If your professor has sent you a link to this page, two things are likely true. First, you probably sent an email that does not represent you in a way you would like to be represented. Second, while others might have scolded you, mocked you or despaired over the future of the planet because of your email, you sent it to someone who wants to help you represent yourself better.
In part, because only a click or swipe or two separate emails from Facebook, Twitter, Instagram and texting, the lines between professional emails and more informal modes of writing have become blurred, and many students find the conventions of professional emails murky. We think we can help sort things out.
In the age of social media, many students approach emailing similar to texting and other forms of digital communication, where the crucial conventions are brevity and informality. But most college teachers consider emails closer to letters than to text messages. This style of writing calls for more formality, more thoroughness and more faithful adherence (sometimes bordering on religious adherence) to the conventions of Edited Standard Written English -- that is, spelling, punctuation, capitalization and syntax.
These different ways of writing are just that -- different ways of writing. The letter approach to emails is not always and forever better (or worse) than the texting approach. Knowing how and when to use one or the other -- based on why you are writing and whom you are writing to -- makes all the difference. So, if you use emojis, acronyms, abbreviations, etc., when texting your friends, you are actually demonstrating legitimate, useful writing skills. But you aren’t if you do the same thing when emailing professors who view emails as letters.
Effective writing requires shaping your words according to your audience, purpose and genre (or type of writing, e.g., an academic email). Together these are sometimes called the rhetoricalsituation. Some of the key conventions for the rhetorical situation of emailing a professor are as follows:
1. Use a clear subject line. The subject “Rhetorical Analysis Essay” would work a bit better than “heeeeelp!” (and much better than the unforgivable blank subject line).
2. Use a salutation and signature. Instead of jumping right into your message or saying “hey,” begin with a greeting like “Hello” or “Good afternoon,” and then address your professor by appropriate title and last name, such as “Prof. Xavier” or “Dr. Octavius.” (Though this can be tricky, depending on your teacher’s gender, rank and level of education, “Professor” is usually a safe bet for addressing a college teacher.) Similarly, instead of concluding with “Sent from my iPhone” or nothing at all, include a signature, such as “Best” or “Sincerely,” followed by your name.
3. Use standard punctuation, capitalization, spelling and grammar. Instead of writing “idk what 2 rite about in my paper can you help??” try something more like, “I am writing to ask about the topics you suggested in class yesterday.”
4. Do your part in solving what you need to solve. If you email to ask something you could look up yourself, you risk presenting yourself as less resourceful than you ought to be. But if you mention that you’ve already checked the syllabus, asked classmates and looked through old emails from the professor, then you present yourself as responsible and taking initiative. So, instead of asking, “What’s our homework for tonight?” you might write, “I looked through the syllabus and course website for this weekend’s assigned homework, but unfortunately I am unable to locate it.”
5. Be aware of concerns about entitlement. Rightly or wrongly, many professors feel that students “these days” have too strong a sense of entitlement. If you appear to demand help, shrug off absences or assume late work will be accepted without penalty because you have a good reason, your professors may see you as irresponsible or presumptuous. Even if it is true that “the printer wasn’t printing” and you “really need an A in this class,” your email will be more effective if you to take responsibility: “I didn’t plan ahead well enough, and I accept whatever policies you have for late work.”
6. Add a touch of humanity. Some of the most effective emails are not strictly business -- not strictly about the syllabus, the grade, the absence or the assignment. While avoiding obvious flattery, you might comment on something said in class, share information regarding an event the professor might want to know about or pass on an article from your news feed that is relevant to the course. These sorts of flourishes, woven in gracefully, put a relational touch to the email, recognizing that professors are not just point keepers but people.
We hope that these rules (or these and these) help you understand what most professors want or expect from academic emails. Which brings us back to the larger point: writing effectively does not simply mean following all the rules. Writing effectively means writing as an act of human communication -- shaping your words in light of whom you are writing to and why.
Of course, you won’t actually secure the future of the planet by writing emails with a subject line and some punctuation. But you will help your professors worry about it just a little less.
With wishes for all the best emails in the future,
PTC and CHM
Paul T. Corrigan and Cameron Hunt McNabb are assistant professors of English at Southeastern University.
This revised framework marks a significant step in the conversation about measuring students’ preparedness for the workforce and for life success based on how much they've learned rather than how much time they’ve spent in the classroom. It also provides a rare opportunity for faculty members at colleges and universities to take the lead in driving long-overdue change in how we define student success.
The need for such change has never been stronger. As the economy evolves and the cost of college rises, the value of a college degree is under constant scrutiny. No longer can we rely on piled-up credit hours to prove whether students are prepared for careers after graduation. We need a more robust -- and relevant -- way of showing that our work in the classroom yields results.
Stakeholders ranging from university donors to policy makers have pushed for redefining readiness, and colleges and universities have responded to their calls for action. But too often the changes have been driven by the need to placate those demanding reform and produce quick results. That means faculty input has been neglected.
If we’re to set up assessment reform for long-term success, we need to empower faculty members to be the true orchestrators.
The D.Q.P. provides an opportunity to do that, jelling conversations that have been going on among faculty and advisers for years. Lumina Foundation developed the tool in consultation with faculty and other experts from across the globe and released a beta version to be piloted by colleges and universities in 2011. The latest version reflects feedback from the field, based on their experience with the beta version -- and captures the iterative, developmental processes of education understood by people who work with students daily.
Many of the professionals teaching in today’s college classrooms understand the need for change. They’re used to adapting to ever-changing technologies, as well as evolving knowledge. And they want to measure students’ preparedness in a way that gives them the professional freedom to own the changes and do what they know, as committed professionals, works best for students.
As a tool, the D.Q.P. encourages this kind of faculty-driven change. Rather than a set of mandates, the D.Q.P. is a framework that invites them to be change agents. It allows faculty to assess students in ways that are truly beneficial to student growth. Faculty members don't care about teaching to the assessment; they want to use what they glean from assessments to help improve student learning.
We’ve experienced the value of using the D.Q.P. in this fashion at Utah State University. In 2011, when the document was still in its beta version, we adopted it as a guide to help us rethink general education and its connection to our degrees and the majors within them.
We began the process by convening disciplinary groups of faculty to engage them in a discussion about a fundamental question: “What do you think your students need to know, understand and be able to do?” This led to conversations about how students learn and what intellectual skills they need to develop.
We began reverse engineering the curriculum, which forced us to look at how general education and the majors work together to produce proficient graduates. This process also forced us to ask where degrees started, as well as ended, and taught us how important advisers, librarians and other colleagues are to strong degrees.
The proficiencies and competencies outlined in the D.Q.P. provided us with a common institutional language to use in navigating these questions. The D.Q.P.’s guideposts also helped us to avoid reducing our definition of learning to course content and enabled us to stay focused on the broader framework of student proficiencies at various degree milestones.
Ultimately the D.Q.P. helped us understand the end product of college degrees, regardless of major: citizens who are capable of thinking critically, communicating clearly, deploying specialized knowledge and practicing the difficult soft skills needed for a 21st-century workplace.
While establishing these criteria in general education, we are teaching our students to see their degrees holistically. In our first-year program, called Connections, we engage students in becoming "intentional learners" who understand that a degree is more than a major. This program also gives students a conceptual grasp of how to use their educations to become well prepared for their professional, personal and civic lives. They can explain their proficiencies within and beyond their disciplines and understand they have soft skills that are at a premium.
While by no means a perfect model, what we’ve done at Utah State showcases the power of engaging faculty and staff as leaders to rethink how a quality degree is defined, assessed and explained. Such engagement couldn’t be more critical.
After all, if we are to change the culture of higher learning, we can't do it without the buy-in from those who perform it. Teachers and advisers want their students to succeed, and the D.Q.P. opens a refreshing conversation about success that focuses on the skills and knowledge students truly need.
The D.Q.P. helps give higher education practitioners an opportunity to do things differently. Let’s not waste it.
Norm Jones is a professor of history and chairman of general education at Utah State University. Harrison Kleiner is a lecturer of philosophy at Utah State.
My first political philosophy teacher was the great Joseph Cropsey who, when we came to a difficult problem in Plato, would sometimes exhort us.
“Courage,” he would say, knowing that we were tempted to quit, not only because Plato was a hard read but also because there was much in us, from vanity to laziness to fear, that resisted education.
Like Cropsey, Mark Edmundson thinks that education makes demands on a student’s character. In his 1997 Harper’s essay, “On The Uses of A Liberal Education: As Lite Entertainment for Bored College Students,” he retells the story of a professor who supposedly issued “a harsh two-part question. One: What book did you most dislike in the course? Two: What intellectual or characterological flaws in you does that dislike point to?” Edmundson admits that the question is heavy-handed but approves of the idea that teachers summon students to an encounter they may want to dodge. Students so challenged may skip the reading, or close themselves to what they read, or engage in other kinds of cheating.
I use “cheating” in the extended sense we use when we say our students are “cheating themselves.” James Lang, for the most part, means it more narrowly in in Cheating Lessons: Learning from Academic Dishonesty. But I thought of Cropsey and Edmundson as I read Cheating Lessons because Lang shies away from the question of character. Instead, his book is about helping “faculty members to respond more effectively to academic dishonesty by modifying the learning environments they [have] constructed.”
Lang, an associate professor of English at Assumption College, advances a “theory about how specific features of a learning environment can play an important role in determining whether or not students cheat.” Students who think learning is a means to an end take shortcuts. So a learning environment discourages cheating when it fosters “intrinsic motivation in our students,” rather than “relying on extrinsic motivators such as grades.”
Students encouraged to outperform each other on high-stakes assessments feel pressure to cheat. So a learning environment discourages cheating when it invites students to attain “learning objectives” and permits them to show that attainment in a variety of ways, with low-stakes assessments preparing the way for high-stakes assessments. Students who think assignments are impossible will find it easy to justify cheating. So a learning environment discourages cheating when it instills a “strong but realistic sense of self-efficacy.”
But Lang does not want teachers to think of themselves as academic honesty cops. The most “exciting discovery [he] made while writing” Cheating Lessons is this: “environments which reduce the incentive and opportunity to cheat are the very ones that, according to the most current information we have about how human beings learn, will lead to greater and deeper learning.”
Lang made this discovery, he writes, by looking at the “problem of cheating through the lens of cognitive theory.” For example, a teacher may think that giving frequent low-stakes assessments is a distraction from learning. Lang himself thought so until he found out “how little [he] knew about the basic workings of the brain.” The well-documented “testing effect” suggests that such assessments are not merely measures of learning but an effective means of helping students retain what they have learned.
Yet I balk at the very term “learning environment,” with its faint odor of antiseptic. Educators may use the term out of humility, placing themselves in the background and seeking not so much to teach as to place students in a situation in which they can learn. But the idea of a teacher as a constructor and modifier of learning environments merely shifts the teacher’s role from the front of the room to inside the control room, flipping switches and twisting dials, modifying conditions in the same way one might modify “the conditions of a laboratory,” in accordance with the latest learning theory. It is not obvious that this approach is humbler than that of Cropsey, who, while he stood in front of the room, nonetheless was visibly engaged in the same set of difficult and fascinating problems in which he sought to engage us. If we think of our students as subjects in our laboratory, to be manipulated and nudged toward desirable behaviors, how can we develop in them the qualities of character they will need to govern themselves in environments we do not control?
To be fair, Lang, who offers several exemplars of great teaching, is well aware that teachers are models, or even coaches, not just environmental technicians. But even when he profiles a teacher, Jim Hoyle, who plainly exemplifies for students both the joys and demands of work in his field, Lang is interested in how “the ways in which we communicate with students can also help them develop an appropriately gauged sense of self-efficacy.”
Hoyle, who has written his own book on teaching, indicates that there is something more going on when he describes his own role model, Vince Lombardi. Lombardi exemplified not only a way of communicating with athletes but a message, about “courage,” “determination,” “dedication,” and “sacrifice,” that Hoyle thinks “excellent ... for both teachers and students.”
Lang’s target readers “might feel uncertain about their ability to cultivate virtues in their students.” Lang himself reminds the reader that “you are not an ethics professor” and warns against haranguing. I assume Hoyle, like most sensible people, takes for granted neither his own virtues nor his capacity to foster them in others, and he does not, on Lang’s account, do much haranguing.
But Hoyle also seems to think that he need not be an American Philosophical Association certified moral expert to try to impart to students, as well as the readers of his book on teaching, the virtues that attend the best learning and teaching. The cultivation of such virtues may be a more effective spur to learning and antidote to cheating in its narrow and broad senses than the strategies, all of them useful, on which Lang focuses. As Peter Lawler has recently argued, teachers may do well to recall the “Aristotelian point” that “intellectual virtue depends on moral virtue.”
Admittedly, I cannot appeal to the social science literature on cheating that Lang has acquainted himself with to support that last set of claims. And I agree with him that teachers and administrators must not ignore what experiments can tell us about learning. It would be foolish to spend a dime on an academic integrity orientation before you have processed Dan Ariely’s finding that Princeton’s academic integrity orientation showed absolutely no effect on the likelihood that Princeton students would cheat on a math test two weeks after it ended. It would be foolish to ignore the results of the MIT experiment with a “studio model” for teaching physics, which dramatically reduced both cheating and the rate of failure in the course.
But Lang oversells what social science can tell us at present. For example, to support his argument that “performance oriented classrooms,” which emphasize “grades and competition among students,” encourage cheating, Lang cites a paper by Eric Anderman and Tamara Murdock. But Anderman and Murdock are more cautious than Lang because while “students report cheating more if they perceive the presence of a performance goal structure,” two studies find that “goal structure appears to be unrelated to cheating when a more objective method of assessing context is utilized.” The “extent to which teachers can reduce cheating by implementing” practices of the sort Lang recommends “is still unclear.”
Consider also Lang’s doubt that “hard punishments deter potential cheaters.” While Lang supports this claim in part by citing the work of Donald McCabe, Kenneth Butterfield, and Linda Trevino, they themselves have concluded, drawing on their own and others’ research, that “academic dishonesty is negatively associated with the perceived certainty of being reported and the perceived severity of penalties.” Similarly, Anderman and Murdock, in the same paper we have been considering, assume that “[f]ears of being caught and the perceived severity of the consequences for being caught are two of the most important deterrents to potential cheaters.”
Lang is still right to emphasize that “we have no incontrovertible evidence that harsh penalties deter cheating.” Moreover, I agree with him that an anti-cheating regime that focuses primarily on threats is unlikely to succeed. On the other hand, there is hardly a groundswell of support for harsh punishments. McCabe and his co-authors argue that the opposite is true: many faculty members have concluded that confronting cheating isn’t worth the trouble. How, they ask, “can we expect students to believe that cheating is a serious problem when faculty and others are reluctant to deal with cheaters ... when cheating receives minor consequences and, worst of all, when faculty look the other way?”
However that may be, Lang, as his discussion of the performance classroom shows, does not typically insist that evidence be incontrovertible before one acts on it. It is fine to set a high bar for accepting and acting on the results of social science research. But you can’t set a higher bar for approaches you are already inclined to disagree with than you set for approaches you are otherwise inclined to favor.
Jonathan Marks, author of Perfection and Disharmony in the Thought of Jean-Jacques Rousseau (Cambridge University Press, 2005), is associate professor of politics at Ursinus College. He tweets at twitter.com/marksjo1.