The Office Of The Dean Of Students
Faculty & Staff
Our Toolkit For EWU Faculty & Staff Members
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Faculty and staff members often encounter situations where students may need additional support outside the classroom. The information here includes reporting protocols, behavioral guidelines, syllabus support, and more.
These resources are not to be used for urgent or life-threatening situations.
If you believe someone needs immediate help, please call 911.
Eastern Washington University is committed to fostering a healthy work and learning environment. At times, students may exhibit disruptive behavior in classrooms, department offices, or through online communications such as email and class forums. These circumstances might pose particular difficulties, so it’s critical to establish clear expectations and respond accordingly.
We recognize that your position as a faculty member has constraints. Please know that you have help when it comes to dealing with disruptive behavior. In order to cover the material and give every student the best education possible, the instructor has the power and duty to sustain a supportive learning environment while staying within the bounds of Eastern Washington University regulations.
We understand the challenges faculty may face; This guide provides support in email template examples to respond accordingly.
Template for a Request to Meet
Dear [Student Name],
I understand that this term has been challenging for you, which has affected your attendance and class participation. Over the last few weeks, I’ve noticed a change in the quality of your classwork.
I’d like to meet with you to discuss a plan to help you successfully complete the course. Please stop by my office during office hours next week so we can explore your options together.
Looking forward to our conversation.
Best,
[Your Name]
Template for a Follow Up
Dear [Student Name],
Thank you for taking the time to meet with me today. I appreciate your openness, and I’m truly sorry you’re facing such a difficult time.
As we discussed, I’m providing some support resource information that may be helpful. Attached is a [handout], which includes contact details for various campus support services, including Counseling Services and the Student Connections and Support Center. Both offer confidential support to help you navigate the challenges you’re experiencing.
Please keep me updated on your classwork, attendance, and any potential challenges that may impact your success in this course. I’m here to support you.
Take care,
[Your Name]
Template for a Request to Meet
Dear [Student Name],
I am reaching out to schedule a meeting regarding your behavior in class, which has been disruptive to the learning environment. As you are aware, I dismissed you from class on [DATE], and I want to reiterate that you may not return until we have a discussion to address the behavior and establish a plan moving forward. This is in accordance with university policy [#0000], which I have attached for your reference.
In line with the policy, I have reported this temporary dismissal to my department and the Office of the Dean of Students. The next step is for us to meet, and it is important that this discussion takes place. To support a productive conversation, I have requested that the Assistant Dean of Students join us.
I’d like to schedule this meeting as soon as possible. Below are some available times when both the Assistant Dean and I are available:
- [Time Option 1], [Time Option 2], [Time Option 3]
Please let me know which time works best for you. I look forward to having an open and constructive discussion.
Sincerely,
[Your Name]
[Attachment: Policy 0000]
Template for a Follow Up
Dear [Student Name],
Thank you for taking the time to meet with [Faculty Name] and me. I appreciate the opportunity to have an open discussion about how to move forward in a productive and respectful manner.
During our meeting, you shared that [INSERT STUDENT’S CONCERNS AND REFLECTIONS. Example: You expressed that you felt singled out for offering a differing opinion and acknowledged that your response could have been more respectful toward your instructor and classmates.]
As we discussed, we have agreed on the following steps moving forward:
- [INSERT AGREED-UPON RESOLUTION AND SPECIFIC ACTION STEPS – what the faculty member agreed to do, what the student agreed to do.]
Additionally, I shared some resources that may be helpful to you, including:
- [LIST RESOURCES WITH CONTACT INFORMATION]
I believe that this resolution, along with open and respectful communication, will contribute to a successful term for everyone. If anything in this email does not align with your understanding of our discussion, please feel free to reach out.
Respectfully,
[Your Name]
[Department Chair or Instructor]
Dear [Student Name],
I am reaching out to schedule a meeting regarding your recent behavior in class, which was perceived as threatening and has raised serious concerns about the safety and well-being of others. As a result, I want to reiterate that you are not permitted to return to class until we have a discussion to address the behavior and determine the appropriate next steps. This is in accordance with university policy [#0000], which I have attached for your reference.
In line with the policy, I have reported this incident to my department and the Office of the Dean of Students. The next step is for us to meet to discuss what happened and establish a plan moving forward. Given the nature of this situation, I have requested that the Assistant Dean of Students and a representative from [Campus Safety/Counseling Services] join us to ensure a constructive and supportive conversation.
I’d like to schedule this meeting as soon as possible. Below are some available times when all necessary parties can be present:
- [Time Option 1], [Time Option 2] , [Time Option 3]
Please confirm which time works best for you. If you have any questions or concerns prior to our meeting, feel free to reach out.
Sincerely,
[Your Name]
[Attachment: Policy 3240]
Dear [Student Name],
I want to take a moment to address our interactions and ensure we establish clear and professional boundaries moving forward. My role as [Your Title] is to support your academic success while maintaining a respectful and professional learning environment for all students.
Recently, I have noticed [briefly describe the specific behavior]. While I appreciate your engagement, I want to set clear expectations to ensure our interactions remain appropriate and aligned with university policies.
Moving forward, I ask that we adhere to the following boundaries:
- [Specify boundaries, e.g., communicating through official university channels, limiting discussions to academic-related matters, or respecting office hours.]
- [Specify another boundary, if needed.]
Please know that this is not meant to discourage you from seeking academic support—I am here to help. If you need guidance, I encourage you to take advantage of the many university resources available, including [academic advising, counseling services, or tutoring centers].
If you have any questions or concerns, I’m happy to discuss this further. I appreciate your understanding and cooperation in fostering a positive and professional learning environment.
Sincerely,
[Your Name]
Subject: Follow Up on Class Add/Drop Inquiry
Dear [Student Name],
Thank you for reaching out regarding your interest in [adding/dropping] [Course Name/Number]. I want to make sure you have the support and information you need to make the best decision for your academic path.
Before we proceed, please review the following:
- The official add/drop deadline for this term is [Insert Date].
- [If adding:] Space in the class is currently [available/limited]. If you would like to be added, please complete the [registration form, override request, or follow the steps outlined here: (link if applicable)].
- [If dropping:] Please ensure that dropping this course won’t impact your credit load, financial aid, or graduation plan. I encourage you to speak with an academic advisor if you’re unsure.
If you’d like to discuss your options or have questions about the course, I’d be happy to schedule a time to meet. My available office hours are [insert times] or we can arrange another time that works for you.
Looking forward to hearing from you.Best regards,
[Your Full Name]
[Your Title/Department]
[Contact Information]
Subject: Confirmation of Add/Drop Request
Dear [Student Name],
This message is to confirm that your request to [add/drop] [Course Name/Number] has been received and [approved/completed/pending further action].
As a reminder:
- [Insert next steps if needed, such as meeting with an advisor or checking EagleNET for updates]
- [If dropping:] Please continue attending all classes until the drop is officially processed, especially if you are near the deadline.
- [If adding:] Make sure to review the course syllabus and complete any missed assignments to stay current with the class.
If your academic plans change or you need additional support, please don’t hesitate to reach out. I’m here to help you succeed.
Take care,
[Your Name]
[Your Title/Department]
Members of the EWU community and our stakeholders may use the following resources and forms to advise Student Affairs about a student’s conduct or a student in distress.
Crisis Hotlines and Resources
ICARE Form – Report a Concern About a Student
It is our hope that, with your help, we can identify student members of our Eagle family who may need assistance before an issue escalates. Feel free to direct students to us or contact us regarding a consultation, resources, or if you have any concerns regarding:
- A student’s well-being
- A student emergency (such as a death in the family) or serious personal incident (such as sexual assault)
- A significant student mental/physical health issue
- Where to direct a student struggling with a university-related challenge
Resources for Assessing Suicide Risk:
Crisis Response and Prevention:
More Resources:
Please see our flowchart here.
Please see our protocol here.
