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 prepared and sent to the student’s parent/guardian. 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.

NEW LOOK:

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

CLASSIC LOOK:

Path: Index > Attendance > Attendance Letters

Click the + next to _Attendance
Select the appropriate letter, then click Preview and Print Letters

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Preview Grid

Deselect all students. Only select the students that are reported on your Certify Report.

Note: 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.
Students without a Primary enrollment in this calendar have an asterisk next to their grade level. Students whose enrollment or calendar end date has passed appear in red.

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Withdrawn students will appear in red.

Note

If Certify is reporting that a student has met a threshold for a HB410 notification letter or meeting invitation and the name does not appear on the Attendance Letter Wizard, and the student has met the attendance threshold for a letter, but at a different CCS school, you will need to submit an Infinite Campus Support Form. The letter will be created by the Infinite Campus Support team and uploaded to the student documents tab. The school will be responsible for adding a new contact to the student's PLP Contact Log. Select the HB 410 contact type that reflects the type of contact being made.

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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). This will record the printing (and mailing) of the letter/invitation.
Select Print

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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.

NEW LOOK:

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

CLASSIC LOOK:

Path= Index > Student Information > PLP > General > 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. Then, only those students who have not previously received the selected letter are listed.