Multimedia Team project email templates to reference or save as Gmail Templates.
Panels Key:
Who to include, from Team Manger
Who to include, from MMD
Reply all suggestion
Time sensitive note
Required Emails
MMD Assignments (Week 1)
Here are your MMD project assignments for the [CDD Cycle].
To-Do Items:
Add MMD to Week 3 or 4 Scoping Meeting as soon as possible
Add MMD to Week 7 Transition Meeting (as optional)
Add MMD to the Canvas Course (as soon as possible)
[insert table here with projects and assigned MMD]
Media Services Intro (Week 2-3)
To: Faculty
CC: IDC
Subject Line
eCampus Multimedia Team
Body
Hello [Professor],
I'm [Name], the Multimedia Developer (MMD) assigned to your online course design project, [Course ###].
Our Multimedia team can help you develop custom video, images, animations, and interactives and incorporate them into your course to enhance the learning process.
We'll be meeting soon! In the meantime, here are some questions to identify where we might be able to help:
What are you having trouble communicating to students?
What are your students struggling with?
What concepts are difficult to convey or understand?
Here are some useful links to media resources and an overview of what our team does:
Multimedia Team Portfolio
Creating Multimedia How Tos and Best Practices
Panopto Video Guides
I look forward to working with you this semester!
Scoping Meeting Follow-Up (Week 4)
To: Faculty
CC: IDC
Subject Line
Course ### Media Scoping Follow-Up
Body
Hi [name],
It was a pleasure meeting with you to discuss media for your course.
[recap of what was discussed, additional meeting scheduled, etc]
[list of media deliverables, next steps, and timeline to complete]
Here are additional resources that will help:
Multimedia Team Portfolio - examples from other courses we’ve helped
Panopto - Learn how to use Boise State’s video platform
Video Best Practices - Tips for creating better videos
Multimedia Team Canvas (accept invite in Canvas) - see how media looks in a course
Please don't hesitate to reach out should any additional questions or concerns come up.
Thanks,
Media Status Update (Weeks 7-12)
Easiest to reply all to QA update emails.
To: Faculty
CC: IDC, QA, CD, CAS (see Blueprint ‘Team Information’)
Subject Line
Course ### Status Update
Body
Here's an update on media items for [COURSE ###].
In-Progress
XXXX
Need Review
XXXX
Waiting On Faculty
XXXX
Any media items still waiting on faculty by week 12 will be canceled as our work has shifted to the next semester's courses.
If you have any questions feel free to reach out!
Media Complete Survey (Week 15)
Send 1 week after completion of project
To: Faculty
Subject Line
eCampus Multimedia Team
Body
Hi [faculty developer]
To make sure we’re providing the best service possible I’d love to know:
What you found most valuable working with our team?
One thing we could have done better?
If you’d recommend our services to a colleague? Why or why not?
Any feedback you provide is greatly appreciated.
Thank you,
Submit
Other Emails
Film Day
Send 2 days before scheduled film sessions.
To: Faculty
CC: IDC
Subject Line
📽️ Course ### Upcoming Film Session 📽️
Body
Hello [FACULTY],
We look forward to your upcoming film session in the ES Studio on [date] from [time to time].
Where
Ron and Linda Yanke Family Research Park, 220 E. Parkcenter Blvd
Visitor parking spaces are available near the front entrance
When you enter the building, take a right for the Extended Studies offices and a staff member will help you locate our film studio
To Do
Please reply with the following for studio prep:
Greenscreen, blue, black, or white curtains? We recommend blue
sitting or standing?
scripts to be added to the teleprompter
Film Day Recommendations:
Practice ahead of time
Clothing to avoid: same color as background, stripes, logos, words, or busy patterns
Bring a water bottle, chapstick, comb, or other "beauty" items if needed
Wear comfy shoes. They won't be visible on camera.
Thanks,
[Your Name]
Cell: ###-###-####
Video First Drafts
Sent 1-2 days after film session
Upload videos to Panopto > First Drafts Folder and add folder link to email.
To: Faculty
CC: IDC
Hello [FACULTY],
Your video first drafts are now available for review. These are the best cuts from each of your takes. Please let me know if you notice any issues.
Correct Video Titles?
Thumbnail Image?
Lower-third (name and title)?
Cuts or changes to content?
With your approval, I'll get to work on adding visuals and notify you when the next draft(s) are ready for review.
Thanks,
Caption Request (internal)
To: ecampusvetting@boisestate.edu
All videos for [COURSE] are ready for captioning here: [PANOPTO FOLDER LINK]
Please add a bumper to the end of each video. Bumpers can be found in our Shared Bumpers Panopto Folder. If needed add Boise State Thumbnail.
Thank you!
PowerPoint Recordings
To: Faculty
CC: IDC
Hi XXXX,
We recommend recording PowerPoint presentations withPanopto using your Boise State credentials. Once you’ve logged into Panopto, see Recording Presentations.
Please let me know if you have any additional questions.
Thanks,