Generate an Attendance Letter
Prior to filing a complaint alleging a student to be an unruly child due to habitual truancy or a delinquent child due to chronic truancy, a Truancy Warning Letter (hereinafter referred to as “the letter”) shall be prepared and sent to the student’s parent/guardian. The Attendance letters are sent out weekly so action can take place in a timely manner. The letter is also a required component of the Unable to Locate Student checklist.
Path: Index > Attendance > Attendance Letters
- Click the + next to _Attendance
2. Select the Truancy Warning Letter, then click Preview and Print Letters
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Preview Grid
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Select the students that may receive a printed attendance letter. By default, students that have already received this letter will be unchecked, and a new letter will not be printed unless the checkbox next to their name is checked. |
- Names of the student meeting the letter criteria
- The student's grade level
- The date the student first qualified for the selected letter
- The date the letters were printed
- Date the letter was logged in the PLP Contact Log
- Reset - when applicable, an X appears to remove the record of a letter being printed for the student
- Withdrawn students will appear in red.
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The grid will only lists the headers of the grid and no student names if there are no students that meet the criteria set for the letter. |
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Preview Attendance Letters
Click the Preview button to review the letters prior to printing them. The preview includes a header page that summarizes the letter and lists the students included in the generation, along with their mailing address. The following pages are the attendance letters.
Preview letters include a Preview Watermark, making it very clear it is not the official attendance letter to be mailed.
Print Letters
After reviewing the letters using the preview option, 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.
- Choose how the letters sort - by Student Name
- Select the name of the staff member who printed the letters in the Contacted By drop-down.
- Leave the Update PLP Contact Log set to yes (this is the default).
- Select Print
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PLP Log
If a user determines the student should not receive the letter after letters print, resetting that student's record (by clicking the X in the Preview Grid) removes the contact log entry. The PLP log also allows you to record new communications made via telephone, email, in person, fax, or a letter with student.
Path > Index > Student Information > PLP > General
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Manage Attendance Letters
After letters have printed, the list of students for whom a letter printed now displays in gray text, indicating the letter was printed. The date of the printed letter now displays in the Printed column and an X displays in the reset column. If a contact log record was recorded, the date of that contact displays in the logged contact.
If a letter was printed for a student but the student should not have received the letter, click the X in the reset column. A dialog box displays, verifying this is the action that is needed. Click OK to continue or Cancel to not remove the X. Once the X has been removed, the student's name displays in normal text, with dates removed, and a future letter can be printed when desired.
Hide Printed Students
Students who have already received a letter can be hidden. Mark the Hide printed students checkbox in the upper right corner of the page. Then, only those students who have not previously received the selected letter are listed.
