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attendance:maintenance:letters:update:directory
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Directory (Attendance Letters)
Attendance > Maintenance > Letters > Update > Directory
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.
- 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.
Update data:
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 added to the grid.
NOTE: When using ALT+1 to add a row, you must press the 1 key on the keyboard, not the 1 key on the numeric keypad.
| Field | Description |
|---|---|
| Ltr ID |
Type a unique two-character code for the letter type. |
| Preq ID |
Type an ID for an existing letter 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.
• A letter ID must already exist before it can be specified as a prerequisite ID. |
| Description |
Type a description of the letter type, up to 72 characters. |
| Letter Type |
Select the letter type. 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 non-attendance issues.
NOTE: Only one letter type can be created for Four Week Truancy and Six Month Truancy. |
| Absence Type |
Select the absence type or combination of absence types for which you want to generate the letter. |
| Period |
|
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.
attendance/maintenance/letters/update/directory.1492702023.txt.gz · Last modified: 2017/04/20 10:27 (external edit)