Notification Letters

Use flexible filters to identify students, and send out custom reports.

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A Flexible and Customizable Solution

Notification Letters is an integrated solution to create, manage, distribute, and track notification letters sent to parents electronically or manually. Using features from the Reports application, we can configure customized PDF documents containing any available data or charts for individual students. In combination, we use the Risk Indicators application to identify students needing a notification letter with data points and levels of risk -- completely configurable by the district. Then, the Notification Letters application uses pieces from Reports and Risk Indicators to deliver highly curated letters to parents.

Notification Letters help staff to send:

  • Program Participation (SPED, ELL, HiCap, ETC)
  • Attendance or Absence
  • Activity Enrollment
  • Assessment Results and Reports
  • State Mandated Notification Letters
  • Pest Spray/Protection Policies/Early Release Days/ Snow Days/ Spring Break Letters

This application is called "Notification Letters", because that's the picture people have in their mind, regarding this topic. People think about the letters being generated, sent, signed, and returned.

But the letters are a part of a broader concept that involves the fulfillment of requirements. Oftentimes letters are sent, in response to some requirement being imposed: either by law, as a requirement for some program, or by district policy.

Some letters are sent to achieve a goal beyond notification. For example, some letters are sent in an effort to change perceptions, with the goal of thereafter changing behaviors. If we can change behaviors, that is a big accomplishment. It's even better when the changed behaviors produce changes in achievement, accomplishment, and performance. Those things are the ultimate goal.

For chronic absences, we will start with some example calculations:

We will identify students for notifications based on data. For example, we will determine which students should receive a Chronic Absence notification letter, based on each student's calculated absence values. Doing so is often more complicated than simply calculating a sum of year-to-date absences.

For example, Washington State school districts already identify students based on absences in order to fulfill the "Becca Bill". Once a student has been identified as having seven unexcused absences in a month, or ten unexcused absences in a school year, the district may file truant petitions with the juvenile court. Unlike the Becca Bill, the Chronic absence notification requirements do not differentiate absences based on whether they are excused or not.

Notification Letters help staff to send:

  • 3 or more consecutive absences.
  • 5 absences within one calendar month.
  • 10% absent (or more) in the school year to date.

Whenever a student reaches any of these thresholds, it will trigger the notification requirement. We will surface these thresholds as "reasons" in the user interface, indicating for each student which "reason" was identified for notification. It is possible that a student could be identified for notification for more than one reason, for the same requirement. For example, if a student misses 5 days in a row, within one calendar month, there would be two thresholds met, triggering two reasons for notification for the one requirement of "Chronic Absence".

Want to learn more about Notification Letters?

If you would like to learn more about our Notification Letters App, email us at contact@schooldata.net, or fill out the form on this page for your own personal demonstration.