How a large, multilingual California district modernized document delivery—and improved equitable family communication
By: Ricardo Recinos and Teresa Magpayo Castro, Technology TOSAS
At Hacienda La Puente Unified School District (HLPUSD), making sure important information actually reaches families is a daily responsibility—and a constant challenge. We’ve used flyers in backpacks, email attachments, and postal mail in the past, but those methods often fell short, especially for a large, multilingual community like ours.
As a district serving families who speak many home languages and rely heavily on mobile devices, we needed a more reliable way to share sensitive information. By using ParentSquare Secure Document Delivery, we changed how documents reach families and saw meaningful improvements in access, staff accountability, and trust.
Below, we share why we made this shift and what it looks like in practice across our district.
Why we changed how documents reach families
We regularly send information that families need to receive securely and on time, including report cards, progress reports, and eligibility notices. Relying on paper or unsecured email made it difficult to confirm delivery, protect privacy, or make sure families could access documents easily.
Secure Document Delivery gave us a way to send sensitive information directly to verified guardians through the same platform parents already relied on for school-home communication. Documents are protected behind login credentials, tracked for delivery and viewing, and stored in a permanent digital archive. For our district, this replaced manual, paper-based workflows with a more consistent and dependable approach that aligns with FERPA expectations.
Supporting different populations in our district
HLPUSD serves over 15,000 students across dozens of schools. Nearly one in five students in our district is identified as an English Learner, and many families face barriers related to language access and reliable communication.
Spanish is the most common home language among our English Learners, followed by Mandarin, Cantonese, and Korean. Many families rely on smartphones as their primary way to stay connected to school information. With this level of linguistic diversity and need, document delivery has to be clear, accessible, and reliable—or important information can easily be missed.
What improved access looked like for our families
One of the most noticeable changes was how much easier it became for families to access important documents.
While many documents are written in English, notifications are delivered in each parent’s preferred language. Families understand when new information is available and how to view it, which has helped reduce confusion and missed messages.
Documents also display cleanly on smartphones, removing the need for a computer or printer. Everything is stored in one place, creating a reliable digital filing cabinet that families can return to whenever they need past information. For families who move frequently or have limited access to traditional mail, this has made a meaningful difference.
How visibility changed our follow-up and accountability
From a staff perspective, visibility has been one of the biggest shifts. We can see which families have opened a document and which haven’t, then follow up only where needed. That targeted approach saves time, reduces unnecessary reminders, and makes outreach more effective.
For our team, having clear insight into delivery and engagement has also reduced uncertainty in situations where documentation matters, such as administrative or compliance-related follow-up.
Why secure access mattered for family trust
Sending sensitive documents home in backpacks or as email attachments can introduce unnecessary risk. With this approach, documents are only accessible through a secure login tied to verified guardians in our student information system.
If a student transfers or their access changes, permissions are updated automatically. And if something is sent in error, documents can be retracted instantly. These safeguards help families feel confident that their private information is being handled carefully and intentionally.
What changed for staff workflows and time
Moving away from paper-based delivery also changed how our staff spend their time. Printing, sorting, and mailing large batches of documents used to take days. Now, that same work can be completed in minutes, without postage or mailing supplies. Documents reach families instantly rather than days later, helping keep information timely while supporting district sustainability goals.
How automation reduced errors and manual work
One capability that has made a meaningful difference for our team is auto-splitting. Staff can upload a single master PDF, such as hundreds of report cards, and each page is automatically routed to the correct family using live student data. Documents can also be scheduled to send after hours, allowing staff to wrap up their day while delivery happens automatically.
These workflows reduce errors, minimize manual steps, and free up time for higher-priority work.
A more reliable way to share what matters
For Hacienda La Puente Unified School District, Secure Document Delivery has become a dependable foundation for sharing sensitive information with families.
By rethinking how documents are delivered, we’ve been able to reduce risk, save staff time, and improve access for families—without adding complexity to our workflows.
Interested in modernizing how your district delivers sensitive documents?
Learn how Secure Document Delivery in ParentSquare supports accessible, and accountable family communication. Book a demo.
Frequently asked questions about Secure Document Delivery
What is Secure Document Delivery in ParentSquare?
Secure Document Delivery allows school districts to send sensitive student documents such as report cards, progress reports, and program notices, directly to verified guardians through a secure, password-protected platform. Documents are stored in a permanent digital archive and are never sent as unsecured email attachments.
Does Secure Document Delivery support FERPA compliance?
Yes. Secure Document Delivery is designed to support FERPA compliance by restricting access to authorized guardians linked through the district’s SIS. Documents are protected behind secure logins and include electronic audit trails for accountability.
How does Secure Document Delivery improve family access?
Secure Document Delivery is mobile-friendly and accessible on smartphones, making it easy for families to view documents without a computer or printer. Notifications are automatically translated into parents’ preferred languages, helping ensure families understand when important information is available.
Can districts track whether families receive documents?
Yes. District staff can see in real time who has opened a document and send reminders only to families who haven’t viewed it yet. This improves follow-up, reduces manual work, and eliminates uncertainty around delivery.