Mailing Labels Report

PATH: Census > Reports > Mailing Labels

The Mailing Labels report generates mailing labels with the dimensions of 1" x 2-5/8", such as Avery 5160. Labels can be printed for:

Specific Details about generating each type of mailing label follows.

Mailing Labels Report Editor

See the Printing Labels article to review Print Properties prior to printing labels.

Report Logic

The Mailing Labels report prints address mailing labels for students, student guardians, teachers, staff and district staff.

For ALL mailing label types (students, guardians, etc.), the Mailing checkbox must be marked on the Household Address in order for a label to generate. If an address is not marked for mailing, a label does not generate for that address. If more than one address associated with a household is marked for mailing, more than one label generates.

Additional logic exists for each of the different label types. Review the following information for specific requirements for each label type.

Address Mailing Flag

Student Mailing Labels

Student mailing labels print one label per actively enrolled student in a household. Only household addresses marked as mailing addresses are included in the report. 

Student Mailing Labels

Student labels can be generated by Grade or by Course/Section:

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, a label does not generate for that student.

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 filter applies to all schools in the district.

Report Logic for Student Mailing Labels

In addition to the Mailing checkbox being marked on the household address, the guardians of the student must have the Mailing checkbox and the Guardian checkbox marked on the Relationships tab.

Relationship Mailing Flag on Relationship Editor

Household Scenarios for Student Mailing Labels

 Click here to view household scenarios and see how Student Mailing Labels print for those households.

Scenario 1: Household with Two Guardians. In this example, the student has relationships with two guardians in one household who are both marked as Guardian and Mailing. Only one label with one guardian name and the student's name prints. In this example, the student's mother is listed on the label.

Student Labels - Two Guardian, One Household


Scenario 2: Student Lives in Two Households. In this example, the student has relationships with two guardians in two different households. Both guardians are marked as Guardian and Mailing. Two labels print, one for each household.

Student Labels - Two Guardians, Two Households


Scenario 3: No Members marked as Guardians. In this example, the student has relationships established, but neither are marked as Guardian. Because the student lives in two households, two labels generate for the student - one label for each address that is marked as mailing, but only the student's name prints on the labels.

Student Labels - No Guardians, Two Households

Students Mailing Labels Report Editor

 Click here to read more about selection Student Mailing Label options.

The Student 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 Report Type

FieldDescription
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 one time, as this increases the report generation time and could potentially cause server response issues.

Grade Level 

The grade level selection lists 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 does 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 only applies to the selected school in the Campus toolbar.

Use Student Data Type filters when generating the Student Labels. Census/Staff filters can be selected from the list, but labels do not generate for students.

Effective DateThe Effective Date is entered in mmddyy format and causes the report to only include enrollment records that are active on the entered date. This means students who ended enrollment BEFORE the entered date do not have a label generate for them.
Print Options

The following print options are available for generating Student Mailing Labels for Grades:

  • Include Guardian's Name - When marked, the mailing label includes 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 is listed on the label. In most instances, the person marked as mailing is also a guardian.
  • Include Salutation - If desired, a salutation can be included on the label. The default salutation is 'To the Parent/Guardian of:'. This can be changed to better address the recipients of the letter. For example, if mailing students, the salutation can be changed to 'To the Student:'

  • Include Private Mailing Address - The Include Private Mailing Address option prints a label for those addresses marked as Private, in addition to printing labels for addresses not marked as Private. The Private checkbox only marks the address as private (i.e., the household wishes the address to be kept off of external mailing lists); it does not exclude the address from label reports. See this article for more information on the Private checkbox.

  • Starting Position - If a sheet of labels is missing some labels (not a full sheet of labels), select the Row and Column for where the labels do start. This alters the printing of the labels to begin in the selected Row/Column. The template of the label size is 10 rows by 3 columns. If the first label is missing from the sheet, select Row 2, Column 1. If the first column is missing from the sheet, select Row 1, Column 2.

A label can be printed with all of these print options selected. Be aware that when the option for Include Guardian's Name is selected AND the option for Include Salutation, both the guardian's name and the student's name are included on the label.

Labels print vertically in the selected sort order, not horizontally.

Sort Options

The Mailing Labels Report can be sorted by either the Student's Name (alphabetical by last name), the City and Name or the Zip code. The City and Name sort option first sort by the state associated with the address. Sorting by Zip code can be used for bulk mail rates.

Report FormatThe report can be generated in PDF or DOCX format.

Course Section Report Type

FieldDescription
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 generate. Once chosen, the Section options become available.
Source SectionSelection indicates the section from which labels generate.
Effective DateThe Effective Date is entered in mmddyy format and causes the report to only include students active scheduled into the selected course section. This means students who dropped a course BEFORE the entered date does not have a label generate for them.
Print Options

The following print options are available for generating Student Mailing Labels for Grades:

  • Include Guardian's Name - When marked, the mailing label includes 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 is listed on the label. In most instances, the person marked as mailing is also a guardian.
  • Include Salutation - If desired, a salutation can be included on the label. The default salutation is 'To the Parent/Guardian of:'. This can be changed to better address the recipients of the letter. For example, if mailing students, the salutation can be changed to 'To the Student:'

  • Include Private Mailing Address - The Include Private Mailing Address option prints a label for those addresses marked as Private, in addition to printing labels for addresses not marked as Private. The Private checkbox only marks the address as private (i.e., the household wishes the address to be kept off of external mailing lists); it does not exclude the address from label reports. See this article for more information on the Private checkbox.

  • Starting Position - If a sheet of labels is missing some labels (not a full sheet of labels), select the Row and Column for where the labels do start. This alters the printing of the labels to begin in the selected Row/Column. The template of the label size is 10 rows by 3 columns. If the first label is missing from the sheet, select Row 2, Column 1. If the first column is missing from the sheet, select Row 1, Column 2.

A label can be printed with all of these print options selected. Be aware that when the option for Include Guardian's Name is selected AND the option for Include Salutation, both the guardian's name and the student's name are included on the label.

Labels print vertically in the selected sort order, not horizontally.

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 Format

The report can be generated in PDF or DOCX format.

Generate Student Mailing Labels

 Click here to see instructions for generating Student Mailing Labels.

Student labels print as follows. This example was generated using the Grade level option (all of these students are seniors), and does not include the guardian's name, but does include a salutation and private mailing addresses. The starting position was set to Row 1, Column 1.

Student Label Print

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

  1. Select the Students radio button, and verify the Grade radio button is selected.
  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 already populated with the current date.
  5. Select the desired Print Options.
  6. Determine how the labels should be sorted by selecting the appropriate radio button, either Name, City and Name or Zip.
  7. Select the desired Report Format.
  8. Click the Generate Report button. The report appears in a new window with the selected options.

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

  1. Select the Students radio button.
  2. Select the desired format for how the mailing labels print by choosing the Course/Section radio button.
  3. Select the appropriate Source Calendar, Source Schedule/Structure, Source Course, and Source Section from the dropdown list.
  4. Click the Continue button. Additional report options are available for selection.
  5. Select the Format of Mailing Label.
  6. Select the desired Print Options.
  7. Select the students to include on the labels. All actively enrolled students are selected automatically. If inactive students are in the section, their names appear in red and are not be selected. If a label should generate for inactive students, mark the checkbox next to their name.
  8. Select the desired Report Format.
  9. Click the Generate Report button. The report displays labels for the selected students.

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

  1. Select the Students radio button.
  2. Select the desired format for how the mailing labels print by choosing the Course/Section radio button.
  3. Select the appropriate Source Calendar, Source Schedule/Structure, Source Course, and Source Section from the dropdown list.
  4. Click the Continue button. Additional report options are available for selection.
  5. Select the Format of Student/Teacher.
  6. Select the students to include on the labels. All actively enrolled students are selected automatically. If inactive students are in the section, their names appear in red and are not be selected. If a label should generate for inactive students, mark the checkbox next to their name.
  7. Select the desired Report Format.
  8. Click the Generate Report button. The report displays labels the selected students. 

Guardian Mailing Labels

Guardian mailing labels print for each person marked as guardian in the household. The only difference between the Guardian label and the Student label is the ability to print the salutation line with or without the guardian name. The guardian label only prints the name of the guardian.

One label per household prints. If siblings attend the same school, only one label prints for those siblings.

Guardian Mailing Labels

Report Logic for Guardian Mailing Labels

Guardian labels require the household address to be marked as Mailing.

Anyone who is marked as a Guardian and as Mailing on the Relationships tab prints on the label. If the household has three guardians living in it, those three guardians print. Each guardian pints on separate lines. If a student has two guardians in the primary household and another guardian in a secondary household, the two guardians in the primary household print on one label and the guardian in the secondary household prints on a second label.

The student must be actively enrolled in the selected calendar in order to have a guardian label generate.

If a student does not have any relationship records with another person marked as guardian, the student's name prints on the label. It is assumed that the student is his own guardian. That means each student, with or without guardians, can receive the mailing.

Household Scenarios for Guardian Mailing Labels

 Click here to view household scenarios and see how Guardian Mailing Labels print for those households.

Scenario 1: Two Guardians Living in Different Households. In this scenario, the student's guardians reside in separate households, where the student is a member of each household. Two labels print for the student, one for each household.This is the same scenario as the Student Mailing labels for the student living in two households, the only difference being the student's name does not print on the label.

Guardian Labels - One label for each household with a guardian


Scenario 2: Two Guardians in One Household. In this situation, one label prints for the household with the two guardians in the primary household printing on one label. The guardian in the secondary household is no longer marked as a guardian, so instead of the guardian's name printing, the student's name prints.

Guardian Labels - Two guardians in one Household, no guardians in second household


Scenario 3: Multiple Guardians in One Household. In this situation, all of the student's guardians live in one household. This household has the mother, the step-father and a grandparent marked as guardians. All of their names print on one label. 

Guardian Labels - Three Guardians, One Household

Guardian Mailing Labels Report Editor

 Click here to read more about selection Guardian Mailing Label options.
FieldDescription
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 increases the report generation time and could potentially cause server response issues.

Grade Level 

The grade level selection box lists 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 does 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 only applies to the selected school in the Campus toolbar.

Select Student Data Type filters when generating the Student or Guardian Labels. Census/Staff filters can be selected, but labels do not generate for student guardians.

Effective DateThe Effective Date is entered in mmddyy format and causes the report to only include student enrollment records that are active on the entered date. This means that if a student ended enrollment BEFORE the entered date, a label does not generate for them.
Print Options

The following print options are available for Guardian Mailing Labels:

  • Include Private Mailing Address - The Include Private Mailing Address option, when selected, prints a label for those addresses that are marked as Private, in addition to printing labels for addresses not marked as Private. The Private label only marks the address as private (i.e., the household wishes the address to be kept off of external mailing lists); it does not exclude the address from label reports. See this article for more information on the Private checkbox.

  • Starting Position -  If a label sheet is missing some labels (not a full sheet of labels), select the Row and Column for where the labels do start. This alters the printing of the labels to begin in the selected Row/Column. The template of the label size is 10 rows by 3 columns. If the first label is missing from the sheet, select Row 2, Column 1. If the first column is missing from the sheet, select Row 1, Column 2.

Labels print vertically in the selected sort order, not horizontally.

Sort Options

The Mailing Labels Report can be sorted by either the Student's Name (alphabetical by last name), the City and Name or the Zip code. The City and Name sort option first sort by the state associated with the address. Sorting by Zip code can be used for bulk mail rates.

Report FormatThe report can be generated in PDF or DOCX format.

Generate the Guardian Mailing Label Report

  1. Select the Guardians 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 defaults to the current date.
  5. Select the desired Print Options.
  6. Determine how the labels should be sorted by selecting the appropriate radio button, either Name, City and Name or Zip.
  7. Select the desired Report Format.
  8. Click the Generate Report button. The report appears in a new window with the selected options.

In the example below, notice that both guardians print for a household (David/Denise Guardian, Emery/Garrett Guardian), and a student's grandparent is marked as the guardian (Frederick Grandparent). Also notice that Collin Student is considered his own guardian (perhaps he's an emancipated student).

Guardian Mailing Labels Print

Teacher Mailing Labels

Teacher mailing labels print for all Teachers who have an active District Assignment record in the selected calendar with the Teacher checkbox marked on the active record. Teachers must have a household and at least one address for that household must be marked as Mailing.

Teacher Mailing Label Selection

Teacher Mailing Labels Report Logic

The teacher's household address must be marked as mailing.

The teacher's District Assignment must be marked as Teacher.

Teacher District Assignment Selection

If your district uses Campus HR, the Teacher Role must be selected on the Work Assignment, and the HR Mailing checkbox must be marked under Contact Info.


Campus HR Work Assignment Teacher Role

Campus HR Contact Info HR Mailing Selection

Teacher Mailing Labels Report Editor

 Click here to read more about Teacher Mailing Label options.
FieldDescription
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 increases the report generation time and could potentially cause server response issues.

All Teachers

This option prints a label for every teacher in the selected calendar, as long as the teacher's district assignment/work assignment, contact information and household address are entered properly (see logic mentioned above).

Ad hoc Selection

The Ad hoc filter can be selected in place of the All Teachers 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 only applies to the selected school in the Campus toolbar.

Select Census/Staff Type filters when generating Teacher, Staff or District Staff Labels. Student Data filters can be selected, but labels do not generate for teachers, staff or district staff.

Effective DateThe Effective Date is entered in mmddyy format and causes the report to only include teachers who have an active district assignment on that date. This means if a teacher's District Assignment record was ended BEFORE the entered date, a label does not generate.
Print Options

The following print options are available for eacher Mailing Labels:

  • Include Private Mailing Address - The Include Private Mailing Address option, when selected, prints a label for those addresses that are marked as Private, in addition to printing labels for addresses not marked as Private. The Private label only marks the address as private (i.e., the household wishes the address to be kept off of external mailing lists); it does not exclude the address from label reports. See this article for more information on the Private checkbox.

  • Starting Position - If a label sheet is missing some labels (not a full sheet of labels), select the Row and Column for where the labels do start. This alters the printing of the labels to begin in the selected Row/Column. The template of the label size is 10 rows by 3 columns. If the first label is missing from the sheet, select Row 2, Column 1. If the first column is missing from the sheet, select Row 1, Column 2.

Labels print vertically in the selected sort order, not horizontally.

Sort Options

The Mailing Labels Report can be sorted by either the teacher's name, the City and Name or the Zip code. The City and Name sort option first sort by the state associated with the address. Sorting by Zip code can be used for bulk mail rates.

Report FormatThe report can be generated in PDF or DOCX format.

Generate Teachers Mailing Labels

  1. Select the Teachers radio button.
  2. Select the Calendars to include on the report.
  3. Select either All Teachers to include on the report, or select an available Ad hoc Filter.
  4. Enter an Effective Date in mmddyy format, or use the calendar icon to select a date. This date is automatically populated with the current date.
  5. Select the desired Print Options.
  6. Determine how the labels should be sorted by selecting the appropriate radio button, either Name, City and Name or Zip.
  7. Select the desired Report Format.
  8. Click the Generate Report button. The report appears in a new window with the selected options.

Teacher Mailing Labels Print

Staff Mailing Labels

Staff mailing labels print for those staff who have an active District Assignment record in the selected calendar, or an active Work Assignment in the selected calendar.

Staff Mailing Labels Selection

Staff Mailing Labels Report Logic

The staff person must be a member of a household that has an address marked as mailing.

Labels print for staff who have an active District Assignment record or Work Assignment record (for Campus HR) in the selected calendar. Logic does not look at any specific district assignment checkbox or any specific role assignment.


Active District Assignment

Active Work Assignment

Staff Mailing Labels Report Editor Details

 Click here to read more about Staff Mailing Label options.
FieldDescription
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 increases the report generation time and could potentially cause server response issues.

All Staff

Select this option if labels for all staff in the selected calendar should print.
Ad hoc Filter

Select this option to choose a subset of staff in the calendar from a previously created Filter in the Filter Designer. 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 only applies to the selected school in the Campus toolbar.

Only Census/Staff Type filters should be used when generating Teacher, Staff or District Staff Labels. Student Data filters can be selected, but labels do not generate for teachers, staff or district staff.

Effective DateThe Effective Date is entered in mmddyy format and causes the report to pull staff who have an active district assignment record on the entered date.
Print Options

The following defines the available print options for generating Staff Mailing Labels:

  • Include Private Mailing Address - The Include Private Mailing Address option, when selected, prints a label for those addresses that are marked as Private, in addition to printing labels for addresses not marked as Private. The Private label only marks the address as private (i.e., the household wishes the address to be kept off of external mailing lists); it does not exclude the address from label reports. See this article for more information on the Private checkbox.

  • Starting Position - If a label sheet is missing some labels (not a full sheet of labels), select the Row and Column for where the labels do start. This alters the printing of the labels to begin in the selected Row/Column. The template of the label size is 10 rows by 3 columns. If the first label is missing from the sheet, select Row 2, Column 1. If the first column is missing from the sheet, select Row 1, Column 2.

Labels print vertically in the selected sort order, not horizontally.

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 first sorts by the state associated with the address. Sorting by Zip code can be used for bulk mail rates.

Report FormatThe report can be generated in PDF or DOCX format.

Generate Staff Mailing Labels

  1. Select the Staff radio button.
  2. Select the Calendars to include on the report.
  3. Select either All Staff to include on the report, or select an available Ad hoc Filter.
  4. Enter an Effective Date in mmddyy format, or use the calendar icon to select a date. This date is automatically populated with the current date.
  5. Select the desired Print Options.
  6. Determine how the labels should be sorted by selecting the appropriate radio button, either Name, City and Name or Zip.
  7. Select the desired Report Format.
  8. Click the Generate Report button. The report appears in a new window with the selected options.

Staff Mailing Labels Print

District Staff Mailing Labels

The District Staff labels option is available when the School and Calendar in the Campus toolbar is set to All Schools and looks for those individuals who only have a District Employment record (no District Assignment record). This option is for district office staff, like a Central Registrar or the Superintendent.

District Staff Mailing Label Selection

District Staff Report Logic

District Staff must be in a household that has the Mailing checkbox marked on the Address. The district staff person must have an active District Employment record and no District Assignment record.

The person generating the labels must have calendar rights to All Years/All Schools/All Calendars.

District Employment Record, No District Assignment Record

District Staff Mailing Labels Report Editor Details

 Click here to read more about District Staff Mailing Label options.
FieldDescription

All District Staff

Select this option if labels for all district staff in the selected calendar should print.
Ad hoc Filter

Select this option to choose a subset of staff in the calendar from a previously created Filter in the Filter Designer. 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 only applies to the selected school in the Campus toolbar.

Select Census/Staff Type filters when generating Teacher, Staff or District Staff Labels. Student Data filters can be selected, but labels do not generate for teachers, staff or district staff.

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

The following print options are available for District Staff Mailing Labels:

  • Include Private Mailing Address - The Include Private Mailing Address option, when selected, prints a label for those addresses that are marked as Private, in addition to printing labels for addresses not marked as Private. The Private label only marks the address as private (i.e., the household wishes the address to be kept off of external mailing lists); it does not exclude the address from label reports. See this article for more information on the Private checkbox.

  • Starting Position - If a label sheet is missing some labels (not a full sheet of labels), select the Row and Column for where the labels do start. This alters the printing of the labels to begin in the selected Row/Column. The template of the label size is 10 rows by 3 columns. If the first label is missing from the sheet, select Row 2, Column 1. If the first column is missing from the sheet, select Row 1, Column 2.

Labels print vertically in the selected sort order, not horizontally.

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 first sorts by the state associated with the address. Sorting by Zip code can be used for bulk mail rates.

Report FormatThe report can be generated in PDF or DOCX format.

Generate District Staff Mailing Labels

  1. Set the Campus Toolbar to be All Schools and All Calendars.
  2. Select the District Staff radio button.
  3. Select either All District Staff to include on the report, or select an available Ad hoc Filter.
  4. Enter an Effective Date in mmddyy format, or use the calendar icon to select a date. This date is automatically populated with the current date.
  5. Select the desired Print Options.
  6. Determine how the labels should be sorted by selecting the appropriate radio button, either Name, City and Name or Zip.
  7. Select the desired Report Format.
  8. Click the Generate Report button. The report appears in a new window with the selected options.

District Staff Mailing Labels Print

 

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