Letter Printing System

Video How-to

Letter Printing System

To use the Letter Printing System you must first create a letter. A video and written instructions are available on the Wiki site under Student Master/Letters/Letter Maintenance.

1. Select Student Master from the list of program areas on the left of the screen.
2. Select Letters.
3. Select Letter Writing System.
4. Enter Setup Box options and click Ok to move to the next screen.

Setup Box Options

1. Year--Verify year
2. District and School--Verify District and School. These are based on your security settings.
3. Select the 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 dto select the desired Arena needed.

   AT--Attendance

   DI--Discipline

   EV--Event

   GR--Grades

   HE--Health

   SE--Special Education

4. 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.
5. Select Gender--Leave the Gender field blank if both genders are to be included. Otherwise, click in the box to the right of Gender to select the desired gender to be included.
6. SelectEthnic--Leave the Ethnic field blank if all ethnics are to be included. Otherwise, click in the box to the right of Ethnic to select the desired ethnics to be included.
7. Select to show remote scheduled only. Leave this unchecked if you want to include remotely scheduled students in this list.
8. Select to show remote school's contact information for those students in remotely scheduled classes.
9. Select the As-of-Date. This represents active students as of the date you choose. It usually defaults to the current date.
10. Select Special Code(s) to limit the list of students based on special codes. Special Codes must have been entered into the Student Master record for students. To select all students click the check box to the left of Value at the top of the special code(s) list or leave the field blank. Selecting the box beside the blank line will select students that do not have a special code.
11. Select Team Code(s). This selection should only be used if your school is using Team Scheduling. Click in the field and a list of teams is displayed. Click the check box to the left of the team(s) you want to display. To select all students click the check box to the left of Value at the top of the teams list. Selecting the box beside the blank line will select students that have not been assigned to a team.
12. The Show Sped selection allows you to restrict your list of students to All, Sped Only, or Non Sped.
13. Select Homeroom to restrict the list of students to a group of students in a specific homeroom or homerooms. Click in the field and a list of homeroom teachers will be displayed. Click the check box to the left of the Homeroom teacher(s) you want to display. To select all students click the check box to the left of Value at the top of the homeroom teacher(s) list. Selecting the box beside the blank line will select students that do not have been assigned to a homeroom teacher.
14. Select Counselor to restrict the list of students to a group of students assigned a specific counselor or counselors. Click in the field and a list of counselors will be displayed. Click the check box to the left of the counselor you want to display. To select all students click the check box to the left of Value at the top of the counselor list or leave the field blank. Selecting the box beside the blank line will select students that do not have been assigned to a counselor.
15. Select Club to restrict the list of students to a group of students based on club membership. Clubs must have been entered into the Student Master record for students. Click in the field and a list of clubs will be displayed. Click the check box to the left of the club you want to display. To select all students click the check box to the left of Value at the top of the club list or leave the field blank. Selecting the box beside the blank line will select students that do not have club membership on their student master record.
16. Select Sport to restrict the list of students to a group of students based on Sports team roster. Sport teams must have been entered into the Student Master record for students. Click in the field and a list of sports will be displayed. Click the check box to the left of the sport you want to display. To select all students click the check box to the left of Value at the top of the sport list or leave the field blank. Selecting the box beside the blank line will select students that do not have a sports team on their student master record.
17. Click Ok to move to the next screen.

To Print Letters for Selected Students

1. After completing the Setup Box options, the screen will be divided into two parts.

   Students on the left and Letters on the right.

2. Use the check box to the left of the student names to select the students who are to receive the same letter.
3. Use the check box to the left of the letter name/description to select the specific letter to be printed.
4. Click the Print Letters button at the bottom of the window.
5. A print preview will appear on the screen.
6. If a gray rectangle does not appear on the bottom right of the print preview, move the cursor to that area of the screen.
7. Click the printer icon at the right end of the gray rectangle.
8. Another print preview will appear; click the print button at the top left of the window.
9. Close the print preview to return to the main screen of the Letter Printing System.