Family Notices (Batch Letters)

Who needs a notice

1. Open Family Notices in the admin menu. The top card shows this school year's annual notice status: Notice due, Drafted (needs review), Finalized (not sent), Sent, and Returned / acknowledged. Click a tile to filter the student list to that group.
2. A student needs an annual notice when they are enrolled, not exited, and have a score on file, and no identification & placement or annual progress letter for them has been finalized since July 1. This is the same count as the Overview tile "Served ELs with no family notice this school year".

Generate a batch

1. Tick students in the list (filter by school, grade, or notice status first, then use the header checkbox to select everything shown), or select them on the Students page and choose Family Notices in the bulk toolbar.
2. Pick the Letter (any letter type your state uses, not only the annual notice), the Language, and who it is From. "English + each family's home language" adds a machine-translated draft for every student with a home language on file; the Letter language column shows what each family gets. "English only" skips translation.
3. Click Generate drafts and confirm. Drafts are created a few at a time with a progress bar; each translated letter uses a small amount of your AI credits. If the credits run out mid-batch, the remaining letters are saved in English with a note so you can translate them later. Students an exit letter does not fit (exit criteria not met and no recorded exit) are skipped and counted at the end.
4. Nothing is sent. Every letter is saved as a draft on the batch and on each student's own Letters page.

Review, finalize, and print

1. The batch opens for review. Open any letter to read it; to change wording or fill a [bracketed] placeholder, use Edit on Letters page, which opens that student's letters.
2. Tick the reviewed letters and click Finalize.... Confirm that you have read each one. If any include a machine translation, enter the name and capacity of the qualified person who reviewed them; that attestation is stored on every letter, exactly as when finalizing one letter at a time.
3. Print finalized letters opens one document with every finalized letter on its own page; use your browser's print dialog to print it or save it as a PDF. Drafts are never included.

Track delivery

1. Tick letters and click Mark sent... to record how they reached families (printed or mailed, email, sent home with the student, family portal, other) and the date.
2. Click Mark returned... when signed copies come back or families confirm receipt. Clear sent and Clear returned undo a mistake.
3. Delivery status (CSV) downloads the batch with each student's review, sent, and returned dates. Batches lists every batch with its finalized, sent, and returned counts.

Melaa never sends letters and never stores family contact details. Delivery always happens from your district's accounts or on paper; Melaa only records it.