Difference between revisions of "Letter Printing System"

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__NOTOC__
 
__NOTOC__
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===Video How-to===
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'''This program will provide a way for a user to choose student(s) and a letter; then print out the letters.'''
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[[media:SM-LetterPrint.mov|Letter Printing System]]
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*To have letters to choose from, the user must first create letters in [[Letter Maintenance]].
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*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.
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'''To use the Letter Printing System you must first create a letter in [[Letter Maintenance]].'''
 
  
 
==Menu Location==
 
==Menu Location==
  
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[[File:letterprintingmenu.png]]
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'''Student > Letters > Letter Printing System'''
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On the left navigation panel, select '''Student Master''' > '''Letters''' > '''Letter Printing System'''.
 
  
 
==Setup Options==
 
==Setup Options==
  
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[[File:letterprintingsetup.png]]
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[[File:letterprintsystemsetup5.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.
 
'''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 your security settings. You will be limited to your district only.
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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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'''School''' - Default value is based on your security settings. If you are assigned to a school, the school default value will be your school site code. You will not be able to change this
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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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value. If you are a supervisor or other district office employee with access to the Student Information System, you will be able to run programs for one school, a small group of schools, or
 
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all schools in your district.
 
  
 
'''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  
 
'''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.
 
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.
  
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'''AT'''--Attendance
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'''AT'''- Attendance
  
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'''DI'''--Discipline
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'''DI'''- Discipline
  
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'''EV'''--Event
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'''EV'''- Event
  
 
'''GR'''--Grades
 
'''GR'''--Grades
  
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'''HE'''--Health
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'''HE'''- Health
  
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'''SB'''--SBLC/RTI
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'''SB'''- SBLC/RTI
  
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'''SE'''--Special Education
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'''SE'''- Special Education
  
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'''ST'''--Student (for general purpose use)
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'''ST'''- Student (for general purpose use)
  
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'''Grade''' - Grade level of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if all grade levels are to be included. Otherwise,
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===Filters===
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click in the field to the right of Grade(s) to select the desired grade level(s) to be included.
 
  
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'''Gender''' - Gender of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if both genders are to be included. Otherwise, click in
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[[File:letterprintsystemfilters3.png]]
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the field to the right of Gender to select the desired gender to be included.
 
  
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'''Ethnic''' - Ethnicity of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if all ethnics are to be included. Otherwise, click
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'''Grade''' - Leave blank or select all to include all grade levels. Otherwise, choose the desired grade level.
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in the field to the right of Ethnic to select the desired ethnic(s) to be included.
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'''Gender''' - Leave blank or select all to include all genders. Otherwise, choose the desired gender.
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'''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 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.
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'''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.
 
'''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.
  
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'''Special Codes''' - Special Codes must have been entered into the Student Master record for students. Leave blank if all special codes are to be included into the report. Otherwise click in
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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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the field to the right of Special Codes to select the desired special code(s) to view.
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'''Exclude Special Codes''' - Leave blank if you want all codes excluded into the report.  Otherwise, choose the desired special code to exclude.
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'''Custom Codes''' - Custom Codes created in the Custom Codes Management to filter the student list
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'''Team''' - Leave blank if all team names are to be included into the report. Otherwise, choose the desired team.
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'''Custom Permissions''' - Select the custom permissions for filtering.
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'''Sped:'''
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'''All''' - Select to view all students.
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'''Sped Only''' - Select to view only Sped students.
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'''Non Sped''' - Select to view only non Sped 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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'''Team''' - This selection should only be used if your school is using Team Scheduling. Leave blank if all team names are to be included into the report. Otherwise click in the field to the
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'''Non 504''' - Select this to show Non 504 students.
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right of Teams to select the desired Teams(s) to view.
 
  
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'''Show Option Buttons''' - Examples that limit information on the report include Show Sped Only, Non Sped, both (all).
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'''LEP:'''  
  
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'''Homeroom''' - The teacher who is assigned a group of students in addition to the regular classes that they teach. Leave blank if all homerooms are to be included into the report. Otherwise  
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'''All''' - Select this to show all students.
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click in the field to the right of Homeroom to select the desired homeroom(s) to view.
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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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'''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  
 
'''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.
 
right of Counselor to select the desired counselor(s) to view.
  
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'''Club''' - Extracurricular activities in which students may participate. Leave blank if all clubs are to be included into the report. Otherwise click in the field to the right of Clubs to
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'''Clubs''' - Leave blank if all clubs are to be included into the report. Otherwise, choose the desired club code.
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select the desired club(s) to view.
 
  
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'''Sport''' - Leave blank if all sports are to be included into the report. Otherwise click in the field to the right of Sports to select the desired sport(s) to view.
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'''Sports''' - Leave blank if all sports are to be included into the report. Otherwise, choose the desired sport code.
  
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'''Program''' - Leave blank if all program codes are to be included into the report. Otherwise click in the field to the right of Program Codes to select the desired program code(s) to view.
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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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'''Lunch''' - Click in the box to choose Lunch Code.
  
 
'''Order To List''' - Allows for the list to be sorted in the desired way upon clicking OK.
 
'''Order To List''' - Allows for the list to be sorted in the desired way upon clicking OK.
  
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'''Object Codes''' - Click to see a list of codes.
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'''Object Code''' - Click in the box to choose Object Code.
  
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'''Function Codes''' - Click to see a list of codes.
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'''Function Code''' - Click in the box to choose Function Code.
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'''Select Students''' - Click in the box to select student(s).
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'''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.
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'''[[Print to DAS]]''' - Print the letter to be visible in the Student Progress Center and [[Doc Archive]]. 
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*The same procedure as sending the letter to SPC will also send the letter to [[Doc Archive]].
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:Choose HE in the Arena filter of this program. 
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:In Filters, check Print to DAS, then click OK and OK again. 
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:To view the letter in Doc Archive, go to Student Master> Action> Doc Archive> Student> Printed Folder (blue)> Letters> and the letter will display.
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'''Do Not Email Guardians with Cannot Access SPC Checked''' - Select this option to exclude guardians with Cannot Access SPC Checked when sending emails.
  
 
'''Ok''' - Click to continue
 
'''Ok''' - Click to continue
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==Main==
 
==Main==
  
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[[File:letterprintingmain.png]]
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[[File:lps.png]]
  
 
===Column Headers===
 
===Column Headers===
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==Bottom==
 
==Bottom==
  
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[[File:letterprintingbottom.png]]
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[[File:bottom buttons 10.png]]
  
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'''Setup''' - The user may change the settings previously selected for running the program.
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'''Setup''' - Click to go back to the Setup box.
  
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'''Print''' - To find the print instructions, follow this link: '''<span style="background:yellow">[[Standard Print Options]]</span>'''.
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[[Standard Print Options | '''Print''']] - This will allow the user to print the report.
  
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'''Help''' - Takes you to the Help website for written instructions and instructional videos.
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'''Email Letters''' - Choose the student and the the letter, then click on the Email Letters button. (See setup box below)  The user has the option to choose to send email to "Student" or Parent/Guardian.  There are three buttons at the bottom, '''Preview, Send, or Cancel.'''  If the user chooses '''Preview''' this will display the dialog asking for the email to send the preview to.  If the user chooses to '''Send''' the preview message, it will generate the message and send the preview to the email typed in.  It will then display a warning "You are about to send an email to x students", "Do you wish to proceed?"  With a '''Yes/No''' window.  If the user chooses the '''Cancel''' button it will return to the previous window with no action.
  
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[[File:letteremailoption.png]]
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'''Help''' - Click to view written instructions and/or videos.
  
 
'''To Print Letters for Selected Students'''
 
'''To Print Letters for Selected Students'''
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Close the print preview to return to the main screen of the Letter Printing System.
 
Close the print preview to return to the main screen of the Letter Printing System.
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Latest revision as of 14:26, 5 June 2024

This program will provide a way for a user to choose student(s) and a letter; then print out the letters.

  • To have letters to choose from, the user must first create letters 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.

Menu Location

Student > Letters > Letter Printing System

Setup Options

Letterprintsystemsetup5.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.

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)

Filters

Letterprintsystemfilters3.png

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.

Custom Permissions - Select the custom permissions for filtering.

Sped:

All - Select to view all students.

Sped Only - Select to view only Sped students.

Non Sped - Select to view only non Sped 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.

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.

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.

Lunch - Click in the box to choose Lunch 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.

Select Students - Click in the box to select student(s).

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.

Print to DAS - Print the letter to be visible in the Student Progress Center and Doc Archive.

  • The same procedure as sending the letter to SPC will also send the letter to Doc Archive.
Choose HE in the Arena filter of this program.
In Filters, check Print to DAS, then click OK and OK again.
To view the letter in Doc Archive, go to Student Master> Action> Doc Archive> Student> Printed Folder (blue)> Letters> and the letter will display.

Do Not Email Guardians with Cannot Access SPC Checked - Select this option to exclude guardians with Cannot Access SPC Checked when sending emails.

Ok - Click to continue

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

Main

Lps.png

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

Bottom buttons 10.png

Setup - Click to go back to the Setup box.

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

Email Letters - Choose the student and the the letter, then click on the Email Letters button. (See setup box below) The user has the option to choose to send email to "Student" or Parent/Guardian. There are three buttons at the bottom, Preview, Send, or Cancel. If the user chooses Preview this will display the dialog asking for the email to send the preview to. If the user chooses to Send the preview message, it will generate the message and send the preview to the email typed in. It will then display a warning "You are about to send an email to x students", "Do you wish to proceed?" With a Yes/No window. If the user chooses the Cancel button it will return to the previous window with no action.

Letteremailoption.png

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.


Student Master Main Page

JCampus Main Page

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