Technology provides a rich source of methods through
which one can communicate with students and the choices appear
to increase each year. The key question then becomes not "How
can I communicate" but rather "What is the
most appropriate method for communicating?".
The answer to the appropriate method question looks
at issues like the timeliness of delivery, what type of information
is being communicated (short message, long files, etc.), number
of people to receive it, the frequency with which the names fluctuate,
and the security and privacy issues associated with the communication.
So your next question might be "Why do I have
to make it so complicated? I just want to send them a message
(or a file)."
Quick Answers: (Which may not
always be the "best" answer - Contact the HelpDesk if
you are unsure of the best method to use.)
Action
System
Things
to consider
Email a note to my
class using Regular Email
Use Pipeline
Select the "My Courses" tab
Click the name of class section
Choose the Email link
in the left column
Click the"Select All" box
Compose button
Add any additional addressees
to receive the message, like departmental secretaries
or teaching assistants for example
Write your message
Send
Note: If you want to send to only a few
students you can check mark the individuals you want
to receive the message.
This method also works for Pipeline's
User Groups.
Student email inboxes may
be full and your message may "bounce". Students
may not receive the message if the amount of time for them
to react is extremely short.
Are you contributing to the problem
of overly stuffed in-boxes by using email in place
of more appropriate methods?
If overly full in-boxes is a problem, consider
using GeorgiaVIEW Vista mail or announcements, or Pipeline
group / class announcements, or GeorgiaVIEW or Pipeline
discussion boards to communicate and consider using file
repositories in GeorgiaVIEW Vista, Pipeline, Confluence,
or the network for the distribution of files/attachments.
Mail a specific group
people
For
one time use:
Add each individual's email address to
the "Send To" line using any Email program.
For infrequent contacts with a group:
Create a "distribution list" within
your mail package.
Create a "mail merge" list
using Excel and Word.
For
frequent, low-maintenance, contacts:
Create a (majordomo ) mailing list so that
you can send the information to a single address which
is then re-distributed to the appropriate person. This
method works well for combinations of ASU people and non-ASU
people, such as community leaders or contacts.
(For ASU people only) Create a user group
that will give you easy access to email addresses as well
as other methods for communications. That would allow you
to treat your group like a "class" for Pipeline-based
communications, including announcements, news, discussion
boards, etc..
Watch out for typing errors!
Distribution lists do not easily transfer
from one email program to another.
"Lists" of addresses can become
quickly outdated. Addresses are relatively easy to maintain
in Excel and Word allows you to generate unique messages
without regard to the address. Word also has filtering
capabilities so that it will only select people matching
specific criteria from within your list of addresses.
Using a majordomo (brand-name) mailing
list allows for people to maintain their own "subscriptions" and
reduces the need to one single person to originate messages
to an entire group.
For non-time-critical communications, consider
alternative sources of communication that don't involve
the email system, like discussion boards, wikis, blogs,
rss feeds, etc.
Handling
Attachments:
Attaching a file to an email message is convenient,
but it may not be the most appropriate method of communicating.
Contact the HelpDesk if
you are unsure of the best method to send a file.
Common mis-uses of email attachments:
Using an attachment so that the receiver will see
a "pretty picture", a picture of an invitation,
or a poster.
Why is this a mis-use? Such
attachments require the reader to do something different
to view the file and they take up considerable storage
space or extra transfer time. Consider: 500 people receiving
your email means 500 copies of that "pretty" file,
usually large in size, placed into in-boxes within the
mail system. If you created the picture, invitation,
or poster in a specialized format, the user may have
difficulty seeing it.
What other choices do I have? Place
the file in a commonly used format, such as a PDF file
or a gif, png, or jpg image file, and place it in an
accessible location, such as a Web site or within a common
application, and then e-mail the
link to people. Storage needs are reduced and
so are viewing difficulties. If the viewing of the file
needs to be limited to specific people, the HelpDesk
can help you evaluate the audience and recommend a placement
solution.
Sending one page text-based Word documents that do
not require precise formatting.
Why is this a mis-use? It
requires the reader to launch another program to see
something that simply needed words and paragraphs - something
the body of an email message is well equipped to handle..
What other choices do I have? When
you are crafting a message, depending upon your mail
program, it might be easier for you to work in a program
you are very familiar with, like Word. However, instead
of attaching the file, copy and
paste your text into the body of the mail message.
You get your ease of creating and the reader gets the
ease of reading.
Sending large files, especially media (audio or video
files) or huge documents.
Why is this a mis-use? The
sending of huge files can dramatically slow down a mailing
system's checks and balances for transmission affecting
all users of the system. Not all mail systems are set
to pass through large files; the specific size is a local
setting. If more than one person will be receiving the
file, storage of multiple copies of the attachment can
clog storage systems. The individual's inbox may be overwhelmed
by the size of the attachment.
What other choices do I have? Place
the file in a commonly used format, such as a PDF file
or a gif, png, or jpg image file, and place it in an
accessible location, such as a Web site, a podcasting/media
server, or a file repository, and then e-mail
the location to people. Storage needs are reduced
and so are viewing difficulties.
Appropriate use of attachments
Sending small to medium-sized files with specific
formatting needs, like spreadsheets, publishing layouts, complex
tables, or diagrams.
Email
versus Mail - What's the Difference?
The phrase "Email" has come to mean the
standardized mailing system through which messages are passed
over the Internet. Internet Email messages are generally read
by a wide variety of programs, such as Outlook, Pipeline, VersaMail,
etc. .
"Mail" messages may refer to a messaging
system that does not make use of the standard Internet email
system. For example, GeorgiaVIEW Vista has a "mail" system
that processes messages between students, faculty, and related
personnel. The messages are considered "internal" because
they weren't designed to leave the GeorgiaVIEW system.
As a convenience for users, GeorgiaVIEW Vista will
allow a copy of messages you receive to be forwarded to your
Internet email address. However, to "reply" to the
message, you must enter the GeorgiaVIEW system and use their "Mail" system
to reply.
While the "closed system" may seem archaic
for some, others appreciate the capability of keeping their messages
to and from students separate from the "clutter" of
the Email Inbox. One value of the GeorgiaVIEW system is that
messages are never "bounced" as undeliverable because
of an over-full Inbox. Additionally, reading messages within
GeorgiaVIEW is a "tracked action" which means there
is both an audit trail and a backup system if the need arises.
Discussion
Boards, Chat Rooms, and Instant Messaging
Discussion boards are good ways to keep classroom
discussions going or to provide student-to-student communications
inside on-line courses. They allow for the posting of a message
and a response capability that allows others to make comments
to that message.
Students may review and reply to discussion messages
at any time, so it no longer matters that they work until 11
or only have the early morning in which to read.
In the world of communications, this is known as "asynchronous
communication" meaning that the participants
don't have to be "talking" together at the same time.
The opposite of "asynchronous communication" is "synchronous
communication". With synchronous communication,
all communicating parties must be using a computer at the same
time to communicate. Late-comers typically do not see the conversation
that occurred prior to their arrival.
Synchronous communication takes several forms but
is most commonly found as "chat rooms" and
as "instant messaging". In general "chat
rooms" are more formalized and may involve large numbers
of people and, in general, "instant messaging" is
more informal and the number of people included in the conversation
is very small. Some instant messaging system will allow for communication
only between 2 individuals.
In both, brevity of message is important and the
rapidly typed flow of ideas can be disorienting to a novice.
Occasionally, a fast typist can steer the conversation away from
one topic while someone else is still typing their response to
a question, resulting in several Mini-conversations occurring
at the same time.
I have participated in a few classes that used
just a chat room to present materials to the "students".
While it worked, the method is generally more conducive
to smaller sized classes (20 or less) than it is for larger classes
(80-or more).
Class-based chat rooms are available through Campus
Pipeline and through GeorgiaVIEW Vista . Both systems
include a shared "whiteboard" on which ideas may be
posted by the participants.
GeorgiaVIEW Vista will allow
the faculty member to specify that a log is to be kept of chat
room messages and to make that log available later as a file
for student study.
GeorgiaVIEW Vista will also
allow discussion boards or chat rooms to be restricted to specific
groups of students, making it possible for students to do small
group work without physically meeting.
Instant messaging systems don't
always make use of the computer, some use cell phones and cell
phone "instant messaging" is often referred to as "texting".
GeorgiaVIEW Vista has an instant
messaging system known as "Who's Online".
The initial "MyWebCT" page will show you if anyone
in your class is currently working within the system. Clicking
on the name of the class, in the Who's Online section, will
allow you to send someone an on-screen invitation to chat.
The system also allows you to set your status as "invisible" to
others or as "visible but unavailable".
Other computer-based instant messaging systems
include MSN, Yahoo, and AOL. When a person starts up their computer
system, the instant messaging system loads announcing their presence
to any of the "friends" they have designated.
Instant messaging today is "media-rich" in
that it can usually handle sounds (voice or music) and video
- most often produced a a small camera, a "Web-cam" that
is designed to show clearly only the person sitting in front
of the computer. Sound and video may be turned off by individual
participants.
Telephones
and Cell Phones
Telephone is a culturally accepted method of communication.
We have learned how to judge the context of words by tone of
voice. Is it sarcasm? Do they really understand? These clues
are missing from text-based communications.
However, telephone communications work best only
with limited numbers of people (3 or less) or with a highly structured
agenda, often known as a "conference call". Otherwise
mass chaos erupts and the conversations get frustrating.
From a technical and a budget standpoint, conference
calls can be problematic as well. Connecting large numbers of
people into a single telephone call requires expensive bridging
equipment that is not available on campus. Conference calls must
then be contracted with providers of that service, usually at
substantial costs.
Additionally, you may or may not, depending upon
your contract, have a recording of the conference call.
Cell phones have the same limitations but they
often have other capabilities as well, such as text messaging
or sending and receiving email.
The Internet and video viewing capabilities of
newer cell phones has sparked an interest in using cell phones,
and other mobile devices, as "mobile learning devices".
The small, and not yet standardized, size of the screen means
that individuals who develop mobile learning pieces must be
creative in how material is presented. Contact Instructional
Services if you are interested in taking this approach.
It is wrong to assume that calling a cell phone
number means that a person is reachable. Cell phone signals are
not ubiquitous and cell phones can be, and should be, at times
turned off to avoid distractions to those around you.
CAUTION: If you have telephone
or cell phone numbers for your students, you must protect that
as confidential information. Do not reveal a person's telephone
number without the permission of the owner.
Web
Conferences
It has become expensive to meet as a group - even
as a class. Web conferencing has been gaining popularity as a
means to meet without having to gather in a single physical location.
Web conferencing software may permit any or all
of the following: voice communication, slide presentation, polling,
whiteboard, application sharing with or without manipulation
by participants, and display of "live" video.
Most full featured Web conferencing programs, such
as Wimba's Live Classroom, or Elluminate, require a yearly investment
and are priced in terms of either a maximum the number of participants
or, in the higher education field, by the number of full-time
equivalent students. Both Live Classroom and Elluminate are being
used throughout the University System and the use has directly
replaced some meetings.
For example, the institutional administrators for
the GeorgiaVIEW Vista system meet each Friday morning for a review
of what has happened during the last week, a look what will be
happening in the upcoming week,and to participate in future planning.
Typically, the number of people in this meeting runs close to
45. Each person has a chance to speak, expressing concerns, asking
questions, and sharing success stories related to the use of
the GeorgiaVIEW system.
At Augusta State, because no faculty members have
requested a Web conferencing solution, no system has been contracted.
You can, however, register for and receive free
Web Conferencing services from other Web service providers. Two
such providers are listed below. Their services are free in the
hopes that you will be tempted to take advatange of the additional
capabilities found in their for-money versions.
Elluminate: A 3-person "meeting
room" is available from Elluminate.
Elluminate's free v-room may make it possible for you to
hold office hours online or to provide a tutoring environment.
Most significantly, it would
also allow you to "bring in" to the classroom experts
that would not normally be available because of the travel
involved. The expert could be on one end of the connection
and your classroom could be the other end of the connection.
Note: The free Elluminate v-room, does not allow
you to archive sessions for later viewing.
DimDim: A free 20-person "meeting
room" is available from DimDim.
DimDim allows archiving sessions which make it possible to
review the information later. This choice has a streamlined
interface, specifically designed for ease-of-use. While it
lacks some features, like the full-featured polling that
is found in Elluminate, the archiving capability and size
of room is significant. Some basic feedback from students
could be obtained using the mood and emoticons that are available
within DimDim.
If you decide to take advantage of these services,
or the services of other Web-based providers, please let Instructional
Services know. That information is important so we can be certain
you receive information we believe would interest you.
Blogs
The term "blog" is short for "Web
log". It has become a form of public diary
or running commentary that, typically, allows for the readers
to respond to the writing. A blog "entry" usually has
a specific date-time and is generally regarded as a short-lived
item.
Blogs are being used by online newspapers and magazines
for routine columns or for customer feedback. But it doesn't
stop there.
Is there an "expert" nearby, or someone
quick with the written word? Do you have rapidly changing information?
There you have a potential "blogger".
See the "Student Diaries" link on the
ASU home page for some examples of student writings.
Academically, the most fascinating blogs I've read
have been ones that take you on a journey through a student learning
experience, such as a study abroad program or an exploration
of a different time period or culture.
Internal to a class, a blog can be used to reflect
on the material being learned. This is highly successful when
there are diverse points of view or to when you want to follow
the progress of something.
It can provide insight that might otherwise not
be seen.
Our group met today - first time. Guess you
can say Bri is the leader. She set up the meeting and kept
asking who was going to do what. Like I care? I just wanted
someone to tell me which part was mine. I ended up with the
history part. Boring. Guess I'll work on it Saturday before
I go to work.
The uses of a blog are as numerous as the
creativity of the people who blog.
Information
Technology Services is preparing a
blogging tool, WordPress, for release as "ASU Voices".
Additionally, GeorgiaVIEW Vista will have a blogging
tool available when we convert to version 8 which is scheduled
for teaching Summer 2009. If you are interested in having a blog,
please contact Instructional Services, 706-737-1484.
Augusta State is working on a local implementation
of a blog . Faculty members who are interested in
using this tool, please contact Instructional Services, 706-737-1484.
Collaborative
Writing
Collaborative writing allows for students to write
as a team. Traditional methods of developing a group report,
for example, would require a "writer" to whom all the
pieces and parts of the report would be submitted. The writer
would then compile the pieces in the right order and work through
the report to develop a consistent tone, correcting grammar,
etc.
Collaborative writing is much more fast-paced and
process-oriented. All those involved in the report, the "group" or "team",
can either write a page, change a page, or comment on the progress
on the page. They get to see the pieces others are writing as
the writing evolves and not just "at the end" when
it is too late to help inform the process.
A "wiki", from the Hawaiian word for "quick",
is a collaborative writing program that makes use of the Web
to provide the inter connectivity of the team. While wikis can
contain "blogs", often called "news", the
principal strength lies within the collaborative editing of pages.
You may wish to view this video by Common Craft. "Wikis
in Plain English."
Augusta State has a wiki, named "The
Oak", available. Faculty members who are interested
in using this tool, please contact Instructional Services, 706-737-1484.
Resources about using a wiki as a communication
and learning tool:
This
paper from EDUCAUSE's ELI (Electronic Learning Initiative)
highlights an employment of the wiki, Confluence, in an academic
environment.
