Why should I email my class from CUNYfirst?

CUNYfirst is used to perform two important tasks for a class:

But did you know that CUNYfirst can also be used to send notifications to your students by email? In some situations, emailing your class from CUNYfirst can be easier and more effective than other means. Emailing through CUNYfirst gives you quick access to a comma-delimited list of your students’ emails, which you can use to send email using your preferred email client. And the CUNYfirst emailing interface allows you to  customize the subject header (somewhat possible in Blackboard) and add recipients who are not in your class (impossible in Blackboard).

Here’s how to use CUNYfirst to email your class:

From the Faculty Center, browse to my schedule and select a class. This will take you to the class roster page for that class, which contains a table listing all enrolled students. You will see a checkbox for each student in the second column, to select or unselect students.

Scroll to the bottom of the class roster page, where you will find two buttons:

  • Use notify selected students to send an email to a subset of the class.
  • Use notify all students to email the entire class (without having to select them all).

The emails used are the emails of record in CUNYfirst. You will be able to see whether they are Queens College emails, emails from the student’s previous institution, or personal email addresses.

By default, CUNYfirst sends the email to you and as a BCC to your students. This ensures you get a copy of the communication, and prevents students from using “reply all” and inadvertently emailing everyone in the class.

If you prefer to be in full control of the email (maybe you want to attach a file, or use special formatting), just copy the email addresses and use them in your preferred email client:  Click notify all students, find the BCC box listing all your students’ emails, select all emails (ctrl+A) and copy (ctrl+C).

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your.name@qc.cuny.edu: What’s it good for?

You know you’re a true nerd if you have more email addresses than you own pairs of pants, and since you started teaching at Queens College you came one step closer to this dubious achievement, now that you have an email address at qc.cuny.edu. It’s likely that you’re not very excited about your institutional email: it’s one more source of information adding to your cluttered digital life, and it might not even be as convenient or familiar as your account on Gmail or Yahoo, or at your former institution.

Yet there are some very good reasons to make a concerted effort to use your qc.cuny.edu email address:

  • Most importantly, your qc.cuny.edu email associates you directly to Queens College as an institution, lending more authority to your correspondence than emailing from a non-institutional account. This applies not just to communications with your students, but also to communications with colleagues within and outside of Queens, especially when emailing about college related matters.
  • Regularly using your college email also makes it easier for people around campus to contact you: your colleagues won’t have to look you up to find your Gmail email, since your qc.cuny.edu email is already available in the directory built into the college email system.
  • You will discover that the directory is a great way to locate not just faculty and staff around campus, but also your students. You don’t need to know the details of their account: type a part of the name you’re looking for in the “To:” field, and let the app do the searching. (Yes, we know: this won’t work well when the person you’re looking for doesn’t have a very unique name. In such cases, you may have to consult your CUNYfirst roster to find the right email address.)
  • If you use your college email, you’re modeling good behavior for your students, which will encourage them to use their college email themselves, making it easier for you and others on campus to reach out to them.
  • No email system is completely safe, but it’s safer to discuss sensitive matters—especially matters that must be kept private by law (like student grades or other academic records)—in an environment where you can seek institutional support if your email archives inadvertently go public.

It’s technically possible to have your college email forwarded to another account, and there’s a good tutorial here.  Forwarding is great for receiving email and for creating a backup of incoming mail. But in general, forwarding is not recommended. For one, when you reply, you end up giving your correspondents two email addresses instead of one, or your reply comes from an unknown email address, which could be confusing for the recipient. Also, when you have your email forwarded, there’s no guarantee that messages being forwarded will reach the intended destination in time or securely.

Maybe the technology is holding you back from using your qc.cuny.edu account. Here are some tips to make living with Lotus a little easier:

First, if you don’t have an account yet, or you need to change your password, all the information you need is at the Queens College Account Management System website (https://cams.qc.cuny.edu/).

The easiest way to check your college email is using the web client, which can be accessed at http://mail.qc.cuny.edu (the access point is different for students). The web client is mobile-friendly, so you can even use it to check your email with your smartphone, using the web client’s “ultralight mode”. You don’t need to install files: all you need is a browser (full disclosure: not all browsers work well with the web client in “full mode”).

There are some additional methods for checking your Lotus mail, all of which involve a little more work on your part—but all three help you avoid the heart-stopping warning-footer appended to the bottom of your emails when you use the web client:

  • The most fully-functional way to work with your college email is using the Lotus Notes Client, which should be installed on your college computer (laptop or desktop). If you don’t have the Lotus Client installed on your machine, you can download it from here, for Windows and Mac operating systems. (Installation requires downloading your Lotus Notes ID file, and it’s likely you will also need some assistance from the Help Desk.)
  • You can also access Lotus email via IMAP or POP3 using Outlook, Mac Mail, or your favorite email client. (IMAP and POP3 are two pretty standard protocols for retrieving email, supported by almost all email clients.) There are instructions for handling your Lotus email using Outlook, Mac Mail, and a couple of other clients on the Help Desk FAQs page about Lotus Notes. (A note of caution: we have had limited success with this approach.)
  • Finally, you can work with Lotus email on Android and iOS devices using an application called Lotus Notes Traveler. The download files and instructions are available here.

Documentation for Lotus Notes is available from the Help Desk.

Taking attendance

In life, only two things are certain: death and taxes.

In teaching at Queens, two acts are an absolute must for faculty: producing attendance rosters at the beginning of the semester and producing grades at the end. Both of these acts are performed using CUNYfirst. We leave grades for a future post, focusing now—at the beginning of a new semester—on attendance.

First, let’s justify taking attendance. You teach college, so your students are adults and they’re paying to be in your class. You may think that taking attendance is “mothering” your students, that it may even discourage responsibility. We find just the opposite: taking attendance regularly encourages students to come to class regularly, by signaling to them that their presence is important to you. Also, taking attendance regularly, especially at the beginning of the semester, is a great way to learn your students’ names and to help students recognize and get to know each other.

If these reasons don’t persuade you to start taking attendance, consider this: if you don’t take attendance regularly during the first three weeks of class, and you don’t submit a Verification of Attendance Roster, you are jeopardizing your students’ financial aid and your negligence could result in serious fines for Queens College.

Verification of Attendance Rosters are submitted using CUNYfirst, after the third week of the semester (or equivalent, for shorter semesters in the summer and winter sessions). You will receive Queens College email early in the semester, announcing the period for submitting attendance rosters, and what you need to produce is simple: confirm whether each of your students has attended class at least once.

  • Step-by-step instructions for using the CUNYfirst system to submit attendance rosters are here.
  • The CUNY-wide policy on verification of student attendance is here.

There are probably as many ways to keep a class-by-class record of attendance as there are preferences for organizing any other aspect of a class. Here are some suggestions, most of them pretty low-tech:

Paper-and-pencil method (so familiar, that we hardly need to describe it!): Get a list of your students from CUNYfirst or Blackboard, and use it to make a table with your class meeting dates. A paper print-out is good enough, or you may find it comforting to use a notebook. A downside of this familiar methodology: you will have to collate your records manually to produce your verification of attendance roster or to perform any analyses of attendance records.

Passing around an attendance sign-in sheet: This method works well with large classes, for which reading a complete roster aloud would take up too much in-class time. Make a table with your students’ names and add a space for their signature. Print the sign-in sheet and ask students to pass it around during class.

Using your laptop or other device: Paper-free teaching enthusiasts will want to try taking attendance electronically. One tactic is to type directly into an Excel spreadsheet. Another is to use an app designed just for taking attendance. One we have used is Attendance (for iOS; reviewed here and here). Yet another is to use a Google Form to create an attendance survey, as described here.

Using clickers: If your class happens to use audience-response devices (“clickers”), you could use them to take attendance, but you may want to think carefully about how to incorporate the attendance task into your clicker routines, so you don’t give students the wrong impression. Rather than an “Are you here?” question, try an easy warm-up question that’s related to the topic of the class session, and use that as your attendance check.

A final note: per CUNY policy, attendance can’t be used as a factor to determine course grades, and you’re not required to take attendance beyond week three. But this doesn’t mean you can’t incorporate attendance-taking into tasks that produce in-class participation points. We will discuss these in a future post.