Samples


Sample email to the new officers:


You have all been elected as officers for the 2009-2010 student organizations!

Congratulations!

As you know, your duties will begin at the meeting in October. Please be prepared to attend all meetings and participate in all the activities. Sometime soon, there will be a meeting scheduled for all the new officers to meet, brainstorm, and plan. Also, expect some contact from previous officers about your office duties.

Please respond back to me to confirm your receipt of this email.



Sample email to those who were not elected:

I am sorry to inform you that you were not elected <insert position here> of <insert org here>. However, the current officers have been impressed with your enthusiasm and really want you to help with the organizations. During the year, there will be committees for various duties that you can chair. In addition, if you have an activity you would like to plan, please let us know.

(Optional text if there are any positions that were not filled by elections)

There are several appointed positions that you could fulfill well. They are: <insert any appointed positions here>. We really want your involvement and input. Let me know if you are interested in any of these positions.

Please respond back to me to confirm your receipt of this email.





Sample Welcome Back Email


Welcome to new and old members!

I’m taking this opportunity to email you to let you know that the student organizations community is available online under the Organizations tab in Blackboard. You can use the discussion boards to communicate with members who don’t live in your area as well as attend meetings virtually (more on that later).

We will also be utilizing Blackboard for the upcoming elections for officers of the three organizations. So stay tuned and stay active...we’ve got a great year ahead of us!

Please feel free to pass the idea of membership on to fellow students. Have them email an officer (listed below) if they would like to join.

If for some reason, you no longer wish to be a member of these organizations, please respond to this email so I can remove your name from our membership.

If you have interest in running for office, please attend the first meeting in person for Fall on Sept XX, XXXX.

I look forward to seeing you (in person or virtually) at the first meeting on September XX at 4 p.m.!

Sample Welcome Email

Welcome to Student Organizations of Library and Information Science (SOLIS). We are comprised of student chapters of three national organizations, ALA, ASIS&T and SLA. You can learn more about these organizations on our website: http://slisstudentorgs.usf.edu/

I have also attached a copy of our January newsletter to keep you informed of our events this month.

Our first general meeting for the semester is tomorrow at 6:30, followed by a lecture by Ardis Hanson, the head of the Louis de la Parte Florida Mental Health Institute Research Library. It will be held at the Florida Mental Health Institute, located on the northwest corner of campus. More info here: http://home.fmhi.usf.edu/AboutFmhi/mapAndParking.cfm

We hope to see you soon!


Sample of the written notification - Attendance

Based on our records, you have not attended two meetings and have not given a valid reason for your absence to the Executive Board. We have scheduled a meeting on [Month, Day – Time] to discuss your removal from the board. If this date/time does not work, please let us know. You will have an opportunity to speak to the board on your behalf. A majority vote of the Executive Board will require you to vacate the position.


Sample of the written notification - Membership

Based on our records, you are not a USF student or have recently graduated. We have scheduled a meeting on [Month, Day – Time] to discuss your removal from the board. We have scheduled a meeting on [Month, Day – Time] to discuss your removal from the board. You will have an opportunity to speak to the board on your behalf. A majority vote of the Executive Board will require you to vacate the position.


Sample of the written notification – USF Policy

Based on our records, you are in violation of USF Policy [state specific policy]. We have scheduled a meeting on [Month, Day – Time] to discuss your removal from the board. We have scheduled a meeting on [Month, Day – Time] to discuss your removal from the board. You will have an opportunity to speak to the board on your behalf. A majority vote of the Executive Board will require you to vacate the position.