K-12 Family Engagement and Communication Platform

The Vendor is required to provide k-12 family engagement and communication platform to mail literacy campaign letters and attendance intervention notifications
- The contractor shall design, generate, and distribute parent communication letters that clearly and accurately convey student reading performance using agency measures.
- Required Letter Content
•    Student name, school, and grade level
•    Assessment name(s) and assessment date(s)
•    Most recent formative assessment score(s)
•    Student agency measure (e.g., 850l)
•    Agency band range corresponding to the student’s grade level
•    A plain-language explanation of what the Lexile score represents (jargon-free while maintaining technical accuracy)
•    A description of the student’s reading ability relative to grade-level
•    Actionable guidance for families to support reading growth at home
•    Direct links to available reading resources aligned to the student’s Lexile range, including but not limited to:
o    Digital libraries or recommended reading lists
o    Parent guides and instructional videos
o    District-approved literacy resources
- Customization & branding
•    Letters must support agency branding, including logos, colors, headers, and footers, and must adhere to district template standards.
•    Dynamic data fields must populate automatically from district-provided data files or system integrations
•    Agency shall retain final approval authority over all letter templates, content, and language prior to distribution.
- Accessibility & language support
•    Letters must comply with accessibility standards (WCAG 2.1 aa preferred)
•    Support translation into multiple languages commonly used by agency families
•    Dynamic fields must remain accurate and intact across all translated versions
•    Ensure translated letters convey equivalent meaning
- The solution must:
•    Support secure ingestion of student assessment, enrollment, and demographic data.
•    Integrate directly with the district’s student information system (sis), PowerSchool, using secure APIS or other district-approved data exchange methods.
•    Support automated and/or scheduled synchronization with sis to ensure accurate and up-to-date student information, including:
o    Student identifiers
o    Enrollment status
o    Attendance
o    Discipline
o    School assignment
o    Grade level
•    Ability to track student intervention and conference, conference scheduling, attendance analysis, reporting, intervention letters translated into home language, and custom attendance reporting by school, ethnicity, and year to date attendance reporting.
•    Treat PowerSchool as the authoritative system of record
•    Maintain strict compliance with FERPA and all applicable state and federal data privacy laws
•    Use industry-standard encryption for data in transit and at rest.
•    Allow for quality control and validation checks prior to letter generation and distribution
•    Provide audit trails documenting data receipt, letter generation, and delivery status.