Generate Parent Letters

🔐 Account type(s) with default permissions to manage this: Permission to view, generate, save, create, edit, or delete Parent Letters and Custom Parent Letter Templates varies by Account Type

💻 Tier(s) this is available for: Foundation, Essential, Pro

Ellevation's Report & Parent Letter Gallery lets you generate federally compliant parent notification letters using predefined Ellevation Templates or District Templates set by someone in your district. This keeps required family notifications consistent, translated, and tied to each student's record.

Depending on your Permissions, you may be able to create your own templates to save, reuse, and optionally set as District Templates.

You can produce Parent Letters for one student or for multiple students at a time. You always get one individual Parent Letter per student.

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In this article, learn how to:

• Generate Parent Letters and Save to Student Profiles
• Download and Print Generated Parent Letters
• Delete Parent Letters Saved to Students' Profiles
• Filter by Saved Parent Letters in the Student List

Generate Parent Letters and Save to Student Profiles

To generate Parent Letters in Ellevation, follow these steps.

Select Students

1. Navigate to the Student List:
   1. Click Students on the navigation bar.
   2. Select Student List.
2. Narrow the list of students using the Filters at left to locate the students you want to generate Parent Letters for:
   1. Find the filter you want by expanding All filter options and scrolling, or by searching, then click the filter name.
   2. Select the appropriate options. Different options appear depending on the type of filter you choose.
      • For simple flags, choose Yes or No.
      • For more complex filters, choose the option that best suits your needs and select or input the appropriate value(s).
      • Some filters can be further refined to consider only values from a particular time period or assessment, for example.
   3. Click Done.
3. Select the students for whom you want to generate Parent Letters.
   • An individual Parent Letter is generated for each student you select.
   • To select all students who meet the filter criteria, click the checkbox at the top left of the Student List, to the left of the Student field header. If your list continues onto multiple pages, click Select all students that meet this search across pages.
   • To select some students, use the checkboxes at the left of your list of students.

⚠️ Warning

You will receive an error message if you attempt to generate more than 1,000 Parent Letters at a time. For recommendations on how to handle larger batches, see Generate Reports or Parent Letters for More than 1,000 Students.

4. Click Reports at the top of the Student List.
5. Select Reports & Parent Letters.
   • The Report & Parent Letter Gallery opens in a new tab.

📝 The Reports menu at the top of the Student List, with Reports & Parent Letters selected.

Select a Parent Letter to Generate

6. Select from the Parent Letters Template options in the Templates Gallery.
   • You may see some or all of the following sections of Templates. Click the Expand icon to view the Templates within each section.
     • Ellevation Templates: This section houses all predefined default Parent Letters Templates. To learn more, see Learn about Parent Letters.
     • District Templates: This section houses Templates that have been customized and set as the Parent Letter Templates for your district.
     • Custom Templates: This section houses Custom Parent Letters you have created (if any).
   • Check with your Ellevation Administrator if you're not sure which Template to use. If your Account Type Permissions include editing Parent Letters or creating Custom Parent Letter Templates, see Create and Manage Custom Parent Letter Templates.

ℹ️ Note

By default, all Ellevation predefined Parent Letter Templates include student data and information from defined time periods:

• Data other than test scores is from the current school year, based on the School Year Start and End dates in your district's Ellevation Account Settings.
• The ELP Tests section contains all ELP Test results stored in Ellevation (any ELP Test Types, including those defined by Ellevation and custom Test Types).
• The Standardized Tests section contains all Standardized Test results stored in Ellevation.

📝 The Report & Parent Letter Gallery with the Parent Letters Templates displayed.

7. To generate the Parent Letter(s), click the More icon in the top right corner of the Template you selected.

📝 The More icon menu on a selected Parent Letter Template.

8. Select Preview to review the selected Template before generating. Clicking anywhere on the Template thumbnail also opens the Preview window.
   • From the Template's More icon dropdown menu, you can alternately select:
     • Generate (translated + English) to directly generate the selected Template as is, without a preview.
     • Save to Student Profile(s) (translated + English) to directly save a copy of the Parent Letter to the Profiles of selected students, without a preview.

Select Generate Options in the Preview Window

9. Set your options in the Preview window:
   • The Preview shows the Parent Letter only for the first student in the list you selected. Parent Letters are generated for all selected students when you click Generate.
   • The Preview shows the English version of the Letter, but the Letter is generated in each student's Home Language by default.
     • If the student's Home Language field is blank or does not have a supported Ellevation translation, the Letter is translated into the student's Native Language. If both fields are blank or do not have supported translations, the Letter remains in English.
     • Any content within the Letter that does not have a supported translation in Ellevation is displayed in English.
     • To learn more about language options, see Parent Letter Translations.
   • To print double sided Parent Letters, select the Print double sided checkbox.
   • To include the header and footer on each page, select the Repeat Header/Footer checkbox.
   • To include an English version in addition to the default translated version, select the Include an English Version checkbox.
   • To save a copy to the Profiles of selected students in addition to downloading a PDF, select the Save a copy to Student Profile(s) checkbox.
   • If your Ellevation Administrator advised you to use a Template customized to include the optional Contact (Placement) and/or Contact (Decision) sections, the Preview window includes fields in the Select Options sidebar to enter the appropriate Contact Name(s) and Contact Phone Number(s).

⚠️ Warning

If you generate Custom Parent Letter Templates that include the optional Contact (Placement) and/or Contact (Decision) sections but do not enter the Name and Phone information in the Preview window, those section(s) appear in the generated Parent Letters with blank lines.

📝 The Preview window with generate options in the Select Options sidebar.

10. Click the blue Generate button in the bottom right corner of the Preview window to generate your Parent Letters (and save to Student Profiles, if checked).

Access Your Generated Letter

Generated Parent Letters appear in the Report & Parent Letter request status queue.

• Generated PDF Parent Letters can be downloaded and printed once they have a status of Complete. See Download and Print Generated Parent Letters.
• Saved Parent Letters appear on Student Profile(s) under the Documents tab once they reach a status of Saved to profile(s) in your request queue. See Filter by Saved Parent Letters in the Student List.
• For larger requests of over 500 generated and/or saved Parent Letters, or requests that take over 15 minutes to complete, you receive an Ellevation email notification when the request is completed.

You can also generate Parent Letters for individual students from their Student Profile by clicking Select Student Reports at the top right of their Profile page.

📝 The Select Student Reports option on a Student Profile page.

In the dropdown menu, you may see Ellevation Templates, District Templates, and Custom Templates. Select the appropriate Parent Letter Template and proceed from the Preview window step above.

To learn how to open a student's profile, see Find Students in Ellevation.

Download and Print Generated Parent Letters

If needed, navigate back to the Report & Parent Letter Gallery to download and print your generated Parent Letters.

1. From the Ellevation masthead, click Reports.
2. Select Report & Parent Letter Gallery.
   • The Report & Parent Letter Gallery opens in the same tab.

📝 The Reports menu on the Ellevation masthead.

3. Locate your generated Reports under the Reports & Parent Letters request status queue on the right side of the Gallery page.
   • Click the Sort icon to sort your Parent Letters by Name, date Requested, number of Students, or Status.
   • The status notification for generated Parent Letters remains in your request queue for thirty days.
4. Click the Open icon to the right of any Parent Letters under your request queue.
5. Your PDF Parent Letters open in a new tab.
   • Click the Download icon to download and save your PDF Parent Letters (icon may vary by browser).
   • Click the Print icon to print your Parent Letters (icon may vary by browser).

📝 The Reports & Parent Letters request status queue.

Saved to Profile Parent Letters appear on selected Student Profile(s) under the Documents tab once the Parent Letter reaches a status of Saved to profile(s) in your request queue. The status notification for saved Parent Letters remains in your request queue for thirty days.

Delete Parent Letters Saved to Students' Profiles

Saved to Profile Parent Letters appear on selected Student Profile(s) under the Documents tab once the Parent Letter reaches a status of Saved to profile(s) under the Reports & Parent Letters request status queue. The status notification for saved Parent Letters remains in your request queue for thirty days.

⚠️ Warning

Clicking the Delete icon next to Saved to profile(s) Parent Letters under your request queue deletes all saved Parent Letters associated with that request from the selected students' Profiles. Check with your Ellevation Administrator before deleting saved Parent Letters from Student Profiles, as this action cannot be undone.

You will see a Delete generated reports confirmation pop-up. Click Cancel to go back without deleting the Parent Letters, or click Delete to proceed. The deleted Letters no longer appear in your queue or in any associated Student Profiles.

📝 The Delete generated reports confirmation pop-up.

Depending on your Account Type Permissions, you can click the Delete icon to the right of a saved Parent Letter under the Documents tab to delete saved Letters from Student Profiles. Check with your Ellevation Administrator before deleting saved Letters from Student Profiles, as this action cannot be undone.

📝 Deleting a saved Parent Letter from the Documents tab on a Student Profile.

Filter by Saved Parent Letters in the Student List

You can filter to locate students with or without Saved Parent Letters in the Student List.

1. Navigate to the Student List:
   1. Click Students on the navigation bar.
   2. Select Student List.
2. Search for Saved Reports/Parent Letters using the Filters at left.
   • Either type a keyword in the Find filters search field, or expand and scroll through All filter options under the BASIC INFORMATION Filters.
3. Select the Saved Reports/Parent Letters Filter.
   • This filter displays the title of any Ellevation or District Parent Letter Template(s) currently saved to any Student Profiles.
4. To search for students with Saved Parent Letters, select is any of and check the box next to the Letter title(s) you want to filter by.
   • Optionally click the Dropdown menu icon next to Refine by Date Saved to refine the filter results as needed.
5. To search for students without Saved Parent Letters, select is not any of and check the box next to the Letter title(s) you want to filter by.
6. Click Done.

📝 The Saved Reports/Parent Letters filter in the Student List.

To see examples of each type of Ellevation Parent Letter Template, including what data is included in them, see Learn about Parent Letters.

To learn how to save Custom Templates and set them as District Templates, see Create and Manage Custom Parent Letter Templates.

To generate Reports or Listings, see:

• Generate Reports