Generating Student Mailing Labels

The Student Mailing Labels report is a software-supplied report that enables you to generate mailing labels for guardians and students. For example, if you are mailing report cards home, you could run this report to generate a mailing label for every student in your entity.

Scroll past the video to access the step-by-step instructions.

Before you begin

Audio Transcript

The Student Mailing Labels report enables you to generate mailing labels for guardians and students. This is useful if you are sending home report cards, for example, and need to generate mailing labels for all your students. Let’s begin by navigating to the Student Mailing Labels report within the Family module. We could choose or create a prompt template if needed. Under the Prompts heading, we can determine what we want to include in our mailing labels. The Print Label for Families field defaults to Yes and we’ll leave it as is. We only want to include our students’ primary families, so we’ll accept the default of First Family for the Families field. If we wanted to print labels for students, we could choose to do so by selecting Yes for the corresponding field. It’s important to note that if we’ve already selected Yes for the Print Label for Families field, selecting Yes for the Print Label for Students field will generate two labels per family. For our example, we’ll leave this set as No, since we don’t want to print duplicate labels. Next, we can set filters to limit the number of mailing labels that will be generated. For our case, we only want to include active students, so we’ll open the Student Filters – Student Ranges option and select Yes for the Active field. We don’t need to set any other filters, so we’ll click Run Report. We see a list of all the student mailing labels that have been generated. Now that you know how to generate student mailing labels, you can be sure that you’ll be able to mail important information to your students’ homes.

The Student Mailing Labels report enables you to generate mailing labels for guardians and students. This is useful if you are sending home report cards, for example, and need to generate mailing labels for all your students. Let’s begin by navigating to the Student Mailing Labels report within the Family module. We could choose or create a prompt template if needed. Under the Prompts heading, we can determine what we want to include in our mailing labels. The Print Label for Families field defaults to Yes and we’ll leave it as is. We only want to include our students’ primary families, so we’ll accept the default of First Family for the Families field. If we wanted to print labels for students, we could choose to do so by selecting Yes for the corresponding field. It’s important to note that if we’ve already selected Yes for the Print Label for Families field, selecting Yes for the Print Label for Students field will generate two labels per family. For our example, we’ll leave this set as No, since we don’t want to print duplicate labels. Next, we can set filters to limit the number of mailing labels that will be generated. For our case, we only want to include active students, so we’ll open the Student Filters – Student Ranges option and select Yes for the Active field. We don’t need to set any other filters, so we’ll click Run Report. We see a list of all the student mailing labels that have been generated. Now that you know how to generate student mailing labels, you can be sure that you’ll be able to mail important information to your students’ homes.



  1. Select Menu > Administrative Access > Family.
  2. Select Student Mailing Labels under Reports.

    You see the Run Report screen.

  3. Complete the appropriate fields.
    1. Optional: Under the Prompt Template heading, enter the Prompt Template.

      If the prompt template you wish to use does not exist, you can create a new Prompt Template.

    2. Under the Prompts heading, indicate whether you wish to Print Label for Families using the drop-down list.

      If you select Yes, one mailing label per family with the guardian names and address will be generated.

      If you select Yes for both Print Label for Families and Print Label for Students, two labels will be generated for the family.

    3. Choose the Families option from the drop-down list.

      For example, you would select All Families to generate labels for both the student's first and second family.

    4. Indicate whether you wish to Print Label for Students using the drop-down list.

      If you select Yes, one mailing label per family will be generated with the student names and address, stating "To the guardian(s) of: (Student Name)."

      If you select Yes for both Print Label for Students and Print Label for Families, two labels will be generated for the family.

    5. Build the Student Filters - Student Ranges filter if appropriate.
      This table is meant to be a reference for populating the Student standard filter. Any fields left blank populate all values. Entering information into the filter limits the results to those that match all of the criteria. If you wish to search for records that meet one set of criteria or a different set of criteria, you can add a new filter using the option at the bottom of the existing filter. This enables you to search for records that meet one of the filters' criteria. You can add up to 21 filters if needed.
      Field NameHow the Field WorksExample
      Student Processing ListsLimits the students who are included based on the selected processing lists.If you wish to include students from a processing list already filtered to only include the students on activity rosters for the spring and summer, you would enter that student processing list.
      Active Limits the students who are included in the filter based on their current enrollment status.If you wish to include students with an active enrollment status, select Yes from the drop-down list.
      Grad Year Limits the students who are included in the filter based on the selected Grad Years. If you wish to include students within a single grad year, you would enter that grad year.
      Grade Limits the students who are included in the filter based on the selected Grade Levels. If you wish to include students in grade 11 and grade 12, you would enter those grade levels.
      Student Type Limits the students who are included in the filter based on the selected Student Types. If you wish to include students with a designation of Regular, you would enter that student type.
      GenderLimits the students who are included in the filter based on the selected genders.If you wish to include only female students, check the box to the left of F - Female.
      Gender Identity Limits the students who are included in the filter to the records with a certain Gender Identity code. If you wish to only include students who are not male or female, you would enter the gender identity or identities.
      Cross Entity Course Scheduling Limits the students who are included in the filter based on whether they take Courses at other Entities in addition to their current entity. If you wish to include students who have enrolled in a course or courses at an entity other than the current entity, select Yes from the drop-down list.
      Graduated Limits the students who are included in the filter based on graduation status. If you wish to only include students who have not graduated, select No from the drop-down list.
      School Limits the students who are included in the filter based on the selected schools.If you wish to include students from a single school, you would enter that school.
      Homeroom Limits the students who are included in the filter based on the selected Homerooms. If you wish to include students in certain homerooms, you would enter those homerooms.
      AdvisorLimits the students who are included in the filter based on the selected advisors.If you wish to include students who have John Smith as an advisor, you would enter that name.
      CounselorLimits the students who are included in the filter based on the selected counselors.If you wish to include students who have John Smith as a counselor, you would enter that name.
      Activity Limits the students who are included in the filter based on the selected Activities. If you wish to include students who play tennis, you would enter that activity.
      Calendar Limits the students who are included in the filter based on the selected calendars.If you wish to include students attached to a particular calendar, you would enter that calendar.
      Graduation Requirement Year Limits the students who are included in the filter based on the selected Graduation Requirement Years. If you wish to include students within a particular range of graduation requirement years, enter the first year in the Low field and the last year in the High field.
      Default Entity Limits the students who are included in the filter based on the selected default Entity. If you wish to include students whose default entity is 101, you would enter entity 101.
      Student Number Limits the students who are included in the filter based on the selected student numbers.If you wish to include students with particular student numbers, you would enter those numbers.
      Last NameLimits the students who are included in the filter to the students whose last names fall between the low and high values entered. If you wish to only include students whose last names begin with the letter A through the letter F, enter A in the Low field and FZZZ in the High field.
      First NameLimits the students who are included in the filter to the students whose first names fall between the low and high values entered. If you wish to only include students whose first names begin with the letter G through the letter P, enter G in the Low field and PZZZ in the High field.
      Middle NameLimits the students who are included in the filter to the students whose middle names fall between the low and high values entered. If you wish to only include students whose middle names begin with the letter Q through the letter Z, enter Q in the Low field and ZZZZ in the High field.

      Method Of Instruction
      Limits the students who are included in the filter based on the selected Method of Instruction Offering codes.

      If you wish to include students attached to a particular method of instruction, you would enter that Method of Instruction Offering code.

      Primary Language

      Limits the students who are included in the filter based on their primary language of use.

      If you wish to view students with a particular primary language in order to provide translated messages, you would enter that language.

      Home Language

      Limits the students who are included in the filter based on the language used in their home.

      If you wish to view students with a particular home language in order to provide translated messages, you would enter that language.

      Students

      Limits the students who are included in the filter to the selected students.

      If you wish to include specific students, you would enter the appropriate student names.

    6. Build the Section Filters if appropriate.
      This table is meant to be a reference for populating the Section standard filter. Any fields left blank populate all values. Entering information into the filter limits the results to those that match all of the criteria. If you wish to search for records that meet one set of criteria or a different set of criteria, you can add a new filter using the option at the bottom of the existing filter. This enables you to search for records that meet one of the filters' criteria. You can add up to 21 filters if needed.
      Field NameHow the Field WorksExample
      School YearLimits the Sections that are included in the filter to only those that fall within the specified school year. If you only wish to include course sections that would be available for a specific school year, you would select that school year.
      Bell Schedule GroupLimits the Sections that are included in the filter to only those that fall within the specified Bell Schedule Group.If you only wish to include course sections that have the default bell schedule group attached, you would select Default.
      Section Code RangeLimits the Sections that are included in the filter to only those that fall within the specified Section codes. If you only wish to view sections 1, 2, and 3 for a course to verify their set up is correct, you would enter 01 and 03 in the Low and High fields.
      Section LengthLimits the Sections that are included in the filter to only those that fall within the specified Section Length. If you only wish to include course sections that are offered as a semester as opposed to all section lengths, you would select Semester.
      Exclude from Student Section LinkingLimits the Sections that are included in the filter to those that meet the specified criteria for student section linking. If you only wish to include course sections that are excluded from student section linking, you would select Yes.
    7. Build the Course Filters if appropriate.
      This table is meant to be a reference for populating the Course standard filter. Any fields left blank populate all values. Entering information into the filter limits the results to those that match all of the criteria. If you wish to search for records that meet one set of criteria or a different set of criteria, you can add a new filter using the option at the bottom of the existing filter. This enables you to search for records that meet one of the filters' criteria. You can add up to 21 filters if needed.
      Field NameHow the Field WorksExample
      School YearLimits the Courses that are included in the filter to only those that fall within the specified school year.If you only wish to include courses that would be available for a specific school year for scheduling purposes, you would select that school year.
      Course Code Range Limits the Courses that are included in the filter to only Course codes that fall between the low and high values entered. If you only wish to include a specific course within a set range as opposed to all Course codes, you can enter the Course code in both the low and high fields.
      Course LengthLimits the Courses that are included in the filter to only those that fall within the specified Course Length. If you only wish to include courses that are offered as a semester as opposed to all course lengths, you would select Semester.
      ActiveLimits the Courses that are included in the filter to only those that are Active, inactive, or includes both the active and inactive courses. If you only wish to include courses that are currently active for students to be scheduled into, you would select Yes.
      RequiredLimits the Courses that are included in the filter to only those that are Required, not required, or includes both the required and the elective courses. If you only wish to include courses that are not required by the school and can be taken as an elective, you would select No.
      Keep AttendanceLimits the Courses that are included in the filter to only those that Keep Attendance, do not keep attendance, or includes both courses that do and do not keep attendance. If you only wish to include courses that teachers can take attendance for, you would select Yes.
      Grade CourseLimits the Courses that are included in the filter to only those that are Graded courses, not graded courses, or includes both graded and non-graded courses. If you only wish to include courses that can be graded, you would select Yes.
      Course TypeLimits the Courses that are included in the filter to only those that fall within the specified Course Type. If you only wish to include courses that are offered as special education classes, you would select Special Ed.
      DepartmentLimits the Courses that are included in the filter to only those that fall within the specified Department. If you only wish to include courses within the Math department as opposed to all departments, you would select Math.
      CategoryLimits the Courses that are included in the filter to regular, lunch, study hall, or transfer courses.If you only wish to include courses that have a curriculum and grading system in place, you would select R - Regular.
      HonorsLimits the Courses that are included in the filter to only those that are Honors courses, non-honors courses, or includes both honors and non-honors courses. If you wish to include honors and non-honors courses, you would select Show all values.
      SubjectLimits the Courses that are included in the filter to only those that fall within the specified Subject. If you only wish to include courses that are offered for English and Art as opposed to all subjects, you would select English and Art.
      Exclude from Student Section Linking Limits the Courses that are included in the filter to only those that are Excluded from Student Section Linking, are not excluded from student section linking, or includes both courses that are and are not excluded from student section linking. If you only wish to include courses where the organization does not allow Sections of the course to be linked with another section on report cards and transcripts, you would select Yes.
  4. Click Run Report near the top left of the screen to run the report.

    If necessary, you can click Reset Prompts to clear the parameters and start over.

    The system generates and displays the Student Mailing Labels report according to the parameters you specified.

Result(s)

You have successfully generated the Student Mailing Labels report. From here, you can use any of the report run options, such as rerun, save, export, download, or print. You can also run the report specifications to generate a report that provides details about how the report was configured. You must ensure that any fit to page or scaling options are not used, as this will affect the alignment of the labels.