Email Template Configuration for Behavior and Student Comments

Overview

A school’s notification process for behavior events and comments can differ.  In order to accommodate differences in work flow, there are multiple notification types to be configured. After a behavior or comment is entered, internal notification will automatically be sent and public notification can be selected.

Internal Notifications

Internal notifications are for advisors, teachers or other staff at the school. The logic for who should receive internal notifications when behavior events and comments are entered for a student is configured upon setup of this functionality. For example, schools might want both the division head and advisor notified when a teacher enters a behavior event for a student.

The internal notifications are all configured upon setup of this functionality and are not something selected or chosen upon entry of a behavior or comment.

Internal Behavior Notification Template

The default template for notifying staff and faculty by email upon entry of a behavior event.  The notification logic can be customized for each school.

Internal Comment Notification Template

The default template for notifying staff and faculty by email upon entry of a student comment.  The notification logic can be customized for each school.

Available Merge Fields (for both templates)

  • behavior_id
  • first_name - student first name
  • preferred_name - nick_name or first_name
  • last_name - student last name
  • grade_level
  • incident_date
  • incident_day
  • incident_type
  • incident_notes
  • outcome_type
  • outcome_date
  • outcome_notes
  • status
  • status_date
  • follow_up_status
  • follow_up_date
  • reported_by
  • reported_by_preferred
  • reported_by_email
  • assigned_to
  • class
  • notification_notes
  • severity_index
  • household_salutation
  • notification_addressee_salutation
  • advisor_name
  • teacher_name
  • teacher_email
  • dorm
  • assigned_to_job_title
  • reported_by_job_title
  • assigned_to_job_title
  • reported_by_job_title

Public Notifications

Public notifications are for parents and students only. When notification is sent to parents and/or students regarding a behavior or comment (this is optional), an email is sent.  From the behavior and comment records, the notification template can be selected if the notification options are chosen.

Behavior Notification Template

The default template for notifying parents and students by email upon entry of a behavior event.  Whether or not the notification is sent to the parent or student is set by the Axiom user entering or reviewing the behavior event.

Comment Notification Template

The default template for notifying parents and students by email upon entry of a student comment.  Whether or not the notification is sent to the parent or student is set by the Axiom user entering or reviewing the comment.

Available Merge Fields

  • behavior_id
  • first_name - student first name
  • preferred_name - nick_name or first_name
  • last_name - student last name
  • grade_level
  • incident_date
  • incident_day
  • incident_type
  • incident_notes
  • outcome_type
  • outcome_date
  • outcome_notes
  • status
  • status_date
  • follow_up_status
  • follow_up_date
  • reported_by
  • reported_by_preferred
  • reported_by_email
  • assigned_to
  • class
  • notification_notes
  • severity_index
  • household_salutation
  • notification_addressee_salutation
  • advisor_name
  • teacher_name
  • teacher_email
  • dorm
  • assigned_to_job_title
  • reported_by_job_title
  • assigned_to_job_title
  • reported_by_job_title

Configuration

To configure the email notification templates for behavior and comments, navigate to the System homepage in Axiom and click on the “System Email Templates” link under System Configuration. Note only System Administrators can access and edit email templates.

To preview any of the email templates configured at your school, click on the “Preview” link provided within the email template. This link will open a web page that displays the email in the format it will be delivered, with field variables highlighted in yellow to indicate where merged data will appear.

Testing

To test the email templates, change the email_1 on the person configured for internal notification templates as well as a parent or student record and run the process of a behavior or comment through from start to finish. You should receive an email as if you are the staff/faculty or parent/student.