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Kansas State University

Office Hours

Adapted from TA Handbooks from the University of Illinois at Urbana-Champaign, Rutgers University, and the University of California-San Diego

 

The TA’s office is an important extension of the classroom experience. It is one of the few places where the impersonal nature of the University can be broken.

Office hours are valuable because:
  1. They allow you to develop a rapport with your students. This might make them visit you a second time.
  2. The rapport you build outside of the classroom will carry over to the class you teach.
  3. If your students feel that you are accessible, their interest will grow for your class.
  4. They might indicate confusion. If a number of students come to see you it might suggest that a concept or assignment needs to be explained more clearly.
  5. You can gain some valuable feedback from the students about your effectiveness as a teacher.
Office Space

Kansas State University requires all of you to make yourself available to your students outside class for advisement; so, teaching assistants should be assigned some kind of office space at the beginning of the semester. Office assignments should be made before classes start or during the first few weeks of the semester. There is often a shortage of office space in most departments so do not be surprised if you have to share your office with other teaching assistants.

But, in many departments, space is a hot commodity and you may not have an office at first. If you find yourself without an office, do not panic. Try:

  1. Asking your department secretary for help.
  2. If you are a GTA, try speaking to the faculty member that you are working for. They might let you use their office when they are not there.
  3. Finding an unused classroom.
  4. Finding an area in Hale Library where conversation is possible.

    (Do not worry if you are not assigned an office. These unorthodox locations could actually be a plus. The casual atmosphere might make you more approachable to your students).
Scheduling Office Hours

The amount of time you schedule for office hours is entirely up to you, based on the needs of your students. But, how many times a week should you hold office hours? Many agree that one or two periods may not be enough. Student schedules vary so much that meetings may be difficult to arrange. Here are some helpful ideas to consider when scheduling office hours:

  1. Schedule office hours before or after class. Students often avoid scheduling back-to-back classes.
  2. Consider the needs of your students before setting office hours. Hold office hours at reasonable times.
  3. Establish a minimum of two periods a week for office hours while letting students know that they could make an appointment for another time if necessary.
  4. If you are teaching a large section expect to set aside more than two office hour periods.
  5. Plan to have your office hours overlap regular class periods. For example, if you schedule an office hour from 11:30 until 12:30, you can help students who have either an 11:00 or 12:00 class.
  6. Divide your office hours into one-hour segments at different times on different days. This will make you seem more accessible.
How do I get students to come to my office hours?

After you set aside time for your office hours and announce them to the class, then what? Who makes the next move? You, or the students? Do you sit by and wait for them to knock on your door? If you do this, you will be waiting quite a while. Weeks will go by before you even see one student. This is great for you; especially if you need to prepare for class or catch up on some unfinished work. But, what about your relationship with your students? Does this establish a strong and positive relationship with them?

The following might help you get more students to come to your office hours:

  1. Keep your office door open while you are there. This will let students know that you are there for them.
  2. When students do appear, put whatever you are doing aside. This will make them feel welcome.
  3. When you finally meet with a student, look at them and listen, give them your undivided attention, let them do the talking, pay attention, look and be interested.
  4. Arrive a few minutes early to class or stay a while afterward, and chat with your students. This will establish a friendly relationship with them in class and they might feel less intimidated to come see you during your office hours.
  5. You can frequently remind your students of the scheduled hours and other appointment times.
  6. Tell your students that you will be in your office every week at the same time and at the same place.
  7. You can require your students to come see you after their first paper or exam to discuss their progress. They might make a return visit after this initial meeting.
  8. Frequently remind them that they are indeed welcome.
  9. Invite them individually.
  10. Make a comment for them to come see you on an exam or assignment that they recently handed in.
  11. Post answers to quizzes, exams, or homework problems on or around your office door. This might attract them to to your office hours.
  12. Request that your students come by to visit at least once early in the semester.
Okay. I was able to get the students to come to my office, now what?

You may not believe this but some of your students may actually come to your office without your encouragement! You may find yourself helping them with something for your course, with course logistics, or, with a personal matter. Here are some helpful ways to facilitate a helpful and meaningful meeting:

  1. Be approachable. When a student arrives at your office, make them feel welcome. This will create a relaxed atmosphere that will help the dialogue flow.
  2. Let the student tell you what they came to see you about. You might assume that they came to see you for something entirely different.
  3. Make sure you listen to what your students have to say. One good way to show them that you are listening is to ask questions. This will show them that you think that their concerns are important. Students often feel that they are bothering you and that they are wasting your time. By listening attentively and responding thoroughly, you can help allay their fears.
What happens if I cannot provide the answers or information that a student might need?

You need to realize that you don’t know it all. There is nothing wrong with telling the student that you will get back to them with an answer to their question.

What do I do about emotionally troubled students?

You might be in a situation where a student is asking for more than help with your course - they might be looking for help with a personal problem, companionship, or counsel. Remember, you are not a licensed counselor or psychiatrist and the best way to help them would be to refer them to someone who can. Refer them to Counseling Services – Kansas State University (CS-KSU) at Lafene Health Center. CS-KSU provides short-term assistance in areas of decision-making, crisis intervention, problem-solution, adjustment, or matters of personal concern that could interfere with a student’s academic success. It also provides consultations to faculty and staff of KSU as needed. For additional information please consult their web page at:

http://www.ksu.edu/ucs/geninfo.html#services%20provided

Other Helpful Hints:
  1. If you are lucky enough to have a phone in your office, give your students the phone number so that they can call you during your office hours or leave a message for you when you are out.
  2. Provide students with your department’s phone number. This way the department secretary can notify you that if a student was trying to contact you.
  3. Request that your students come to visit you once early in the semester.
Conclusion

Making the most of your office hours is a way of ensuring that your students make the most of your class. A teacher who can establish a rapport with most of his/her students early in the semester, not only helps the individual students but the class as a whole.