Aeries Student Information System Letters to Parents October

Transcription

1 Aeries Student Information System Letters to Parents October The Letters to Parents is a new program that will allow schools to create multi-purpose letters. Currently these letters are only designed for use with attendance for example to create SARB or Truancy letters. This program is not intended to replace the existing Absent/Tardy Letters program but does have that ability if desired. 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 new 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. Additional enhancements will be made to the new Letters to Parents program: A Security Lock field will be available that will allow districts to create letters that can be flagged as District owned. Districts can keep Schools from making changes and even printing or viewing certain letters. The Letter Audit form will be an exact replica of the attendance data (ATT) that prompted each student to receive each letter. The Letter Log form will undergo a modification to allow the Switch side to display Letter Logs by Student, including a visual display of the letter audit for that student.

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 the same way that the Absent/Tardy Letters program currently works within Aeries. 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.

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 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.

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.

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. Various options are available when printing this letter. Return Address and whether or not to include the school/district name Select to print on double window envelopes Select to Print the Student s name Combine All Period Attendance Codes when calculating absences Date range for absences Update the Letter Log after printing letters Update the Student Letter tag after printing Print Preview the letters

6 Page 6 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.

7 Page 7 Aeries Student Information System After the letters are generated the students receiving the letters will be tagged. 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

8 Page 8 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.

9 Page 9 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