Letter Printing System

*To use the Letter Printing System you must first create a letter in Letter Maintenance.

• The entire letter system will support multiple languages per letter. Each letter starts with a default letter and additional languages can be added with the language text. The letter will not be translated so it must be written in the designated language. The system uses the student home language field in Country Entry in Student Master, like all communications, to determine the correct letter to print and records the language sent in the Letter Log Report. The default letter is sent if the language is not present.

Video How-to

Letter Printing System

Menu Location

On the left navigation panel, select Student Master > Letters > Letter Printing System.

Setup Options

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user’s security settings. The user will be limited to their district only.

School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.

Arena(s) - for which the letter is being printed. Selecting one or more arenas will list all available letters for your selection. Leave the Arena field blank if all Arenas are needed or click in the field and select the check box at the top left of the window. Otherwise click in the arena field to select the desired Arena needed.

AT--Attendance

DI--Discipline

EV--Event

GR--Grades

HE--Health

SB--SBLC/RTI

SE--Special Education

ST--Student (for general purpose use)

Grade - Leave blank or select all to include all grade levels. Otherwise, choose the desired grade level.

Gender - Leave blank or select all to include all genders. Otherwise, choose the desired gender.

Ethnic - Leave blank or select all to include all ethnicities. Otherwise, choose the desired ethnicity.

Show Remote Scheduled - If this box is checked, then those students who come to your school from another school in the district will be listed in addition to regular students.

Show Remote School's Contact Information - Select this option to show the remote school's contact information on the letter. This option is only available when one school is selected.

As of Date - This choice will list only those students who are actively enrolled as of the date selected in the date field. If using HR as the arena, the As Of Date will apply to the employees' separation date to eliminate teachers who have left from the list.

Special Codes - Leave blank if all special codes are to be included into the report. Otherwise,choose the desired special code.

Exclude Special Codes - Leave blank if you want all codes excluded into the report. Otherwise, choose the desired special code to exclude.

Custom Codes - Custom Codes created in the Custom Codes Management to filter the student list

Team - Leave blank if all team names are to be included into the report. Otherwise, choose the desired team.

Sped:

All - Select to view all students.

Sped Only - Select to view only Sped students.

Non Sped - Select to view only non Sped students.

Homeroom - Leave blank if all homerooms are to be included into the report. Otherwise, choose the desired homeroom.

Counselor - Responsible for scheduling, testing, student grades and transcripts. Leave blank if all counselors are to be included into the report. Otherwise click in the field to the right of Counselor to select the desired counselor(s) to view.

Clubs - Leave blank if all clubs are to be included into the report. Otherwise, choose the desired club code.

Sports - Leave blank if all sports are to be included into the report. Otherwise, choose the desired sport code.

Program - Leave blank if all program codes are to be included into the report. Otherwise, choose the desired program code.

Order To List - Allows for the list to be sorted in the desired way upon clicking OK.

Object Code - Click in the box to choose Object Code.

Function Code - Click in the box to choose Function Code.

Print in Home Language (if available) - Check this box to print letters in the home language, if the student has a different language chosen in Student Master > Country Entry> Home Language. The letter will not be translated so it must be written in the designated language.

Ok - Click to continue

To find definitions for standard setup values, follow this link: Standard Setup Options.

Main

Column Headers

Dist - Student's district of enrollment

Sch - Student's school of enrollment

Student Name - Student's full name

SIDNO - Student's identification number

GD - Student's grade of enrollment

Right Side Column Headers

Dist - Student's district of enrollment

Sch - Student's school of enrollment

Arena - Letter category

Letter Name - Name of letter

Description - Description of letter

To find definitions of commonly used column headers, follow this link: Common Column Headers.

Bottom

Setup - Click to go back to the Setup box.

Print - This will allow the user to print the report.

Help - Click to view written instructions and/or videos.

To Print Letters for Selected Students

After completing the Setup Box options, the screen will be divided into two parts.

Students on the left and Letters on the right.

Use the check box to the left of the student names to select the students who are to receive the same letter.

Use the check box to the left of the letter name/description to select the specific letter to be printed.

Click the Print Letters button at the bottom of the window.

A print preview will appear on the screen.

If a gray rectangle does not appear on the bottom right of the print preview, move the cursor to that area of the screen.

Click the printer icon at the right end of the gray rectangle.

Another print preview will appear; click the print button at the top left of the window.

Close the print preview to return to the main screen of the Letter Printing System.

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