In the professional writing classroom, a key issue is the student’s name and the way(s) we refer to them. What do you do if the student’s preferred name does not match the name on the class roll? When we call the roll in class, are we potentially outting students? Are the pronouns that we choose appropriate? The way we address these issues can determine whether the student feels comfortable in the classroom.

My solution is to stop using the roll on the first day of class. Instead, I set up a Google Form that requires students to login with their Virginia Tech PID and password. By collecting this information, I can match students to the names on the roll and figure out who is in the classroom. In the survey, students answer questions that tell me their preferred name, pronouns, and anything else they want me to know. By working through the survey, I can ensure that when I call roll in subsequent classes, I use the names people prefer.

Additionally, students need to know how to change the name that appears with their work in Canvas. It doesn’t do any good for me to use the right name if the CMS outs students anyway. The Canvas Help on How do I change my User Settings? provides the instructions. I just need to make sure students go in and make changes.

In the end, the survey and the CMS instructions help everyone in the classroom. Anyone who wants to use something other than a legal name has a way to tell me and to make sure that we all see their preferred names in the class.

I encourage you to watch the entire ‘Ask Me’: What LGBTQ Students Want Their Professors to Know video or read the Video Transcript to learn more about ways we can support these students. It’s definitely worth your time.

[Photo credit: Hello My Name Is, by PhotographingTravis on Flickr]

Example Policies

You can check the syllabus for any of my courses for my exact phrasing. Generally, I include a policy for each of these topics:

• Communication Guidelines (email address and response times)
• Online Office Hours
• Participation (with details on who to contact for absences)
• Work Guidelines (Honor System and Principles of Community)
• Late Policy
• Religious Holidays
• Backups
• Equal Access and Opportunity
• Grading

And if that’s not enough, I plan on adding a Class Cancellation Policy the next time I teach. You can find more information about policies in the Virginia Tech Faculty Handbook section “Chapter 09 – Instruction-Related Policies.”

Why It Matters

Let me share a story from this term to demonstrate the value of spelling everything out ahead of time. About mid-April, I received an email from a student who had never submitted any of the major projects in my tech writing class. It was my first direct contact from the student. Fortunately, I was able to pull out the class syllabus and point to the specific policies that governed the situation:

• You must complete all major assignments and requirements in order to pass this course.
• You will receive a zero for any work that is not submitted by the deadline.There are no extensions on deadlines. [Note that I have a very generous late policy]
• Class participation in online forum discussions and in all assignments is required.
• If you miss a deadline because of an illness, death in the family, or family emergency, see the Student Advocacy page from the Dean of Students Office for details on how to document the situation.
• If you have an issue that affects your ability to complete the course, you may qualify for Academic Relief. For personal medical issues, contact the Schiffert Health Center, and for psychiatric or psychological issues, contact the Cook Counseling Center.

These policies covered me when I had to justify why the student could not pass the course at this point in the term. Admittedly, I include a lot of policies on my syllabus, but I have learned from situations like this one that a lot of rules up front saves me from a lot of frustration later in the term.

Discuss Substitute Instructors
The English Department requires you to find a colleague who can cover your class in the case of an emergency. Explain to students that if you cannot make it to class for some reason, this substitute will teach the class in your place. Students are quite used to substitutes from their high school days, so you will not need to provide much more information.

Explain Your Cancellation Notification System
Be sure to include a policy on your syllabus that explains how you will let students know if you will not meet in the classroom. You might be meeting elsewhere on campus (like the library), asking students to work online, or conferencing with students in your office. Tell students how you will let them know to ensure there is no confusion in these cases.

I include notifications on the class calendar and in daily reminders on the class website during the days leading up to the special sessions. In the case of last-minute changes, I send out notifications using the Announcements tool in Scholar. I advise students to always check their email before coming to class to make sure they know of any changes.

What If I’m Teaching Online?
Fortunately online classes don’t have set meeting times, so you will never need to cancel a session. That said, it’s helpful to let students know how you will let them know of any changes to the schedule . An Announcement in Scholar will usually take care of the situation.

Why All This Bother?
Obviously, clear communication helps a class run smoothly. That’s not the only reason however. You never know when someone will disrupt your plans. As I explained in this post, a recent conversation on the Writing Program Administrators Discussion list (WPA-L) dealt with a student who wrote a “Class cancelled” message on the board, and others in the course believed the message and left. Even without jokesters, students can be confused by a note taped to the classroom door or a message on the board from a previous class.

Explaining your policy in advance will ensure that no one is confused by a random sign posted on the classroom door or a note scribbled on the board. While you’re at it, talk about how you will let the class know about changes in your office hours as well. It will save you time and help you avoid problems during the term.