PATH: Campus Instruction > Message Center > New > Message Type: Grades Message
PATH: Campus Instruction > Notification Bell Icon > Message Center > New > Message Type: Grades Message
Send a Grades Message to 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.
Use this tool to create a message to send, or to save a message template for later use.
Grades Message in the Message Center
The steps of sending a Grades Message are as follows:
Templates
When you create a message, you have the option of selecting an existing message template or starting from scratch. See the Create a Template for Sending Messages article for more information about templates.
Use the User/User Group and Template fields to select which template you'd like to start with, or choose a Template of new. The User/User Group dropdown list has options for your own account (User) and for each of the User Groups you are a member of. If you have the correct tools rights, you can save templates to a user group, which would make that template available to all users in the group.
If you select a specific template, fields in the message auto-populate based on that template, but are still editable for this instance of the message.
Step 1 - Delivery and Message Details
The Delivery and Message Details options available depend on your district's messenger settings.
Delivery Device
The Delivery Device options determine how the message is delivered to the recipients. Different fields display for each device; all appropriate fields display if you choose more than one device.
Note that there are separate Delivery Times for Inbox/Email messages and Voice/Text messages. Inbox/Email messages can be sent at any time, but you may want to limit the delivery of Voice and Text messages to daytime and evening hours.
- Inbox - Sends the message to the recipient's Portal account.
- Email - Sends the message to the recipient's email address on file.
- Voice - Sends the recorded voice message to the recipient's voicemail.
- Text - Sends the SMS text to the recipient's mobile number.
Delivery Details
Message Details
For a Grades Message, the Subject, Body and Text Message fields auto-populate with a sample of content that you could use, including Campus fields that populate based on the recipient. For example, the student.firstName field will populate with the student's actual first name in each message based on the recipient. Modify this text as desired.
Message Details
Delivery and Message Detail Fields
The columns on the right indicate which fields display for which devices, (I)nbox, (E)mail, (V)oice, and (T)ext.
| Delivery Options | Description | I | E | V | T |
| Delivery Date | The date the message is scheduled to be sent. The default setting is the current date; change the date to send the message on some date in the future. | X | X | X | X |
| Inbox/Email Delivery Time | The time the message is scheduled to be sent on the Delivery Date. The default setting is the current time; change the time to send the message at a future time. | X | X | ||
| Voice/Text Delivery Time | The time the message is scheduled to be sent on the Delivery Date. The default setting is the current time; change the time to send the message at a future time. | X | X | ||
| Sender's Email | The email address that displays in the From field of the email. This email address populates based on the Email Settings set up for the district and is either the default email address selected for the district or your email address entered in Census. This field may be editable, or read only, based on district settings. | X | |||
| Caller ID | The phone number that displays on the recipient's caller ID. This phone number populates based on the Caller ID Preferences set up for the district. | X | |||
| Message Details | Description | ||||
| Message Subject | The subject line of the message. | X | X | X | X |
| Record a Message | This link opens up a public voice file recorder where you can record a voice message for this message. Once you've recorded a message, use the Add WAV File option to upload the file to the message. | X | |||
| Add WAV File | Upload an existing WAV file of a voice message. | X | |||
| Add Email Attachment | Allows you to upload a file attachment, based on your district's Digital Repository Preferences. Note that file names that include special characters cannot be uploaded. Special characters include : / \ , [ ] { } ( ) ! ; " * ? < > | CR, LF, '..' or Tab. |
X | |||
| Message Body | The message sent to the recipient. Default text displays providing an example of the type of Grades Message that you could send, but is entirely editable. Format using the options above the message. The image icon allows you to insert a web link to an image. The link icon, which looks like a chain, allows you to insert a web link. In the example, the fields outlined in blue are Campus fields, which display information based on the recipient. For example, the student.firstName field displays the first name of the student recipient for each message. Use the green F button to access available Campus fields. Message Body supports the use of Chinese characters in email messages only. |
X | X | X | |
| Text Message |
The message sent to the recipient. Default text displays providing an example of the type of Grades Message that you could send, but is entirely editable. Text messages cannot be formatted. In the example, the fields outlined in blue are Campus fields, which display information based on the recipient. For example, the student.firstName field displays the first name of the student recipient for each message. Use the green F button to access available Campus fields. There is a character limit of 400 characters for text messages. Infinite Campus recommends not exceeding 140 characters as this may result in multiple messages being sent to recipients in random order. When a text message reaches this length, a warning message displays indicating such. The message cannot be saved until the character limit is met. Existing text message templates still display in their entirety, but need to be modified to be within this limit before sending. |
X |
Details Step-By-Step
- Select Grades Message as the Message Type.
- To start with an existing template, select a Template that is assigned to you as a User or a User Group you belong to in the next two fields.
- Indicate which Delivery Devices to send the message to. Devices are available based on your district's settings. Additional options display based on the device(s) selected.
- Enter a Deliver Date, either the current date or a date in the future.
- Enter Deliver Times for Inbox/Email and Voice/Text messages.
- If sending an Email, review the Sender's Email. This field may be editable based on district settings.
- If sending a Voice message, review the Caller ID number. This field may be editable based on district settings.
- Enter a Subject for the message.
- Attach any additional files needed for the message, either by Recording a Message and Adding it as a WAV File for Voice messages or Adding an Attachment for Emails.
- Modify the default content in the Message Body if desired. Use the options at the top of the text box to format the text, add images or links, and include Campus fields. This text applies to Inbox, Email, and Voice messages.
- If sending a text, modify the default content in the Text Message if desired. Campus recommends limiting this text to 140 characters. Messages greater than that length that include variable length Campus fields are sent as multiple messages that may not be delivered in the correct order.
- Use the options along the bottom of the window to move on:
- Click Save or Save As if you're modifying or creating a template. The Delete option also applies to templates. See the Grades Message Template article for more information about these options.
- Click Test to view your message as recipients would see it.
- Click Next to move on to the next step of sending the message, which is determining recipients.
- Click Cancel to exit the message without sending.
Step 2 - Students and Recipient Criteria
The second step of sending a 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.
Available Sections include your 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.
List of Specific Students
Blended Learning
If your school is using Blended Learning, an icon displays next to each student's name indicating their blended learning group.
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:
- Type of Grades - In Progress and Posted
- Grades - The letter grade or rubric score the student earned. Options display for each of the Score Groups and Rubrics used in grade calculation based on the Grade Calculation Options established in the Grade Book.
- Term 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.
In this example, students who have an In Progress Grade in the Term Grade Grading Task of F will be sent a message.
Recipient Criteria
Recipients Step-By-Step
- Select a Section from which to choose students and grades. Options include the current and previous terms for all of your sections.
- Indicate if you want to include All Students as possible recipients or choose from a list of Specific Students in the section. Add students to the List as desired.
- Indicate whether messages should be sent based on In Progress Grades or Posted Grades.
- Select which Grades to include from the list of applicable Score Groups and Rubrics.
- Select which Grading Tasks and Standards to include.
- Indicate if Repeat Messages should be allowed for students who meet multiple criteria.
- Click Next to review the message prior to sending.
Step 3 - Review and Send Messages
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).
The Message Preview displays all messages that will be sent to recipients.
To review specific recipients, click Review Recipients. 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 the student's name to view their summary. 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.
Reviewing Recipients
Click Send to send the messages. If any of the delivery devices is recognized as invalid, an error message displays and messages are not sent. In this case, click Review Recipients again and unmark the checkbox next to the erroneous email address or phone number and click Save and Close. Messages will not be sent to this device. Click Send again to send the message to the remaining 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. A printable log generates that includes the following sections:
- Delivery Summary - Includes Date and Time of the message and counts for devices, with both attempted and successful counts where appropriate.
- Filter Criteria - Includes the criteria that determined which students' guardians were sent the message.
- Message Detail - Includes the content of the message(s) and appropriate information about the sender (email address and phone number).
- Delivery Detail - Lists the guardians who were sent the message, their students' names, the Delivery Device(s), the Status of the message, and the Time the message was sent.
Leave all device checkboxes blank to view a general message log of just Delivery Summary, Filter Criteria, and Message Detail.
Message Log after a Message is Sent
Review and Send Step-By-Step
- Click Review Recipients to view each planned recipient of the message. Unmark checkboxes for any recipients' devices that shouldn't receive the message and click Save and Close to return. If you don't make any changes to the recipient and device list, just click Close to return.
- Click Send to schedule the message. Any invalid delivery devices, such as an invalid phone number, generate an error. Use the Review Recipients list to remove these invalid devices. Save, Close, and return to Send the message again. The message will be sent at the Delivery Date and Time chosen.
- A total Recipient Count and by-device totals displays.
- To view a printable log of the message, click View Log. If desired, mark the device checkboxes below the recipient counts to include Delivery Details for those devices.
