Create an Early Alert Email Template Library

1. Go to chat.openai.com (free account works)
2. Start a new conversation
3. Paste this prompt:

I'm an academic advisor at a [public university / community college]. I need to create a library of email templates for different types of early alert situations.

Write one email template for each of these 8 alert types:
1. Missing multiple assignments (academic alert)
2. Failing grade at midterms
3. Not attending class (attendance alert)
4. No contact / not engaging with any college services
5. Academic probation notification (2nd time)
6. Financial hold affecting registration
7. Student referred by faculty for classroom concerns
8. Student has not registered for next semester (by deadline)

For each template:
- Use [Student Name] as placeholder
- Keep each under 130 words
- Tone: warm, concerned, not punitive
- End with a clear call to action (schedule appointment, respond by a specific date)
- Include a line for [Advisor Name] and [Scheduling Link] placeholders

1. Press Enter and wait about 30 seconds.

What you should see: 8 complete email templates, numbered, formatted, with placeholders.

Read through each template. For each one:

• Replace any generic language with your actual office name or institution name
• Add your actual scheduling link if you have one (Calendly, Navigate appointment link, etc.)
• Adjust the tone if it doesn't sound like you — ask ChatGPT "make template 3 warmer" if needed
• Add any institution-specific resources (tutoring center name, financial aid office number)

1. Open a New Email in Outlook (Ctrl+N)
2. In the email body, type or paste your first template
3. Select all the text in the email body (Ctrl+A)
4. In the Insert tab at the top ribbon, click Quick Parts → Save Selection to Quick Part Gallery
5. In the Name field, type a short name: "Early Alert — Missing Assignments"
6. Click OK
7. Repeat for each template

To use a saved Quick Part: In any new email, click Insert → Quick Parts → select the template name → it inserts instantly.

What you should see: Each template appears in your Quick Parts gallery under Insert → Quick Parts.

1. In Gmail, click the gear icon (Settings) → See all settings
2. Click the Advanced tab
3. Find "Templates" and click Enable, then Save Changes
4. Compose a new email (click Compose)
5. Paste your first template into the email body
6. Click the three-dot menu at the bottom right of the compose window (More options)
7. Click Templates → Save draft as template → Save as new template
8. Name it: "Early Alert — Missing Assignments"
9. Repeat for each template

To use a saved template: Compose a new email → three-dot menu → Templates → select template name.

Create a naming convention that makes templates easy to find:

• "Alert — Missing Assignments"
• "Alert — Failing Grade"
• "Alert — No Attendance"
• "Alert — No Contact"
• "Alert — Not Registered" etc.

Good naming saves you time when you need the right template fast during a busy alert week.