Communication is central to your role as a rep, communicating well can help solve issues quicker, easier and can help you forge good relationships with staff and other students.
It is importation that when you are emailing your academic staff within the university you are respectful and polite. Include the proper title for the person you are contacting and have an appropriate subject heading, using people finder on the Maynooth University website to confirm it.
Avoid emailing out of office hours (2am on a Friday or Christmas).
When an issue arises, contacting the first level is important. Lecturer – Head of Year- Programme Coordinator – Head of School. If it needs to escalate further, please contact your Faculty Convenor and VP AA
When elected to the role as an Academic Representative, introduce yourself either in person or via email to your head of year.
Introduction as an Academic Rep
Subject: Introduction: Academic Representative for X year X
Dear Dr/Professor X,
My name is X. I would like to introduce myself as the Academic Representative for X. I look forward to work with you this year. If I could take 5 minutes at the start of X lecture to introduce myself to the year it would be greatly appreciated.
King Regards,
X
Looking for an update on assessment results
Subject: Assessment results for X module.
Dear Dr/Professor X,
I hope this email finds you well.
I am emailing you regarding the assignment/MCQ/presentation we completed in X module. Students have contacting me concerning when the results will be released. I can understand that you are busy, but any clarification I could forward onto the class would be greatly appreciated.
Kind Regards,
X
Request for Meeting or Office Hours Appointment
Subject: Request for Meeting Appointment During Office Hours
Dear Dr/Professor X,
I hope this message finds you well. I am X, a representative of X and I would like to request a meeting during your office hours to discuss X.
Could you kindly let me know your availability this week? I look forward to your response and appreciate your time and assistance.
Best regards,
X
Update on Student Concerns or Issues
Subject: Student Concerns Regarding X
Dear Dr/Professor X,
I hope all is well with you. As the academic representative for X, I wanted to bring to your attention a concern raised by some students. The issue pertains to X.
Would you be able to offer some guidance or clarification on this matter? Your input would be greatly appreciated by the students.
Thank you for your attention to this.
Best regards,
X
Feedback results to head of year / programme coordinator
Subject: Results concerning student feedback
Dear Dr/Professor X
I hope this email finds you well. As the end of the semester is fast approaching, I would like to share with you some feedback I have gather as part of my role as academic rep. The outcome of the feedback was X. I would be happy to discuss this further either on teams or in person during your office hours.
Looking forward to hearing from you.
Kind Regards,
X