Step 1: Data Download (if applicable)

• [ ] Confirm Data Requirements: Identify if you need to download program data.
• [ ] Export Data: Use Vygo's data export tools to download and securely store required data for record-keeping or reporting purposes.

Step 2: Update the Program-Wide Group Chat

• [ ] Draft a Group Chat Message: Inform current students in the program-wide group chat about the upcoming program changes.
  • Example:"Hi everyone! As we transition into the new semester, we want to let you know that this program will soon be archived on the Vygo platform. Please stay tuned for updates on where to access services moving forward."
• [ ] Post the Message: Ensure the message is shared with all participants to build awareness.

Step 3: Student Communications

• [ ] Prepare and Send an Email to Students: Use the following template to inform students about the program closure and future access:

Subject: Important Update: Changes to Your Mentoring Program

Hi {First Name},

The {Program Name} on the Vygo platform has come to a close.

What happens next?

From {Date}, the {Program Name} will no longer be available on the Vygo platform.

Where to find the program moving forward:

{Provide a link or details about where students can access the program in the future.}

Need help or have questions?

For any questions, please get in touch with your program coordinator:

• {Program Name/Group Name}: {Coordinator Name} ({Coordinator Email})

Thank you for being part of the program, and we wish you the best in your journey ahead!