Email template: welcome message for students impacted by travel restrictions

What to include in your email

Send an introductory welcome message (email or audio with photo, or a video) covering the following at a minimum:

• introduce yourself
• acknowledge the students’ situation, and reassure them we are doing our best in this challenging context
  • let them know we are working together to make this the best possible experience and invite their ideas about what helps (you might suggest using email or Teams to respond)
  • ask them to let you know if they can access the UTSOnline or Canvas site
  • ask them if they are in transit/self-isolation and/or plan to be in class shortly to let you know when they expect to be on campus
• introduce the subject and how you will proceed, noting that things may change as we go along in response to the technical situation
• attached the subject outline and note any changes that might relate to them (for example, delayed or adjusted assessment)
• remind them you will keep in touch (perhaps weekly?)

Suggested email template

Hi everyone,

Welcome to <subject name and ID>. My name is <X> and I am the Subject Coordinator for this subject. <Y> will be your tutor this session.

I know that many of you have been affected by the Australian Government’s decision to restrict travel to Australia from mainland China and from Iran due to the novel coronavirus (COVID-19) outbreak. According to Australian immigration records, you may not be in Australia for the start of Autumn session.

Firstly, I want to say that I hope you, your family and your friends are safe and well. Secondly, I know you are in a very difficult situation and I want to tell you that, although it must be disappointing for you to be unable to attend your classes on campus at this time, we will do everything that we can to help you with your university studies. If you are in transit, or in Australia in self-isolation, and will be in class later in the session, please let me know when you think you will be able to attend class by replying to this email.

Helping you with <subject name and ID>

We are working hard to make sure that your experience of <subject name> is a good one. You should have recently received an email about your enrolment at UTS. As mentioned in that email, each week, I’ll be making relevant learning materials available to you until you are able to attend class on campus. All of your essential learning materials will be available on Canvas. Please try to log in using your student number and let me know if you cannot get access to the website by replying to this email as soon as possible. Do not worry if you cannot access everything at the moment, I will email you essential learning materials if necessary.

We’ll also be using Microsoft Teams to communicate and to have class discussions. Please download the Microsoft Teams app  because it works better than the browser version. Please let me know if you have problems with this.

I have attached the Subject Outline to this email so that you can see the plan for this subject. However, some of the details regarding class dates will be different for you.

Assessments

The Subject Outline also tells you about the assessments for this subject. I may change due dates so you can complete assessments when you attend class on campus. I will let you know of any changes as soon as I can.

Please note that travel restrictions and other related circumstances, including the availability of technologies, are changing regularly. This means that the best way of working with you may change. We’ll keep you updated of any changes as soon as they happen.

Other help from UTS

If you have questions about UTS’s response to this situation, please visit the UTS website: Coronavirus advice and frequently asked questions. You can find answers to many frequently asked questions via that link.

There is also a voluntary and anonymous self-check form that you can use to help you feel reassured that you are following government recommendations.

We look forward to working with you this session. I hope you enjoy the subject despite the difficult circumstances.

Recommended text if you don’t yet have a list of students

I know that some of you have been affected by the Australian Government’s decision to restrict travel from mainland China and from Iran due to the novel coronavirus (COVID-19) and may not be in Australia for the start of Autumn session.

If you are in transit, or in Australia in self-isolation, and will be on campus later in the session, please let me know when you think you will be able to attend class by replying to this email.

I have attached the Subject Outline to this email so that you can see the plan for this subject. If you are not able to attend classes on campus due to travel restrictions, some of the details regarding class dates will be different for you. We will be in contact to explain how learning materials will be provided and how class discussions might take place until you can attend class.