Letter Printing System
Video How-to
To use the Letter Printing System you must first create a letter in Letter Maintenance.
Menu Location
On the left navigation panel, select Student Master > Letters > Letter Printing System.
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 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(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)
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,
click in the field to the right of Grade(s) to select the desired grade level(s) to be included.
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
the field to the right of Gender to select the desired gender to be included.
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
in the field to the right of Ethnic to select the desired ethnic(s) to be included.
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.
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
the field to the right of Special Codes to select the desired special code(s) to view.
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
right of Teams to select the desired Teams(s) to view.
Show Option Buttons - Examples that limit information on the report include Show Sped Only, Non Sped, both (all).
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
click in the field to the right of Homeroom to select the desired homeroom(s) to view.
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.
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
select the desired club(s) to view.
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.
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.
Order To List - Allows for the list to be sorted in the desired way upon clicking OK.
Object Codes - Click to see a list of codes.
Function Codes - Click to see a list of codes.
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.
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.
