Texas Skyward User Group Conference Advanced Communication – Message Center & Auto Email

1. Texas Skyward User Group Conference Advanced Communication – Message Center & Auto Email Kimberley Israel – Eanes ISD

2. Advanced Communication – Message Center & Auto Email Find out how to use advanced communication tools in Skyward to increase communication between staff, parents, and students. • Message Center via Gradebook • Message Center for Administrators • Email teachers for a student from the Scheduling tab • Auto Email to staff (ex: Student E/W) • Family Access Auto Email (ex: Attendance, Grades)

3. Message Center via Teacher’s Gradebook Message Center via Gradebook Teachers access the Message Center within their class file via the “Other Access” menu. NOTE: The campus must have the Message Center Option enabled for Family Access/Student Access via menu path: WS\FA\FM\PS\CF\EC Message Center Messages can be added for the current or multiple classes.

4. Message Center via Teacher’s Gradebook • Message Summary and Message Detail are required fields • Posting options – posts the message to Family and/or Student Access • Emailing Options – sends an email to the guardian and/or student • Attachments are allowed as well NOTE: The campus must have the Message Center Option enabled for Family Access/Student Access via menu path: WS\FA\FM\PS\CF\EC Message Center

5. Message Center for Administrators • Campus and District Administrators have a Message Center capability as well (depending upon security access). • Staff go through the Advanced Features menu to access the Message Center. • Sending a message from Entity 000 will give the ability to send messages to parents/students for multiple campuses or all campuses for the district. NOTE: The campus must have the Message Center Option enabled for Family Access/Student Access via menu path: WS\FA\FM\PS\CF\EC Message Center Menu to access Message Center: WS\AF\MC

6. Message Summary and Message Detail fields are required • Attachments can be included • Ability to Post to Family & Student Access as well as Emailing to students and guardians. • Add additional recipients to the email list for this message as well as include teachers for the current classes. • Options to include or exclude 504 or GT students from the recipients. Message Center for Administrators NOTE: The campus must have the Message Center Option enabled for Family Access/Student Access via menu path: WS\FA\FM\PS\CF\EC Message Center

7. In the Student Profile/Scheduling/Current tab with appropriate security there will be an “Email” option Emailing a student’s teachers from the Scheduling Tab NOTE: Staff must have an email associated with their profile to receive messages. Those with security access can check this by going to menu WS\SF\SF and Edit Name to see the email field.

8. Click the word To: to access the teacher names Emailing a student’s teachers from the Scheduling Tab Selecting the recipients… You can choose to send the email to teacher’s for the current term/all student’s teachers (multiple terms) as well as additional staff.

9. Highlight the names and click the “To->” button in the Message Recipients area or click “All->” to have all the names added. Click Save. Emailing a student’s teachers from the Scheduling Tab Creating the email: At this point the details of the email can be added and changes to the recipients can be made as well before clicking -> Click Send Email.

10. Teachers also have the ability to email other teachers for their students as well as additional staff by going to the student profile screen via the icon to the left of the student’s name in the roster or through the “My Students” view. Emailing a student’s teachers from the Teacher’s Gradebook Emailing other teachers from the gradebook:

11. Auto Email to Staff based on Event Triggers Menu path: WS\AF\AE Emails are triggered by event type. Examples: Student Entry, Student Withdrew, Discipline Actions Auto Email notifications are setup based on a user’s security and accessed via the Advanced Features/Automated Emails menu When adding a new Auto Email you must select the E-mail Event Type. Below are the options currently available:

12. Auto Email to Staff based on Event Triggers When you select an E-mail Event Type a set of triggers will be associated with that event type. In this example we’ll setup a trigger for an Enrollment Change when a student is entered into the system. E-mail Description, Subject and Body of the message are required. Select your Message Recipients. In the body of your message there are “Pre-defined Fields” to provide specific information related to the student. Click SAVE when you finished with this screen to begin the auto-email process. Menu path: WS\AF\AE

13. Family Access Auto Email Menu path to enable: WS\FA\FM\PS\CF\EC Email Notifications The campus must enable the option for parents to be able to indicate if they want to receive email notifications related to Attendance or Grading. This is done through the menu path WS\FA\FM\PS\CF\EC Email Notifications. Parents access the email notification area within their Family Access/Account setup. They can indicate if they want to receive emails, wall posts or both.

14. Texas Skyward User Group Conference THANK YOU FOR ATTENDING!