1. Decide how you want to notify parents or guardians of a student’s absences from one of the following Letter Type options:
   
   
   • Semester Absence: Generate letters based on the number of absences for a student per semester. Choose the maximum number of absences per letter. You can use prerequisite IDs for these letters so that the letters will print in the order you set up. Letter control is written to the students’ records.
     
     
   • School Year Absence: Generate letters based on the number of absences for a student per school year. Choose the maximum number of absences per letter. You can use prerequisite IDs for these letters so that the letters will print in the order you set up. Letter control is written to the students’ records.
     
     
   • Four-Week/Six-Month Truancy: Generate letters at three and ten absences. Letter control is written to the students’ records (amount of time since the last letter was generated is considered and then the number of absences).
     
     
2. Create all of the letters you will need at the beginning of the school year.
   
   
3. Select Select for Prt for all the letters you have created (except Mail out (no ltr control), which will print every time if selected).
   
   
4. Click Create Letter Control (which appears on Maintenance > Letters > Print > Letters once letters are generated) after printing annual notifications, truancy letters, or absence letters. Letter controls are used to prevent the same letters from generating for students who have already received them.

There are two other Letter Types:

• Annual Notification: Generate letters for all students at a campus one time. It will generate for new students even if it has already been generated for the rest of the campus. Set up multiple Annual Notifications each with a different Ltr ID. This letter should be used for non-attendance issues or single attendance notifications since it does not allow absence variables. Letter control is written to the students’ records.
  
  
• Mail out (no ltr control): Generate letters for all students at a campus one time. This letter should be used for non-attendance issues, such as announcements, since it does not allow absence variables. No letter control is written to the students’ records.