Internal Communication Guidelines within the University

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Internal Communication Guidelines within the University

This document is designed to help you communicate clearly and politely with members of staff at the University. In the First Year, this will probably be your tutors and the First Year Office; in subsequent years this will include your lecturers and your personal tutor and your Divisional Office.

Using Email.

•  Remember to start your message Dear XXXX and finish it with either Yours sincerely or Regards followed by your name.
•  Organise your message into paragraphs. These should include an introduction, where you say why you are writing. Also remember to include any relevant background information that will help your reader.
•  Make it clear what the purpose of your email is. Are you requesting information, passing on information, etc?
•  Use the ‘subject’ window in your email to inform the reader what you are communicating about.
•  Be polite! Remember to request help or an action; don’t demand it.
•  Unless told to contact a member of staff directly, it is usually better to direct messages to the appropriate office, eg the First Year Office, the Divisional Office, etc.
•  Staff members have the right to ignore messages which they feel are not polite or are too unclear. It is your duty to ensure that this is not the case with your emails.

Telephoning a member of staff.

•  Remember to introduce yourself and explain why you are calling.
•  The person you are calling might be busy when you call. IF this is the case they will tell you ring them back at another time, visit their office or contact them by email.
•  Unless told to telephone a member of staff directly, it is usually better to call the appropriate office, eg the First Year Office, the Divisional Office, etc.

Talking after a class or seminar.

•  Sometimes the person you want to talk to will be too busy to talk. If this is the case, arrange a time when you can visit them in their office or another place to talk.
•  Don’t crowd around anybody or touch them when talking – people like to maintain their ‘personal space’.

Visiting a member of staff’s office.

•  You should not visit an office outside of normal office hours as if a member of staff has started work early or is working late, it is usually because they are busy on a particular project and do not wish to be disturbed.
•  If members of staff have posted times they are available outside their office, only visit during those times. This is very likely with visits to Personal Tutors.
•  Always knock and wait for permission to enter an individual’s office.
•  If you have not made an appointment, the person you are visiting might be busy and ask you to come back later.

Visiting the First Year Office or Divisional Offices.

•  Students must always be polite to the administrative staff. Rudeness to any staff will not be tolerated.
•  Students should obey instructions given by administrative staff to ensure the smooth running of the university.
•  You should remember to queue properly when waiting to be dealt with in any office.
•  English should be used to communicate with administrative staff as this is the language of university life here at the University. The more you practise, the better your English will become.


PS. To avoid problems, the name of the university is taken the place by the words \"the University\"

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