c. To add a letter, click on the Add Letter button. The screen below will appear.

Transcription

1 Contact Letters Student Data>Mailings>Letters>Add/Maintain Permission: Maintain Letters Contact and Reports Student Data - Mailings By using this letter-writing program the user will be able to create and print letters for a group of students or an individual student. The Contact Letter tab for an individual student will give the ability to view the letter that a student has received or print a letter again. There is no limit on the number of letter templates that can be created. In addition to creating English language letters Realtime offers also the option to create Spanish language. For this feature to be accessible the user must call Realtime Support to have the feature enabled. The documentation below will explain the English and Spanish versions 1. Adding or Maintaining a Letter a. Click on the Student Data file tab, move to Mailings, Letters and click on Add/Maintain. b. There are two icons for each letter created. The first icon is to create/edit a Spanish version The additional icon will only appear if the district has the Spanish feature enabled. of the Contact Letter and the second icon is for the English version. In this example, 4 letters have already been created. Use the icon to edit the previously created letter template. c. To add a letter, click on the Add Letter button. The screen below will appear. The Description is going to be displayed in portal, if letters are set to display in portal. Variables are fields that can be changed when printing the letter. The box next to the Variable allows the user to Name the Variables so you know their purpose when printing the letter. Page 1 of 5

2 d. Below is an example of a letter: The District prints a letter at the beginning of every school year to inform the students of their homeroom teacher and remind them that a form needs to be returned on a particular date (that is the variable Form Return Date). e. The user has the opportunity to select a previously designed Letterhead template from the drop down. A Letterhead does not have to be chosen at this time. During the printing of the letter just select a letterhead or choose None. To create letterhead click on Student Data, Mailings, under Letters click Maintain Letterhead to create a template f. Type the letter text in the bottom box and use the icons in the upper gray box to custom format the letter. Click the Save button when it is complete. Format letter using these buttons. Use any of these fields to insert student data into the letter. The $ around a field name is where variables are inserted. If letter necessitates a DOLLAR SIGN the formatting requires that two $$ be entered in front of the dollar amount. Example: $$ g. Click the Save button when done. 2. Printing the Letters a. For a Group of Students i. Click on Student Data file tab, move to Mailings, Letters and click on Standard Group. ii. Use the Drop Downs on this screen to select the Group of students that will receive the Letter. iii. Click Get Report and Get The user will then be prompted to select the Letter Type, Print Version and Variable information. b. For a Selection of Individual Students i. Click on Student Data file tab, move to Mailings, Letters and click on Standard Individual. ii. Use the screen to select the students. Once students are selected the user does not have to print letters for the entire group. Just check the boxes next to their names to select who will get the letter. iii. In the example below the selection was tenth grade students. Page 2 of 5

3 Check off individuals or use this box to check all. iv. After clicking the Print for Selected Students button the screen below will appear. Select the Letter, Letterhead and type information if Variables were used. Remember in our example Variable 1 was renamed Form Return Date. Page 3 of 5

4 Choose a Print Version: Standard English Only or Mixed English/Spanish. Choosing the Mixed print version will create a Spanish version of the letter for students with the Home Language set as Spanish. The student s Home Language field can be maintained on the student s Federal/LEP tab. To create a Spanish Version of a Contact letter, go to Student Data>Mailings> Letters>Add/Maintain. Click here to print the letters. c. Printing a Letter for one Student i. Click on Student Data, Search Students, under Students click General. On the search screen enter the name or student number of the selected student. ii. Click the Contact tab on the left side of the student information and then click on Page 4 of 5

5 Click Print Letter and select a letter 3. What are Batches? a. Every time one or a group of letters are printed it creates a batch. The batch is used as a holding area for the letters. It allows the Letters to be reprinted and displayed for an individual student through their Contact Letter tab. The batch function also allows to delete a group of letters at one time. i. Deleting an entire batch of letters 1. Click on the Student Data file tab, Mailings, Letters and click on Batch. This will show a list of batches. Click the to remove the batch. This will remove the record of the letter from each student s file. ii. Delete an individual student s letter in a batch 1. Click on Student Data, move to Search and click on Students. 2. On the search screen enter the name or student number of the student who needs a letter. 3. Click the Contact tab on the left side of the student information and then click on 4. Click on the next to letter to delete. b. How to reprint a student s letter at any time i. Click on the Student Data file tab, move to Search and click on Students. ii. On the search screen enter the name or student number of the student who needs a letter. iii. Click the Contact tab on the left side of the student information and then click on iv. When the screen appears click on the icon next to the letter that needs to reprint. 4. Getting a List of Who Received Letters a. Go to Student Data, Mailings, Letters and click on Printed Report. b. This will give a list of students, within a date range, that have received Page 5 of 5