Difference between revisions of "Attendance Parent Letters"

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'''These instructions will show you how to generate an attendance letter for parents of the students in your school.'''
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__NOTOC__
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'''This program will provide a way for the user to generate an attendance letter for parents of the students in the school. When letters are printed, only the attendance information for dates selected on the setup box are printed on the letters.  A letter must be previously created using [[Letter Maintenance]].'''
  
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==Menu Location==
  
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'''NOTE--The Email Button is not active at this time.'''
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'''Attendance > Reports > Attendance Parent Letters'''
  
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==Setup Options==
  
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===How to===
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[[File:attendparentletterssetup3.png]]
  
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'''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.
  
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#Select '''Attendance''' from program area on the left of the screen.
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'''District''' - Default value is based on the user’s security settings. The user will be limited to their district only.
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#Select '''Lists'''.
 
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#Under Lists, select '''Attendance Parent Letters'''.
 
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#The Setup Box will appear on the screen.
 
  
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'''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.
  
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'''Setup Box Options'''
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'''From Date and To Date''' - A set of dates that limits the selection of records for the report to a beginning date (from) and an ending date (to) range.
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#Verify '''Year, District, and School'''. These default values are based on your security settings.
 
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#Enter the '''From Date''' using either the month/day/year fields or the calendar icon to the right of the year field.
 
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#Enter the '''To Date''' using either the month/day/year fields or the calendar icon to the right of the year field.
 
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#Select '''Grade'''. Leave the Grade field blank if all grade levels are to be included. Otherwise click in the box to the right of '''Grade''' to select the desired grade level(s) to be included.
 
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#Enter '''Quantity From''' - minimum days absent
 
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#Enter '''Quantity To''' - maximum days absent
 
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#Select '''Include Codes'''. These are attendance codes that you want to be considered for the report.
 
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#Enter the '''Letter''' to be used.  This letter is generated from Letter Maintenance.
 
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#Check '''Print History''' if the attendance history is to be included with the letter.
 
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#Click '''OK''' to move to the next screen.
 
  
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'''Grade''' - Leave the field blank if all grade levels are to be included. Otherwise, choose the desired grade.
  
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'''Definitions of Column Headers'''
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'''Quantity From''' - minimum days absent
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#'''The following columns are self-explanatory''':
 
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#*'''Name'''
 
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#*'''Sidno'''
 
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#*'''Grade'''
 
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#*'''Homeroom'''
 
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#*'''School'''
 
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#'''Definition of remaining column'''
 
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#*'''Amount'''--Number of days corresponding to the codes selected.
 
  
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'''Quantity To''' - maximum days absent
  
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'''Purpose of the buttons at the bottom of the screen--detailed instructions for each one follows this list.'''
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'''Include Codes''' - These are attendance codes that you want to be considered for the report.
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*'''Setup'''--returns to the program setup box without exiting the program.
 
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*'''Print'''--prints the report displayed on the screen; use the Print Letters button to print the letters.
 
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*'''Print Letters'''--prints letters for a single student on the report, multiple students on the report, or all students on the report.
 
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*'''Email Letters'''--once activated this will send an email.
 
  
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'''Special Codes''' - Leave blank if all special codes are to be included into the report.  Otherwise, choose the desired special code.
  
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'''Custom Codes''' - Select Custom Codes created in the [[Custom Code Management]] to filter the student list.
  
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'''Print Options'''
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'''Program''' - Leave blank if all program codes are to be included into the report. Otherwise, choose the desired program code.
  
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To find the print instructions, follow this link: '''<span style="background:yellow">[[Standard Print Options]]</span>'''.
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'''Letter''' - Choose the letter needed. This letter is generated from [[Letter Maintenance]].
  
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'''Print History''' - Choose if the attendance history is to be included with the letter.
  
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'''Print In Home Language (if available)''' - Choose if the letter is to be printed in the home language.
  
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'''To Print Parent Letters'''
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'''Sped:'''
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#Check the select all box to the left of '''Name'''  for all students or check individual students.
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*'''All''' - Select this to show all students.
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#After click Print Letters
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*'''Sped Only''' - Select this to show Sped only students.
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#*The letters and/or History will appear on the screen.  
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*'''Non Sped''' - Select this to show Non Sped students.
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#*Click '''Print''' to print letters
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'''LEP:'''
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*'''All''' - Select this to show all students.
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*'''LEP Only''' - Select this to show LEP only students.
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*'''Non LEP''' - Select this to show Non LEP students.
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'''504:'''
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*'''All''' - Select this to show all students.
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*'''504 Only''' - Select this to show 504 only students.
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*'''Non 504''' - Select this to show Non 504 students.
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'''Additional Comments''' - Click inside the box to print additional comments.
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'''OK''' - Click to continue.
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To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
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==Main==
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[[File:attendparentlettersmain2.png]]
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===Column Headers===
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'''Student Name''' - Student's full name
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'''SIDNO''' - Student's identification number
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'''Grade''' - Student's grade of enrollment
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'''Homeroom''' - Student's homeroom
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'''School''' - Student's school site number of enrollment
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'''Amount''' - Number of days corresponding to the codes selected.
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To find definitions of commonly used column headers, follow this link: [[Common Column Headers]].
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==Bottom==
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[[File:attendparentlettersbottom2.png]]
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'''Setup''' - Click to go back to the Setup box.
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'''[[Standard Print Options | Print]]''' - This will allow the user to print the report.
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'''[[Communicate]]''' -  This button will allow communication via automated call or email.
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'''Print Letters''' -  Check the "select all" box to the left of '''Name'''  for all students or check individual students. Then click on Print Letters. The letters and/or History will appear on the screen.  
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'''Print Labels''' - Designed for the Avery 8160 White Address Label.
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'''Email Letters''' - This will send the letter by email to the parent of the selected student(s).
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'''Help''' - Click to view written instructions and/or videos.
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----
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[[Attendance|'''Attendance''' Main Page]]
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----
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[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 07:10, 18 July 2023

This program will provide a way for the user to generate an attendance letter for parents of the students in the school. When letters are printed, only the attendance information for dates selected on the setup box are printed on the letters. A letter must be previously created using Letter Maintenance.

Menu Location

Attendance > Reports > Attendance Parent Letters

Setup Options

Attendparentletterssetup3.png

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.

From Date and To Date - A set of dates that limits the selection of records for the report to a beginning date (from) and an ending date (to) range.

Grade - Leave the field blank if all grade levels are to be included. Otherwise, choose the desired grade.

Quantity From - minimum days absent

Quantity To - maximum days absent

Include Codes - These are attendance codes that you want to be considered for the report.

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

Custom Codes - Select Custom Codes created in the Custom Code Management to filter the student list.

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

Letter - Choose the letter needed. This letter is generated from Letter Maintenance.

Print History - Choose if the attendance history is to be included with the letter.

Print In Home Language (if available) - Choose if the letter is to be printed in the home language.

Sped:

  • All - Select this to show all students.
  • Sped Only - Select this to show Sped only students.
  • Non Sped - Select this to show Non Sped students.

LEP:

  • All - Select this to show all students.
  • LEP Only - Select this to show LEP only students.
  • Non LEP - Select this to show Non LEP students.

504:

  • All - Select this to show all students.
  • 504 Only - Select this to show 504 only students.
  • Non 504 - Select this to show Non 504 students.

Additional Comments - Click inside the box to print additional comments.

OK - Click to continue.

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

Main

Attendparentlettersmain2.png

Column Headers

Student Name - Student's full name

SIDNO - Student's identification number

Grade - Student's grade of enrollment

Homeroom - Student's homeroom

School - Student's school site number of enrollment

Amount - Number of days corresponding to the codes selected.

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

Bottom

Attendparentlettersbottom2.png

Setup - Click to go back to the Setup box.

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

Communicate - This button will allow communication via automated call or email.

Print Letters - Check the "select all" box to the left of Name for all students or check individual students. Then click on Print Letters. The letters and/or History will appear on the screen.

Print Labels - Designed for the Avery 8160 White Address Label.

Email Letters - This will send the letter by email to the parent of the selected student(s).

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


Attendance Main Page

JCampus Main Page

Retrieved from EDgear Wiki