PARENT NOTIFICATION PROCEDURE

A download of student data is the first step and is achieved by logging onto the ParentPortal as an administrator and performing a data download. This process will generate a unique Student ID Number and Personal Identification Number (PIN) for each student. This information is inserted into the appropriate field in the letter which in turn will be mailed to the address on record.

This fall TIS will assist schools with the task of generating the letters, however, it is important that schools take over this procedure. Once this system is operational at a site it will be necessary at the start of a new school year (or semester) to run a query to generate letters and PIN numbers for new students.

An individual must be designated at each school to handle ParentPortal queries from parents. If possible it should be someone who is present the entire school day. This individual’s name, email and contact number should be inserted into the letter for that particular school.

Click Here for Mail Merge Instructions.

An example of the letter follows.

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EXAMPLE OF MAIL MERGE LETTER TO NOTIFY PARENTS:

To the Parent/Guardian of:

Subject:  CUSD Parent Portal

Dear Parents:

You are your child’s first and most important teacher. As such, we are constantly striving to increase your access to information about his/her school attendance and grades. We are excited to announce the new CUSD Parent Portal which will allow parents to access their child’s semester grades, period-by-period attendance, and unofficial transcript via the Internet.

You will need your child’s student ID number and PIN in order to log in to the Parent Portal (provided below). The first time you log into the Parent web, you will need to create an account for yourself using your e-mail address. The password contained in the email from the K-12Connection is not to be confused with the PIN. The password is to be used to logon to the Parent Portal once you have created an account for yourself. The PIN No. is used when you add a student(s) profile (or profiles) to your account.

CUSD Employees note: Use a private email address when registering. If not, drop the @capousd.org email extension when signing in after registration.

INFORMATION FOR STUDENT:  «FirstName» «LastName»

Student ID Number:  «StudentID»

Student Personal Identification Number (PIN):  «StudentPIN»

The portal can be found at http://parentweb.capousd.org.

If you have questions regarding the use of the portal, please visit our portal support pages http://www.capousd.org/parentportal. You may also contact (Name) or (Name) by calling (949) 555-5555 or via e-mail at name@capousd.org

We assure you that your child’s privacy is very important to us. Access to information is restricted by a secure logon and password. Furthermore, the information that is posted to this site is merely a copy of the real information file insuring that no one can alter actual permanent records through this application. The information you will be viewing will be updated several times a day so you will be able to view attendance on a near real-time basis.

We are very pleased to offer this opportunity to our parents.  Eventually, all CUSD schools will have access to the parent portal.  Some parents may have a student attending another school.  If you haven’t received a letter from your student’s school in this regard, it is then safe to assume that this service has not yet been extended to this school.

It is our sincere hope that you will find this information useful in promoting your child’s education.

Sincerely,

XXX

Principal, XXXX High School

 

Sample Letter to Parents (PDF Format)

Sample Letter to Parents (Word Format)