There are several types of emails that a registered learner on FutureLearn may receive.
Please submit copy for your weekly emails prior to QA. If your course is a re-run, please submit the copy for weekly course emails by 16:00 UK time on the Thursday prior to the course start date. If your emails are not submitted by that stage we cannot guarantee that they will be sent. If no copy is submitted for weekly emails, a generic email is sent – weekly emails are scheduled to be sent out early Monday mornings.
Weekly emails are sent to learners during a course run at weekly intervals based on when the learner enrolled. These are written by the partner and approved and sent by FutureLearn.
Weekly emails will be sent according to when the learner enrolled on the course. We discourage sending ‘end of week’ or other similar additional emails. This is because a learner could receive their weekly emails several weeks after the official start date of the course, and these types of additional email will create a confusing experience.
Welcome to Week 1
- This will only be sent to learners that have enrolled before the official start date. Learners that enrol after the start date will receive a Welcome to the course automated email. If there is any content that is essential for learners to see when they begin, we encourage you to include this in an early step on the course.
- The email will automatically begin with a greeting and a large button linking to the first week of the course.
- Briefly explain the aims of the course, what Joiners can expect to learn if they complete the course, and introduce the activities in Week 1.
- You should follow this by explaining to learners how the Lead Educator (and any Educators, Mentors and Hosts) will be approaching discussions. For example:
You might also wish to include links to Educator profiles and encourage Joiners to follow them on FutureLearn. Finish by wishing Joiners well and with the usual signature. In the ‘Welcome to Week X’ emails, the Partner’s logo may also be displayed to the right of the signature (this is optional):
Welcome to Week X (2, 3 etc.)
- You should remind those who have joined but not started that it is not too late to start the course.
You may like to follow up by reviewing the previous week’s activities or highlighting particularly interesting discussions:
- You should then preview the activities in this week of the course, making learners aware of any new types of step (e.g. exercises, peer reviews) they may not have encountered so far.
- You can also use weekly emails to:
- Point learners to course hashtags and links to social media profiles which are directly relevant to the course subject
- Link to Educator/s' FutureLearn profiles
- Promote any ‘live’ elements during that week of the course – please bear in mind a learner may be receiving this email before or after the event takes place
- If a learner has not upgraded their course, a prompt encouraging them to upgrade will appear below the signature automatically. Please note this will only appear for those learners who have opted in to receive marketing from FutureLearn:
You might choose to talk generally about the noteworthy themes or trends you have identified amongst learner discussions. You might also wish to highlight specific comments to draw attention to conversations that you’d like to draw attention to.
- Here is a summary of the ways learners comments can, and cannot, be referred to in emails:
- Can learners be quoted by name without permission? No.
- Can learners be quoted anonymously without permission? No.
- Can a learner comment be linked to but not quoted or attributed by name, without permission? Yes.
- Can comments be summarised or paraphrased and not attributed by name, without permission? Yes. For data privacy reasons, this is the preferred way to incorporate topics raised in learners’ comments, in your weekly emails.
- If the course is about a sensitive subject or the comment itself could be considered sensitive, take a moment to consider whether it is appropriate to draw attention to the comment by linking to it in the above way, if the learner is not expecting it. Could you make reference to it less explicitly, for example by summarising?
- In addition, you might want to remind learners that any personal information they have disclosed in their comments, as well as their FutureLearn profile, will be visible to all other learners on the course for the duration of the course run.
End of course
- This email will be sent out to learners on the Monday following on from the final week of the course.
- It is not compulsory to add any additional text to this email. Within this email, there is an automatic greeting and link to the course, so learners who have yet to complete it are able to return.
FutureLearn partners are required to submit the copy for weekly course emails by 16:00 UK time on the preceding Thursday. If no copy is submitted for weekly emails, a generic email is sent – weekly emails are scheduled to be sent out early Monday mornings.
Select 'Additional emails' and Create additional email to create a new draft. If you have sent additional emails on a previous run, the existing copy will have been transferred over, so if you would like to use the same email (with up to date links) you can simply edit this and re-submit.
For additional emails you have the option of writing a subject line and specifying recipients:
- All learners
- Fully completed learners (have completed 90% of steps in a course)
- Fully participated, but not fully completed learners (have completed more than 50% of the available steps)
- Fully participated learners (have completed at least 50% of the available steps)
- Learners who have not visited a step
- Learners who have visited a step
Underneath the above field you can select a date and time when you would like the email to be sent:
Times are displayed in UTC (Coordinated Universal Time). If you select send immediately this will be sent as soon as it is approved by FutureLearn - to avoid any short delays please forward the email link to email@example.com and ask that this is approved.
We ask that you submit additional emails no less than 24 hours before you would like them to be sent and if you would like the email to be sent on a Saturday, Sunday or Monday no later than 16:00 GMT on the preceding Thursday.
Sending GDPR compliant weekly and additional emails - guidelines
To comply with GDPR, please ensure that both weekly and additional emails adhere to the guidelines below. Please note that these guidelines may change as our understanding and implementation of GDPR regulations are established.
- Please do not add any text about upgrading on the course.
- Please do not include promotional copy or links to any other FutureLearn or non-FutureLearn courses; such links cannot be included, even if the course is invite-only.
- If the course is part of a program, you can acknowledge this. However, please be clear with your wording - the tone should be informative not promotional in order to comply with GDPR guidelines.
This course is part of X program (X being the name of the Partner’s program to which the FL course belongs).
- Please do not add any survey links - we advise partners to submit a targeted research email instead.
- Please do not link to resources or websites where the main visual element is promotional. You can link to resources and websites where the main visual element is educational, provided that learners can access the site without needing to create an account, subscribe, or provide personally identifiable information (PII).
- Please do not include any direct contact information, such as Educators' personal email addresses.
If there is any copy or links you are unsure about using, please contact firstname.lastname@example.org, and we'll be happy to look into it.