Want to Send Custom Reports to Your School’s Families? Just Remember: Every Penguin Can Make Delicious Muffins!
Yes, it really can be that simple! Allow me to explain: a mnemonic device such as “Every Penguin Can Make Delicious Muffins” or the acronym EPCMDM helps us remember an efficient process for generating and sending custom reports to families. These can be used to (for example…) notify them of their child’s behavior, attendance, and grades, along with specific messaging, all in one efficient process. Let’s review each letter…or step…
E is for EXPORT. Export all data you need, ideally in the .csv format, so it’s easiest to edit later. What exactly do you want to communicate to families? For example, you may want to notify them of the number of unexcused absences, along with their overall attendance percentage, as well as how many high level behavior infractions they have received, along with a current update on their child’s grades. Yes, much of this is on a progress report or report card, but the timeline of that and the format may not match your needs.
P is for PASTE. Paste all exported data into a new spreadsheet. If you use Google Suite, Google Sheets is a great place to do this. For each .csv file you exported, use a new tab in the same spreadsheet you create. Put it all in one spreadsheet (on separate tabs)!
C is for CLEAN. Clean up your data, by deleting any columns that may not be useful, or any parts of the data that you don’t want included. For example, if you have students who have transferred out, you may need to delete them. When cleaning and organizing your data, you’ll also likely want to consider the order: do you want it organized by homeroom class and then alphabetically by student last name? We will address this later, but it’ll help if you’re planning to print and easily distribute the reports.
M is for MERGE. Merge your data, using the VLOOKUP formula. Yes, formulas in spreadsheets can be tricky if they’re new to you, but this is the only one you’ll likely need to complete this process! There are many YouTube videos that can assist with this, and I’m here to help…reach out if you’d like support! Once you get the hang of this, it’ll feel like second nature, and will be quite easy!
D is for DRAFT. Draft the message you plan to send. Type something in a Google Doc or Word Document. Consider the tone and type of message you’re trying to get across, along with specifics. For example, if you’re trying to notify families that if their child has an attendance rate below a certain percentage or a number of infractions that seems them ineligible to participate in an upcoming activity, make the criteria clear. If you want to inform families of how to improve their child’s grades, this is a great opportunity to do so!
M is for MAIL MERGE. Are you planning to email this custom message, or print reports to be sent home? Both can be done efficiently (running hundreds of reports in a minute or two, all automated!) using what is called a “mail merge.” Like formulas, there are many YouTube videos explaining how to do this, and if you’d like support, please reach out. This can be done for free with tools like “plug ins” for Gmail or Google Sheets, and once you get the hang of it, it’ll feel logical.
When we remember that Every Penguin Can Make Delicious Muffins, we’re well on your way to communicating in ways that feel personal and targeted, helping improve outcomes. As we teach our staff to manage this process and address areas of growth they see in their students, we empower students to take ownership of their opportunities to improve, and partner with families to work together for the benefit of students! I use elements of this process all the time, and I’m here to help if you’d like to learn to do the same!
