Welcome to the Teaching & Learning Guide for Rethinking Office Hours! 

This guide includes best practices and tips to help you:

• Encourage students to attend office hours

• Reframe office hours to be more inclusive for students

• Make the most of time during office hours

• Set up virtual or in-person office hours

• Write a syllabus section about office hours

Office hours benefit not only students but also instructors. Research shows that students who attend office hours are more likely to receive higher scores in the course (Li & Pitts, 2009, p. 180). Higher student attendance during office hours can also help instructors understand how well students are understanding certain concepts and where they might need further instruction. And, having meaningful, personalized conversations with students outside of class helps build positive student-instructor relationships. Students are then more likely to strengthen their connection to their learning and to their campus community. 

Despite the benefits to students, they may have a negative perception of office hours. This negative perception may stem from the misconception that student-teacher meetings equate with “being in trouble.” Students may also feel intimidated by office hours or uncomfortable meeting with instructors individually (Weimer 2019). There are a few ways to help students overcome their fears of office hours. We will discuss these in the next sections. 

Studies have shown that language may have an impact on students’ willingness to attend office hours. Some research suggests that renaming office hours can increase students’ willingness to attend. Some examples include Student Hours, Help Hours, Open Door Hours, or Tutoring (Weimer 2017). 

Beyond renaming office hours, research indicates that students benefit from language that emphasizes they will not be judged for their progress or performance in the course. When pitching office hours to students, it may be helpful to add a statement about how office hours are a “no judgment zone.” Instructors can encourage students to seek help, regardless of whether they missed class, performed poorly on an assessment, or didn’t submit an assignment (Knowles-Yanez 2015). 

It’s important to clarify for students why you are available to meet with them and how they can benefit from meeting with you. You can let students know early and often what kind of help they can get from attending office hours. You may even include a list of discussion topics in your syllabus (Orr 2020). This list could include: 

• Ask questions about past or future assessments

• Discuss course concepts the student is struggling with

• Clarify course policies or assignment instructions

• Discuss how to apply course concepts to current or future jobs

• Discuss interesting topics related to but not included in the course

• Discuss connections to other courses

• Review missed lectures or assignments

• Create learning plans for the successful completion of the course

In addition to clarifying the purpose of office hours, there are other strategies that can increase student attendance during office hours (Weimer 2019). These include: 

• Invite students to attend at the beginning of the course and remind them about office hours throughout the course.

• Invite students to come in groups. Students may have friends in the course who can accompany them. Or, if you know two or more students who have similar questions or projects, you can suggest they meet with you together.  

• Label specific days of office hours for specific purposes. For example, let students know that Tuesday office hours are for Chapter 3 review.

• Personally and individually invite struggling students to attend. The Message Students Who function in Canvas can help you filter students by points or missing assignments.

• Make office hours more like study sessions. Let students know they can attend office hours individually or in groups to work on course assignments or study for exams.   Students can attend a study session without a specific question in mind, but you will be available in case a question comes up. This option may work best in a free classroom or a larger common space.

One huge barrier to students’ ability to attend office hours is time and scheduling. Students may have work, family, or personal commitments that hinder their ability to be on campus for office hours. Offering flexibility can greatly lower the access barrier for many students (Li & Pitts, 2009, p. 182). Flexibility might look like this:

• Offering virtual as well as on-campus office hours. Some students prefer to meet on campus, while others are more likely to attend virtually. Offering both can meet the needs of more students.

• Scheduling blocks of time for different times of the day. For example, instructors might offer one set of office hours in the morning and one in the afternoon or evening. 

• Allowing students to email you to make appointments outside of specific blocks. It is likely instructors can accommodate students outside scheduled office hours, so allowing students this option can be helpful. 

• Changing locations to common areas can help students feel more comfortable attending office hours, especially in groups. It may feel more casual to meet with students in the library, Student Union, or campus coffee shop. 

Instructors have a few options for holding office hours virtually. These include:

Using Zoom 

Instructors can use Zoom for their virtual office hours. Many instructors use their Personal Meeting ID for office hours or schedule one Office Hours Meeting with no set time or date that they can use throughout the semester. Instructors can schedule their Office Hours Meeting in their course, or in their Zoom account to share the meeting between courses. If you are using one meeting ID for multiple classes, be sure to include the meeting ID and/or link in the syllabus, an announcement, Start Here or Homepage, or wherever else students can easily find it. Our video below shows how to set up a Zoom meeting. 

Using Chat

Chat-based office hours allow students to ask questions and get immediate responses. Research shows students respond well to chatting with instructors since they are already comfortable with the medium. Google Chat and Microsoft Teams are available to TWU instructors and students. Both options also have smartphone apps, which can increase Office Hours accessibility and usage. students and instructors will need to use their TWU email addresses to use either option. 

Google Chat: Students and instructors can use their Google accounts to chat one-on-one. For more information, review the Google Learning Center article on getting started with Google Chat.

Microsoft Teams: TWU students and instructors have access to Microsoft Office 365, including Microsoft Teams. Instructors can use Teams to create a group chat for course questions, and/or allow students to message the instructor individually. This Knowledge Base article includes step-by-step instructions for downloading the Teams desktop app. 

Using Chat Alternatives

There are other options for holding office hours that take an approach similar to an online chat. Some options include: 

• Setting up an Office Hours Discussion. You can log into Canvas during set times so that students know they can communicate with you back and forth during scheduled office hours.

• Being available to answer emails. You can let students know you are available to answer emails quickly during scheduled office hours.  

• Creating an editable Google Doc. You can update the share settings on a Google Doc to allow students to type questions directly into it. You can then type back to students and keep a record of the questions asked. 

Canvas Calendar

Canvas allows instructors to add a Scheduler appointment group in each course calendar. Students can then sign up for appointment times in their own Canvas calendars. For more information, see the Canvas guide, “How do I add a Scheduler appointment group in a course calendar?”

Google Calendar

You can also use Google Calendar to set up an appointment schedule. Once you set up an appointment schedule in your Google calendar, you can share the sign-up link for students. 

You can add your Zoom meeting link in the description section of either your Canvas or Google Calendar appointment schedule. 

Once students have a positive experience during office hours, they are more likely to attend again and/or tell their classmates (Khanmalek 2020). Some tips for making the most of office hour visits include: 

• Write notes and/or encourage the student to do so.

• Ask students questions rather than give them the answer.

• Establish early what the main questions are to make a plan for your time together.

• If students have a complaint or grade disagreement, you can let them know you need time to think and give them a deadline by which you will have an answer. 

• If students have missed lectures or courses, give them an “assignment” to catch up and then meet again later.

• If several students come at once, you may be able to group them by similar questions. 

• If no students show up, use the time to reach out to students who may be struggling or who may have done a great job in class or on a recent assignment. 

• Although it can be frustrating when students ask a question that’s answered in the syllabus, use the opportunity to go over the syllabus together.

Prepare Students for Office Hours

If students are unsure of how or what questions to ask during office hours, it can be helpful to provide some preparation materials for students. Instructors may wish to include general template documents or prompts for students who may wish to attend office hours. Or you can ask students to submit questions ahead of time via a Google Form. You can select to automatically collect responses from a Google Form in a Google Sheet. This will allow you to keep a record of questions students ask over time. 

The following are examples of the type of language you can include in your syllabus and/or a Canvas Page or Announcement. Example one is a short statement ideal for a syllabus. Example two is a longer statement that answers common questions students might have about office hours. Example two might work best as a Canvas Page or Announcement.

Example 1

Weekly office hours are times I dedicate to answering your questions, discussing course content, and generally supporting you. Please drop in or sign up for a slot on Canvas to attend office hours, either on Zoom or in person (provide URL link and building/office #). If you would like help in the course but have a scheduling conflict that prevents you from attending my regular office hours, please email me to schedule an appointment. Talking with students is a highlight of my job — I look forward to speaking with you!

Example 2

Each week, I set aside time to meet with students. I call these time slots “Student Hours.” 

What are Student Hours?

Student hours are dedicated times when I am available to meet with students. During this time, we can discuss a variety of topics related to the course. These include:

• Questions you have about a specific concept

• Questions or guidance about an assignment

• Applications of course concepts

• Help with making up coursework

Student hours are a no-judgment zone. You can visit me no matter where you are in the course or on a specific assignment. My goal is always to help you be successful. 

Where are Student Hours?

• [Explain the location, including virtual or in-person]

• [Provide a map to your office or create a video to show how to access virtual options]

When are Student Hours?

• [List the weekly time windows you are available]

• [Include links to any calendars or instructions on how to sign up]

• [Let students know if they can email you for additional options] 

Why should you visit Student Hours?

My goal is for every student to be successful in this course. Student hours are a great way to seek support. I can help guide you through any concepts you are struggling with, help create a unique plan for your success, and generally be here to encourage you.

How can you prepare for Student Hours?

• Write down any questions you have before visiting Student Hours. 

• Bring a notebook and pen/pencil so you can jot down notes.

• Bring any specific assignments you’d like to discuss. 

• Bring any readings or other course materials about which you have questions.

• Khanmalek, Tala. "How to Design Better Office Hours." Ideas on Fire, January 14, 2020. https://ideasonfire.net/office-hours/.

• Knowles-Yanez, Kim. "Rethinking Office Hours." Thriving in Academe, March 1, 2015.

• Li, Lei, and Jennifer P. Pitts. "Does It Really Matter? Using Virtual Office Hours to Enhance Student-Faculty Interaction." Journal of Information Systems Education 20, no. 2 (2009): 175-185. Accessed March 30, 2023.

• Orr, Shawn. "5 Ideas for Virtual Office Hours Your Students Will Want to Attend." Cengage, August 19, 2020. https://todayslearner.cengage.com/virtual-office-hours-tips-to-encourage-students-to-attend/

• Weimer, Maryellen. "Office Hours Alternative Resonates with Students." Faculty Focus, February 15, 2019. https://www.facultyfocus.com/articles/teaching-and-learning/office-hours-alternative-resonates-students/.

• Weimer, Maryelen. "Office Hours: In Need of Better Branding?" The Teaching Professor, May 18, 2017. https://www.teachingprofessor.com/topics/classroom-climate/building-relationships/office-hours-in-need-of-better-branding/?st=FFweb-OfficeHours.

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