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--- attendance:maintenance:letters:update:directory [2017/04/20 14:58] – jstanford
+++ attendance:maintenance:letters:update:directory [2020/07/08 13:51] (current) – external edit 127.0.0.1
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+{{indexmenu_n>10}}
 ======Directory (Attendance Letters)======
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 //**Attendance > Maintenance > Letters > Update > Directory**//
-<WRAP round intro>
+{{page>general:attendance_letters_directory_intro}}
-This tab allows you to create letter types in Attendance. Each type of letter is assigned a code and description and added to the letter type directory. Then, you create and save the letter on the Letter tab as a form letter or template using variables. The form letters and templates can be used to generate the actual letters.
-The Attendance letters are campus-specific. They include absence letters, truancy letters, annual notifications, and general mail-out letters. All letter types, except the general mail-out letter type, create a letter control record.
+++++Best practices for attendance letters| {{page>general:attendance_letters_best_practices&inline}} ++++
-  * You can generate different letters for the same absence type.
-  * You can print different letters at the same time.
-  * The student address is used if the parent's address is incomplete or does not exist.
-  * Only one letter is generated for students whose guardians have the same last name and address.
-  * Letters are generated even if no parent address, student address, or guardian is found.
-</WRAP>
+====Update data:====
-====Modify a record:====
+{{page>general:attendance_letters_directory_body}}
-Add a letter type to the directory:
-If letters exist, they are displayed. If no letters exist, a blank row is displayed.
-To add a letter type, click +Add or press ALT+1. A blank row is displayed in the
-grid.
-Note:  When using ALT+1 to add a new row to the grid, you must use the 1 key on the
-keyboard, not the 1 key on the numeric keypad.
-In the Ltr ID field, type a unique two-character code for the letter type.
-In the Preq ID field, type an existing letter ID if the letter requires a prerequisite
-letter. The field is used if the letter type requires another letter to be printed
-for students before it can be printed for the same students.
-Notes:
-Prerequisite IDs can only be specified for School Year Absence and Semester Absence
-letter types.
-If prerequisite letters are not used, only the letter for the greatest number of
-absences appropriate for the student's actual number of absences will print.
-If prerequisites are used, the letter for the lowest number of absences in the prerequisite
-sequence is printed first. A subsequent letter is not printed (even if the student
-has the number of absences for which the letter is set up) until the student has
-at least one more absence than the number reported on the prerequisite letter.
-A letter ID must already exist before it can be specified as a prerequisite ID.
-A prerequisite letter must have the same letter type, absence type, and period type
-as the letter that requires it.
-A letter cannot be its own prerequisite.
-Two letters cannot have the same prerequisite.
-The Nbr Abs Req field for a letter must be greater than the Nbr Abs Req field for
-its prerequisite.
-In the Description field, type a description of the letter type. The field can be
-up to 72 characters.
-In the Letter Type field, click   to select the letter type. The field is required.
-The following letter types are available:
-Annual Notification - Generates letters for all students once, including new students.
-You can set up more than one annual notification letter type using different letter
-IDs. No absence variables are allowed; therefore, the letter type can be used for
-nonattendance issues.
-Four Week Truancy - Generates letters for students who have three or more unexcused
-absences in a four-week period in the current school year (Rule of Four Weeks warning
-letter as per SB1432 of the 77th Legislative Session).
-Mail Out - Generates letters for all students. No absence variables are allowed;
-therefore, the letter type can be used for nonattendance issues. A letter control
-record is not created.
-School Year Absence - Generates a report of cumulative absences for the entire school
-year.
-Semester Absence - Generates a report of cumulative absences for the semester selected
-on the Letter Criteria tab on the Print Attendance Letters page.
-Six Month Truancy - Generates letters for students who have ten or more unexcused
-absences in a six-month period in the current school year (Rule of Six Months warning
-letter as per SB1432 of the 77th Legislative Session).
-In the Absence Type field, click   to select the absence type or combination of absence
-types for which you want to generate the letter. The field is required.
-In the Period Type field, click   to select the period for which you want to report
-absences. The field is required.
-The following options can be selected:
-ADA - Reports absences and tardies that occur in the campus ADA period.
-Any - Reports a day as an absence day if the student was absent for one or more periods
-in the day.
-Same - Reports absence days in which the student had the most absences for a period
-during the reporting period (semester or year). Tardy equivalent days are not considered
-in this period type.
-In the Nbr Abs Req (number of absences requested) field, type the number of days
-(not periods) the student is absent (or tardy) that cause the letter to be generated.
-Note:  If prerequisite letters are not used, and another letter with the same Letter
-Type, Absence Type, and Period Type has a greater Nbr Abs Req, the letter that has
-the closest Nbr Abs Req, but is not over the number of absences accumulated by the
-student, is generated.
-In the Nbr Tdy Equiv Req (number of tardies equivalent requested) field, type the
-number of tardies that equal one absence (day). Leave the field blank if tardies
-are not considered. The field is only applicable for School Year Absence and Semester
-Absence letters that have the Period Type field set to ADA or Any.
-All tardies are reported in the count and are displayed in the list of absences on
-the letter.
-Tardies that occur on a day that is reported as an absence are not included in the
-equivalence computation.
-A value cannot be typed in the field if the Absence Type field is set to T (Tardy).
-An error message is displayed indicating that tardy equivalents are not computed
-when processing the tardy absence type.
-Ltr Bdy (letter body) is selected if the form letter has been created. The field
-can only be updated when the letter body is saved.
-Click Save to save the information.
-Notes:
-When absence letters, truancy letters, and annual notifications are printed, all
-fields except the Description field are disabled to indicate that the letters have
-been processed and have associated letter control records. Only the Description field
-can be changed.
-Mail Out letters do not create letter control records; therefore, the fields are
-not disabled when the letters are printed.
-To delete a letter type, click  . The row is shaded red to indicate that it will
-be deleted when the record is saved.
-You can select multiple rows to be deleted at the same time.
-Click Save. A message is displayed asking you to confirm that you want to delete
-the rows.
-Click OK to delete the letter types. The selected rows are deleted. Otherwise, click
-No not to delete the letter types.
-Note:  You cannot delete a letter type if letters have been generated for the type.
-If you attempt to delete it, a message is displayed. Click OK to close the message.
-To update the letter body, click Retrieve. The letter opens on the Letter tab allowing
-you to make changes.

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