Aeries Web Attendance Letters to Parents
|[Attendance Letters to Parents Aeries Web Version - June 14, 2016]|
Aeries Web Version - Attendance Letters to Parents
The Print Attendance Letters to Parents form will allow schools to create multi-purpose letters. Currently these letters are designed for use with attendance, for example to create SARB or Truancy letters. Attendance Letters to Parents can be accessed from Attendance Accounting Reports on the navigation tree.
Users will need the following minimum permissions in order to utilize the Print Attendance Letters to Parents and Letter Log functions.
Creating New Attendance Letters to Parents
To create new letters, click on the Check Letter Text button at the bottom left of the form. Letters can also be created from the Attendance Accounting Configurations navigation tree by selecting Letter Text Editor.
The Letter Text Editor form will open. Click on the Add button at the bottom of the form.
The following options will display. Select to Add One Letter or Add Multiple Letters.
Selecting to Add One Letter will open the Letter Text Editor form. Enter the Letter ID, Part Number, Correspondence Language (if desired), and the Total Attendance Codes needed to get the letter. In the example below, the Letter ID is Truancy, the Part Number is 1, and the Total Attendance Codes needed to get the letter is 5, Correspondence Language is left blank. Leaving Correspondence Language blank indicates that this letter is the default letter and all students, regardless of their correspondence language, will receive this letter if there is no translated letter for their correspondence language.
Enter the text for the letter in the areas provided. The printed letter will include specific attendance details in the area between the top portion and bottom portion of the letter. Click the Insert button when finished.
Selecting to Add Multiple Letters will open the Add Letter Form. Enter the Letter ID, Correspondence Language (if desired), Default Number of attendance codes to get the letter, and the Number of Parts to create for the Letter ID. Select whether the letters should default to Absence Codes or Tardy Codes. Click the Add Letters button after data has been entered.
The Letter Text Editor will open with Part 1 highlighted for the new Letter ID. Click the Change button at the bottom of the form and enter the text for the top and bottom portion of the letter. Click Update when finished.
Click on Part 2 for the new letter to highlight it, click the Change button to enter information for this letter. Change the Total Attendance codes needed to get this letter to the correct number and enter the text for the letter, click Update when finished. Follow the same instructions to enter data for each additional part of this Letter ID.
Selecting Absence Codes to Count Towards Receipt of the Letter
Once the new letters have been created you will need to select which absence codes will count towards each letter. From Attendance Accounting Reports, select Attendance Letters to Parents.
Select the new Letter that was just created at the top of the form, in this case the letter is SARB. Notice on the right under Attendance Codes to Count that only Absence codes are checked. This coincides with the Default to Absence Codes option selected when creating the letters. Check or uncheck any code that will apply for the selected letter. An All and a None button is also available to assist with code selection. Codes selected will apply to All parts of the selected letter.
Printing Attendance Letters to Parents
Utilizing the Print Attendance Letter to Parents form will allow the user to print letters to parents based upon the number of absences the student has incurred. Each time a letter is printed the Letter Log will record the letter received by the student, the date the letter was printed, and the person who printed the letters. Because the Letter Log tracks each letter sent, the student will not receive the same part of the letter twice. The student will receive the next part of the letter within the sequence.
To allow the Letter Log to track which letter a student should receive it is important that the part to print is set to Print all Parts for this ID. In the example above, the Absent Letter is selected and Print all Parts for this ID is selected.
Student Options available include:
- Date Range for Absences – The Start Date is typically the first day of school and should not be changed unless the school allows students to start fresh at the quarter or semester. The End Date would be the date you are printing letters.
- Use All-Day Attendance Codes Instead of Periods – Only All-Day absences will be counted.
- Count Individual Period Attendance Codes for Totals – Will calculate the number of absences by individual periods only.
- Combine All Period Attendance Codes for Totals – Will combine the number of absences for all periods.
- Use All-Day AND Period Attendance Codes for Totals – Will combine the number of period absences with the number of All-Day absences.
- Require Period Codes to Occur on Different Dates – Will require the period absences to occur on different dates in order to be counted. For example, if a student has an All-Day Code, the period absences for that date will not be included in the calculation.
- Count Class Attendance Codes Instead of Periods – Will split A/B Days and M-W-F/T-T classes in order to calculate correctly.
- Update Letter Log After Printing Letters – An entry will be added to the Letter Log for each letter printed.
- Update Student Letter Tag After Printing – Will update the STU.LT or STU.L2 fields for Letter ID's of Absent, Absence, or Tardy only.
There are also several Print Options available for selection in the center portion of the form. After all options have been selected, click the Print Letters button. Letters will now be generated for all students who qualify. It is important to note that Printing the School Copy, Printing Labels, and Printing a List must be completed before leaving this form. Once the form is closed, it is not possible to return to the form to print those items.
The following is an example of the letter printed for a student who met the 20 absences requirement of Absent Letter 3.
If the option to Update Letter Log after Printing Letters is selected, the Letter Log will now contain a record of all students who received a letter during this printing. In the example below, Letter ID of Absent 3 has been selected. The student whose letter is above is listed as having this letter printed on 6/3/2016 by User Admin at school 994. The Yes indicates that the letter is being counted towards the sequence of letters for this Letter ID.
Clicking on the student's name will open the Letter Audit on the right side of the form. The Letter Audit form displays a record of the attendance data that prompted the student to receive the letter.
The Letter Log contains the following options for a user with full permissions:
- Limit to Current Year – Will limit data displayed to the current school year only.
- Limit Date – Will open a drop down menu from which a specific date can be selected for data to display.
- Limit User – Will open a drop down menu from which a specific user can be selected for data to display.
- Delete an Entire Transaction – Exercise caution when using this option, it will allow the user to select an entire transaction to delete. A verification message will display prior to deletion.
- View ATT Code Totals – Will open a window containing absence totals by period for all absence codes received by the selected student.
- Delete – This option will delete the letter for the selected student from the Letter Log. A verification message will display prior to deletion.
- Print – Will print a list of all students who have had this letter printed based upon the options selected. Offers an option to include the Letter Audit on the report.
- Sort by Student Name – Will sort the list alphabetically by student name.
- Include Inactives – Will include inactive students.
- Limit to Count in Sequence – Will limit the list displayed to only students whose letter will count towards the sequence of letters.