Attendance Letter

• Click  . A new Attendance Letter screen opens.

• Type Letter Name in green mandatory field.

Add cutoff values

• Click   on Cutoff Value bar. A new line is added.

• Enter Threshold Value. Threshold Value equals number of absences or tardies allowed, which when exceeded by one, triggers an attendance letter definition.

• Select Mail Merge Doc . Mail merge letters are defined in the Mail Merge Definition screen.

• Select Output Type .

• Select Language .

• Repeat above steps until all threshold values are entered for letter.

Date Range, Grade Range

• Type Begin and End (MM/DD/YY) or click   to select date for this letter.

• Choose Begin and End to determine grade range.

Extras

• Select Totaling Method . Daily Attendance is All-Day code.

• Select Sorting Method by alpha (student last name) or grade.

• Check Show Inactive Students if desired.

Each time attendance letter is run, threshold totals are stored with student’s records. To clear the current thresholds and recount the student’s absences

• Check Clear Current Thresholds if desired.

Addressee Info

• Select Send to Method .

If Parent(s) is selected

• Check Use Student Address If Parent Address is Blank

• Check appropriate Parent Options.  Parent Options indicate which parent should be used in address of letter. Parent Options selected will be matched against categories selected in Parent tab of Student screen for each parent.

OR

If Student is selected

• Complete Address To Label. This text will precede student’s name in Address To Label such as “To the Parents of."

Absence Reasons to Include

Absence reasons can be selected by Reason Type, by specific Absence Reasons, or by specific Letter Reason Flags. Letter Reason Flags are defined in District or School Attendance Codes views.

• Select Reason Type .

OR

• Check Absence Reasons. Use  to check or uncheck all.

OR

• Check Letter Reason Flags. Use  to check or uncheck all.

Additional Reports to Execute

• Choose additional reports to execute by checking appropriate box. Use  to check or uncheck all.  

  Optional for Period Attendance Profile

• Check Show Period Attendance Profile Detail

Mail Merge Options

• Check Show Letter Extract Log to print a list of all letters created.

• Click . New Attendance screen closes.

• Click   to finish saving new letter.