HB410 - Attendance Truancy Letters

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 generated/printed and sent to the student’s parent/guardian.

It is recommended to send the Attendance letters out weekly.  The letter is also a required component of the Unable to Locate Student checklist.

Path: Main Menu > Attendance Office > Attendance Communication > Attendance Letters

Start on the Main Menu panel:

1. Click on Attendance Office

2. Click on Attendance Letters

Open

3. Click the next to _Attendance

4. Select the desired letter

5. Click Preview and Print Letters

Open

Preview Grid

A. Names of the student meeting the letter criteria

B. The student's grade level

C. The date the student first qualified for the selected letter

D. The date the letters were printed

E. Date the letter was logged in the PLP Contact Log

F. Reset - when applicable, an X appears to remove the record from the list of a letter being printed for the student and allows you to then select the student to reprint a letter. This does NOT remove a logged entry from the PLP Log. A Campus Support Ticket must be submitted if a letter was printed and logged to a student in error.

Preview Attendance Letters

1. Click the Preview button to review the letters prior to printing them. 

2. 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.

Print Letters

After reviewing the letters using the preview option 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. Click the Print Letters button

2. Choose how the letters sort -  by Student Name  

3. Select the name of the staff member who printed the letters in the Contacted By drop-down

4. Leave the Update PLP Contact Log set to yes (this is the default).  This will record the printing (and mailing) of the letter/invitation.

5. Click Print

PLP Log

If a user determines the student should not receive the letter after letters print, you can reset that student's record by clicking the X in the Preview Grid. However, you will need to submit a support ticket to have the PLP contact log entry removed.  The PLP log also allows you to record new communications made via telephone, email, in person, fax, or a letter sent with student.

Path= Main Menu > Student Information > PLP > PLP Contact Log

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 column.

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 (see below).  Then, only those students who have not previously received the selected letter are listed.   

CLASSIC LOOK:

• Path: Index > Attendance > Attendance Letters

• Path= Index > Student Information > PLP > General > Contact Log