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.
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.
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 (a.k.a. WebCT) 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 (a.k.a. WebCT). 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.
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.
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.
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 (a.k.a. WebCT) 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, 706-7737-1484.
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, 706-7737-1484.
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.
Last reviewed on
August 26, 2008
by <makins>.
Key words: Instructional Services,
chat, discussion boards, email, attachments, blogs, wiki, majordomo
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of the University System of Georgia (USG)
Augusta State University • 2500 Walton Way • Augusta,
Georgia 30904 - 2200
A member of the University System of Georgia
Augusta State University • 2500 Walton Way • Augusta, Georgia
30904 - 2200
Last Modified:
August 26, 2008
by
csvmja
