Advising Right Now: Welcome E-mails to Advisees
No later than August 12, the UAAP will send you an e-mail list of your new freshman advisees, with their names, gender, and MIT e-mail addresses.
Using their MIT e-mail addresses, please send your freshman advisees a welcome e-mail by Monday, August 22. The purpose of this e-mail is not only to say "Welcome to MIT", but more importantly, to give your freshmen critical information about who you are, and arrangements for meeting with advisees during Orientation week. We've provided some guidelines below as well as a couple of sample letters if you're not sure what to write.
It's your choice whether to send the e-mail to your entire advising group, or to send each student an individualized message.
Please copy Elizabeth Young (firstname.lastname@example.org) on your messages, so she'll have a record in case any advisee forgets the information.
If you know that you will not be on campus to meet or register your advisees on Sept. 1, please let Elizabeth know. Your UAAP advising consultant will most likely be the person filling in for you, so check in with her or him about what to tell your advisees.
Your letter need not be lengthy, but should contain information about:
- Yourself. Your name, where you work, brief bio -- this is especially important for Traditional Advisors, since your freshmen will not otherwise have any information about you.
- Your seminar, if any.
- Your Associate Advisor(s), if any.
- Any other information that you wish to share.
- Describe arrangements for meeting on Tuesday, August 30 as a group. Please let them know where to meet you at 3:30pm and a phone number to call if lost.
- If you are not holding a group meeting on Tuesday because you are traveling, here are some suggestions for arranging individual registration meetings on Thursday, Sept. 1.
- Provide your advisees with your available times and have each advisee e-mail you their availability for Thursday, Sept. 1. Be sure to confirm the appointment time with a return e-mail.
- Post a sign-up sheet on your office door and have each advisee sign up in person. Be sure to give directions to your office.
- Leave a sign-up sheet with your administrative assistant, if you have one. Let your advisees know how to reach your assistant if they get lost or have questions.
- Ask your Associate Advisor to schedule the meetings.
See Orientation Advising Meetings for more information.