll answer their email when they write it properly.

I think only one student has ever replied!

No I haven't emailed random lecturers I promise! I rang student services to find out who the appropriate person to email would be. Oh dear I hope I don't have a black mark by my name already? In my defence I've had to set up and pay for full time childcare until I have my timetable/term dates and will have to give notice to change it once I know what I actually need.

I feel your pain. I still don't know my timetable and where I'm going to teach

No black marks I'm sure! Many lecturers like their students, we just like you to be polite and the nice ones amongst us will be nice back. Best of luck with your studies.

My emails were polite. I'm an nothing if not polite! No seriously my emails were very much of the 'any help or info you can give me would be greatly appreciated, kind regards etc, etc' I also sent thank you emails when someone took time to respond.

I know, itis, not having a timetable until induction is a pain for mature students who have to plan childcare (as it is for lecturers, ditto). But I am sure you would not email on a Sunday morning, let alone expect a response within 2 hours!

These days I tell students I'll generally respond within 2 working days, but that I also don't respond to emails in the evenings or at weekends, and that if they need something done urgently, not to leave it until Friday afternoon.

Dear Pirate,
you are absolutely right. I am not a lecturer or a student but I do have an 18 year old. I despair at the complete absence of teaching basic business etiquette in the education process. I have caught him e mailing teachers on a Sunday with a problem he should have sorted out the previous week.
I wonder whether there is an idiot's guide to e mail etiquette? Or shall I draw one up for him myself?

Kind Regards
SS

Having said that he starts uni in 2.5 weeks and still doesn't know which accommodation he will have and whether it will cost £2500 or £5000 .

I appreciate that "Hi" isn't appropriate but what is expected for a Uni lecturer and does the email formality change once you have met them (i.e at College they call their lecturers by first names - Sarah. Mike etc) is that the same at Uni or do most remain Dr X etc etc?

Surely as you would write any email for the first time to a person in some position of authority whom you don't know? Hedge your bets and go for the most formal option - works every time.

That's "Dear X", BTW. I prefer "Dear Dr Panda" the first time, or "Dear Pirate (if I may"). "Dear Pirate" I also find acceptable, but not all my colleagues do.

PS - and yes, once you've met me, Pirate is fine :)

I work at a University and at a Faculty meeting this generated a lively response! The general consensus seems to be to address tge lecturers as Dear Professor/Dr Surname food the 1st then take their lead in sudsequent emails. For example if they reply Hi first name and sign off with their first name, you may address them as the first name. If they reply formally, that is their preference so always address them accordingly.

Also you should always use a specific subject line (never blank, lecturers rant for hours about that) and be specific in your request.

Oh FRS stupid tablet. Obviously tge is the and food is for

I do not see a problem with someone e-mail on an evening or weekend (you do it when you remember) - the problem is expecting the reply straightaway. I work and am not free to e-mail during the day but when I have sent an e-mail to the DC's teachers I have always made it clear that I have sent it at the time I have remembered and I do not expect a reply straightaway

Yes, Chilly, it's the expecting an instant reply /emailing last minute in a lather of urgent desperation that's the principal problem.

Although I have to say that a number of the teachers seemed to deal with their e-mails on a evening but I would never expect it

I work in a university research office. One academic always emails me using text speak, all lower case and punctuated by smileys. I always wonder how he made it to Professor