How to Display Letters in the Parent Portal

It is possible to display Attendance, Conduct and Student Data Letters in the Parents Module to "Guardian" type Parent Access Users.

TABLE OF CONTENTS

• Setting Letter Display Parameters
• Releasing Specific Letters to the Parents Module

Requirements for Viewing Letters in the Parents Module

1. The Parent Module account must have Type=Guardian– No other type of account will be able to see Letters.
2. Permissions to see letters must be set on the *Parents>Setup>Settings>School Settings>Letters* screen as described below.
3. Letters to be displayed must each be "Released" for each student, as described in section C below.

Setting Letter Display Parameters

The *Parents>Setup>Settings>School Setting* screen contains parameters controlling the display of the three categories of letters:

Displaying Letters in the Parent Module

The "Letters" portion of the *Parents>Setup>Settings>School Settings* screen (Parents>Setup>Settings>School Settings>Letters) includes separate display controls for Attendance, Conduct and general purpose Student Data Letters.

There are separate controls for each type of letter in each school.

The three options per school include:

• Show Attendance Letters: Yes or No. If "No" the student's Attendance Letters on the Parent Access Letters screen. If "Yes" the student's Attendance Letters will be displayed.
• Show Conduct Letters: Yes or No. . If "No" the student's Conduct Letters on the Parent Access Letters screen. If "Yes" the student's Conduct Letters will be displayed.
• Show Student Letters: Yes or No. If "No" the student's general purpose Student Data Letters on the Parent Access Letters screen. If "Yes" the student's general purpose Student Data Letters will be displayed.

Procedure to Display (or Hide) Attendance, Conduct and General Purpose Letters in the Parent Module

1. Go to the *Parents>Setup>Settings>School Settings>Letters* screen.
2. Locate the entry for your school in the set of schools:
   
3. Set the 3 flags appropriately:
   
4. Click SAVE to store your choices.

Releasing Specific Letters to the Parents Module

Releasing Letters to the Parent Module

Even with the Letter permissions set to Yes on the *Parents>Setup>Settings>School Settings>Letters* screen, each letter must be separately "released" to the Parent Module.

To release a letter for the Parent Module, the letter must first be generated, then viewed and individually released for the Contact Addresses of selected students. There is no overall "release this letter" control nor is there a single "release all letters for this student" control.

The *Attendance>Letters>Run Letters>Print Letters* screen with a letter expanded to illustrate the "Release" checkboxes and button.

Procedure to Release a Letter for Viewing in the Parents Module

1. Go to the *Attendance>Letters>Run Letters->Print Letters* screen.
2. Locate the letter you wish to release in the box on the left side of the screen. Click the letter in order to view the individual 'runs' of the letter. This displays the individual runs of the letter, by date, in the middle "Dates" box.
3. Click on the letter you wish to release
   
4. Locate the date for the letter that you wish to 'release' to the Parents Module. Click on that letter date. This displays the individual recipients, by student, in the box on the right:  Click on the letter date for which you wish to release letters.
   
5. Check off the students whose letters you wish to release: The checkbox in the header will check all the students' checkboxes. You may also check or uncheck individual checkboxes:  
   Release checkboxes and button:
   
6. Click the RELEASE button to release this letter for the checked students/Contacts/addresses. This releases the selected letter, for the selected date, for the selected students/Contacts/Addresses.
7. Repeat steps 3 to 5 for additional dates for the same letter.
8. Repeat steps 2 to 5 for additional letters.