Utilizing the Print Attendance Letter to Parents report 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.

Schools with Daily Attendance will have the following student options:

• 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.
• 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, or Tardy only.

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 below, the Absent Letter is selected and Print all Parts for this ID is selected.

Schools with Period Attendance will have the following student options:

• 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 or Tardy only.
• Zero Student Absence Letter Counters and Zero Student Tardy Letter Counters - This should only be done at the beginning of the year, before the first letter is sent, or the first letter was run and never sent out.

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 below, the Absent Letter is selected and Print all Parts for this ID is selected.

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 15 absences requirement of Absent Letter 3.