Grades Message to Parents

You can send a Grades Message to parents/guardians to notify them when the student has received a specific grade either as an In Progress or a Posted Grade. Grades messages are not sent to students. This section will discuss how to send a Grades Message.

The Message Center is also available through the Notification bell icon.

1 Grades Message: Step 1
2 Grades Message: Step 2
3 Grades Message: Step 3

In Campus Instruction, select Message Center and click on the ‘New’ button.

Grades Message: Step 1

Select Grades Message in the Message Type drop-down list.
When you create a message, you have the option of selecting an existing message template or starting
from scratch. See the Message Templates page for more information about templates. Use the User/User Group and Template fields to select which template you'd like to start with, or leave the default selection of New.
Select the Delivery Details:
1. Inbox - Sends the message to the recipient's Portal account.
2. Email - Sends the message to the recipient's email address on file.
3. Select the Delivery Date. This is the date the message is scheduled to be sent. The default setting is the current date; change the date to send the message on a future date.
4. Select the Inbox/Email Delivery Time, which will default to the current time.
5. NOTE: If you select Email, the Reply to Email box will display. This is the email address that displays when a recipient hits reply. This email address should be your email address. If this email address is incorrect, please submit an IC Support Ticket.
Scroll down to select the Message Details.
1. The Message Subject will automatically be populated as Grades Message.
2. The Message Body will be pre-populated with text using information about the student. You can still format the message using the options above the message if you need to add additional information or attach documents.
Click Next to move on and select recipients. Only use the Save/Save As buttons if modifying or creating a template.

When composing your message, please remember to add your name and/or email signature at the bottom, so that parents and students know who the message came from. On their side, they can only see the sender email address. (i.e. jsmith@columbus.k12.oh.us)

For example:

Sincerely,

Mr. John Smith

English I & English II Teacher

Any High School

Grades Message: Step 2

The second step of sending a Grades Message is selecting which students' guardians could be included in the
recipient list and which grades determine that inclusion. The guardians of selected students who also
meet the recipient criteria are sent the message.

Select available sections in the current term and one term previous. Leave All Students
selected to include all active students in the selected Section or mark Specific Students to choose
individuals. Move students to and from the Student List using the Add and Remove buttons. Add All and Remove All options are at the bottom of the lists.
Once you've selected students as possible recipients, determine the Recipient Criteria for the message (which grades from which tasks and standards cause a message to generate).
Three options filter which grades meet the criteria:
1. Select Grades - you can select In Progress Grades and/or Posted Grades. These are the letter grades the student earned. Options display for each of the scores.
Select Term - Grading Tasks and Standards - The Grading Tasks and Standards that are aligned to Categories in the current Term.
Below these options is a checkbox to Allow Repeat Messages, which allows multiple messages to be
sent to the same recipient. For example, if you are generating a message to students who received an A or a B as their Term or Semester grades and a student received a B for the Term and an A for the
Semester, that student would receive multiple messages.
Click Next.

Grades Message: Step 3

The final step of creating and sending a message is to review recipients and send the message.

The Delivery Summary displays the options selected in the Delivery Details at the beginning, and the Recipient Counts, as well as a Preview of the Message(s) with any attachments. Recipient Counts indicate the total number of recipients, as well as:

The number who will not receive the message through any means (No Device),
The number with a Portal account who could receive the message through the Process Inbox, and
Those who had email addresses or phone number in Census with the appropriate messenger settings who received the message through those methods (Email and Voice/Text).

You can review specific recipients, by clicking Review Recipients at the bottom of the screen. To remove a recipient prior to sending the message, or to remove a delivery device, unmark the checkbox next to the individual or any of their message devices. Click Preview to view the message as that parent would see it, with the appropriate Campus fields populated.

Recipients who do not have any devices listed below their names (such as email addresses and phone numbers) will not receive the message.

If you've made any changes to this screen, click Save and then Close to return to the preview screen. Otherwise, click Close to return.

Click Send to send the message at the indicated time. If any of the delivery devices is recognized as invalid, an error message displays and messages are not sent. Return to Review Recipients to remove erroneous devices.

Once messages are successfully sent, a summary screen displays recipient counts. To view a log of messages sent, mark the checkbox next to the delivery devices and click View Log to view a printable version of the log.

Here is a quick video from Infinite Campus about Creating Grades Messages for Parents.