Communicating with Students

Communicating with Students

Need advice or quick templates on communicating with your students? Look no further! Below you will find Base Medical policy guidelines as well as email templates on communicating with your students through the process, from course registration to the final exam.

The below templates are recommendations for instructors to share with students. These sample emails can be used and modified, or instructors and organizations may use their own email and policies to share with their students.

FAQs

Below are frequently asked questions you may encounter from students and answers to those questions. Defer to the instructor manual for additional guidance around Base Medical policies and how they relate to you as an instructor.

  • The Base Medical WFA and WFR certification both last 2 years. The WFA certification has a 6 month grace period and the WFR/WEMT certification have a 1 year grace period.

  • As the instructor or organization, you are responsible for creating and enforcing your own policies regarding class cancellation and refunds. We recommend instructors collect payment from their students before sharing the custom course link (CCL). Once a student registers for your course with the Custom Course Link (CCL) you are liable for the per student fee. This  fee will be charged to the instructor or organization, regardless of if the student attends the practical training.

    While you may create your own policy, here is a sample policy that you may use and adjust as needed:

    Cancellation/Refund Policy

    Once you’ve enrolled in the online coursework, your registration is complete. From that point, the following refund policies apply:

    14+ days prior to practical date: Refund full cost, minus [insert $65, 85, or $125 depending on course] course processing fee

    4-13 days prior to practical date: 50% refund, minus [insert $65, $85, or $125 depending on course] course processing fee

    0-3 days prior to practical date: No refund

    Reschedule Policy 

    We understand that sometimes, life happens, and other priorities arise. If you are unable to attend the practical training but still wish to finish the course, you may request that we transfer your enrollment to a subsequent course. Students may only reschedule a class that is held within 3 months of their original practical training date.


  • Your as the instructor send the final exam link after completing the practical training. Students will complete the final exam, and when they pass, they will be prompted on screen to a downloadable copy of their certificate.

Email Templates

    • This email template could also be used on your webpage or payment page!

    Hello! 

    Thank you for your interest in the  [insert name of course]  provided by Base Medical and conducted by Base Medical certified instructor,   [insert instructor/organization name]. This course is a hybrid course that includes online coursework and then a practical training component which takes place on [insert date(s) of course]. Because this is a hybrid course, you must complete the online coursework before attending the practical training dates. 

    To enroll for this course, please follow this link: *[insert registration/payment link for your students]. Once your enrollment is received, you will receive an email within 48 hours that includes a link to access the online coursework as well as additional information regarding course logistics and the practical training. Please review the below cancellation/refund policies and let us know if you have any questions!


    Cancellation/Refund Policy

    Once you’ve enrolled in the online coursework, your registration is complete. From that point, the following refund policies apply:

    14+ days prior to practical date: Refund full cost, minus [insert $65, 85, or $125 depending on course] course processing fee

    4-13 days prior to practical date: 50% refund, minus [insert $65, $85, or $125 depending on course] course processing fee

    0-3 days prior to practical date: No refund


    Reschedule Policy 

    We understand that sometimes, life happens, and other priorities arise. If you are unable to attend the practical training but still wish to finish the course, you may request that we transfer your enrollment to a subsequent course. Students may only reschedule a class that is held within 3 months of their original practical training date.


    If you have any questions about this course, please reach out to us!


    Sincerely,

    [Insert Instructor/Organization Name] 


  • Hello!

    Thank you for registering for the [insert name of course]  provided by Base Medical and conducted by Base Medical certified instructor,  [insert instructor/organization name]. This course is a hybrid course that includes online coursework and then a practical training component which takes place on [insert date(s) of course]. You will receive an additional email closer to the practical training date that will include additional details and instructions. 

    Until then, here is the link to begin your online coursework provided by Base Medical [insert custom course link].

    Please complete the online coursework prior to attending the practical training. The medical concepts in these modules lay the foundation for the skills and scenarios we will practice together. If you have any questions or concerns about the online coursework, please let [me/us] know and if you have technical issues enrolling or accessing the online course, reach out to Base Medical at admin@base-medical.com. 

    Be advised, once you enroll with Base Medical using the above link, you are subject to our cancellation and refund policy. Please see the policy below and let us know if you have any questions. 

    Cancellation/Refund Policy

    Once you’ve enrolled in the online coursework, your registration is complete. From that point, the following refund policies apply:

    14+ days prior to practical date: Refund full cost minus [insert $65, 85, or $125 depending on course] course processing fee

    4-13 days prior to practical date: 50% refund, minus [insert $65, 85, or $125 depending on course] course processing fee

    0-3 days prior to practical date: No refund 



    Reschedule Policy 

    We understand that sometimes, life happens, and other priorities arise. If you are unable to attend the practical training but still wish to finish the course, you may request that we transfer your enrollment to a subsequent course. Students may only reschedule a class that is held within 3 months of their original practical training date.


    [We/I] look forward to our practical training day together and know that [we are/I am] here for any questions in the meantime. Thank you for signing up for this course with us and your commitment to a safer outdoor community! 

    Sincerely,

    [Insert Instructor/Organization Name]

  • This email template is best used a week to two weeks before your practical training!

    Hello, 

    The practical training date is fast approaching for your [Insert name of course] with Base Medical!  [I am/we are]  excited to lead this class for you and get to practicing the skills you’ve been learning about in the online coursework. Please read this email in its entirety as it contains important information regarding the expectations and logistics for this course. 

    Firstly, please ensure you complete the online modules prior to attending the practical training day(s). You will not be allowed to participate in practical training if you have not completed the online coursework. You will be asked to show proof of online course completion at the beginning of practical training. You may print out a copy of this or take a screen shot on your phone to show to your instructor. 

    Below are details regarding the time and date of our practical training: 

    Date: [Insert date of course]

    Time: [ insert start and end times of course]

    Location: [ insert facility name/ location address] 

    These days are jam packed with information and prioritize active participation so be prepared to learn and be on your feet throughout the day. We will also be outside throughout the day so come prepared with appropriate clothing and footwear for a variety of conditions. We will have a [30 minute/1 hour lunch break] from [ insert time estimate]. You know yourself better than anyone so please ensure you bring enough lunch, water, snacks, and whatever else you need to have a successful day. 

    Your instructors will have all the necessary first aid/medical supplies for the course objectives. However, you are welcome to bring your own outdoor equipment/medical supplies to foster discussion and bring a sense of realism to the practical training. 

    Given that our practical training is soon, please let us know if you have any questions or concerns regarding the online coursework, the practical training, or anything else that we can support you on. We look forward to training together and creating a safer outdoor community with you! 

    Sincerely,

    [Insert instructor names] 

  • Hello,

    Congratulations on completing your practical training date!  Thank you everyone for the participation and engagement during class; this always makes the classes more enjoyable and also allows me to learn more as your instructor. Included in this email is a link to complete your final exam here: [insert final exam link].

    Please follow the link to complete your exam and get your certificate. You have up to 30 days to complete the final exam. If you do not complete this exam within that time, you may be subject to fees from Base Medical to regain access.  The minimum score required is 80% and you can attempt the final exam as many times as you need to reach this score.  Once you complete the final exam, you will be able to follow the screen prompts to access and download your certificate from Base Medical. The wilderness medicine certifications are valid for two years from the date they're issued. 

    At the end of the final exam, there is a brief feedback form that we ask you to fill out. This gives you an opportunity to give Base Medical feedback regarding their online content, the exam, and the overall program. It also is a space to share anonymous feedback about the practical training date and the instructors. Feedback is important to us so your time to share your thoughts is greatly appreciated so that we can improve for next time! 

    If you have any technical issues with the online platform, please reach out to admin@base-medical.com for support. If you have any questions or direct comments, don't hesitate to reach out to me! 

    Thank you again and Stay Safe!

    [Insert Instructor Name]