Email Templates (Media Projects)

Multimedia Team project email templates to reference or save as Gmail Templates.

Panels Key:

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)

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)

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

Please don't hesitate to reach out should any additional questions or concerns come up. 

Thanks,

Media Status Update (Weeks 7-12)

Hi Team,

Here’s a quick MEDIA update and some next steps:

Completed:

• XXXX

Action Items:

• [Instructor/IDC] – XXXX

• [Instructor/IDC] – XXXX

• [MMD] – XXXX

Let me know how I can assist with any part of this process.

Deadlines Reminder:

Week 10 - last week for me to receive any additional media requests
Week 12 - all media tasks completed
Week 13 - unfinished media marked ‘Canceled’ in Creative Brief with notes

Media Completion (Week 12)

Hi Team,

This is the final MEDIA update for this project. I have completed all the media for this course.

Completed:

• XXXX

• XXXX

Action Items:

• [Instructor/IDC] – Please verify that I’ve completed all media requests for this course.

Canceled:

The following items were ‘Canceled’ and noted in the Creative Brief:

• XXXX

I’m happy to help with any remaining questions or concerns. 

Sincerely,

Media Complete Survey (Week 15)

Subject Line

eCampus Multimedia Team

Body

Hi [faculty developer]

To make sure we’re providing the best service possible I’d love to know:

1. What you found most valuable working with our team?

2. One thing we could have done better?

3. 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

End Of Week Summary

Subject: End-of-Week Summary

Hi Team,

Here’s my work summary for this week:

Completed:

• [Brief description of completed task 1]

• [Brief description of completed task 2]

• [Brief description of completed task 3]

In Progress:

• [Ongoing task 1 and its current status - done by ###]

• [Ongoing task 2 and its current status - done by ###]

Challenges & Questions:

• [Any roadblocks or questions that need input]

Next Week’s Priorities:

• [Planned task 1 - done by ###]

• [Planned task 2 - done by ###]

• [Planned task 2 - done by ###]

Let me know if there’s anything else you need from me. Have a great weekend!

Best,
[Name]

Film Day

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

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)

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

Hi XXXX, 

We recommend recording PowerPoint presentations with Panopto 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,