Reframing office hours to bolster usage

Office hours are a valuable support for student success, but students face several barriers to using them. In a joint 2017 study, titled “Office Hours are Kind of Weird”: Reclaiming a Resource to Foster Student-Faculty Interaction, Margaret Smith, PhD, showed students often misperceive the purpose of office hours, and colleges and universities have significant work to do to bolster their usage. Many students misunderstand what office hours are—some think they’re the only times faculty are on campus, others believe appointments are required, and few realize faculty will meet outside posted times. Students are also unsure what topics are appropriate to discuss or the benefits of attending them. Beyond confusion, office hours can feel intimidating; even sending an email can be anxiety-inducing. Tools like Microsoft Bookings and flexible online or in-person options help, but perceived faculty unapproachability still deters many from attending. Below are several strategies and ideas for bolstering the use of office hours.  

Strategies for better communicating the purpose of office hours 

Because office hours are often misunderstood, some faculty have renamed them to something more easily understood, such as Student Success Hours or Open Advising. In addition to thinking about recasting office hours, consider including a paragraph like the one below on your syllabus or reading the following on the first day of class and again after the drop deadline for your course for students who joined later in the semester.  

Sample syllabus language

Office hours are a time each week when I’m available to answer questions, talk through ideas, review material, or just check in. You don’t need an appointment to attend (though I also offer a way to schedule one if that’s easier), and you don’t need to have a specific problem or be struggling to stop by. Many students think office hours are only for emergencies or that they’ll be bothering me, but that’s not true. I genuinely enjoy getting to know students and supporting your learning outside of class. Whether you want help understanding a topic, want to discuss a project idea, or aren’t sure where to start, office hours are a great place to begin. If the posted times don’t work for you, let me know, and we can find another time to connect. You can also schedule meetings automatically with me through [Microsoft Bookings or Calendly], which I have linked in the syllabus and on our Blackboard shell. I also offer virtual options for students who can’t attend in person. My office is located in [provide specific details or maps so students can find you easily].  

Microsoft Bookings or Calendly 

Students love having the option to book appointments with instructors directly. Two software programs, Microsoft Booking and/or Calendly, can facilitate these meetings. After a quick setup, instructors can add links to their Blackboard, email signatures, a beginning or ending Blackboard slide with a QR code, or faculty webpages.  

Microsoft Bookings is an online scheduling tool that allows users to create customizable appointment slots, send automatic confirmations and reminders, and integrate with Outlook calendars. It can streamline office hours by eliminating back-and-forth emails, reducing student anxiety about reaching out, and offering flexible scheduling options. Instructors can set specific times for in-person or virtual meetings, making it easier for students to book appointments and increasing overall accessibility and attendance. Check out CMU’s Knowledge Base article to get started with Microsoft Bookings.  

Calendly is a user-friendly scheduling platform that lets individuals set available meeting times and share a personalized booking link. For college instructors, Calendly can simplify office hours by allowing students to book appointments directly without the need for email coordination. Instructors can set specific time blocks for office hours, offer multiple meeting formats (e.g., in-person, Zoom), and receive automatic notifications and calendar updates. This ease of use helps reduce student hesitation and makes office hours more accessible and efficient. 

Making office hours inviting 

When setting up your office hours, it’s important to consider the student experience, especially for those who may already feel nervous or unsure about reaching out. Make sure you're present and available during your posted times; if plans change, update students clearly and promptly. A simple, friendly sign on your door can go a long way. Something like “Come on in, I’m glad you’re here!” or a note that explains what to do if the door is closed (e.g., knock, wait, or send a quick message). Avoid uninviting signals like locked doors, unclear instructions, or missing signage. Keeping your space welcoming and neat, with a chair or a small snack ready for them, can help reduce anxiety. Students often worry they’re interrupting or don’t know what to say, so even small efforts to be approachable and affirming can make a big difference. 

Incentivizing office hours attendance  

To encourage students to attend office hours, consider building in low-stakes incentives that normalize the experience and lower the pressure. For example, you might require students to attend at least one office hour during the first few weeks as part of a short reflective assignment. This InsideHigherEd article offers some advice on requiring office hours and why one faculty member believes in requiring them. Offering extra credit for stopping by, even just to say hello, can motivate students who might otherwise hesitate. Another helpful strategy is sharing a list of reasons students came to office hours in previous semesters, such as brainstorming paper topics, discussing careers, getting clarification on assignments, or just checking in about life, which helps demystify the visit. Students have also noted how much they appreciate virtual options. Some instructors also offer snacks or host office hours in relaxed, communal spaces like lounges or cafes to create a more welcoming environment. Dr. Doug Lapp, CMU Professor in Mathematics, utilizes the CMU lightboard studio for his office hours, which he calls Office Hours LIVE, as an innovative way to hold office hours.  

Office Hours Assignment 

If you want to require students to attend at least one office hours session, consider making it an assignment or part of an assignment. Below are two options for assignments that can be used or modified. 

Office Hours Check-In (XXX points) 

Purpose: This assignment is designed to help you get comfortable using office hours as a resource. Many students don’t take advantage of office hours because they’re unsure what to expect or think they need to have a significant problem to attend. That’s not true! This check-in is simply a chance to say hello, build rapport, and see how office hours work. 

What to do: Attend office hours sometime during the first four weeks of the semester. You don’t need to have a specific question. Just come by to introduce yourself, chat briefly about how things are going, or ask anything on your mind (even if it’s small). Afterward, write a short reflection (3–5 sentences) and submit it in [Blackboard/email/etc.]. Your reflection should include: 

Purpose: This component of your [Project Title] is designed to support your success by giving you a chance to get feedback or ask questions in a one-on-one setting. Office hours are a great opportunity to check your understanding, troubleshoot challenges, or talk through your ideas with me before you finalize your work. 

What to do: As part of your [Project Title], you are required to attend office hours at least once during the project timeline. During your visit, you can: 

After attending, submit a short reflection (5-7 sentences) that includes: