School of Health, Nursing & Midwifery Etiquette Protocol A Guide for Students

Transcription

1 Introduction School of Health, Nursing & Midwifery Etiquette Protocol A Guide for Students The following guidance, developed by students, introduces good practice for writing and sending s. It also introduces a Student Protocol for the following areas: response timeframes signature template Protocol for reply all and cc options Additional Etiquette response timeframes Student to Student Correspondence Waiting for response Standard 1: Students should be aware that other students availability may vary from theirs as a consequence of programme timetable/flows, mode of study (full time v s part time) and placement work patterns (if appropriate). Therefore, students should expect to wait 2 working days (Mon to Fri) for a response before making contact again. Responding Standard 2: Students should try to respond to s within 2 working days (Mon-Fri) and if unable to give desired response, should send a holding stating this. Exemplar: Dear NAME I am currently unable to give you an efficient response to your enquiry at present. I will get a response to you by DATE or ASAP. Regards John Smith

2 Student to Staff Correspondence Standard 3: Students ing out of office hours (9-5) should not expect a reply that same day. The Staff s Etiquette Protocol stipulates that staff should normally aim to reply to student s within 2 working days, even if this is a holding statement providing an indication of when the student should expect to receive a reply. The first working day (Mon- Fri) being that which follows the being received out with office hours (9-5). Student should be aware that s sent out with office hours can be set on a timer which will enable them to be sent within working hours (see appendix 1). Standard 4: Students responding to out of office response from staff, should use the indicated alterative contact details and, when doing so are expected to copy the original staff member in to correspondence to aid follow up, if required upon return to office. Standard 5: Students will refrain from ing large numbers of staff the same issue/enquiry, as this can cause confusion. Therefore, Students will relevant person only, or other relevant staff (by c/c in), ensuring to reference reason and purpose for adding additional staff. Out of Office Messages Standard 6: Students can set up out of office messages to indicate when on annual leave, or out on placement (if appropriate), to relay to staff/other students that s may not be accessed at all/readily, and that replies may be delayed (see appendix 2). Additionally, Student Representatives could state points of contacts for Students to contact during their absence if enquiry is urgent (see exemplar below) Exemplar I am currently on annual leave and will have no access to s. If contacting myself as a Student Rep, you could alternatively contact another Student Rep, Personal Lecturer, or Liaison Lecturer/PEF (as appropriate). Additionally, dependant on enquiry, you could contact current module co-ordinator(s): CMH John Smith john.smith@uws.ac.uk MHNP - John Ralph john.ralph@uws.ac.uk

3 signature template Standard 7: Students should include the following minimum information on signature (see appendix 3) to aid correspondence: Name Banner ID Programme of study Year of Study/cohort Campus of Study Exemplar: John Smith B MSc Mental Health Nursing Year 1 Hamilton Campus Additionally, information (optional) can include: Placement Patterns (if appropriate) Twitter feeds Additional roles within University (eg. Student Rep) Protocol for reply all and cc options Reply All: Standard 8: Students should only use reply all option when content is appropriate and meant for all correspondents on mailing list. Students should also be aware of Moodle Forum Facilities for more efficient group discussions and should discuss use of an existing/setting up a Forum via a Module Co-ordinator (as appropriate). CC Function: Standard 9: Students should only add other staff and/or students into s as a correspondent, if the information discussed is relevant, and the reason for inclusion should be noted within content to highlight and aid understanding of involvement in correspondence. Also, see Standard 5 above for further information.

4 Additional Etiquette Standard 10: Students have a responsibility to keep up to date with their student s and to check their student account regularly being mindful that all University, School, Programme and module level communication will be via this mode of communication. Additionally, students should at all times use university to correspond with staff rather than personal , unless otherwise arranged with lecturing staff. Standard 11: Students should pay attention to spelling, grammar and tone in all s sent to staff, and should not use informal or slang language or abbreviations such as that used in text messaging. s must be respectful at all times. Students are also reminded to contact Information, Technology & Digital Services (ITDS) if encountering issues with their account: Telephone: Ayr: Dumfries: Dudgeon House E1.4 Hamilton: A212 Paisley: Library level 3 Hours: 08:45-21:00 (Mon-Thu), 08:45-16:30 (Fri) helpdesk@uws.ac.uk

5 Appendices Appendix 1

6 Appendix 2

7 Appendix 3

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