Official Note (Comment) Types

From the persona menu, select Academics.

Select Communication and then choose Official notes.

Select Official notes types.

Select Add and enter the following information:

• Sort order (optional)
  Order in which the official note type will appear in the list of official notes when a new official note is recorded. Smaller numbers will appear higher in the menu.

• Description
  Name of Official Note Type. For example, "Advisory Note - Upper School."

• Approval Required
  Select this if the official note must be approved by a Comment Manager or Monitoring Team Member prior to posting live to the site.

• No Approval Required
  Select this if no approval is required. Additionally, choose from these options for email notification.

  • Review Comments
    Use this option if the Comments Manager or Monitoring Team Member is responsible for sending the email notification from the approval worklist.

  • Comment
    Use this option if the author can choose to send an e-mail when saving the official notes.

• Grade levels

  Select at least one grade level of students who can receive this comment type.

• Access Group Settings:
  Access groups control who has access to see the official notes online. 

  • Advisor: The student's advisor(s)

  • All School Teacher: All Teachers at the school, regardless of whether the student is enrolled in their class

  • Coach: The student's coach(es)

  • Dorm Supervisor: The student's dorm supervisor(s)

  • Teacher: Only those teachers that currently have the student enrolled in their class

  • Parent: The parent(s) for that student (parent relationship)

  • Student: The student for whom the comment was written
    There are 3 options for giving access to these groups: 

    • Display: Access group will be shown to official note author when recording an official note.

    • Required: Official notes can be viewed by this access group while the group can be seen by the author. If the group is not required but is displayed, the author can choose to share the official note with the group.

    • Email: Anyone in the access group will receive an email notification for any official notes.

• Mark as inactive

  Use this option to inactivate the comment type so it can no longer be used to record new official notes.

• Display only Current Year
  Use this option to display only the current year's official notes to users other than the original author and Comments Manager.

• Print on report card

  Use this to print the comment type on report cards.

Select Save & Exit.

From the persona menu, select Academics.

Go to the Communication menu and choose Official notes.

Select Official notes types.

Select the appropriate School Level, Grade Level, and Status if applicable. A filtered list will appear under Manage Comment Types.

Select one of the following beside an Official Note type:

• Edit: Modify the Sort Order, Description, Grade Levels, Access Groups, and Additional Details. Select Save & Exit when you are finished.

• E-mail Notifications: Modify the message that goes out to recipients when an Official Notes is recorded.

• Delete: Removes the Official Note type as an option for all users. Select Confirm to delete.