Kristianstad University’s Code of Conduct for collaboration in Teams

Code of Conduct for Students in Teams

Teams is intended as a tool to support the University’s students with communication, information, knowledge transfer and collaboration. That said, expectations regarding what constitutes a good collaboration in Teams may not always be clear. It is therefore important that we have rules and recommendations regarding how we should behave in Teams.

Much of this is simply common sense and many of us naturally behave in a manner that works well in most cases. To this end, we should create a Teams culture that makes life easier for all of us. FAQs:

• When and how should I write and when and how am I expected to reply?
• What do the labels Important and Urgent beside a post mean? What is expected of the recipient?
• Are all participants in a Teams meeting expected to have a webcam? What happens if somebody does not?
• Is it considered okey to ask a question in Teams and simultaneously send an email on the same subject?
• Is it considered okey to browse Teams to read the conversations taking place there?

Recommended approach to Teams

What information is available in Teams?

• Questions/invitations/information that were traditionally sent by email to multiple recipients can be posted in Teams instead, in which case the relevant team and channel should be defined.
• Use posts on channels to request assistance and disseminate knowledge. It is important to have the courage to post, as it is likely that someone else needs the same knowledge as you.
• Store files in Teams or OneDrive and share them with relevant people.

When can I write in Teams?

• Have Teams running so that you can see if anyone has written anything in a chat or one of the channels.
• As Teams is always available, anyone can write a post in a chat or channel at anytime of the day or night. Of course, it is not reasonable to expect an answer at all hours.
• Never start a private chat with someone whose status is Busy.
• It is preferable to use headings and formatted text when writing posts, as this makes it easier for everyone to find.
• Make sure you differentiate between posting an answer in a conversation and starting a new one. To avoid confusion, it is important that an answer is just that.
• Attach the label Important to a post when it is important and affects everyone in the team. If it only affects a few people, don’t label it as important.
• Attach the label Urgent to a post if you are certain that all of the tagged individuals need the information within the hour.
• Avoid naming people in threads unnecessarily, as there are probably many people with the required knowledge rather than just one.

How do I respond in Teams?

• If someone is named in a post, that person is expected to respond in some way within a reasonable period of time.
• If a channel is named in a post, the information is intended for everyone on the channel but it is not necessary for everyone to respond.
• Everyone is responsible for responding to a post but their is no deadline. The response may be an answer or a reaction.
• When we have nothing important to add to a post, it is appropriate to add a reaction.
• We are sparing in the use of emojis, GIFs, etc., although their use occasionally appropriate to reinforce a message.

Good practice in Teams meetings

• When we hold a video meting, where possible everyone should have their webcam turned on.
• When attending a video meeting, mute yourself when you are not talking to avoid disruptive noise.
• If you would like to record the meeting, obtain the permission of all attendees.

General rules of conduct in Teams

• Always offer constructive feedback.
• Maintain a civil tone with everyone.
• Remember, the person on the other end of the video call has feelings too.
• Treat all attendees with the humility, respect and kindness you would expect of them.
• Post your questions in the chat function and do not address the meeting directly. Please check before posting to make sure no one has just asked the same question.
• Avoid foul language, personal attacks and sharing spam, ads, offensive comments and copyrighted material.
• All posts are moderated and material that breaches Swedish law or that is counter to the purpose of the meeting may be reported and removed.