After Attendance Letter Templates [hyperlink to related article] and Attendance Jobs [hyperlink to related article] have been set up, Attendance Letters and Attendance Reports can be generated. This document outlines the process.
Required Permissions:
- Menu: System > Attendance > Attendance Jobs
- Module: Attendance > Attendance Letter Job (Add, Edit, View, Delete, Run)
Where to Start
- Select System.
- Select Attendance.
- Select Attendance Jobs.
- Select Run Letter Job to tally attendance for each course based on the most recent closeout (usually from the previous night).
Run a Job
- After the job has run, select the View icon to the left of an attendance job to open the View Attendance Letter Job window.
To generate Attendance Letters without generating a Letter Log entry, see Attendance Letters without Letter Logs.
- In the View Attendance Letter Job window, you can generate a variety of reports, letters and labels. Select Verification Report or Run to preview the data.
- Select Final Run to complete the process of generating Attendance Letters and the Letter Log.
Students will be included each time they meet the criteria for the job.
See Resetting Letter Logs for more information on the Letter Log search options and on resetting Letter Logs.
If both Attendance Letters and Attendance Reports are being generated, the Attendance Letter Final Run should be generated before the Attendance Report to ensure accurate data.
Attendance Job Glossary
| Job | Description |
| Letter Log - expandable text | Generates a list of all students who have received a letter, along with their attendance details. Users can view results for all final runs by selecting Search or for a specific date’s final run by selecting the date range > Go > select desired run > select Search. This list can be exported to Excel. If attendance letters have been generated in error, users with the correct permissions can reset Attendance Letter Logs either individually or en masse. |
| Verification Report - expandable text | Generates a Word file indicating the students who will receive a letter based upon their attendance records. Limited to Period Attendance Letter Jobs only. |
| Run - expandable text | Generates a preview of the attendance letters created and includes the Attendance Letter Job name. |
| Final Run - expandable text | Generates Attendance Letters based on the attendance job parameters and includes the Attendance Letter Job name, and a Letter Log record indicating that the student received a letter. The system will insert a Letter icon in the class roster to notify the teacher that an attendance letter has been sent home. It will also begin to track the number of occurrences until the next letter benchmark is reached. The system will place an individual Letter Log in the student’s portfolio in addition to the Letter Log record in the Attendance Job. |
| 5160 Labels - expandable text | Creates 5160 labels for specific students based on the selected Label Options. |
| XML - expandable text | Creates an XML label file. |
| Attendance Reports - expandable text |
|
| View Report - expandable text | Generates a Word file that lists student attendance details grouped by Home School. This report can be printed and mailed to the Home Schools. |
| Send Report - expandable text | Emails the report to the contact email listed for the Home School. The contact email is set under System > Registration > Setup Registration, Search Type: Home School. |
If the Attendance Job is flagged Report to Home Schools, the View Attendance Letter Job window will enable users to view or email Attendance Reports that are grouped by Home Schools.Next Steps
To learn more about running Attendance Jobs on-demand, visit Attendance Jobs on Demand.