Portal Tutorial (Faculty) Sending an Email for Permanent Record Portal Tutorial (Faculty) Get started at my.pmi.edu Sending an Email for Permanent Record This tutorial will help you determine when an email should become part of a student’s permanent record, and how to send one that is.

Most correspondence with your students can be done using: When should an email become part of a student’s permanent record? Most correspondence with your students can be done using: When a student does one or more of the following: Blackboard Your Regular Email Client Has been absent from class for 3 days Has not submited an assignment Has not completed a quiz Most correspondence with your students can be done using the email tool in Blackboard or your regular email client. However, there will be times when your correspondence should become a part of a student’s permanent record. Question: When should an email become part of a student’s permanent record? Answer: When a student does one or more of the following: Has been absent from class for three days Has not submitted an assignment Has not completed a quiz Has not participated or regularly participated in a discussion Is failing the course Challenges a grade Has not participated or regularly participated in a discussion Is failing a course Challenges a grade

Use the Grade Center to help you keep track of grades and missed assignments. To check your students’ attendance and participation, use the Performance Dashboard. First, access your course. Then click Control Panel. In the Assessment block, click Performance Dashboard. This will open a screen displaying all the students in that course. In the column called “Days Since Last Course Access”, observe which students have NOT logged in within the past 3 days. If they have not notified you of their absence, you will want to contact them. To send and document correspondence that will become part of a student’s electronic record, access your Portal account which connects you to CampusVue our student information system. Use the Student Search engine to find your student. A window will then pop up with your search results. Click on the student’s name and notice that their name is now here at the top next to Recent Students. Keep in mind that you will only be able to email students that are in YOUR courses. Click Contact Manager then Contact Manager again. Now scroll down and in the Activities tab, click Add Activity. Make sure that all the red fields are filled out appropriately. Your name is automatically entered under Assign To. Under Activity, you must select Faculty (FAC) Email to Student. Any other option will not send an email to the student. Always make sure you’re sending this email to the correct student as this will be documented permanently in their records. ((The subjects are automatically named after the Activity. You MUSTN’T change the internal subject, however, you’ll want to change the outgoing subject which is what the student will see when they get your email.)) The Activity Status will automatically be set to Pending. Leave it at this setting. In the Comments section, draft your email to the student. When you click Save, two things will happen. An email is sent to a student’s MyPMI account, and the activity is documented in the student’s permanent record. You may want to find and review the record to make sure it was sent successfully. Select your student in the Recent Students drop-down menu. Then click My Students, then Contact History. All records of correspondence with this student are shown here. This record still reads as Pending but when it’s been sent successfully, it will read as Closed. If the status ever reads Activity Failed, this means that the student did not receive the message. If ever this happens, contact IT at support@pmi.edu to open a ticket regarding this issue. Now let’s go to Campusvue. This is what the activity documentation will look like in the student’s permanent PMI record.

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