Female instructor using the computer to check email during office hoursOverview

Office hours and email provide students with the opportunity to ask in-depth questions and explore topics of confusion or interest that might not be addressed in class. Establish a few guidelines (e.g., reason for visit, how much time is needed, etc.) to ensure office visits are productive. Office hours should be posted in the syllabus and office door. 

The purpose of an office hour at the collegiate level is to provide students with dedicated time and space to seek personalized assistance, clarify course material, discuss academic concerns, and build rapport with instructors. It fosters ongoing communication, supports student success, and encourages a deeper understanding of the subject matter outside of regular class sessions.  

Office hours serve as an important mechanism for mentorship, guidance, and academic engagement, helping students feel supported and connected to their educators. For office hours, it’s recommended to set regular, predictable times, communicate the times and locations clearly via course syllabi or online platforms, and be flexible, when possible, to accommodate students’ schedules.  

Effective email communication emphasizes clarity, consistency, accessibility, and professionalism. For email, faculty and staff are encouraged to use clear, concise language, include relevant details, respond promptly—typically within 24-48 hours—and maintain a professional tone. It’s also helpful to specify preferred communication methods and times to manage expectations.  

In Practice Strategies 

Promoting Engagement in Office Hours 

Listen Well
For those with large enrollment classes, names can be a challenge. At the onset of meetings do your best to jot down names and phrases. Take notes and record details of the conversation to reference for future meetings. 

Mentorship
Use office hours to mentor students around college and career readiness. Students often ask questions related to majors, internships, and other career opportunities during office hours. Be open to sharing your own experiences, offering advice, or pointing students to resources, organizations, and networks. 

Offer an Office Hour as a Low Stakes Assignment
At the start of the semester, consider creating an assignment in which students sign up for and attend individual or small group meetings with you. This not only builds relationships between you and your students, but also makes students feel valued and heard.  

Online Office Hours
Handling online versus face-to-face office hours effectively involves adapting to the mode of communication while maintaining accessibility and engagement.  

For online office hours, consider using video conferencing tools like Zoom or Teams, scheduling sessions in advance, and encouraging students to prepare questions beforehand. Ensuring a quiet environment, good internet connection, and clear instructions on how to join the session help create a welcoming digital space. 

Tips: 

  • Use reliable platforms: Utilize Zoom, Microsoft Teams, or other university-approved video tools. 
  • Schedule in advance: Use appointment scheduling tools like Calendly or other university approved system to allow students to reserve times. 
  • Share clear instructions: Send detailed links and instructions ahead of time, including how to join and troubleshoot common issues. 
  • Encourage preparation: Request students to prepare questions beforehand to make sessions more productive. 
  • Maintain professionalism: Use a quiet, well-lit environment and dress appropriately, just like in person. 
  • Record sessions (if appropriate): With student consent, consider recording for students who can’t attend live. 

Face to Face Office Hours 

For face-to-face office hours, prioritize creating an approachable atmosphere, maintaining open body language, and being attentive to students’ cues. In both contexts, active listening, clear communication, and flexibility are key. Using a consistent structure, like scheduled hours or appointment bookings, can streamline both formats and make students feel supported regardless of the mode. 

Tips: 

  • Create an inviting space: Arrange a comfortable, private setting free from interruptions. 
  • Be approachable: Use open body language, friendly tone, and eye contact to put students at ease. 
  • Be flexible: Accommodate walk-ins and offer appointment slots if needed. 
  • Use visual aids: Have handouts, notes, or visual tools ready to clarify complex topics. 
  • Encourage questions: Invite students to share concerns and ensure they feel heard. 
  • Follow up: If a longer discussion or follow-up is needed, schedule a separate time or encourage email contact. 

Email Communication with Students 

Interacting with students via email should be specific, timely, and professional. Here are some guidelines for creating and communicating using email with students:  

  • Be Clear and Concise: Use straightforward language, state your purpose early, and avoid lengthy, convoluted messages. 
  • Use a Professional Tone: Maintain courtesy, respect, and professionalism regardless of the subject matter. 
  • Include Relevant Details: Specify course information, deadlines, or questions to help students understand exactly what you need. 
  • Set Expectations for Response Time: Indicate a typical timeframe for your reply (e.g., within 24-48 hours) to manage student expectations. 
  • Encourage Proper Etiquette: Remind students to use respectful language, include course information in the subject line, and proofread before sending. 
  • Use Clear Subject Lines: Make the email’s purpose obvious, such as “Question about Week 3 Assignment” or “Request for Appointment.” 
  • Be Responsive and Consistent: Regularly check and reply to emails to maintain trust and engagement. 
  • Respect Privacy and Boundaries: Avoid sharing sensitive information via email and set appropriate times for communication. 

 

References 

Center for Teaching Excellence, University of Florida. (2020). Online course netiquette guidelines [Word document]. 

Guerrero, M., & Rod, A. B. (2013). Engaging in office hours: A study of student-faculty interaction and academic performance. Journal of Political Science Education, 9(4), 403-416. 

Li, L., & Pitts, J. P. (2009). Does it really matter? Using virtual office hours to enhance student-faculty interaction. Journal of information systems education, 20(2), 175-186. 

Faculty Focus. (n.d.). Office hours. Faculty Focus | Higher Ed Teaching & Learning.  

Resources 

  1. University of Florida Office of the Provost, “Office Hours Guidance”.  
  2. Margaret Walsh, Ph.D. (Faculty Focus): How to Make the Most of Your Office Hours 
  3. Maryellen Weimer, Ph.D. (Faculty Focus): Office Hours Alternative Resonates with Students 
  4. Jennie M. Carr, Ph.D. (Faculty Focus): Two Tips to Increase Students’ Use of Office Hours