Adds sample student communications (email msgs)

docs/en_us/course_authors/source/change_log.rst

@@ -13,6 +13,8 @@ July, 2014
 
    * - Date
      - Change
+   * - 07/22/14
+     - Added :ref:`Example Messages to Students` to the :ref:`Launch` chapter.
    * - 07/15/14
      - Added the :ref:`Discussions for Students and Staff` chapter.
    * - 07/11/14

docs/en_us/course_authors/source/releasing_course/course_launching.rst

@@ -8,10 +8,12 @@ To launch a course, you prepare the course itself, the staff, and the
 students. This chapter includes a :ref:`Course Launch Checklist` to use as a
 model for your schedule of activities.
 
-To help you communicate to the staff and to all course participants when you
-are launching the course, and also while the course runs, you can send email
-messages from the Instructor Dashboard. See :ref:`Bulk Email` and :ref:`Email
-Task History Report`.
+To help you communicate to the course staff or to all course participants
+before the course launches and while it is running, you can send email messages
+from the Instructor Dashboard. See :ref:`Bulk Email`. This chapter also
+includes a set of :ref:`example messages to students<Example Messages to
+Students>` that you can use as guidelines when you write your own email
+messages.
 
 .. _Course Launch Checklist:
 
@@ -44,7 +46,7 @@ starts follow.
 **Welcome Students**
 
 * Two months before the course start date, prepare and send a welcome email
-  message to currently enrolled students. See :ref:`Send_Bulk_Email`.
+  message to currently enrolled students. See :ref:`Prelaunch Reminder` and :ref:`Send_Bulk_Email`.
 * Compose a welcome message and add it to the **Course Info** page. See :ref:`Add
   a Course Update`.
 * Verify that a syllabus and other references are available on the **Course
@@ -53,14 +55,14 @@ starts follow.
   message to currently enrolled students.
 * One week before the course start date, prepare and send a welcome email
   message to currently enrolled students.
-* Start an "Introduce Yourself" topic in a discussion thread. For a MOOC, you
-  may want to manage the size of the thread by distributing student responses
+* Add an "Introduce Yourself" post to a discussion topic. For a MOOC, you may
+  want to manage the size of the thread by distributing student responses
   across multiple threads. For example, you can start different threads for
   introductions based on geographical location, such as "Introduce Yourself:
   Europe", "Introduce Yourself: North America", etc. See
   :ref:`Running_discussions`.
 * On the course start date, prepare and send a launch email message to
-  currently enrolled students.
+  currently enrolled students. See :ref:`Launch Day Welcome`. 
 
 **Prepare Staff**
 
@@ -73,7 +75,8 @@ starts follow.
   have the correct role assignments in the LMS. See :ref:`Course_Staffing`.
 * Verify that discussion admins, discussion moderators, and community TAs have
   registered and activated their user accounts, enrolled in the course, and been
-  assigned their roles. See :ref:`Assigning_discussion_roles`.
+  assigned their roles on the Instructor Dashboard. See
+  :ref:`Assigning_discussion_roles`.
 * Define methods for managing discussions and guidance for discussion
   moderators, and distribute to the discussion team. See
   :ref:`Moderating_discussions` and :ref:`Guidance for Discussion Moderators`.
@@ -109,10 +112,11 @@ recipients by selecting one of these predefined groups:
   Email messages are not sent to enrolled students in these circumstances:
 
   * Students can opt not to receive email messages through the **Email
-    Settings** link, which is present on their dashboards for each course. Email
-    messages are not sent to these students.
-  * As a best practice, email is not sent to students who have not replied to an
-    account activation email message. 
+    Settings** link, which is present on the edX dashboard for each course.
+    Email messages are not sent to these students.
+
+  * Email is not sent to students who have not replied to an account activation
+    email message.
 
 Before you use the bulk email feature, consider that messages **cannot be
 cancelled** after they are sent. If you plan to send a message to all course
@@ -257,4 +261,303 @@ that some or all of the emailing subtasks did not successfully send email:
 * "Unable to find any recipients to be emailed"
   
 No **Task Progress** messages display for tasks that have a **State** of
-Failure.
+Failure.
+
+.. _Example Messages to Students:
+
+*********************************
+Example Messages to Students
+*********************************
+
+You can use these example messages, prepared for delivery before typical course
+milestones, as models for your own course communications.
+
+* :ref:`Prelaunch Reminder`
+* :ref:`Launch Day Welcome`
+* :ref:`Midcourse Encouragement`
+* :ref:`Midcourse Events`
+* :ref:`Technical Issue`
+* :ref:`Course Farewell and Certificates`
+
+These messages are styled as email messages, but you could also post this
+information in a course discussion topic or on the **Course Info** page.
+
+.. important:: Revise these message templates carefully to include facts for your own course, meet the needs of your students, and reflect your own objectives and personality. Search for the "{" and "}" characters to locate prompts and replace them with course-specific values.
+
+.. _Prelaunch Reminder: 
+
+=======================
+Pre-launch Reminder
+=======================
+
+Pre-launch reminders raise awareness of the course start date, publicize the
+course, and generate excitement. In addition to the course start date and time,
+the example that follows also lets students know that:
+
+* UTC is used in edX courses. Alternatively, you could include information about
+  your course or the edX platform that will contribute to your students'
+  success.
+
+* The course has a companion social media site. Alternatively, you might include
+  information about planned meetups or other community-building opportunities.
+
+You may want to send out more than one message before the course launches: use
+this template as a starting point for crafting the different messages you want
+to deliver. Replace values enclosed by {braces} with information that applies to
+your course.
+
+:: 
+
+  Subject: {course number} Starts Soon!
+
+  Hello {course name} student,
+
+  We are excited that you are joining us for {course number} {course name},
+  offered by {organization name} through edX. Class begins on {day}, {date} at
+  {time} UTC (which is {time} {local time zone}). Note that edX courses use
+  Coordinated Universal Time (UTC) for due dates and release times.
+
+  In case you haven't already found it, {course number} has its own official
+  Facebook page {add link}. You can find videos and photos posted there before
+  the course even begins.
+
+  If this is your first edX course, consider registering for edx101 {add link},
+  the edX Demo course. This course gives you an opportunity to explore the edX
+  platform and learn how to answer problems and track your progress, before
+  {course number} begins.
+
+  Your {course number} course staff
+
+.. _Launch Day Welcome:
+
+=======================
+Launch Day Welcome
+=======================
+
+On your course start date, you can send an email message that both welcomes
+students and gives them specific actions to accomplish. This example directs
+students to two of the course pages to encourage exploration and discovery, and
+personally introduces the course team leader. Search for the values enclosed by
+{braces} in this template and replace them with information for your course.
+
+:: 
+
+  Subject: {course number} Starts Today!
+
+  Hello everyone!
+
+  At this time, edX course {course number} is available from your Dashboard
+  {add link}, and the staff would like to officially welcome you to the course!
+  You'll find materials for the first week on the Courseware page,
+  including both video lectures and problem sets.
+
+  Please take some time to go to the Course Info page to read the handouts
+  and get familiar with course policies and philosophy.
+
+  I will be your course lead and I hope you will all have a great time learning
+  {subject}! It may be challenging, it may be frustrating, but it will be
+  rewarding and you will learn a ton.
+
+  On behalf of the staff, welcome, good luck, and have fun!
+
+  {name} and the {course number} staff
+
+.. _Midcourse Encouragement:
+
+==========================
+Mid-Course Encouragement
+==========================
+
+While your course is running, you can send messages to promote community,
+remind students of upcoming due dates, and address any recurring issues.
+
+This example gives students guidance on how to keep up with the course schedule
+and encourages contributions to the discussions. You may want to send out more
+than one message while the course is running. You can use this template as a
+starting point for your own messages; search for the values enclosed by
+{braces} and replace them with information for your course.
+
+:: 
+
+  Subject: {course name} Announcements
+
+  Dear students,
+
+  We hope that you are learning a lot in {course number}! Remember that problem
+  set {number} is due on {date} at {time} UTC. You can always check the
+  schedule {add link} on the Course Info page to plan ahead.
+
+  The contributions to the course discussions have been amazing. You'll also
+  see on the Course Info page that we have made several of you community
+  TAs to thank you for your thoughtful contributions. Keep those conversations
+  going!
+
+  We have a few additional announcements.
+
+  * Week {number} on {subject} is now available on the Courseware page.
+
+  * Problem set {number} is also available. It is due on {date} at {time} UTC. 
+
+  * Remember that the due dates for problem sets and exams are in UTC (the GMT
+    time zone). See the current UTC time here {add link}. Please convert the
+    times given to your own time zone!
+
+  Wishing you continued success in the course,
+
+  {name} and the {course number} staff
+
+.. _Midcourse Events:
+
+=======================
+Mid-Course Event
+=======================
+
+Before an exam or other significant course event, messages can provide
+practical information about the exam, communicate expectations regarding
+conduct, and also encourage students to continue working toward course
+completion. This example lets students know:
+
+* How long they have to complete the exam, and when they can see answers to
+  questions.
+
+* How to communicate any errors or other issues found during the exam to the
+  course staff.
+
+* Whether the course discussions will be open or closed during the exam. (In
+  the example that follows, the discussions will remain **open**.)
+
+* What constitutes an honor code violation.
+
+* What technical limitations, if any, are imposed by external tools such as
+  graders.
+
+Be sure to search for the values enclosed by {braces} and replace them with
+information for your course.
+
+:: 
+
+  Subject: {course number} Exam Info
+
+  Hello {course name} student,
+
+  Great job working through week {number}! As you know, the {course number}
+  exam is next week. If you missed a problem set, you can still earn a
+  certificate. Each problem set is worth only {number}% of the overall grade,
+  but this exam is worth {number}%.
+
+  Please read this important information about the exam before you begin taking
+  it.
+
+  * The exam starts on {date} at {time} UTC and must be finished by {date} at
+    {time} UTC. Plan your schedule accordingly.
+
+  * Be sure that you know what time the UTC deadline is in your time zone. See
+    the current UTC time {add link}. No extensions will be given.
+
+  * The exam is not timed. You can start, stop, and come back to it until the
+    deadline.
+
+  * Each exam question allows only one answer submission. If you accidentally
+    click "Check", that problem cannot be reset for you.
+
+  * The exam covers everything (video lectures, reading, and problem sets) from
+    weeks {number}-{number}. If you missed any of these materials, you will
+    want to review them before you take the exam.
+
+  * You can use the textbook and the Internet to clarify your knowledge of exam
+    topics, as long as you are not deliberately looking up answers to exam
+    questions.
+
+  * Course discussions will remain open during the exam, but anyone who posts
+    an answer to an exam question will be violating the honor code and risk
+    being removed from the class, forfeiting the certificate.
+
+  * If you need to alert the staff to an issue with the exam while the exam is
+    open, add a post to the General discussion topic and include [EXAM] in
+    the subject line.
+
+  * Check the Course Info page periodically. It is the fastest way the
+    staff has to communicate any delays, corrections, or changes.
+
+  Good luck!
+
+  {name} and the {course number} staff
+
+.. _Technical Issue:
+
+=========================================
+Technical Issue
+=========================================
+
+In the event of an unanticipated system failure, a message can both alert
+students to the problem and reassure them that the issue is either resolved or
+being addressed. The message can also provide information about any changes
+made to the course as a result.
+
+Technical issues can arise during a course for many different reasons, so this
+example is likely to need revision to apply to an issue that you encounter.
+Keep in mind that to reassure the students who are affected by the problem, the
+message should have a positive tone, and calmly and briefly identify the
+problem, the status of its solution, and any after effects.
+
+::
+
+  Dear students,
+
+  We've encountered a technical problem with {video, assignment, etc. name}.
+  {We are working to resolve it now. / This issue has been fixed.}
+
+  As a result of this issue, we have {extended the deadline for / rescored}
+  this assignment so that it will not affect your grade.
+
+  Thanks for your patience, and we look forward to continuing the course with
+  you.
+
+  {name} and the {course number} staff
+
+.. _Course Farewell and Certificates:
+
+==============================================
+Course Farewell and Certificates
+==============================================
+
+In the last few days before your course ends, a message can direct students to
+a course survey, answer questions about certificates, and provide information
+about future access to course materials. Be sure to replace values enclosed by
+{braces} with information for your course.
+
+:: 
+
+  Subject: {course number} Final Remarks
+
+  Dear students,
+
+  Thank you for making {course number} so much fun these last few months! We
+  had a great time getting to know you through the course discussions. We
+  appreciate the effort that you put into this course, and we hope that you
+  enjoyed learning {subject} through edX. With or without a certificate, you
+  should be proud of your accomplishments.
+
+  * Please take a few minutes to answer the exit survey, now available under
+    Courseware. We will use your responses to improve the course in the future.
+
+  * If you qualify for a certificate (overall score {number}% or higher), the
+    edX dashboard will include a link to your certificate in the near future.
+    While you may see the link in a few days, it can take up to two weeks edX
+    to generate all of the course certificates.
+
+  * As a registered student, you will have access to the lecture videos even
+    after the course ends. The problem sets and exams will be removed from the
+    course when it is archived.
+
+  * The {course number} discussions close on {date} at {time} UTC. You will not
+    be able to add to the discussions after that time, but you will be able to
+    continue viewing all of the conversations that took place during the
+    course.
+
+  We hope that you share what you learned in {course number} with your
+  colleagues, friends, and family.
+
+  Good luck on the final exam and beyond!
+
+  {name} and the {course number} staff

docs/en_us/course_authors/source/running_course/checking_student_progress.rst

@@ -5,6 +5,9 @@ Assign Final Grades and Issue Certificates
 ###################################################
 .. This chapter will be renamed and expanded to include course wrap-up activities and best practices.
 
+As you prepare for the end of your course, you can send students a :ref:`course
+farewell<Course Farewell and Certificates>` email message.
+
 To assign a final grade to each student enrolled in a course, you generate
 grades after the **Course End Date** and **Time** have passed. See
 :ref:`Access_grades`.