Mail Room

This report creates a list of staff members for labels printing, Notice of Intent to Employ Letters and various other forms.

Menu Location

Human Resources > Reports > Mail Room

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. It 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.

Home Base - Choose All, Yes or No - school where employee is based.

Include Subs - Choose, yes or no to include subs.

Ignore Job Class - This option keeps the program from using the Obsolete Job Class field to determine if a staff member is a substitute.

Function Code - Choose Job Function/Responsibilities.

Column - Leave blank to include all columns. Click to obtain a pick list of columns that can be selected to view on the report.

Print Options

Type - Mail (mailing labels) or Folder (folder labels)

Addresses - This option is enabled for the folder option only.

Staff ID - This option will print the staff ID on the label.

Staff First Name Last Name Format - This option will set the format of the staff's name being printed to be first name first then last name. Please note this option is enabled for the mailing option only.

Barcode - This option will print the name and the barcode on the label. This option is only available if using the "Folder" option.

Filters

Employee Status - Choose All, Active or Separated.

Gender - Click inside the box to choose gender.

Ethnic - Click inside the box to choose ethnicity.

Marital Status - Choose from married, Divorced, Widowed, etc.

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

Exclude Special Codes - Click inside the box to choose Special Codes to exclude.

HR Custom Codes - Click inside the box to choose Custom Codes. District defined HR Codes for employee classification.

Exclude Custom Codes - Click inside the box to choose Custom Codes to exclude.

DL Type - Choose driver's license type, All, Commercial, Automobile, Bus, etc.

DL Expiration - Choose driver's license expiration date using drop down boxes or the calendar

Object Code - Choose Job Title

OK - Click to continue

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

Main

Column Header

SSN - Employee's social security number

Staff ID - Staff ID number

SASID - Employee's state identification number

Last Name - Last name of staff

First Name - First name of staff

Middle Name - Middle name of staff

Suffic - Suffix of staff

Address - Address of staff

Address 2 - Address 2 of staff

City - City of staff

State - State of staff

Zip Code - Zip code of staff

Home Phone - Home phone number of staff

Cell Phone - Cell phone number of staff

Hire Date - Lists the first day of the employee's hire date

Separation Date - lists the first day of the employee's leave date

Separation Reason - Separation reason of the staff leaving

Separation Comment - Separation comment of the staff leaving

DL Type - Driver's license type, All, Commercial, Automobile, Bus, etc.

DL State - Driver's license state

DL Number - Driver's license number

DL Expire - Driver's license expiration date

HQ Areas and Methods - Codes to signify All, Middle or High School area of the Highly Qualified

Cert Type - Type of Certificate the employee has earned

Cert No - Certificate Number

Cert Suffix - Certificate Suffix

Cert Except - Certificate exception

Cert Area - Certificate Area

Cert Issue - Certificate issue date

Cert Exp - Certificate Expiration Date

Job Class - Single alpha character to show job classification

Status - Status code from the Demographic page: Board employee, State employee, Professional employee, etc.

Personal Phone - Personal phone number of staff

Night Phone - Night phone number of staff

Alternate Phone - Alternate phone number of staff

Other Phone - Other residential phone number of staff

Retiree CD - Retiree return to work code

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.

Print Labels

A print preview window will appear.

Click the print icon at the top right of this rectangle. Another print preview will appear.

Click the print button at the top left to print the report. Close the print preview.

To Print Notice of Intent To Employ Letters

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

On the set up box:

Year - This will add the year chosen to three place on the letter. School Year at the top and twice in the body of the letter.

School Name - This will add the name of the school to the heading of the letter.

Months of Employment - This will allow you to choose the months of employment to show in the letter.

Position - This will allow you to choose the position of employment to the letter.

Work or Letter Return - This will allow you to choose a date, to be printed on the letter, for this letter to be returned to the office of Human Resources at the School Board Office. It also adds a Date or School Session Year to show on the line of Report to Work Date on the letter.

Sch Session Year will read as 1516 SCHOOL YEAR.

Date will read as YYYY-MM-DD. Click OK.

A print preview window will appear.

Click the print icon at the top right of this rectangle. Another print preview will appear.

Click the print button at the top left to print the report. Close the print preview.

Sorting and other data manipulations are explained in the following link: List Programs Instructions/Video

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