Letter Maintenance

Video How-to

Letter Maintenance

This program will allow you to create, edit and delete letters.

NOTE: Letters must be created in this program first before you can use letters in any other program. The user will need security that is assigned to a specific school to see letters created for that school.

Menu Location

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

Setup Options

District - Default value is based on your security settings. You will be limited to your district only.

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

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

all schools in your district.

Arena - for which the letter is being created:

AT - Attendance

DI - Discipline

EV - Event

GR - Grades

HE - Health

SB - SBLC/RTI

SE - Special Education

ST - Student (for general purpose use)

HR - Human Resource

Ok - Click to continue

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

Main

Column Headers

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

For other columns not listed in the common column list:

District - District where student is enrolled

Letter School - School where student is enrolled

Arena - Letter category

Letter Name - A unique name for the letter

Description - The purpose of the letter

Creator - Name of user that created the letter

Create Time - Date and time stamp when the letter was created

Modifier - Name of user that last edited the letter

Modified Time - Date and time stamp when the letter was edited

Bottom

Setup - returns user to the setup box

New - creates a new letter

Edit - changes/edits an existing letter

Delete - deletes an existing letter

Print - prints the lists of available letters for this arena -- see instructions below

To Create a new letter use the following set of instructions.

1. At any time during the creation of a new letter, you may click the Preview button to view the current version of the letter.
2. Click New at the bottom of the screen.
3. The Letter Editor will appear.
4. The district and school will default based on your security settings.
5. Enter the Arena, Name, and Description.

   NOTE: be sure that the Name of the letter is unique.

6. Use 700 Only - If checked:

   • Only a 700 security user will be able to see or select the letter in Letter Printing System.
   • A 700 security user should be able to see the hidden letter in any school, not just school 700.
   • Also, only 700 users should be able to see the Use 700 Only checkbox in Letter Maintenance.

7. Select the letter Header options.

   Show Header - Provides school name and address or district name and address depending on the Force District option.

   Force District - Replaces school name and address with the district name and address.

   Show to Parents of - Prints expression above the student name and address.

   Show Address Block - Uses the student name and address on the letter.

8. Type the body of the letter in the large white section area found below the gray drop down cells. To reference specific fields such as student name, student's address, attendance information, discipline information, dates, GPA, etc. fields within the body of the letter, make the selection from the gray drop down lists.

   NOTE: The selected fields will have the same format {$DATANAME$} and will be replaced by that piece of data when the letter is printed.

Footer Option

A security action for Letter Maintenance has been created called Access Superintendent, Board Attorney, and Board President Signatures in User Management. This option will give the ability to control who has access to the Superintendent, Board Attorney, and Board President signatures for use in printing letters.

1. Show Signature 1, 2, or 3. - Click in the box to choose signature
2. Salutation - choose 1, 2, or 3
3. Signature 1, 2, or 3 - Title/Name 1, 2, or 3
4. Signature 1, 2, or 3 - Image
5. Click Save when the letter is completed.
6. Close the letter using the X at the top right of the letter window.

To Edit an existing letter

1. After clicking Ok on the Setup Box, a list of existing letters will appear on the screen.
2. Single left mouse click to highlight the desired letter.
3. Click the Edit button and the letter will appear on the screen.
4. Make the necessary changes.
5. Click Preview after making the changes and continue correcting the letter as needed.
6. Click Save to save the changes.
7. Close the letter using the X at the top right of the letter window.

To Delete an existing letter

1. After clicking Ok on the Setup Box, a list of existing letters will appear on the screen.
2. Single left mouse click to highlight the desired letter.
3. Click the Delete button and a confirmation popup will appear.
4. Respond appropriately to the confirmation question.

Print Options

To find the print instructions, follow this link: Standard Print Options.

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