Emailing Wallace, everyone except currently enrolled students

Please just email me at jwallace@berkeley.edu. If I haven't answered it is almost certainly because the email was so interesting I set it aside to find a good time to answer, then it got lost in the flood of incoming emails, or you just happened to contact me at a particularly busy time and it just wasn't possible to answer. I try to avoid this. Apologies ahead of time.

Emailing Wallace, students currently enrolled in one of my classes

jwallace@berkeley.edu

Above all, I want you to feel that you can email me anytime! But please read the below. It can help connect us more quickly and frequently.

Subject lines

There is a powerpoint on this web site that animates some of what is described below. I sometimes show this during orientation, but it is there to review at anytime: here.

I am very strict about subject lines when assignments are being submitted electronically. I have developed a system that sorts incoming emails to help me quickly determine if everyone has submitted and to help me notice emails from students who are encountering problems. You do not need to use this system when emailing me irregularly, but if you do, your email stands out a bit more than others in my often very busy in-box.

Here's the basic setup (notice that only the yellow columns change):

course number	under- line	assignment tag	under- line	LASTNAME	under- line	Firstname	under- line	keyword
*could be J7A, J7B, J155, EA105, etc. this uses J7A as an example				*putting your last name in block letters helps me alphabetize rapidly		*please use the first name you gave me on the info sheet at the beginning of class		*required for some assignments; it will be stated on submission instructions or schedule
J7A	_	RP01	_	SUZUKI	_	Annie	_	genji
J7A	_	S01	_	SUZUKI	_	Annie
J7A	_			SUZUKI	_	Annie		question
J7A	_			SUZUKI	_	Annie		finalgrade

The resulting email subject lines will look like ...

J7A_RP01_SUZUKI_Annie_genji

J7A_S01_SUZUKI_Annie

J7A_SUZUKI_Annie_question

J7A_SUZUKI_Annie_finalgrade

Notes

THERE ARE NO SPACES EVER IN ANY PART OF THE SUBJECT LINE, USE UNDERLINES INSTEAD PLEASE
"Annie" has used the name she has asked me to use in class, not her roster name.
I use EA, not EALC, so EA105 and EA109 not EALC105, etc.
Please number like this 01, 02, 03 .... 10, 11, 12 not like this 1, 2, 3, ... 10, 11, 12 (computer aphabetizing issues)

If you can remember, use "question" as the keyword for random questions that you might want to ask. BUT, it is more important that you write me than get the subject line correct!

***During the course of a class sometimes a student and I discuss an aspect of that student's grade. Perhaps a test was missed, or there was a misunderstanding. We meet, we settle on a plan of action, then the student does what was decided upon. However, all of this work is lost if I don't remember to get changes into the gradebook. When a student has an issue like this, as a backup policy, it would be a good idea to email me at the end of the term, reminding me of the changes that were supposed to happen. When you do this, please use the keyword "finalgrade". I'll recognize that as a major red flag that demands my attention immediately.

Reasons why it is this way:

I realize that it is a bit odd-feeling to write your name in the subject line. However, students use a variety of email addresses and I cannot recognize you via your email address. Students sometimes forget to write their name in the email and often write only their first name. This doesn't always identify you clearly to me. And, frankly, sometimes a student's email address looks similar to an email address of a student with whom I've had a bad experience. You can be unconsciously associated with the wrong person. (Of course, you could be unconsciously associated with a strong student, too. :-) But I think most of you just want to be associated with you.)
I memorize the first name you've given me for class. Beyond that I generally know names, but the first name is almost for sure what I would type into my computer to "find" you...and the name I will remember beyond the end of class.
I ask for the class number because some students have more than one class with me at a time. When a student asks a general question like "When is the test?" and forgets to specify which class — and we are all busy and emails like this happen more often than you might think — the student and I won't need an extra "tag" round of emails where first I ask "Which class?" then the student answers, then I answer. There are other reasons for asking class designation, too.

When you have a quick question:

Getting "question" into the subject line causes me to open that email ahead of others, and probably answer it ahead of others, too.

When you have a cool comment, random thought:

I just love these emails. They can stimulate my own thinking, help my teaching, establish/extend a connection with you, and so on. All good stuff. Please feel free to write. I promise even if I haven't replied I do read these emails with interest, if not joy. You don't need to use a special subject line, of course, but if you did include your name I could later do neat things like: "Hmm, what was all the cool stuff Max emailed me about during this class?" and collect all those emails together. So having your name in there is kind of nice.

When you know you are going to miss class, or when you later write to explain why you missed class, etc.:

This subject line is helpful, but I can deal with it not being there:

EA109_CHU_Annie_attendance

When you have a question about grades:

It is DEFINITELY to your benefit if you use this subject line:

EA109_CHU_Annie_gradeissue

At the end of the term, I collect all these and reread them to make sure I've corrected grades in those little odds and ends of things that should be on my excel grade book but might not. It is a double-check for me. Notice it is ONE WORD "gradeissue" because if I asked my computer to collect "grade" and "issue" both, I would get hundreds of irrelevant captures.

Timing

I try not to check emails after 9:30PM.

I check my emails less frequently on weekends.

If you've written something interesting (or personal) that invites or requires more than a quick reply I usually flag these to get back to later and, when I'm very busy, they can slide a day or two and, when that happens, they are at risk of disappearing off my radar screen altogether. My apologies if I've allowed your email to sink down into the depths of my computer.

I sometimes do not answer emails that ask questions already answered on the web page, syllabus, announced in class and so on. Please pay attention in class.