If at any point of time you are unclear on this post please email firstname.lastname@example.org.
When establishing a new course in a new faculty, please follow these steps below. If you’ve already offered the course in question, and are trying to build new relationships with a professor you can follow the same steps, just remember to talk about your past success in the course.
Step 1: Determine the New Course
This is to be determined through evaluation of course earning potential. To evaluate a course’s earning potential, one may consider a variety of factors. A few include :
- Number of registered students
- Class sizes (larger sizes usually = lower understanding)
- Course/professor level of difficulty
- “Tutorability” of the course (courses in which material is more subject to opinion are difficult)
- Likelihood of faculty support
- Quality of tutor/tutor applicant pool
Step 2: VP Ambassadors and President Decide/Approve
When it comes to the idea of establishing SOS course offerings, Ambassadors play a key role in being the first face of SOS that professors see. Per the VP of Ambassadors’ determination of a potentially lucrative and beneficial course to offer, the Ambassador of the respective faculty will be charged with the responsibility of approaching the professor.
Step 3: First Point of Contact
This is to be done by composing a professional email to the professor, BRIEFLY explaining what SOS is and our intentions. The email should request an appointment with the professor (or Head Professor if there are multiple ones for the course) and offer a few time possibilities (to allow professor convenience). A possible email template to use would be (all underlined words are those subject to change based on the circumstances):
Good Morning/Afternoon/Evening Professor,
My name is NAME and I am the Students Offering Support Ambassador for the organization’sSCHOOLNAME Chapter. In case you are unaware, Students Offering Support is a registered national charity that raises money to raise roofs through raising marks during our Exam-AID review sessions. The money raised is used for sustainable development projects in Latin America at the end of each year, built by SOS volunteers!
Over the last three years, SCHOOLNAME SOS has tutored over XX students and rose over $XX for projects around the world. We are very interested in continuing to support students on campus by offering our high-quality Exam-AID review sessions. I was hoping to have the opportunity to meet with you to discuss SOS more and what we could possibly do to help your students exceed expectations on your upcoming midterm/final exam.
I am aware that professor life can be quite busy, but I was hoping to schedule an appointment sometime in the very near future? Would this day, that time or that day, this time work for you? If not, is there a time that would be more convenient for you? The appointment should take no more than 10 minutes of your time. Thank you very much and I look forward to your response. Have a greatday/afternoon/night/weekend!
Students Offering Support: SCHOOLNAME Chapter
You can also find another useful Email Template for contacting professors click here – Professor Email Template.
Step 4: Ambassador Meets With Professor
It is the responsibility of the Ambassador to prepare a standard SOS sales pitch for new Professors. This pitch should include the following:
- SOS Vision and Mission (briefly)
- Who the Ambassador Is (their role in faculty relations)
- Demonstrated results to date (to make evident SOS’ effectiveness)
- Benefits (both to the professor/students and to our supported communities)
- The importance and influential role professor support can play
For some of the information basics about SOS check out this E-Manual post – The FYI of SOS.
To customize to the specific course, the pitch should also include demonstrated research and interest in the class (i.e. how many students there are, are there labs/tutorials, how many sections/profs are there, etc.). All professor questions/concerns should be answered. If unsure of how to answer/what to answer, the Ambassador should apologize and promise to follow-up.
Step 5: Get an Answer
Depending on the professor’s openness and the quality of the pitch, there can be a variety of mixed feelings. If the professor is on board with supporting SOS and its cause, then the Ambassador is to mention the variety of forms and degrees to which the professor can support the Exam-AID review sessions.
The Ambassador should seek the highest degree of support possible, without seeming too pushy or overbearing. Examples of possible support include: allowing flyer distribution in class, mentioning the sessions and their value in class, allowing a class presentation, sending an announcement/email on the course website (i.e. UW-ACE, MyLS, Blackboard, etc.), assisting coordinators and tutors in their preparation of material, etc.
If the professor has mixed feelings and would like time to consider, the Ambassador is to give appropriate time while maintaining at least weekly check-ins. If the professor is uncooperative and not interested, they are to be thanked for their time.
Step 6: Establishing Clear Communication Lines
The Ambassador is to stress that if the Professor ever has any comments/questions/issues with SOS in general, the Ambassador is there to serve them as a sort of “Customer Service Representative.” The course coordinator on the other hand, should be the one to contact for all logistics and course specifics.
The Ambassador should follow-up by sending a welcome/thank you email to the professor and Cc the course coordinator. This will allow easy transition of communication and will alert the coordinator of the professor’s support (the email should include what levels/degrees of support the professor is offering). If there is no course coordinator/tutor, the Ambassador is to inform the professor when one is found and may (depending on how comfortable the professor is) request professor recommendations/help in finding qualified and talented coordinators/tutors.
As well, the VP of Ambassadors, Co-President’s, and VP of Logistics should also be Bcc’ed in the “Welcome Email” to allow complete transparency and communication of the new professor relationship. It is the responsibility of the Logistics Department to communicate new course offerings and session details to the Marketing Department once all dates, times, and tutors are finalized.
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