Mailing Labels Report

PATH: Census > Reports > Mailing Labels

The Mailing Labels report generates mailing labels for the students that meet the search criteria. The report will print one label with a single guardian name per household when the option to print labels for households is selected. One label per student will be printed if the option to print labels for students is selected. Only addresses marked as mailing addresses will be included.

This report is formatted to print on labels with dimensions of 1" x 2-5/8", such as Avery 5160.

Mailing Labels Report Editor

Two report generation options are available:

  • The Grade/Ad hoc report option allows the creation of labels based on the selection of grade levels or an ad hoc filter.
  • The Course/Section report option allows the selection of a particular course and course section to be used for the generation of the mailing labels.

In addition to generating mailing labels for an entire grade level or ad hoc filter, a mailing label can be generated for an individual student from the student's Summary tab.

For additional information on printing label reports, see Printing Labels  for modifications that may be needed to Print Properties. 

Report Logic

The Mailing Labels report prints address mailing labels for students in a selected grade level or course section. Address information is returned based on the Mailing checkbox being marked on the Household Address. A Relationship between the student and guardian that also has the Mailing checkbox marked is required for the report to generate. 

Address Mailing Flag


Relationship Mailing Flag (Census > People > Relationships)

The Effective Date entered on the report is used to return ONLY actively enrolled students in the selected calendar(s) on that date. If a student ended enrollment in the selected calendar(s) prior to the entered date, that student will not appear on the report.

When an Ad hoc Filter is selected, the filter is applied to the school chosen from the Campus toolbar. If All Schools is selected, the filer will be applied to all schools in the district. 

Report Editor Details

FieldDescription
Report Option

The Mailing Labels Report can be generated by either a Grade Level and Ad hoc filter or by a Course Section. The available report options vary based on this selection.

Grade/Ad hoc Report Type
Calendar SelectionThe selection of a calendar is necessary for the generation of this report. Calendars can be chosen by Active Year, by School or by Year. More than one calendar can be chosen at a time. It is recommended that not all calendars be selected at once as this will increase the report generation time and potentially cause server issues.

Grade Level 

The grade level selection box will list all grade levels in the district and is not limited to the selection of the calendar. However, if a selected calendar does not have students enrolled in the selected grade level(s), the report will not return data.
Ad hoc Selections

The Ad hoc filter can be selected in place of the grade level selection. Generating the report this way applies the ad hoc filter to all selected calendars when the School dropdown list in the Campus toolbar is set to All Schools. If All Schools is not selected, the Ad hoc Filter will only apply to the selected school in the Campus toolbar.

Effective DateThe Effective Date is entered in mmddyy format and will cause the report to pull enrollment records that are active on the entered date.
Print Options

The following defines the available print options for the Mailing Labels Report.

  • Include Guardian's Name - When the Include Guardian's Name checkbox is marked, the mailing labels will include one person marked as mailing who is associated with the household. The person who is returned on the label is determined by SQL results: whichever person is returned first in the query will be listed on the label. In most instances, the person marked as mailing will also be a guardian.
  • Include Salutation - If desired, the report can be generated to include a salutation. The default salutation available is 'To the Parent/Guardian of:'. This can be changed to better address the recipients of the letter. For example, if mailing to students, the salutation entered can be changed to 'To the Student:'

    • The mailing labels can be printed for students or for the household. Because a guardian name is automatically included in the Household format, the Include Guardian Name print option is not available.

    • To reduce mailing costs incurred with bulk mailings, the report can be sorted by name, by city and name or by zip code.

  • Include Private Mailing Address - The Include Private Mailing Address option, when selected, will print a label for those addresses that are marked as Private, in addition to printing labels for addresses not marked as Private. In Census, the Private label only marks the address as private (i.e., the household wishes the address to be kept off of external mailing lists).

Print Labels for Student or Household

Mailing labels can be printed for a student or for a household. When labels are printed for a student, one label per student in the selected grade levels will be printed, which means a student may have more than one label if the student is in multiple household.This also means if a household has multiple students enrolled in the same calendar or even in multiple calendars, the household will receive a mailing for each student. 

When labels are printed for a household, one label per household is generated.

Sort Options

The Mailing Labels Report can be sorted by either the student's name, the City and Name or the Zip code. The City and Name sort option will first sort by the state associated with the address.

Course Section Report Type
Source CalendarSelection indicates the calendar from which data reports. Once chosen, the Schedule Structure options become available.
Source Schedule StructureSelection indicates the schedule structure assigned to the calendar from which data reports. Once chosen, the Course options become available.
Source CourseSelection indicates the course from which mailing labels will generate. Once chosen, the Section options become available.
Source SectionSelection indicates the section from which labels will generate.
Student SelectionOnly those students enrolled in the selected course section display. From those, mark the name of the students for which to generate labels.
Report OptionsSelection indicates what format of the label prints. The Mailing Label option prints the student's mailing address; the Student/Teacher option prints the student's name and the teacher's name.
  • Include Guardian's Name - When the Include Guardian's Name checkbox is marked, the mailing labels will include one person marked as mailing who is associated with the household. The person who is returned on the label is determined by SQL results: whichever person is returned first in the query will be listed on the label. In most instances, the person marked as mailing will also be a guardian. This is only available for the Mailing Label format.
  • Include Salutation - If desired, the report can be generated to include a salutation. The default salutation available is 'To the Parent/Guardian of:'. This can be changed to better address the recipients of the letter. For example, if mailing to students, the salutation entered can be changed to 'To the Student:' This is only available for the Mailing Label format.

    • The mailing labels can be printed for students or for the household. Because a guardian name is automatically included in the Household format, the Include Guardian Name print option is not available.

    • To reduce mailing costs incurred with bulk mailings, the report can be sorted by name, by city and name or by zip code.

  • Include Private Mailing Address - When selected, prints a label for those addresses that are marked as Private, in addition to printing labels for addresses not marked as Private. In Census, the Private label only marks the address as private (i.e., the household wishes the address to be kept off of external mailing lists).

Report Generation

Instructions are provided for the Grade Level/Ad hoc Format and the Course Section Format.

Note that a new page of labels occurs every 30 addresses.

Generate the Mailing Label Report Using the Grade Level/Ad hoc Format

  1. Select the desired format for how the mailing labels will print by choosing the Grade/Ad hoc radio button.
  2. Select the Calendars to include on the report.
  3. Select the appropriate Grade Levels to include on the report, or select an available ad hoc filter.
  4. Enter an Enrollment Effective Date in mmddyy format, or use the calendar icon to select a date. This date is defaulted to the current date.
  5. Determine if the student's guardian's name should be included on the labels. If yes, verify the Include Guardian's Name checkbox is marked; otherwise, remove the checkmark from this option.
  6. Determine if a salutation should be included on the labels. If yes, mark the Include Salutation checkbox is marked; otherwise remove the checkmark from this option.
  7. Determine if addresses marked as private should be included on the labels. If yes, verify the Include Private Mailing Addresses checkbox is marked; otherwise, remove the checkmark from this option.
  8. Determine for whom the labels should print by selecting the appropriate radio button, either for the Student or for the Household.
  9. Determine how the labels should be sorted by selecting the appropriate radio button, either Name, City and Name or Zip.
  10. Click the Generate Report button. The report will appear in a new window with the selected options.


Mailing Labels Report - Grade/Ad hoc format

Generate the Mailing Label Report Using the Course/Section Option with the Mailing Label Format

  1. Select the desired format for how the mailing labels will print by choosing the Course/Section radio button.
  2. Select the appropriate Source Calendar from the dropdown list.
  3. Select the appropriate Source Schedule/Structure from the dropdown list.
  4. Select the appropriate Source Course from the dropdown list.
  5. Select the appropriate Source Section.
  6. Click the Continue button. At this time, the report editor will display options for the Roster Labels Report.
  7. Select the Format for this report as Mailing Label.
  8. Determine if the student's guardian's name should be included on the labels. If yes, verify the Include Guardian's Name checkbox is marked; otherwise, remove the checkmark from this option.
  9. Determine if a salutation should be included on the labels. If yes, mark the Include Salutation checkbox is marked; otherwise remove the checkmark from this option.
  10. Determine if addresses marked as private should be included on the labels. If yes, verify the Include Private Mailing Addresses checkbox is marked; otherwise, remove the checkmark from this option.
  11. Select the students to include on the labels. All actively enrolled students are selected by default. If inactive students are in the section, their names will appear in red and will not be selected.
  12. Click the Generate Report button. The report will display in the desired format listing only those students in the selected course/section.

Course Section Mailing Label

Generate the Mailing Label Report Using the Course/Section Option with the Student/Teacher Format

  1. Select the desired format for how the mailing labels will print by choosing the Course/Section radio button.
  2. Select the appropriate Source Calendar from the dropdown list.
  3. Select the appropriate Source Schedule/Structure from the dropdown list.
  4. Select the appropriate Source Course from the dropdown list.
  5. Select the appropriate Source Section.
  6. Click the Continue button. At this time, the report editor will display options for the Roster Labels Report.
  7. Select the appropriate Format as Student/Teacher.
  8. Select the appropriate students to include on the report. All actively enrolled students are selected automatically. If inactive students are in the section, their names will appear in red and will not be selected.
  9. Click the Generate Report button. The report will display in the desired format listing only those students in the selected course/section.

Student/Teacher Mailing Labels


If labels are not aligning properly when printing, review the Printing Labels document.

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