AERIES INSTRUCTIONS for EXCESSIVE and SARB LETTERS

Transcription

1 AERIES INSTRUCTIONS for EXCESSIVE and SARB LETTERS Updating Attendance/Enrollment Totals, Printing the Letter, Printing the Letter Log, Editing Letter Log Best Practices and Policies Contents Updating Attendance/Enrollment Totals Printing the Letter Printing the Letter Log Instructions for EDITING the Letter Log... 10

2 INSTRUCTIONS for PRINTING EXCESSIVE ABSENCE / SARB LETTERS UPDATE ATTENDANCE ENROLLMENT TOTALS (Before printing letters you must first update Attendance and Enrollment Totals) You will need to run this Macro often to update your attendance totals, especially before running attendance reports. Click on View all Forms. Click on Add Filter and type macros. Click OK Click on OTH View All Macros 1

3 Click on Add Filter and type update. Click OK. Find Report Update Student Attendance/Enrollment and click on OK. Immediately a scroll bar will appear and start updating Student Absences; when it has finished scrolling click on exit. 2

4 INSTRUCTIONS for PRINTING EXCESSIVE ABSENCE and SARB LETTERS Click on Button H. Monthly Attendance Cycle (Secondary Schools) or Button 6. Monthly Attendance Cycle (Elementary Schools) 3

5 Click on Button V. Print Letters to Parents (Secondary) or Button O. (Elementary) 4

6 At this window you will choose which letter you wish to print (Excessive or SARB). You must select and print each PART starting with PART 1 (You cannot skip ahead on PART or you will get an error code stating there are no students to print.) On the right column unmark the Attendance Codes that are NOT to be counted toward this letter. Other various options are also available when printing this letter. Under the Tab Print Options 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 Tab Student Options Combine All Period Attendance Codes when calculating absences Date range for absences (Date range should always be the first and last day of school) Click on the Print Preview Button then click on Print Letters. Reset the letter log ONLY when you run your first letters of the year. Attendance Codes to count toward this letter: Excessive = A C G U SARB = A C D U WARNING DO NOT reset the letter log after you do your first letters or you will be starting all over. FYI if you click on the Reset Letter Log for Current Letter ID this is the pop up window you will get. As you can see it will reset the Letter Log. Unless you want to do this you do not click on this button. 5

7 The letters will open for preview and you can now start the print by clicking on the printer icon on your tool bar. 6

8 After the letters have printed close the window by clicking on the red X in the upper right Corner. A window will pop up asking Ok to add entries to letter log/audit now? Click Yes. Back at this window print the next three buttons. Print School Copy Print Labels Print List When done click on the Exit Button and this will return you to the All Aeries Form. 7

9 INSTRUCTION for PRINTING the LETTER LOG In All Aeries Forms click on Report STU Letter Log and click OK. The Letter Log opens listing students included in the Print. Click on Print to print the Report. 8

10 A pop up window will open asking if you want to include letter Audit records on the Letter Log Report. Click Yes. Letter Log Excessive 1 listing students with Letter Audit records. Click on the X to close the report. 9

11 CHANGING OR DELETING A RECORD IN THE LETTER LOG You can also select one student from the Letter Log and 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. Click on the Print Button a report will print for the student you have selected. To edit records click on the Switch Button. Highlight the record you want to edit. You can add, change or delete a record here. Pop up window will ask you if you are sure you want to do this. You can now exit all the way out to the Aeries Main Panel. 10