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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'''Attendance > Reports > Attendance Parent Letters'''
  
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===How to===
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==Setup Options==
  
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[[File:attendparentletterssetup3.png]]
  
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Select '''Attendance''' from program area on the left of the screen. Select '''Lists''' and then select '''Attendance Parent Letters'''.
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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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'''District''' - Default value is based on the user’s security settings. The user will be limited to their district only.
  
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'''Setup Box Options'''
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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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To find definitions for standard setup values, follow this link: '''<span style="background:yellow">[[Standard Setup Options]]</span>'''.
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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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For other set up values not listed in the standard set up list:
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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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*Enter '''Quantity From''' - minimum days absent
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'''Quantity From''' - minimum days absent
  
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*Enter '''Quantity To''' - maximum days absent
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'''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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'''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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'''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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*Check '''Print History''' if the attendance history is to be included with the letter.
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'''Custom Codes''' - Select Custom Codes created in the [[Custom Code Management]] to filter the student list.
  
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Click the '''OK''' to advance to the next page.
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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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'''Letter''' - Choose the letter needed. This letter is generated from [[Letter Maintenance]].
  
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'''Column Headers'''
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'''Print History''' - Choose if the attendance history is to be included with the letter.
  
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To find definitions of commonly used column headers, follow this link: '''<span style="background:yellow">[[Common Column Headers]]</span>'''.
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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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For other columns not listed in the common column list:
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'''Sped:'''
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*'''All''' - Select this to show all students.
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*'''Sped Only''' - Select this to show Sped only students.
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*'''Non Sped''' - Select this to show Non Sped students.
  
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*'''Amount'''-Number of days corresponding to the codes selected.
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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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'''Purpose of the buttons at the bottom of the screen--detailed instructions for each one follows this list.'''
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'''Additional Comments''' - Click inside the box to print additional comments.
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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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'''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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'''Print Options'''
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==Main==
  
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To find the print instructions, follow this link: '''<span style="background:yellow">[[Standard Print Options]]</span>'''.
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[[File:attendparentlettersmain2.png]]
  
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===Column Headers===
  
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'''To Print Parent Letters'''
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'''Student Name''' - Student's full name
  
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Check the select all box to the left of '''Name'''  for all students or check individual students. Then click on Print Letters.
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'''SIDNO''' - Student's identification number
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*The letters and/or History will appear on the screen.  
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*Click '''Print''' to print letters
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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