Aeries Student Information System Letters to Parents and Letter Log/Audit May 14, 2008

Transcription

1 Aeries Student Information System Letters to Parents and Letter Log/Audit May 14, 2008 The Letters to Parents is a program that will allow schools to create multipurpose letters. Currently these letters are only designed for use with attendance for example to create SARB or Truancy letters. The Letters to Parents form will allow the user to select which absence codes are used to count towards each type of letter. The Letter Text Editor will allow the user to setup these letters, and the number of codes required for a student to receive a letter. A sequence of these letters can be setup the same way that the Absent/Tardy Letters program currently works within Aeries. When the letters are generated each student that receives a letter will be stored in the Letter Log table. The Count in Sequence (CIS) field is an Active tag indicating whether a letter/part counts towards a sequence of letters. A student must have an active tag in the letter log for the first letter prior to receiving the second letter. The Letter Log form will also display a Letter Audit which will be an exact replica of the attendance data (ATT) that prompted each student to receive each letter. The Letter Log form will also allow a Switch side to display Letter Logs by Student, including a visual display of the letter audit for that student. Page 1

2 Page 2 Aeries Student Information System LETTER TEXT EDITOR The Letter Text Editor will allow you to setup any Multi-purpose letter. A sequence of these letters can be also setup. Letters can be manually added to this form and existing Absent/Tardy Letters can be copied over from the LTR table to the LET table. CREATE NEW LETTERS FROM EXISTING LETTERS IN LTR TABLE To create new attendance letters from the existing absent/tardy letters, click the mouse on the Create New Letters (LET) from the Existing (LTR) button. The following message will display. To continue, click the mouse on the Yes button. Page 2

3 Page 3 Aeries Student Information System All Absent and Tardy letters will be copied over from the LTR table to the LET table and the button to copy the letters will no longer display. ADD NEW LETTERS To create a new letter, click the mouse on the Add button. The following selection box will display and default to create one attendance letter. To create one letter, click the mouse on the OK button. To create a sequence of letters enter a two and click the mouse on the OK button. Page 3

4 Page 4 Aeries Student Information System The following form will display if creating a sequence of letters. Enter the Letter ID and press Tab. If there is a correspondence language code for this letter click the mouse on the drop down and select the code. Press Tab. Enter the number of attendance codes needed for a student to receive this letter and press Tab. To have all letters default to the Absence Codes or Tardy Codes currently flagged to print on letters click the mouse on the box. Click the mouse on the OK button and the Letter Text Editor form will display. Press Tab to the Correspondence Language Association field. Enter a Language Code or leave blank if one does not apply. Press Tab. Enter the Total number of Attendance Codes needed for a student to receive this letter and press Tab. Type the remainder of the letter combined with text and field names. After the letter is complete, click the Exit button at the bottom of the form. NOTE: ALL field names MUST have a square bracket surrounding them with no space within the brackets. But there must be a space between each field. Page 4

5 Page 5 Aeries Student Information System LETTERS TO PARENTS The Print Letters to Parents form is utilized to select which attendance codes will count towards the Letter ID to be printed. Click the mouse on the Print Letter drop down and select the Letter ID, for example Absent. To select the attendance codes that will count towards the letter to print click the mouse on the absence codes displayed on the right hand side. Buttons are also available at the bottom of the list. The ALL button will select every code setup in the Absence code table. The Abs button will select ALL codes flagged as Absence codes and the Tdy button will select ALL codes flagged as Tardy. After utilizing these buttons you will need to de-select the codes that you do not want used towards the attendance letters. NOTE: ONLY letters titled Absent or Tardy will update the Student Letter Tags STU.LT and STU.L2 after printing as well as the Letter Log. Page 5

6 Page 6 Aeries Student Information System The Print Options tab contains various options available when printing this letter. Print Upper Case for both Addresses Return Address District, School or None Whether or not to include the school/district name Whether or not to include the school/district telephone Select to print on double window envelopes with the option to Center the Student Address Print the date on the left, center, right or no date at all Select to Print the Student s name Print letter to Contacts Print all prior Letter Dates on the letter to parent Sort letter by Student name, grade, zip code or counselor name or number Print Preview the letters before printing Page 6

7 Page 7 Aeries Student Information System The Student Options tab contains various options available when printing this letter. Use ALL Day attendance codes instead of period Count individual period attendance codes for totals Combine All Period Attendance Codes when calculating absences Use ALL Day and period attendance codes for totals and the option to Require period codes to occur on different dates Date range for absences Update the Letter Log after printing letters Update the Student Letter tag after printing Page 7

8 Page 8 Aeries Student Information System After all options are selected click the mouse on the Part drop down and select the part to print. Part 0 Print All Parts for this Letter ID Part 1 print first letter according to the number of absences Part 2 print second letter according to number of absences Part 3 prints third letter according to the number of absences To print the letter, click the mouse on the Print Letters button. The number of absences will be calculated and a letter will be generated for these students. The following is an example of an absent letter generated. Page 8

9 Page 9 Aeries Student Information System After the letters are generated and the form is Closed the following message will display. Clicking the mouse on Yes will store the students and their attendance in the LTL and LEA table. To zero out the letter counters and re-run letters click the mouse on the Zero Student button and Print Letters again. Immediately after letters have been generated additional options can be generated. Print School Copy will print a copy of the absent letter in English for the school Print Labels will print address labels for all students receiving letters Print List will generate a list of all students receiving a letter NOTE: If the Zero Student Abs/Tdy Letter Counter is utilized the CIS field in the Letter Log will be changed to NO. Page 9

10 Page 10 Aeries Student Information System LETTER LOG AND LETTER AUDIT The Letter Log form displays any student that received a particular letter when letters were generated from the Letters to Parents form. A Switch button is also available to display Letter Logs by Student. The Letter Log and Letter Logs by Student will also display a Letter Audit which will be an exact replica of the attendance data (ATT) that prompted each student to receive each letter. This data will be stored in the LEA table. Please note that a Letter Audit CANNOT display for previously generated letters prior to this new option. This is due to no previous records created and stored in the LEA table. After selecting the Letter ID the left hand side of the form will display the Letter Log which will include the students that received the letter, the date the letter was created and the individual that generated the letters. The school that created these letters will display under the Schl field. If 000 displays these records were created prior to this new option and the school code could not be saved. The Count in Sequence field is an Active tag indicating whether a letter counts towards a sequence of letters. For example, a student MUST have a Yes in the letter log for the Absent 1 letter prior to receiving the Absent 2 letter. Page 10

11 Page 11 Aeries Student Information System After selecting a student from the Letter Log the Letter Audit will display on the right side of the form. The Letter Audit contains duplicate records of the attendance data that prompted the student to receive this letter. If there is no data available for the student selected a message will display. The Letter Log form defaults to display in student number order and includes all records from the LTL table regardless whether or not they were flagged to count in the Count in Sequence field. Various options are available to limit or sort the data to be displayed. Page 11

12 Page 12 Aeries Student Information System The Letter Log can be Limited by Date to only display a particular date that letters were generated. Select Limit Date at the top of the form and click the mouse on the drop down. The dates displayed are Letter ID specific. Click the mouse on a particular date. The Letter Log form will now only display the records in the LTL table for the date selected. The Letter Log can be Limited by User to only display a particular person that generated the letters. Select Limit User at the top of the form and click the mouse on the drop down. The users displayed are Letter ID specific. Click the mouse on a particular user. Page 12

13 Page 13 Aeries Student Information System The Letter Log form will now only display the records in the LTL table for the user selected. There are also options at the bottom of the form that can be selected to sort or limit records. Select the Sort by Student Name to change the records to display alphabetically by student name instead of by student number. Select Include Inactives? to also display inactive students that have received letters. Select Limit to Count in Sequence to only display students that were flagged to count in the Count in Sequence field and only records with a Yes in the Cnt? field will display If data is limited and a different Letter ID is selected the form can display records located based on the criteria selected. But if there is no data available the following message will display at the top of the form. Page 13

14 Page 14 Aeries Student Information System There are options available at the bottom of the form to re-select a different Letter ID. Clicking the mouse on the Forward button will display the next Letter ID in alphabetical order. Clicking the mouse on the Backward button will display the previous Letter ID. Clicking the mouse on the Get button will display the following text box to enter a specific Letter ID to be displayed. The Delete button is utilized to delete a particular student from the Letter ID displayed. Select the student and click the mouse on the Delete button. The following message will display. Verify this is the correct student. Click the mouse on Yes to continue and the student will no longer display. Page 14

15 Page 15 Aeries Student Information System A particular report can be generated for the Letter ID displayed. The Limit options can also be selected to only print various records. Click the mouse on the Print button. The following message will display. To Include the Letter Audit records click the mouse on the Yes button. To only print the Letter Log records click the mouse on the No button. The following is an example of the Letter Log report without Letter Audit records. The following is an example of the Letter Log report with Letter Audit records. Page 15

16 Page 16 Aeries Student Information System The Switch button in the far right hand corner will allow you to change back and forth between the Letter Log form and the Letter Logs by Student form. Click the mouse on the Switch button to change to the Letter Logs by Student form The following form will display and letters generated will be displayed in Date order for the student selected. There are options at the bottom of the form that can be selected to limit or sort the records displayed. Select the Sort by Letter ID to display the records in alphabetical order by Letter ID instead of by date. Select Include Inactives? to also display inactive students that have received letters. Page 16

17 Page 17 Aeries Student Information System Select Limit to Count in Sequence to only display student records that were flagged to count in the Count in Sequence field and only records with a Yes in the Cnt? field will display If data is limited and a different student is selected the form can display records located based on the criteria selected. But if there is no data available the following message will display at the top of the form. There are options available at the bottom of the form to re-select a different student. Clicking the mouse on the Forward button will display the next student in alphabetical order. Clicking the mouse on the Backward button will display the previous student. Clicking the mouse on the Get button will display the Select Student from List option to select a specific student to be displayed. Page 17

18 Page 18 Aeries Student Information System The Delete button is utilized to delete a particular Letter ID from the student displayed. Select the Letter ID and click the mouse on the Delete button. The following message will display. Verify this is the correct student and Letter. Click the mouse on Yes to continue and the letter will no longer display. A particular report can be generated for the student displayed. The Limit options can also be selected to only print various records. Click the mouse on the Print button. The following message will display. To Include the Letter Audit records click the mouse on the Yes button. To only print the Letter Log records click the mouse on the No button. Page 18

19 Page 19 Aeries Student Information System The following is an example of the Letter Log report without Letter Audit records. The following is an example of the Letter Log report with Letter Audit records. Page 19

20 Page 20 Aeries Student Information System New Attendance Letters Tables The following are detailed explanations for the new Attendance Letter tables added to Aeries for the new Letters to Parents and Letter Text Editor programs. LET - this table is similar to the LTR table. The fields are used in much the same way. The main difference is that you no longer need a distinct letter ID for each part and correspondence language (i.e. Absent 1/Spanish ). Now the letter will be named Absent (ID), 1 (PT), 01 (HL) with 01 being an example for Spanish Language code. This table is modified through the Letter Text Editor form and printed from the Letters to Parents form. The Letter Type (TY) automatically sets to A for Attendance (field is currently hidden). This field will eventually allow variations of Fee, Query, Scheduling, Textbook and other letters as requested. The Security Lock (SL) field was added to allow districts to lock changes and even the ability to print certain letters from school sites. This field is not yet enforced, but will work in the following manner: Unlocked (SL=False): Allow schools to print and change. District Letter Locked (SC=0 and SL=True): Do not allow schools to print or change. School Letter Locked (SC<>0 and SL=True): Allow schools to print but not allow changes to be made. LEC - The new letter code table allows users to select which attendance codes count towards the letter selected. The Absent/Tardy letter table is hard-coded with the codes that count based on their definition in the Absence Code Table (ABS). LEA - The new letter audit table is currently not in use. It is an exact replica of the attendance data (ATT) that prompted each student to receive each letter. Logic to update this table, along with a form and report to view it will be available soon. LTL - The letter log table has two new fields relating to the new letter changes. Count in Sequence (CIS) and School Received At (SCL). The CIS field tags whether a letter/part counts towards a sequence of letters, basically an Active tag. Allan Abbott must have an active SARB 1 letter in the letter log prior to receiving SARB 2. The SCL field simply stores which School a student is attending when they receive a letter. The Letter Log form will undergo a modification to allow the Switch side to display Letter Logs by Student. The Letter Audit table information will also be available to view from the Switch side of Letter Log. Page 20

21 Page 21 Aeries Student Information System Tables, Fields and Permissions Setup The LET Table is used by the new Attendance Letters program. Permissions should be set the same as the current LTR table. *SC *ID *PT *HL TY NO T1 T2 SL School Code Letter ID Part Home Language Letter Type Number of (attendance) codes to get this letter ID, part Text 1 (top section) Text 2 (bottom section) Security Lock (True/False) The LEC Table is used by the new Attendance Letters program. Permissions should be set the same as the current LTR table. *SC *ID *CD IC School Code Letter ID Codes Include Code? The LEA Table is used by the new Attendance Letters program. Permissions should be set the same as the current LTR table but there should not be any delete permissions because this is an audit trail type table. *SC School Code *SN Student Number DY Day number CD Enter/leave code PR Program code GR Grade level TR Track code TN Teacher number AL All day code A0 Period 0 code A1 Period 1 code A2 Period 2 code A3 Period 3 code A4 Period 4 code A5 Period 5 code A6 Period 6 code A7 Period 7 code A8 Period 8 code A9 Period 9 code DT Date RS Enrollment Reason NS Next School AP1 Attendance Program 1 AP2 Attendance Program 2 Page 21