BY-PERIOD FAILURE LETTER TRAINING HIGH SCHOOLS ONLY

Transcription

1 GENESIS BY-PERIOD FAILURE LETTER TRAINING HIGH SCHOOLS ONLY From the Main Menu - Select Attendance Warnings High School Failure Letters August 2014 Page # 1

2 The following screen will appear: FAILURE LETTER CHEAT SHEET High School Failure Letters August 2014 Page # 2

3 Failure letters consist of 5 steps. They must be done in order. Step #1 - Create the file for letters to be processed. Select Process Students for Failure letters following screen should appear: Enter Grading period term (6, 7, 8, 9) Select grade levels Select warning number (1, 2, 3 - note text for failure is same for all 3 levels). High School Failure Letters August 2014 Page # 3

4 Absence levels for warnings will populate. (Based on configuration) Select how you want your report sorted. Click on START PROCESS; When finished processing: your screen should look like below. High School Failure Letters August 2014 Page # 4

5 When finished processing click on show report. The following is a sample report of kids that will get a failure letter. Step #1 is now complete. Select Quit to return to Warnings Menu Screen High School Failure Letters August 2014 Page # 5

6 Step #2 Print Detail Report for Failure letters. This step will print a summary by student that shows dates of absences. Report may have multiple pages per student or only 1 page per student. Select BY-PER ATTENDANCE DETAIL REPORT FOR WARNINGS Enter Term (6, 7, 8, 9) Enter Warning level (1, 2, 3) Once you enter the term and warning level Total Students to print should populate. Click on Select Records - then Show Report High School Failure Letters August 2014 Page # 6

7 Next two screens are samples of the detail report Step #2 is complete. Select Quit to return to Warnings Menu. High School Failure Letters August 2014 Page # 7

8 Step #3 Failure Labels for Letters (optional) Once you have printed the detail, the next step is to print labels (if you need them). You cannot go back and print labels after you have printed/posted the letters. If you want labels to print for the letters. Select ABSENCE/TARDY WARNING LABELS Select the warning level Select excessive absences Total students warnings to print will populate Select if you want your labels to say to the parents of Click on GET ADDRESSES The following is a sample of the labels that will print. Label format is AVERY 5160 (generic) 3 across and 10 down per page High School Failure Letters August 2014 Page # 8

9 If you need to adjust the labels. Click on the x in upper right hand corner and return to previous screen. Select vertical (up/down) adjustment Select horizontal (left/right) adjustment Click on get addresses. Click on printer icon at top of page to print the labels. Click on X in upper right hand corner to close the document and return to previous screen. Step #3 is now complete. Click on QUIT to return to warnings menu. High School Failure Letters August 2014 Page # 9

10 Step #4 - Print the Letters Step #4 is actually 4 steps in one. Select - PRINT FAILURE LETTERS from the menu Following screen should appear: High School Failure Letters August 2014 Page # 10

11 Step 4-a If you want a different date (other than current date) on letters change your date. Select Warning Number (this will automatically populate the TOTAL STUDENT WARNINGS TO PRINT If you do not want the student s name and address to print at the bottom of the letter, check DO NOT PRINT ADDRESS Else select if you want the bottom to be delivered to student or to the parents of Class warning option defaults to only classes exceeding limit now (you cannot change this). If you are printing on letterhead - check INCREASE TOP MARGIN TO PRINT ON LETTERHEAD. ALWAYS - CHANGE INCHES FROM BOTTOM OF PAGE TO 0.7 (even if not printing address at bottom). If you are printing address at bottom, change inches from left margin to about 6.8 or so. CLICK ON PROCESS WARNINGS. When complete CLICK ON SHOW WARNINGS Sample of letter is shown below. The number of pages at the top should correspond to the number of kids that need a letter. High School Failure Letters August 2014 Page # 11

12 #4 b If letter looks ok click on printer icon in top left hand corner of letter. Print the letters. #4-c If you wish to save copies of the letters, click on print again. Select PDF creator as your printer. Name the pdf file. Select where you wish to save to and click on save. Close the pdf file. Close the letters by clicking on the X in the upper right hand corner. When you return to the previous screen Click on the final step 4-d CLICK ON RECORD WARNING DATES. This is the process that will post the dates of the letters in the student s individual summary posting. High School Failure Letters August 2014 Page # 12

13 Step # 5 - VIEW THE INDIVIDUAL SUMMARY POSTING: From the warnings menu select SINGLE STUDENT/WARNING SUMMARY Enter the student ID or do lookup. Enter the term you wish to see (6,7,8, or 9) High School Failure Letters August 2014 Page # 13

14 Screen will display as shown below You can delete a posted date by clicking on the period deleting. Once a recorded date is deleted, this will allow the student to receive another letter for that period for the selected warning level. High School Failure Letters August 2014 Page # 14

15 Warning Reports: To select a report that shows students who have received a failure letter. Select REPORT OF STUDENTS WITH FAILURE LETTERS Enter the schedule term (1, 2, or 3) Enter the warning term (6, 7, 8, 9) Select the grade level Select the warning level Select your sort by Select the warning date range CLICK ON START High School Failure Letters August 2014 Page # 15

16 Sample report is shown below High School Failure Letters August 2014 Page # 16