Generate and Print Attendance Letters

PATH: Attendance > Attendance Letters

After creating attendance letters - establishing trigger criteria, writing the body of the letter - it's time to print letters. Schools should discuss when letters are going to be generated - daily, weekly, etc. A student only receives one letter, even if the student has multiple enrollments in the same calendar.

Letters are not and cannot be auto-generated. A staff person must manually select the letter to run, preview the letters and print them.

Attendance Letter Workflow

Reference the following workflow for a high-level checklist for creating an attendance letter. Generating and printing letters is referenced in Steps 14-19.

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Step
1.Create an Attendance Letter.
Letter Criteria Screen
2.Name the attendance letter.
3.

Select the letter type, and determine if student can requalify for the letter.

Learn about the different letter types.

Learn about Letter Requalification.

4.Select the type of attendance (status/excuse or attendance codes).
5.Enter the status/excuse values or the attendance codes that trigger a letter.
6.

Enter a Weight value for each of the entered values or codes.

Learn about Weight values.

7.

Enter the number of events the student must have to receive a letter.

Learn about qualification criteria.

8.

Select the appropriate interval for the letter.

Learn about intervals.

9.

Select which Teachers and Sections to include in the letter.

11.If available, select which Sections to exclude from the letter (non-attendance taking courses, etc.).
Letter Format Screen
12.Write the letter in the designated Default Language.
13.

Write the same letter in additional languages that can be sent to parent/guardians who prefer to receive communications in that language.

Learn how to add preferred languages and create letters in another language.

Generate and Print Letters
14.Select the letter to generate from the Saved Letters list.
15.

If desired, select a previously-saved Ad hoc Filter that includes the students who should be receiving the letter.

Determine which operation to use when generating letters with an ad hoc filter.

16.Preview and Print letters.
17.Review the list of students that met the criteria of the letter, and remove their selection as needed.
18.Preview the letters prior to sending.
19.Print the letters.

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

For students who are in a household that is not assigned a mailing address, letters still print and the student's name is included on the list of students receiving a letter, but instead of an address, the words NO MAILING ADDRESS displays where the address would otherwise display.

No Mailing Address for Student

Attendance Letters and Ad hoc Filters

When selecting Ad hoc filters with an Attendance Letter, one or more filters can be selected. The filters available for selection are any filters the user has created and any filters saved to user groups of which the user is a member. Selecting an ad hoc filter narrows the list of students included in the letters. If the letter criteria includes all students in who were unexcused for five or more consecutive days in all grade levels, and the selected ad hoc filter includes students in grade 10, only the students in grade 10 are included in the Print and Preview list of students.

Choosing multiple ad hoc filters requires the selection of a Set Operation of either Union or Intersection.

Generate an Attendance Letter without an Ad hoc Filter

  1. Select the letter to generate from the Saved Letters list.
  2. Click the Print and Preview Letters button. A list of students who met the criteria of the letter are listed.

  3. Review the list of students that met the criteria of the letter, and remove their selection as needed.

  4. Click the Preview button to review the letter format prior to printing.
  5. If satisfied with the format, click the Print Letters button.

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.

Generate an Attendance Letter with an Ad hoc Filter

  1. Select the letter to generate from the Saved Letters list.
  2. Select the desired Ad hoc Filter.
  3. Click the Print and Preview Letters button. A list of students who met the criteria of the letter and the criteria of the Ad hoc Filter are listed. See the Attendance Letters and Ad hoc Filters section for more information.

  4. Review the list of students that met the criteria of the letter, and remove their selection as needed.

  5. Click the Preview button to review the letter format prior to printing.
  6. If satisfied with the format, click the Print Letters button.

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

For students who do not have a mailing address, a letter still generates for them. Like in the Preview of the attendance letters, the student's name is listed on the summary of who receives a letter, but instead of an address, the words NO MAILING ADDRESS displays where the address would otherwise display. Letters print for the student with the same NO MAILING ADDRESS indication.

No Mailing Address Display on Letter Print

No Mailing Address is determined by the Mailing checkbox marked on the Household associated with the Address.

Address Location Detail - Mailing Checkbox

Export Attendance Letters

Click the Export button to view and save the list of the students who were included in the Preview of Attendance Letters in CSV format.

Attendance Letters Export

Attendance Letters Things to Know

Print and Preview

Resetting Letters

Hide Printed Students

General Attendance Letter Management

Address Logic

For addresses to print on the attendance letter:

If these items are missing, the letter generates with NO MAILING ADDRESS.


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