University Experience SSTP – Key Points

Professional Communications

Email Writing and Professor and Peer Relationships

York Professionalism

University Expectations

  • York University expects a high degree of courtesy, mutual respect, and active cooperation between students and instructors. This fosters a productive learning environment and ensures the smooth operation of academic activities.

  • Both students and instructors share significant responsibility for maintaining an appropriate, respectful, and academically focused atmosphere. This includes adherence to university policies, respectful communication, and engagement in course material.

Why Professionalism Matters

  • Cultivating professionalism builds valuable rapport with professors and peers, which can lead to significant opportunities such as strong letters of recommendation for graduate school or employment, valuable networking connections, personalized academic and career advice, and deeper insight into your program of study and potential career paths. This rapport is a key component of a successful academic journey.

Communication with Professors

— Choosing the Right Channel

  • Options for communication include email for formal or less urgent queries, office hours for in-depth discussions or complex questions, and brief in-class questions for immediate clarification.

  • It is crucial to match the chosen communication channel to the complexity, urgency, or sensitivity of your query. For instance, an administrative question about a grade might be best for email, while a conceptual question about a tricky topic is better suited for office hours.

— Email Etiquette

  • Always treat every email message to a professor or TA as a formal, professional exchange, similar to communicating with a future employer.

  • Greeting: Begin with a formal greeting such as “Hello Dr. [Professor’s Last Name]” or “Professor [Professor’s Last Name]”. Avoid informal greetings like “Hey” or “Hi.”

  • Closing: Conclude your email with a polite closing like “Sincerely,” or “Best regards,” followed by your full name. It is also helpful to add your student number, especially for administrative inquiries, to help the recipient identify you quickly.

  • Institutional Account: Always use your official university email account. This ensures your email is recognizable and less likely to be filtered as spam, and it helps maintain privacy and security.

  • Informative Subject Line: Include a clear and informative subject line that immediately conveys the email’s purpose, such as “Course Code - Your Name - Question about Assignment 1” (e.g., “ADMS 1000 - Jane Doe - Question about Midterm Policy”). This helps the professor prioritize and organize their inbox.

  • Clarity and Conciseness: Write in clear, complete sentences, avoiding slang, text-speak, or emojis. Get straight to the point but provide enough context for your question to be understood. Avoid overly casual language.

  • Specific Questions: Be concise and ask specific questions only after you have thoroughly checked the course syllabus, the course website (e.g., Moodle, Canvas), and any provided FAQs. Many common questions are already answered in these resources.

  • Proofreading: Before sending, meticulously proofread your email for tone, spelling, grammar, and punctuation. A well-written email reflects your attention to detail and professionalism.

  • Response Time: Allow at least one to two full business days (excluding weekends and holidays) for a reply. Professors often have a high volume of emails; if you don't hear back after this period, a polite follow-up is acceptable.

— Office Hours

  • Do:

    • Prepare Questions in Advance: Maximize your time by outlining specific questions or topics you wish to discuss. This demonstrates respect for the professor's time and ensures you get the information you need.

    • Introduce Yourself: Begin by introducing yourself and mentioning the course you are in, as professors teach many students across various courses.

    • Seek Clarification Early: Use office hours for in-depth clarification on complex concepts, discussing assignment feedback, seeking career guidance, or discussing potential recommendation letters well in advance of any deadlines.

    • Non-Contact Greeting: Use a respectful non-contact greeting (e.g., verbal hello, a nod) when entering the office, especially in a post-pandemic environment, adhering to current health guidelines.

  • Don’t:

    • Syllabus-Level Questions: Avoid asking questions that are explicitly answered in the syllabus (e.g., “When is the midterm?”), as this indicates you haven't done your due diligence.

    • Arrive Unprepared: Don’t show up without a clear agenda or specific questions, hoping the professor will just tell you what you need to know.

    • Wait Until the Last Minute: Do not wait until the day before a major assignment or exam to seek help or clarification, as professors may not have the capacity to provide adequate support on short notice.

Lecture Conduct

  • Do:

    • Arrive on Time: Arrive punctually and be settled before the lecture begins to avoid disrupting others.

    • Listen Actively: Pay full attention to the lecture, take notes, and engage with the material. This shows respect for the instructor and your classmates.

    • Raise Your Hand: If you have a question or wish to contribute, raise your hand and wait to be acknowledged before speaking.

    • Contribute Thoughtfully: When speaking, ensure your contributions are relevant, concise, and add value to the discussion.

  • Don’t:

    • Device Disturbances: Ensure all electronic devices are silenced or on vibrate. Refrain from taking calls or engaging in loud conversations.

    • Social Media/Non-Course Browsing: Avoid browsing social media, checking emails, or engaging in other non-course-related activities on your devices, as this is distracting to both you and those around you.

    • Talking Over Others: Do not interrupt the professor or your classmates when they are speaking. Wait for your turn.

    • Packing Up Early: Do not begin packing your belongings before the lecture has concluded, as this creates noise and signals disinterest.

    • Repeated Late Entry: Avoid habitually entering the lecture theatre late, as it causes significant disruption to the class and the instructor.

Communication with Classmates

  • Engaging in professional and respectful dialogue with classmates is essential. It can foster valuable friendships, facilitate the formation of effective study groups, and build a foundational professional network that extends beyond your academic career.

  • When using course-related social-media spaces or online forums, maintain a respectful and constructive tone. Any hostile, insulting, or inappropriate posts can be reported to the university and may lead to disciplinary action.

  • When requesting notes, study help, or other information online from classmates, always stay courteous and avoid making critical or disparaging remarks about instructors or the course, as such comments are unprofessional and unhelpful.

Online Classroom Etiquette

  • Do:

    • Follow Posted Schedule: Adhere strictly to the posted schedule for live sessions. If a session is recorded, view or attend it promptly to keep up with the course progression.

    • Utilize Built-in Features Politely: Use features like the “raise hand” option, chat function, or Q&A tool to ask questions politely and concisely. Avoid spamming the chat or asking repetitive questions.

  • Don’t:

    • Unauthorized Webcam/Mic Use: Do not activate your webcam or microphone without explicit permission from the instructor. This respects privacy and prevents unintended disruptions.

    • Inappropriate Chat Comments: Refrain from posting any off-topic, disruptive, offensive, or inappropriate comments in the chat. The chat is for course-related communication only.

Handling Technical Issues

  • Self-Troubleshoot First: Before seeking help, first confirm that the problem is not on your end by checking your internet connection, device settings, microphone/camera permissions, and software updates. Many issues can be resolved with basic troubleshooting.

  • Notify Instructor: If a genuine technical issue persists and prevents your participation, notify your instructor discreetly (e.g., via private chat if available, or a quick email after the session). Understand that professors typically cannot provide immediate technical support during a live session, as they are focused on teaching. Be patient and follow up with the appropriate IT support if needed.

Presentation Skills

Developing an Effective Presentation

To deliver information clearly and appealingly, focus on:

  • Content Development: Structure your presentation logically.

  • Visual Aids: Supplement your presentation effectively.

Content Development Steps

  1. Brainstorm:

    • Identify ideas.

    • Note gaps requiring external research.

    • Use reliable sources like books, government websites, or academic journals.

    • Avoid unreliable sources like Wikipedia.

  2. Organization:

    • Create an outline.

    • Use mind-maps to connect ideas.

    • Remember "BABE" when structuring your presentation:

    BABE: Beginning, Announce, Body, End

    • Beginning:

      • Grab attention.

      • Greet the audience.

      • Introduce yourself and your topic.

    • Announce:

      • Present your outline (3-4 key points).

    • Body:

      • Deliver the main content logically.

    • End:

      • Recap the main points.

      • Thank the audience.

  3. Cue Cards:

    • Transfer information to cue cards or a single sheet.

    • Use bullet points for quick reference.

    • Avoid writing an essay or reading from a script.

  4. Time Management:

    • Know the expected presentation length.

    • Plan accordingly to fill the time.

    • Have backup slides, if needed.

    • Avoid including too much information.

Creating Visual Aids

  • Supplement your content with visual aids like:

    • PowerPoint

    • Prezi

    • Posters

    • Charts

    • Demonstrations

PowerPoint Tips

  • Keep slides simple and uncluttered.

  • Use 1-2 slides per 1-2 minutes of speaking.

  • Use a large font size (25-30) for visibility.

  • Use color and contrast effectively (avoid light font colors like yellow).

  • Adhere to the principles of universal design.

Preparing for an Effective Presentation

Proper preparation ensures a smoother presentation, even with nerves.

  • Know your topic well.

  • Practice out loud.

  • Time yourself (speaking pace increases during the actual presentation).

  • Practice in front of a mirror or with an audience for feedback.

  • Number cue cards in case they fall out of order.

  • Ensure comfort with the chosen technology.

  • Have a backup or hard copy of your presentation.

Managing Presentation Anxiety

  • Practice!

  • Challenge unhelpful thoughts.

  • Don't panic if you lose your place.

  • Look confident, even if you don't feel it.

Delivering an Effective Presentation

With your presentation created, visual aids prepared, and practice completed, focus on delivery.

  • Be aware of your non-verbal communication.

  • Make eye contact with the audience.

  • Take time to think during your presentation.

  • Pay attention to your volume.

  • Speak clearly for easy understanding.

  • Avoid a "stilted" lecture.

Effective Studying and Myths of Multitasking

TBD

Maintenance of Academic Integrity

TBD

Academic Reading and Note-Taking Strategies

TBD

Academic Writing and Research Strategies

TBD