Skyward Family Access Letter Instructions

Transcription

1 Skyward Family Access Letter Instructions NOTES These directions will print letters for Guardian 1 in Family 1 for all active students in your campus. They will be sorted by grade level and then student name, or just by students depending on the report you select. Family Access Credentials should never be given out over the phone. Each Guardian should only use their credentials with their name associated with it. NEVER share Guardian 1 in Family 1 s credentials with anyone in Family 2. If the second guardian in Family 1 or any guardian in Family 2 needs to have their credentials, print a blank Family Access Letter from the BISD/Staff/Skyward Gateway/How To Documents webpage. Look up the family and then the specific guardian and hand write the credentials on the blank letter. Due to the Family Access security tightening in November 2011, you may not be able to see the password for the User. If you cannot see it, it won t print. If the parent does not know their password, you will need to reset it OR if their address is correct in Family Access, they can request and reset the password themselves. This letter will also print the parent s address so that it can be verified. NOTE: You can also print for an individual student s family by following the directions at the end of this document. Section A: Cloning the Data Mining report template--- page 1 Section B: Printing the Letters---page 4 Section C: Printing the Letters for 1 grade level or other range---page 5 Section D: Printing the Letters for 1 student or a few students---page 7 Handling Options: A) Clone the report for your use. This step will not need to be repeated unless you have issues along the way. 1.Print all the letters and file in a safe place for use as needed. (The reports are sorted by grade level and then student name.) 2. Save the file to a secure folder on your computer (U: drive). Scroll to find the letter you want. This may be time consuming. The find feature does not work on this report. It may be easier to print as needed following the instructions for Individual in Section D once you have the Data Mining Template set up for you. You must clone these specific Data Mining reports so that you also get the Mail Merge letter that goes with it. Once you clone this report, it will be up to you to maintain the mail merge letter which will now show as yours. The only item that will need to be updated is the school year. Page 1 of 6-Family Access Letter Ins.-tsm 5/15/2015

2 A-1) In SMS 2.0, go to Student Management Click STUDENTS/Data Mining Choose All Reports in the Reports to Display drop down menu on the right. A-2) Use the drop down menu for FILTERS: and select the TIMS-FAMILY ACCESS REPORTS filter. *After you have completed this entire process, you need to change your FILTER back to ALL REPORTS. A-3) Select the TIMS(tsm): Family Access login F1/G1 created by MAIN TON000 data mining report. (There are two versions- One sorts by Grade level and the other sorts by student.). A-4) Click the Clone button If you have previously cloned this report prior to May 2015, you may need to clone it again as, changes have been made Page 2 of 6-Family Access Letter Ins.-tsm 5/15/2015

3 A-5) Name your report Give your template a name so that you will find it under My Reports in Skyward Data Mining easily. This is especially true if you had cloned it before and used a similar name. Use a year in the name to help identify when you cloned it. A-6) Click SAVE This saves the report in your list of data mining reports. You can continue to work, or click the BACK button to generate reports later. Be sure you change your filter to All Reports and Reports To Display to My reports only. Page 3 of 6-Family Access Letter Ins.-tsm 5/15/2015

4 B) Printing the Letters To find your report, type the name you used in the Report Name field lookup at the bottom. B-1) Click the MAIL MERGE button on the right side of the screen. B-2) Select the Family Access Letter mail merge template created by (should show your name). Click PRINT. This will print for all active students. If you just want print for an individual grade level, see Section C. If you need to print for an individual student, see Section D. If you do not see this template, be sure you have Display Shared Templates checked. If you still do not see the template listed, you may have selected the wrong data mining report in your list. Go back to the list and find the correct report. You will need to update the school year each year on this Mail Merge Letter. On this screen, click edit. Highlight and change the school year in two places. Be careful not change ANYTHING else. Your report will process in the Print Queue. You do not have to wait for it to complete. You can click BACK and do other task. Just go back to your Print Queue when you are ready to view. Page 4 of 6-Family Access Letter Ins.-tsm 5/15/2015

5 C) **Printing for Individual Grade Levels or other range of students After you select the letter in the step above, instead of clicking PRINT, click the Print Using Reports Generator button. C-1) If this is the first time you have used this process, click ADD to create new parameters. You can have multiple parameters set up here if needed. C-2) Name your parameter, (Ex: Active 1 st grade) Click the Student Ranges tab C-3) Type the grade level desired in the range for grade. (Note, you must use the leading zeros for grades that are 1-9) C-4) Use the scroll bar at the bottom of the screen to scroll to the right until you see the SAVE and BACK button. Click this button. C-5) Click Print. This will only print for the student you selected. C-6) After a few minutes the report will complete in your Print Queue. If you need to print for other Grade Levels, you will, just edit this parameter and change the Grade Level range. Click VIEW REPORT See the section on handling on page 1. Page 5 of 6-Family Access Letter Ins.-tsm 5/15/2015

6 D) Printing for Individual students or a small group of students Select your report in Data Mining, and click Edit D-1) Click the Selected Students tab on the left. D-2) Click the edit button on the right side of this screen D-3) Find the student s name in the Select a Name section. Click on the correct student, then click the ADD button to include the student in the Selected Names area. You can add as many names as needed. Click Save and Back NOTE: Once you have completed the printing process you will need to CLEAR this list. D-4) Click the Mail Merge Button D-5) Select the Family Access Letter D-6) Click Print D-7) Clear the Selected Students list The reports will process in the Print Queue You will need to clear the selected students list so that you are able to print by ranges later on. Click on the Selected Students tab. Click Remove All. Click Save and Back Page 6 of 6-Family Access Letter Ins.-tsm 5/15/2015