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Electronic Mail (E-mail)

E-mail is a primary mode of professional communication. Each student will receive an Institute email address. Students are responsible for checking their Institute email frequently, including while on breaks and between semesters. The Institute address will be the only email address used by faculty and administration to communicate with the student. Students may expect a faculty member to respond within 72 business hours of an email communication, except in circumstances when the faculty member is out of the office. The faculty member will then identify a contact person for inquiries that require an immediate response.

It is expected that students take initiative and professional responsibility to read and respond to email from faculty, staff, and CI/Fieldwork Supervisor. Guidelines for response time to reply to emails:

  • Within 24 hours for absence/missed class or fieldwork
  • Within 24 hours for late assignments

Within 72 business hours, or, identified “due date” for program business and communication

Students should be advised that non-verbal communication is missing in email. It is important to consider the impact of the written word on the receiver. Below are some guidelines for professional behavior regarding composing and sending email:

  • Don’t overuse the “flag”
  • Don’t write when you are angry (wait 24 hours)
  • Ensure professional use of salutations (e.g., Dear Dr. XX or Dear Sir / Madam)
  • Proofread
  • Know when and when NOT to reply all, cc, bcc
  • Remember that non-verbal communication is missing
  • Be careful with sarcasm & jokes
  • DON’T SHOUT!
  • When unsure about an email, entering the email address should be your last step so that you can’t

    accidentally send it too early

  • When replying “all,” please be aware who is on the distribution list. Your message may not be intended

    for all.

  • Be aware of timing and importance. Don’t expect immediate replies.
  • Don’t overwhelm anyone with 20 questions or major requests. If the length of the email is excessive, consider setting up a time to meet with the individual to cover more extensive topics.