How do I publish reports to the Student and Parent Portal or email?
Schools may choose to publish reports for one of 3 reasons:
-To upload a copy to the parent portal
-To email reports to parents
-To include a copy in the student’s Profile page:
These can be seen by going to the Profiles module and search for a student. On the left-hand menu go to Academic Profile> Academic History> Printed Reports. Please note that the Academic Reports link (which can be seen underneath Printed Reports) is used to upload reports you may have created in another reporting package and enables you to also have copies of them in the Profiles module as well as on the Parent Portal.
Publishing consists of a series of stages and must be followed in order:li
Important to Note
All the steps of the publishing reports process needs to be followed each time. Not following the process in this order, or skipping steps, may have unexpected results.Step 1 - Portal Console Setup.
Ensure that Reports is available to the parents and/or students in the Portal Console Setup > Access Controls > Parents > Manage Portal Access > switch on 'Can access published reports'.
Step 2 - Publishing Reports
Step 2 - Publishing Reports
- Template Assignments: Assign the default template first (ie, the template that MOST students in your school will need). Once saved it will ask if you have other specific templates for schemas and/or cohorts (e.g. you may have a template for your year 1-6 students, but a different one for Foundation/Kinder students).
- Generate: click the Generate Reports button. This will then generate all of your student reports using the templates you selected for each year/schema/cohort. This step will take several minutes depending upon the size of the school. TIP:if you have a large number of reports to generate, use the filters on the right-hand side to narrow down the number, and generate by year level, or one roll class at a time.
- Proof: Once generated, you can proof the reports (ie flip through the pages of selected student reports). This can be done one at a time in the Proof> Proof screen. After having a look at a few reports, go to Proof> Proof Bulk, select all the students and click Approve Reports.
- Publish: If you are publishing to the parent portal, go to Publish> Overview and set the reporting period to Yes (this will allow parents to see reports in the parent portal, once published). If not, skip this step and go to Publish > Publish. Select all the students and click Publish Reports. All of your reports will now appear in the student Profiles.
5. Email: Used to email reports to parents if required. This screen is to bulk publish student reports to parents via their preferred email address.
Once you click on "Email Reports" it will initiate the process of attaching relevant student reports and will be sent to parents email address.
Outgoing emails will have student reports attached in PDF format while subject and body of the email will be common to every parent. Staff can select the Subject line of the outgoing email , use a previous template or create a new one > Email Published reports
A summary page provides information on how many reports will be emailed as well as contacts without email address- these are both clickable so you can cast yuor eye over the would be recipients or identity missing contacts.