Welcome Email to Students

Greetings, English 1010 Class!

We’re quickly approaching the start of fall semester, and I’m excited that you’ve joined our English 1010 class! [You might include a sentence or two introducing yourself–or save an intro for the first day of class.]

Our class meets at [TIME] in [BUILDING and ROOM NUMBER]. You should plan your schedule so that you can attend class each Monday, Wednesday, and Friday at our assigned class time. You can expect many opportunities to work with your peers and interact with me. This is an active, collaborative class, and we’ll all learn best as we learn together.

Canvas will open prior to class on Monday, August 28. In Canvas, you’ll find our syllabus, course schedule, and assignments. The textbooks for this course, Writing Spaces and Voices of USU, are free and also available on Canvas. Since this is an in-person class, Canvas is only a supplement to the course content. In-person attendance and engagement in class activities will help you learn the course content most effectively. The first day and weeks of class are particularly important, as that is the time we’ll use to build classroom community and start working on our first assignment. [Note: Per the Registrar’s Office, students who miss the first week of any class may be dropped from the class so that students on the wait list may register. Additionally, per the University’s policy for in-person courses, Zoom is not an option for attendance.]

If you have any questions, please don’t hesitate to ask. I am here to support you in your learning, and I invite you to reach out to me with questions or concerns at any point in the course. You can reach me most easily by email at [YOUR USU EMAIL].

I am excited for opportunities we’ll have to get to know each other and work together as a class. I look forward to meeting each of you on Monday!

Best Regards,

[Your Full Name]

[Your Position]

[Course Name and Section]

Drop Deadline/Withdraw Deadline

Dear [Student’s Name],

I hope this message finds you well. As we approach the [mid-point/end] of the [current semester], I wanted to remind you of the upcoming deadlines for dropping or withdrawing from courses.

Drop Deadline:

Date: [Insert Drop Deadline Date]

Details: You can drop courses from your schedule with a full refund and without a “W” (Withdrawn) grade appearing on your transcript. Please ensure that you complete any drop requests by this date to avoid academic and financial penalties.

Withdraw Deadline:

Date: [Insert Withdraw Deadline Date]

Details: After the drop deadline, you may withdraw from courses with a “W” grade on your transcript. Withdrawals are subject to academic and financial policies, so it’s important to consider how this may impact your academic progress and financial aid.

If you need to take any action regarding your courses, please visit the Registrar’s Office or log in to your USU Student Portal to submit your requests. Additionally, if you have any questions or need further assistance, do not hesitate to contact the Registrar’s Office or your academic advisor.

Best Regards,

[Your Full Name]

[Your Position]

[Course Name and Section]

Students Requesting to Add Beyond Course Cap (Prior to and during week 1)

Dear Prospective Student,

Thank you for your interest in this course.  Please know that only students who are officially enrolled are allowed to attend class.  Our classes are capped at 23, and we do not overenroll the class.  The waitlist controls all enrollments during Week 1, so neither the department nor individual teachers have the power to add students—which means that sitting in on the class would not increase your chances of getting in the class. If there are other sections of English 1010 that still have open seats, I encourage you to enroll in one of those sections. If you are able to enroll in this English 1010 class later in the week, I will be happy to work with you so that you can catch up.

If you don’t get into English 1010 this semester, please work with your advisor and plan on taking the class another semester.  We intentionally balance enrollments between semesters, and most students are fine if they take English 1010 sometime in their first year or so.  We will offer plenty of sections next semester, and if you do not take the class this semester, we look forward to working with you next semester.

If you notice an opening in any English 1010 class the beginning of Week 2, you may request to add the class using the Service Now form. Multiple students may be requesting seats, so please note that requesting to be added does not guarantee you a spot in the class. Information on how to complete this form may be found on the “Registration FAQ” page of Composition Program website. If you have additional questions about enrolling in English 1010, please contact the English Department.

Best Regards,

[Your Full Name]

[Your Position]

[Course Name and Section]

Missing Assignment

Dear [Student’s Name],

I hope you are doing well. I am writing to inform you that your submission for [Assignment Name], which was due on [Due Date], is currently missing from my records.

As you know, completing assignments on time is crucial for maintaining progress in the course and ensuring that you meet the learning objectives. If you have already submitted the assignment, please let me know so I can check for any submission issues. Otherwise, please provide an update on the status of this assignment. If you are facing any difficulties or need additional support, please let me know so we can discuss possible solutions.

Best Regards,

[Your Full Name]

[Your Position]

[Course Name and Section]

Check-In with Students Who Are Falling Behind

Dear [Student],

I’m reaching out because I have noticed that you have missed about two weeks of classes and not completed any of the assignments. At this point, you are not passing the class, and so I wanted to check in. First, are you doing okay? If you need any mental health or academic resources, please refer to our Canvas page. If you need help utilizing any of these resources, please let me know.

Second, I wanted to provide you with some options moving forward. As you may or may not know, today is the last day that you can drop a class without record. (Students can still withdraw from the class through [date for current semester] and receive a W on their transcript.) If you are planning on remaining in the class, we’ll need to meet soon to discuss a plan for how you can move forward. If you are considering dropping the class, I recommend that you first speak with your advisor.

Thank you, and please let me know if you have any questions.

Best Regards,

[Your name]

[Your Position]

[Course Name and Section]

Responding to Attendance Email to Students

Dear [Student’s Name],

I hope you’re doing well. I’m reaching out to discuss your attendance in [Course Name], as I’ve noticed you’ve missed several classes recently. Regular attendance is important for your success in this course, as it ensure you’re fully engaged with the material and able to participate in class discussions and activities.

[Briefly outline the number of classes missed or any specific patterns]

I understand that there may be legitimate reasons for your absences, and I want to make sure you’re supported in continuing your studies. If you’re facing any challenges, whether personal, academic, or health-related, please feel free to share them with me so we can discuss potential solutions or accommodations.

Next Steps:

Catch Up on Missed Material: It’s important that you catch up on any material you may have missed. Please review the course materials available on [Learning Management System, e.g., Canvas] and reach out if you have any questions.

Office Hours: I’m available during office hours to help you go over any concepts or assignments you may have missed. If my office hours don’t work for you, we can arrange another time to meet.

Future Attendance: Moving forward, I encourage you to attend all remaining classes to stay on track with the course. If you foresee any issues that may affect your attendance, please communicate them with me as soon as possible.

If you need any assistance or if there’s anything else I can do to support you, please don’t hesitate to reach out.

Thank you for your attention to this matter. I look forward to seeing you in class.

Best regards,

[Your Full Name]

[Your Position]

[Course Name and Section]

Plagiarism/Academic Dishonesty Concerns Email to Students

Dear [Student’s Name],

I hope this message finds you well. I am writing to discuss a concern regarding your recent submission for [Assignment Name/Exam] in [Course Name].

Upon reviewing your work, I noticed [what you’re noticing]. As outlined in Utah State University’s Student Code, specifically Article VI, Section 1 on Academic Integrity, plagiarism and other forms of academic dishonesty are serious violations of university policy. These actions not only undermine your learning experience but also violate the standards of academic integrity expected at USU.

I understand that academic integrity can be sometimes confusing, and it may not have been your intention to violate the policy. However, it is important that we address this matter promptly.

Next Steps:

• Meeting: I would like to schedule a meeting with you to discuss this matter further. Please let me know your availability this week so we can find a suitable time to meet.
• Review: I encourage you to review the university’s guidelines on academic integrity, particularly the section on plagiarism and proper citation practices. You can find more information in the USU Student Code here.
• Response: Please respond to this email within [time frame, e.g., 48 hours] to confirm your understanding of this concern and to arrange our meeting.

Depending on the outcome of our discussion, this matter may need to be referred to the Office of Student Conduct for further review, as per university policy.

I want to emphasize that this is an opportunity for you to learn and grow academically. I am here to support you through this process and to help you understand how to properly engage with academic sources in the future.

Thank you for your attention to this matter. I look forward to resolving this with you.

Best Regards,

[Your Full Name]

[Your Position]

[Course Name and Section]

Students Who Are Eligible for an Incomplete Grade

Note: All GIs must speak with the Director of Composition prior to offering an Incomplete to a student.

Dear [Student’s Name],

I hope this message finds you well. I wanted to discuss the status of your grade for [Course Name], as you are currently eligible for an incomplete grade.

An incomplete grade (“I”) is assigned when a student is unable to complete course requirements due to extenuating circumstances. According to Utah State University’s guidelines, an incomplete grade is appropriate only if:

• The majority of the coursework has been completed
• You are passing the course at the time of your request
• Your inability to complete the course was due to circumstances beyond your control

If you believe you meet these criteria and would like to request an incomplete grade, please respond to this email with a brief explanation of your situation. We can then discuss the remaining work that needs to be completed and establish a timeline for its submission. Please note that all outstanding work must be completed by the deadline we agree upon, which cannot extend beyond one year from the end of the semester.

If you do not believe an incomplete grade is necessary or appropriate, your final grade will be based on the work you have submitted thus far. I’m happy to discuss any concerns or questions you may have.

Thank you for your attention to this matter. I look forward to working with you to resolve this situation.

Best regards,

[Your Full Name]

[Your Position]

[Course Name and Section]

Disruptive Student Behavior

Dear [Student’s Name],

I hope this message finds you well. I wanted to reach out to discuss some recent behavior in our [Course Name] class that I believe needs our attention.

I have noticed [specific behavior, e.g., “frequent interruptions during lectures” or “use of inappropriate languages in class discussions”.] This behavior is disruptive to both the learning environment and your fellow classmates. My goal is to ensure that our classroom remains a respectful and productive space for everyone.

I would appreciate the opportunity to meet with you to talk about this matter in more detail. I believe that together we can identify any underlying issues and work towards a solution that benefits both you and the class as a whole. Please let me know your availability for a brief meeting during my office hours or at another convenient time.

Your participation and success in this course are important to me, and I am committed to supporting you in any way I can.

Thank you for your attention to this matter. I look forward to our conversation.

Best Regards,

[Your Full Name]

[Your Title/Position]

[Course Name and Section]