Assistance with Email Communication

Communication is an essential part of supporting and working with students. We understand that managing a classroom can be a demanding and stressful job. On this page are resources to assist you in communicating with students. A student may be distressed by something outside of the classroom which can cause students to fall behind in class, reaching on to them and forming a success plan can help both students and faculty to feel less stressed. If a student is causing disruption in the classroom it is important to calmly resolve the issue by having a meeting with the disruptive student that is facilitated by another faculty member.

-Adding a Custom Signature

Use this form
to add a custom
signature to your
ewu.edu email!

-Helpful Email Templates

Please feel free to copy and paste these email template.

Requesting To Meet with a Student (Distress)

Requesting To Meet with a Student (Distress) Template 2

Follow Up Email After Meeting (Distress)

Requesting To Meet with a Student (Disruptive)

[STUDENT NAME],

I am writing to request a meeting to discuss your behavior in class, which I believe has been disruptive to the learning of your peers. As you know, I dismissed you from class on [DATE], and I want to reiterate that you are not to return to class until a discussion takes place to address the behavior and create a plan.

To fulfill my responsibilities temporary dismissal to my department and the Office of the Dean of Students. Upon your dismissal from class, the next step is to have a meeting. Please know that this meeting is very important.

I’m asking that the Dean of Students attend the meeting with us to help facilitate a productive discussion. You are welcome to bring an additional support person with you. It’s very important to me that we are able to have an open, honest conversation to get at the root of what has been happening in the classroom.

I would like to meet at everyone’s earliest convenience. Below are some times when both the Dean and I can meet:

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Please let me know which of these times works best for you. I look forward to moving forward with a resolution.

Sincerely,

[YOUR NAME]

Requesting To Meet with a Student (Disruptive) Template 2

[STUDENT NAME],

I understand an escalating conflict has occurred between you and [FACULTY NAME] and they have asked you not to return to the class until a discussion takes place.

[FACULTY NAME] requested a meeting with you prior to class on [DATE], but you did not reply, hence the confrontation which ensued when you arrived for class. Upon your dismissal from class, the next step is to have a meeting. This is a very important meeting for you

I’ve asked the Dean of Students to attend so that they can facilitate the discussion. You are welcome to bring a support person. I may attend as well (depending on the time and date), but only as an impartial observer who documents the discussion. [STUDENT NAME], please understand we are trying to make a bridge here, not tear one down. We encourage your respectful participation in this process.

The following are some possible dates and times that theDean can meet. If none of these work for you, we can move into next week, but the sooner we can meet, the sooner we can move forward with a resolution.
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Please know we have your best interests at heart and want you to be and feel successful. With open, honest dialogue, I believe we can reach a resolution that works for everyone. Please include all of us in your response so we can prioritize this on our calendars.

Respectfully,

[YOUR NAME]

Follow Up Email After Meeting (Disruptive)

[STUDENT NAME],

Thank you for taking time to meet with [FACULTY NAME] and myself. I am glad we were able to have an open discussion about how to move forward in a productive manner. In our meeting, you discussed that you [INSERT CONCERNS AND CONCESSIONS MADE BY THE STUDENT DURING THE MEETING. Example: You acknowledged that you were upset because you felt targeted for offering a differing opinion and that you should have been more respectful in your communication with your instructor/fellow classmates.]

As we discussed in our meeting, [INSERT AGREED UPON RESOLUTION AND SPECIFIC ACTION STEPS- WHAT THE FACULTY MEMBER AGREED TO DO, WHAT THE STUDENT AGREED TO DO.]

I believe that this resolution, coupled with open, respectful communication, will result in a successful quarter for everyone. If anything in this email does not reflect your understanding of today’s meeting, please feel free to contact me.

Respectfully,

[YOUR NAME]