UDOLLI Moderator Training
Prepare and Send First-Day Communications
Learn how to welcome seminar participants, share important first-day information, use your roster responsibly, and send clear class emails that protect participant privacy.
Overview
A thoughtful pre-term email helps participants feel welcomed and prepared before the first session. It is also one of the easiest ways to reduce confusion about time, location, Zoom access, materials, readings, parking, or other class expectations.
We recommend sending a brief welcome email about one week before the first class. This message should be friendly, clear, and focused only on information related to your UDOLLI seminar.
Privacy reminder: Class rosters include participant contact information. Use this information only for seminar-related communication. Always place participant email addresses in the BCC field.
By the End of This Training, You Will Be Able To:
- Prepare a simple first-day communication for your seminar participants.
- Welcome participants and set expectations before the first session.
- Share materials, preparation instructions, or “no preparation needed” guidance.
- Check your current roster before emailing participants.
- Use BCC correctly to protect participant privacy.
- Copy UDOLLI staff on class communications.
- Use a sample message template that can be copied and adapted.
Before You Begin
Before sending a message to your class, access your current seminar roster through the instructor portal. If you previously downloaded, copied, or saved a roster list, check the instructor portal again before sending.
Roster change reminder: Rosters can change before the first class and during the first week of the term as participants add or drop seminars. Always check your current roster and update any email list you pulled earlier.
First-Day Communication Checklist
Your pre-term message does not need to be long. The goal is to provide the information participants need to arrive prepared and confident.
Include These Details
- Seminar title
- First class date
- Start and end time
- Location, room, or Zoom information
- Any materials to bring
- Any readings or preparation steps
- Whether no preparation is needed
Help Set Expectations
- Briefly welcome participants
- Explain what the first class will cover
- Clarify participation expectations, if helpful
- Mention any technology needs
- Share parking or arrival reminders, if needed
- Keep the tone warm and concise
- Invite seminar-related questions
Tip: If there is nothing participants need to do before the first class, say that clearly. A simple line such as “No preparation is needed before our first session” can be very helpful.
Recommended Process
1. Check your current roster.
Log into the instructor portal and open your seminar roster. Make sure the enrollment view is set to All Enrolled. This is the roster view moderators should use when communicating with currently enrolled participants.
2. Export the roster if you need the email list.
Use the dark blue Export button in the roster screen to download the CSV roster file. Open the file from your Downloads folder and copy the participant email addresses from the email column.
3. Prepare your message.
Use a clear subject line that includes the seminar title. Keep the message brief and focused on first-day information, preparation instructions, and seminar-related expectations.
4. Address the email correctly.
- Place your own email address in the To field.
- Place UDOLLI@udayton.edu in the CC field.
- Place participant email addresses in the BCC field.
5. Review before sending.
Before sending, confirm that your roster is current, participant emails are in BCC, UDOLLI is copied, and the message only includes information related to your seminar.
Copy/Paste Pre-Term Email Template
Moderators may use the sample below as a starting point. Replace the bracketed text with details for your seminar.
Suggested Subject Line
UDOLLI Seminar: [Seminar Title] Begins [Date]
Sample Email Text
Hello, I am looking forward to welcoming you to [Seminar Title]. Our first class will meet on [Day, Date] from [Start Time] to [End Time]. Location: [Building/Room or Zoom Information] Before our first class, please [insert any preparation instructions, readings, materials to bring, technology notes, parking reminders, or “no preparation is needed”]. During our first session, we will [briefly describe what participants can expect during the first class]. I will use this email to share seminar-related information with enrolled participants. Please note that the class roster may change before and during the first week of the term as participants add or drop seminars. If you have recently added this seminar, welcome. If you have dropped the seminar and received this message in error, please disregard. I look forward to seeing you soon. Best, [Your Name] UDOLLI Moderator [Optional: Your preferred contact information]
Reminder: Send the message to yourself, place UDOLLI@udayton.edu in CC, and place participant email addresses in BCC.
Responsible Use of Class Email Lists
Class communication should support the seminar experience. Participant contact information should not be used for unrelated communication, personal outreach, business promotion, solicitation, or any purpose not directly connected to the seminar.
Appropriate Uses
- Sending a welcome message before the first class.
- Sharing readings, handouts, links, or preparation instructions.
- Communicating schedule, room, parking, or Zoom-related reminders.
- Following up with resources directly connected to the seminar.
- Notifying participants of a class-related change.
Do Not Use Class Email Lists For
- Personal business, sales, or promotion.
- Solicitation or fundraising unrelated to UDOLLI.
- Political, religious, or personal campaigns.
- Adding participants to a separate mailing list without their request.
- Sharing participant email addresses with others.
Do not overshare. Keep class emails focused on what participants need to know for the seminar. Avoid private, sensitive, unrelated, or unnecessary information.
Why BCC Matters
BCC stands for “blind carbon copy.” When participant email addresses are placed in BCC, recipients receive the message without seeing the full class email list.
This protects participant privacy and reduces the risk of accidental reply-all messages to the full group. Please use BCC every time you email your full seminar roster.
Recommended setup: Put your own email address in the To field, place
UDOLLI@udayton.edu in CC, and place participant email addresses in BCC.
Common Questions
When should I send the pre-term email?
We recommend sending the pre-term email about one week before your first class. This gives participants time to review any instructions or materials before the seminar begins.
What if I do not have any preparation instructions?
It is still helpful to send a brief welcome message. You can simply say, “No preparation is needed before our first session.”
Why do I need to check the roster again before emailing?
Rosters can change as participants add or drop seminars, especially before the term begins and during the first week of class. Checking the current roster helps ensure your message reaches the correct participants.
Should I copy UDOLLI on every class email?
Yes. Please copy UDOLLI@udayton.edu on class communications so staff are aware of important seminar-related messages being sent to participants.
Can I use a roster list I downloaded earlier?
You may use an exported list as a working file, but you should check the instructor portal for the current roster before sending a new message. If the roster has changed, update your email list before sending.
Can I email participants after the seminar ends?
Follow-up communication should be limited to information directly connected to the seminar, such as promised resources or materials. Do not use the roster for unrelated communication, personal business, or adding participants to another mailing list.
What should I do with a downloaded roster file?
Keep downloaded roster files secure while you need them for seminar communication. When the file is no longer needed, delete it from your computer.
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