Attendance Letters

PATH: Attendance > Attendance Letters

The Attendance Letter Wizard walks the user through the creation of an attendance query and a letter format. Letters generate by selecting students who met entered criteria on any date, and users can choose which eligible students actually receive a letter. Letter templates can be created using attendance codes, or attendance status and excuse values. For districts using PLP tools, a Contact Log entry can be automatically posted for a student indicating a letter was printed and sent.

Attendance Letter Wizard

Tool Rights

For full access to Attendance Letters, users need to be assigned  the following tool rights:

Attendance Letter Tool Rights

For users who are creating attendance letters, Read rights are also need to the following:

Scheduling Tool Rights for Attendance Letters

Attendance Letter Logic

A letter generates for each student who has an active roster in the selected course section and meets the triggering criteria using attendance data from the selected course sections on the effective date. When a user selects both teachers and course sections, the result is the intersection of students who are taught by the selected teacher(s) and enrolled in the selected section(s).

Letters generate based on the entered attendance letter criteria. Then, logic searches for Enrollment Service Types of P: Primary. If that is not found for the student, Enrollment Service Types of S: Partial and N: Special Education are searched. Only when a student does not have a primary enrollment in the calendar are the other enrollment types used.

All students who are actively enrolled in the selected teachers' sections are queried.

Students who meet the criteria of the letter but have ended enrollments since the last time the letter was generated are included. Their names display in red, with the word Withdrawn.

Attendance data from all course sections is used to determine if the student meets the triggering criteria. If met, a letter prints.

Attendance data in sections that are scheduled into a non-instructional periods are ignored.

Attendance data in an excluded section is ignored for Period Marks letter Type.

Kentucky Districts: Additional fields are available on the Attendance Letter Wizard Criteria. Also, state-specific attendance logic is used. See the Kentucky Attendance Letter Wizard page for more information.

Best Practices for Attendance Letters

Distinct letters (separate terms, separate criteria) should be created. A school that creates letters for term 1 only should also create letters for term 2. Reusing a letter for a different term may affect any printed dates that display on the letter.

Attendance Letter Criteria

Attendance letters can be created for a variety of reasons, or a variety of status/excuse combinations and attendance codes. Each option is defined in this article. This page displays after selecting the New Letter button (to create a new letter) or the Edit button (to modify a previously created letter).

Accessing the Letter Criteria View

Expand the link below for more information on the letter criteria options.

 Click here to expand...

Calculation and Attendance Types

 Click here to expand...

The selected Type determines the attendance calculation. With each type, varying criteria display.

Attendance Letter Type Options

The following table defines the available Attendance Letter Types.

OptionDescription
Period MarksThis option looks only at the existence of an attendance event in a period for the student. Attendance taken in courses selected in the Which sections would you like to EXCLUDE from the attendance calculation list are not be used by the trigger calculation.
Course Marks

This option looks at the existence of an attendance event in a course/section for the student. This option can be used for skinnied courses and for courses scheduled over multiple period schedules.

Whole/Half Day AbsencesThis option uses student attendance minutes that meet the entered weight to generate a letter. Whole Day and Half Day minute values are entered on the Calendar tab.
Exact Day AbsencesThis option uses student attendance minutes that meet the entered weight to generate a letter, using the entered Student Day minute values on the Calendar tab.
Single Day Count

This option looks for any student attendance record matching the selected status/excuse combination either by Year or by Term. If a student has one or more periods with an attendance entry, the day counts towards the total number of qualifying events for a letter.

Absenteeism Level

This option uses the Attendance Aggregation Preference options to determined whether a student is considered chronically absent.

When selected, an Absenteeism Mode field also needs to be selected. Choose from one of the four aggregation types - Federal, Exact, Exact Minute and Approximate. For more information on these modes, see the Attendance Aggregation Preferences article.

When generating Period Marks, Course Marks, or Single Day Count letter types, determine whether to look at Attendance Codes or Status/Excuse values. Attendance Codes are assigned a status and excuse value, while Attendance Statuses and Excuses keep the values separate.

The Attendance Type field is not used in the Whole/Half Day Absences, Exact Day Absences or the Absenteeism Level types.

  • Whole/Half Day Absence and Exact Day Absences Letter Types use the Stats/Excuse options and an entered weight value,
  • Absenteeism Level Letter Types require the selection of an Absenteeism Mode, plus other entered values noted below.

See the Table of Attendance Letter Options for details.

Letter Criteria by Attendance Code or Status/Excuse

When using the Status/Excuse Attendance Type, a value must be entered in the Status and Weight fields in order to generate the attendance letter.

The Letter Trigger does not affect data displayed in the sub-report. If there is a trigger for a specific attendance code, the sub-report does not display data for only the trigger code.

Weight Values

 Click here to expand...

In order for a student to be reported in an attendance letter, that student's attendance entries must cross the Trigger total. This is done by adding the selected Status and Excuse counts that are multiplied by the entered weight, or the Attendance Code counts by the entered weight. Consider the following example for a letter using Status/Excuse type:

  • Absent Unexcused has a weight of 1.0
  • Tardies have a weight of .34
  • The letter has a trigger of 5.

A student receiving 4 unexcused absences and 3 tardies would receive a letter because the student exceeded the trigger value of 5 on the effective date (4*1.0+3*.34 = 5.02). A student with 5 unexcused absences before the effective date would not receive a letter because the student exceeded the trigger before the effective date.

Qualification Criteria for Letter

 Click here to expand...

The value entered in this field is the total number of attendance entries the student must have that meet the previously entered Attendance Code or Status/Excuse values. This is a required entry. Letters generate for those students who meet or exceed the entered value for the selected interval.

In the example below, a letter generates for the student when there is a total of five attendance entries that are either Absence/Unverified or Truant, or a combination of both of those codes for the entire year. If the student has only four qualifying attendance entries, a letter does not generate.

Qualification Criteria

Intervals

 Click here to expand...

Each letter also requires the selection of an Interval, which is the period of time across the school year for which the calculation applies. The Selected Type changes which interval options are available.

It is recommended that attendance letters be created for each specific term ("3 Unexcused Absences Term 1", "3 Unexcused Absences Term 2", and so on). This selection is not available with the Absenteeism Level Letter Types.

Attendance Letter Criteria - Intervals

If choosing by Term, select which term(s) to use.

Interval - By Term
Interval OptionDescription
YearAttendance records are totaled for the entire school year.
TermAttendance records are totaled for the selected term (Quarter 1, Semester 2, etc.).
CourseAttendance records are totaled for the selected course based on a distinct student:course combination.
Course/TermAttendance records are totaled for the selected course in the current term based on a distinct student:course combination.

Teacher and Sections to Include

 Click here to expand...

Letters can be created to include a selected teacher and section, or multiple teachers and sections. All teachers and all sections can be chosen. Or, if a specific teacher is chosen, only the sections in which the teacher is the primary teacher are available. The list of available sections can be sorted by Number or Name.

Attendance Letter - Teacher and Section

When using the Period Marks or Course Marks Type and the Status/Excuse Attendance Type, sections can be excluded, if desired.

Exclude Sections from Attendance Letter

Table of Attendance Letter Options

 Click here to expand...

Due to the different options available with each potential combination, the following lists which options display with other options.

TypeAttendance TypeIntervalTeacher/Section IncludeSection Exclude
Period MarksAttendance Code

by Year

by Term

by Course

by Course/Term

YesNo
Status/Excuse

by Year

by Term

by Course

by Course/Term

YesYes
Course MarksAttendance Code

by Year

by Term

by Course

by Course/Term

YesNo
Status/Excuse

by Year

by Term

by Course

by Course/Term

YesYes
Whole/Half Day AbsencesStatus/Excuse

by Year

by Term

YesNo
Exact Day AbsencesStatus/Excuse

by Year

by Term

YesNo
Single Day CountAttendance Code

by Year

by Term

YesNo
Status/Excuse

by Year

by Term

YesNo
Absenteeism LevelN/AN/AYesNo

When finished choosing Attendance Letter Criteria, click the Letter Format button to continue building the Attendance Letter, or click the Save Options to save the entries.

Letter Format Template

Once the letter criteria has been entered, the text of the letter must be created. Letters are formatted using the WYSIWYG editor which includes options to the Campus Field Properties and the Campus sub-reports that will add student-specific data to the letter. 

The following information prints automatically on attendance letters, so there is no need to include these in the body of the letter:

This uses the same text editor that is found in the Ad hoc Reporting Letter Designer tool. Reference this article for more information on Campus Field properties and Campus sub-reports.

In the Campus.1809 Release Pack (February 2018), updates were made to the available Campus Fields and Campus Sub-reports.

Behavior Campus Fields and Behavior Sub-Reports (Event List and Resolution List) are no longer available to add to letters. A new Behavior Summary sub-report has been created. Existing letters that use Behavior Campus Fields still work properly. Any letter that uses the Event List or Resolution List sub-reports need to be updated to use the Discipline Summary or Behavior Summary sub-reports.

For more information, see the Campus Fields and Campus Sub-reports section.


Attendance Letter Format

Please adhere to any district policy that may exist for what needs to be included in the attendance letter.

When finished creating the body of the letter, click the Save Format button.

Create a New Attendance Letter

Attendance letters can be created for any combination of absences and excuses in a variety of ways for a variety of reasons. Attendance letters are associated with a specific school, which means each school within the district may have different letters for different reasons.

Verify the correct School and Calendar is selected in the Campus toolbar.

Attendance Letters - New Letter Button

Expand the link below for more information on the creating attendance letters for each Letter Type.

 Click here to expand...

Create a New Period Marks Type Letter

 Click here to expand...
  1. Select the New Letter button. A criteria entry screen appears.
  2. Enter a Name for the letter.
  3. Select Period Marks from the Type dropdown list.
  4. Choose the desired Attendance Type from the dropdown list.
    1. For Attendance Code type, select an Attendance from the dropdown list and enter a Weight value. To add more attendance codes, click the Attendance Code button. 
    2. For Status/Excuse type, select a Status and Excuse value from each dropdown list and enter a Weight value. 
  5. Enter the total Qualification Criteria for Letter value in the provided text box.
  6. Choose the Interval to determine which attendance days will be counted. If By Term is selected as the Interval type, select which Terms should be included in the letter.
  7. If the letter should be run for a particular group of Teachers or Sections, select the relevant groups. If a teacher is selected, the list of sections displayed will include those for which the selected teacher is the primary teacher.
  8. Indicate where the letter should be Organized to.
  9. For Status/Excuse attendance type letters, indicate if any course Sections should be excluded from calculation.
  10. Click the Save Options button to save the letter. Click the Letter Format button to enter the body of the letter.

Period Marks Letter Editor Options

Create a New Course Marks Type Letter

 Click here to expand...
  1. Select the New Letter button. A criteria entry screen appears.
  2. Enter a Name for the letter.
  3. Select Course Marks from the Type dropdown list.
  4. Choose the desired Attendance Type from the dropdown list.
    1. For Attendance Code type, select an Attendance from the dropdown list and enter a Weight value. To add more attendance codes, click the Attendance Code button. 
    2. For Status/Excuse type, select a Status and Excuse value from each dropdown list and enter a Weight value. 
  5. Enter the total Qualification Criteria for Letter value in the provided text box.
  6. Choose the Interval to determine which attendance days will be counted. If By Term is selected as the Interval type, select which Terms should be included in the letter.
  7. If the letter should be run for a particular group of Teachers or Sections, select the relevant groups. If a teacher is selected, the list of sections displayed will include those for which the selected teacher is the primary teacher.
  8. Indicate where the letter should be Organized to.
  9. For Status/Excuse attendance type letters, indicate if any course Sections should be excluded from calculation.
  10. Click the Save Options button to save the letter. Click the Letter Format button to enter the body of the letter.

Course Marks Letter Editor Options

Create a New Whole/Half Day Absences Type Letter

 Click here to expand...
  1. Select the New Letter button. A criteria entry screen appears.
  2. Enter a Name for the letter.
  3. Select Whole/Half Day Absences from the Type dropdown list.
  4. Whole/Half Day letters only use Status/Excude as the Attendance Type. Enter Weight values for each Status/Excuse combination.
  5. Enter the total Qualification Criteria for Letter value in the provided text box.
  6. Choose the Interval to determine which attendance days will be counted. If By Term is selected as the Interval type, select which Terms should be included in the letter.
  7. If the letter should be run for a particular group of Teachers or Sections, select the relevant groups. If a teacher is selected, the list of sections displayed will include those for which the selected teacher is the primary teacher.
  8. Indicate where the letter should be Organized to.
  9. Click the Save Options button to save the letter. Click the Letter Format button to enter the body of the letter.

Whole/Half Day Absences Letter Editor Options

Create a New Exact Day Absences Type Letter

 Click here to expand...
  1. Select the New Letter button. A criteria entry screen appears.
  2. Enter a Name for the letter.
  3. Select Exact Day Absences from the Type dropdown list.
  4. Exact Day letters only use Status/Excude as the Attendance Type. Enter Weight values for each Status/Excuse combination.
  5. Enter the total Qualification Criteria for Letter value in the provided text box.
  6. Choose the Interval to determine which attendance days will be counted. If By Term is selected as the Interval type, select which Terms should be included in the letter.
  7. If the letter should be run for a particular group of Teachers or Sections, select the relevant groups. If a teacher is selected, the list of sections displayed will include those for which the selected teacher is the primary teacher.
  8. Indicate where the letter should be Organized to.
  9. Click the Save Options button to save the letter. Click the Letter Format button to enter the body of the letter.

Exact Day Absences Letter Editor Options

Create a New Single Day Count Type Letter

 Click here to expand...
  1. Select the New Letter button. A criteria entry screen appears.
  2. Enter a Name for the letter.
  3. Select Single Day Count from the Type dropdown list.
  4. Choose the desired Attendance Type from the dropdown list. Weight values default to 1.0 for this letter type. When using Attendance Codes, that value already displays in the Weight column; to use this value with Status/Excuse types, mark the checkbox next to the Weight field. 
    1. For Attendance Code type, select an Attendance from the dropdown list and enter a Weight value. To add more attendance codes, click the Attendance Code button. 
    2. For Status/Excuse type, select a Status and Excuse value from each dropdown list and enter a Weight value.  
  5. Enter the total Qualification Criteria for Letter value in the provided text box.
  6. Choose the Interval to determine which attendance days will be counted. If By Term is selected as the Interval type, select which Terms should be included in the letter.
  7. If the letter should be run for a particular group of Teachers or Sections, select the relevant groups. If a teacher is selected, the list of sections displayed will include those for which the selected teacher is the primary teacher.
  8. Indicate where the letter should be Organized to.
  9. Click the Save Options button to save the letter. Click the Letter Format button to enter the body of the letter.

Single Day Count Letter Editor Options

Create a New Absenteeism Level Type Letter

 Click here to expand...

This letter type can be used to send letters when students are approaching or have reached the district's definition of being chronically absent. See the following articles for more information on Chronic Absenteeism:


  1. Select the New Letter button. A criteria entry screen appears.
  2. Enter a Name for the letter.
  3. Select Absenteeism Level from the Type dropdown list.
  4. An Attendance Type does not need to be selected.
  5. Select an Absenteeism Mode from the dropdown list. These modes are defined on the Attendance Aggregation Preferences article.
  6. Choose the Criteria of either Percent Absent or Days Absent.
  7. When using the Percent Absent criteria, determine the percent range the letter is to cover. The values entered here are inclusive, meaning a percent range or 7.5% to 10% includes students who are absent exactly 7.5% through 10%.
    1. Enter a Minimum Percent Absent value (8.5, 10, up to 100). Do not enter the percent symbol.
    2. Enter a Maximum Percent Absent value (8.5. 10, up to 100). Do not enter the percent symbol. 
  8. When using the Days Absent criteria, determine the range of total days the letter is to cover. The values entered here are inclusive, meaning a day range of 7 to 10 includes students who are absent exactly 7 days through 10 days.
    1. Enter a Minimum Days Absent value (whole numbers up to 365).
    2. Enter a Maximum Days Absent value (whole numbers up to 365).
  9. Enter a value for the Minimum Scheduled Days (YTD) field (whole numbers up to 365). This is the total number of days a student has been scheduled into attendance taking courses that count towards a student's chronically absent percentage.
  10. If the letter should be run for a particular group of Teachers or Sections, select the relevant groups. If a teacher is selected, the list of sections displayed will include those for which the selected teacher is the primary teacher.
  11. Indicate where the letter should be Organized to.
  12. Click the Save Options button to save the letter. Click the Letter Format button to enter the body of the letter.

Absenteeism Level Letter Editor Options


Write the Body of an Attendance Letter

  1. Enter the text of the letter using the editor.
    1. To insert a data element from Campus (such as guardian name or other data) to complete a mail merge, select the Campus Field icon at the top right of the editor. NOTE: When including guardian names, choose the mailingAddress.guardianXXX options from the Campus Fields (within Student > Census > Mailing Addresses section).
    2. To insert a pre-formatted table of information (such as an attendance summary), select the Campus Sub-Report icon at the top right of the editor.
  2. When finished, click Save Format. A letter may be saved to a user account (by having user account selected in the organized to) or shared with a user group. When the letter is saved, it will be available for future selection from the main page of the Attendance Letter Wizard.

More information on using the Campus Fields and Campus Sub-reports can be found here.

When writing the body of an Absenteeism Level editor, use the following Campus Fields, depending on which mode you have selected:

Details of these views are documented on the Student Attendance article.

Inserting an Image into a Letter

To include images on letters (using the available letter wizards), only .JPEG images can be used. However, if you have trouble with a .JPEG image in FOP, try opening it with an image processing program (such as Photoshop or Gimp) and then save it. Specifying 24-bit color output may also help.

For the PDF and PostScript renderers, most .JPEG images can be passed through without decompression. Grayscale, RGB, and CMYK color spaces  render properly; however, for other output formats, the .JPEG images have to be decompressed.

Attendance Letter Body

Generate an Attendance Letter

After creating the letter and writing the body of the letters, letters can be printed. Select the desired letter from the list of saved letters and click the Print and Preview Letters button. A list of students who met the criteria of the letter are listed. 

See the Attendance Letters (.1825) article for logic used in including students in letters.

Print and Preview Attendance Letters

All students who meet the attendance letter criteria, whether currently active students or have ended enrollment since the last time the attendance letter was printed, are included in the letter.

Print and Preview Attendance Letters - Withdrawn Student

This grid lists the following:

If no students meet the criteria of the letter, this grid only lists the headers of the grid and no students.

Preview Attendance Letters

Click the Preview button to review the letters prior to printing them. The Preview includes a header page (page 1) that summarizes the letter and lists the students included in the generation, along with their mailing address. The following pages (page 2, and continuing) are the actual attendance letters. 

Preview letters include a Preview watermark, making it very clear it is not the official attendance letter to be sent. 

Preview Letters - Header Page

Print Letters

After reviewing the letters using the Preview option, and it's time to print letters, click the Print Letters button. The same header page and body of the letter prints, just without the Preview watermark. When the Print Letters button is chosen, a pop-up window displays. 

  1. Choose how the letters sort (Sort printed letters by) - by Student Name or Zip code. 
  2. Select the name of the staff person who printed the letters in the Contacted By dropdown. This is required entry, and is limited to those individuals who have the Behavior Admin checkbox marked on their District Assignment record, or is the current user with tool rights for printing attendance letters and may or may not have the Behavior Admin checkbox marked on their District Assignment record.
  3. Determine if a PLP Contact Log record should be recorded (Update PLP Contact Log) by choosing Yes or No. If Yes, a Contact Log record is automatically created and saved for the student; if No, no contact log item is saved. 
  4. Choose to Close this window or Print

Print Letters Dialog

If a Contact Log item is recorded, it displays as such. If a user determines the student should not receive the letter after letters print, resetting that student's record DOES NOT remove the contact log entry; it will need to be manually removed.

Attendance Letter PLP Contact Log Record

Manage Attendance Letters

Resetting Letters

Hide Printed Students
Feedback