Not sure where to start? The email templates here may be helpful when reaching out to students with behavioral concerns.
[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. This is in accordance with the WITCC Code of Conduct, located in the WITCC Student Handbook.
To fulfill my responsibilities outlined in the policy, I have reported the 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; if it does not occur, additional action concerns may result. I’m asking that the (Department Chair/Associate Dean) attend the meeting with us to help facilitate a productive discussion.
You are welcome to bring an additional support person with you. This support person would not participate directly in the meeting, their role would be to support and advise 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 Department Chair and I can be available:
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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]
[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. We are WITCC Code of Conduct policy, which I’ve included below, to preserve the rights of both of you.
[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 according to the policy. This is a very important meeting for you; if we don’t hear from you, we may proceed with other disciplinary measures.
I’ve asked the (Dept Chair, Associate Dean) 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 the Assistant Dean 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,
[DEPARTMENT CHAIR or INSTRUCTOR]
[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 also shared some resources with you during our meeting, including:
[LIST RESOURCES WITH CONTACT INFORMATION]
I believe that this resolution, coupled with open, respectful communication, will result in a successful semester for everyone. If anything in this email does not reflect your understanding of today’s meeting, please feel free to contact me.
Respectfully,
[DEPARTMENT CHAIR or INSTRUCTOR]
Dear [STUDENT NAME],
Thank you for coming in and visiting with me today. I appreciate the open dialogue and I am sorry you are going through such a difficult time.
As we discussed, I have some support resource information for you to consider reaching out and connecting. www.witcc.edu/student-resources/student-resource-guide/ These resources provide a great confidential way for you to work through some of the difficulties you are currently facing.
Please make sure you stay in communication with me regarding your classwork, attendance, and any anticipated hiccups that might derail your success in this class.
With care,
[YOUR NAME]
[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 also shared some resources with you during our meeting, including:
[LIST RESOURCES WITH CONTACT INFORMATION]
I believe that this resolution, coupled with open, respectful communication, will result in a successful semester for everyone. If anything in this email does not reflect your understanding of today’s meeting, please feel free to contact me.
Respectfully,
[DEPARTMENT CHAIR or INSTRUCTOR]
(For use during the meeting and Emailed to the student’s Western Iowa Tech email following the meeting) - develop and sign during the meeting if possible.
[STUDENT],
I appreciated your willingness to meet with me to navigate circumstances surrounding your success here at Western Iowa Tech Community College. I am reaching out to provide a recap of what we discussed during our meeting, along with a copy of the signed Success Agreement we worked together to develop during our meeting. It is my hope that this information will serve as a tool for further enhancing your learning experience at Western Iowa Tech and serve to reference the agreed upon expectations moving forward.
In our conversation, you explored and committed to the following Learning Success Plan:
Your Rights:
Your Responsibilities:
Defined Learning Environment Expectations:
(from Course Syllabus or Western Iowa Tech Code of Conduct)
Observed Behavior that did not meet expectations:
(behaviors most not continue)
Based on our conversations, your commitments to the responsibilities defined above are as follows:
It is truly my desire that your time at Western Iowa Tech will be a positive experience of growth and development. Western Iowa Tech staff and faculty are here to assist you in any way we can in supporting you in your journey.
I am confident that you will be able to maintain the standards that we have agreed upon. If you are unable to meet the expectations listed above, you may be processed through a formal conduct process and/or removed from this course. Please know that this would be the last option for us and one that is completely within your control.
Thank you for our conversation. If you have any questions or concerns, please don’t hesitate to contact me directly.
Sincerely,
[INSTRUCTOR NAME]
