Sample Doc Con Student to Faculty Email for Semester Courses

This letter is intended for students emailing their faculty to find out what the readings will be for full semester courses. We suggest that you copy and paste the text below into your email program. Then, edit and personalize the letter as appropriate. There are several place holders indicated by "<INSERT ...>" to enter the course info, instructor name, semester, your name, and your contact information.

See also: Sample Doc Con Student to Faculty Email for Farm & Industry Short Courses

[Subject Line]: Reading materials for <INSERT COURSE NAME/NUMBER>

Dear <INSERT GREETING/INSTRUCTOR NAME >:

My name is <INSERT YOUR NAME> and I have enrolled in <INSERT COUSE NAME/NUMBER> for <INSERT SEMESTER>.  I have a VISA from the McBurney Disability Resource Center (www.mcburney.wisc.edu), and one of the accommodations I am approved for is Document Conversion.  This service provides or helps obtain materials in formats that are accessible for students who have difficulties accessing standard print or e-reserves due to visual, learning, or other disabilities.  It helps to ensure that students are not put at an academic disadvantage as a result of their disability and, in doing so, meets the requirements of federal law and UW System policy.

I am requesting your assistance in providing me with the following information regarding any reading materials that will be used in your course so that we can determine which materials need to be obtained in or converted to an alternative format.  Because of the time it can take to obtain and convert materials, it is important to start this process well before the semester begins.

1. Detailed Reading Material Listing

The most important information to start the Doc Con process is a listing of any reading materials (including textbooks, reading packets, class handouts, library reserve materials, readings posted on web pages, e-reserves, lab manuals, etc.) you will be using during the semester.  If this info is listed on the syllabus or in the Student Center, please let me know and then add notes for any info that is missing.

• Reading Type: Textbook, reader, handouts, web links, e-reserves, lab manual, etc.
• Title:
• Author:
• Copyright and/or edition:
• ISBN Number (if known):
• Bookstores, copy stores, or other source where available:
• Is a previous edition an appropriate substitute?  If so, what edition(s)?:

2. Course Syllabus

A copy of the course syllabus can be very helpful, but please do not delay sending the listing of reading materials until the syllabus is complete.  The syllabus is particularly important when there are multiple books or a series of readings (e.g. journal articles or web pages), and when it is necessary to scan materials.  If the syllabus will not be ready until the class begins, please consider providing a draft or a prior syllabus that would be representative, or providing a listing of the first four weeks of reading assignments.

Please check out the McBurney Center’s Document Conversion web page for ways that faculty can make this process easier and their materials more accessible. (www.mcburney.wisc.edu/services/documentconversion/facultytips.php)

Thank you for your assistance.  If you have any further questions, please contact me or the Document Conversion Coordinator at the McBurney Center (608-265-5468 or docconversion@odos.wisc.edu).