Conduct Letters Overview and Macros

Modified on Wed, Oct 2 at 4:19 PM

Overview

Conduct letters are generated based off of Letters you create and the rules associated to each letter. When initiating a letter run, you will be asked for a letter type and a letter date.

Once completed, you will receive a message as to the number of letters created. You will then be able to view both a bulk letter, containing all the student letters created, and the individual students letters.

You will also be able to delete the letter in bulk or individually.

TABLE OF CONTENTS

Rules for Letter creation
Prerequisites for Conduct Letters
Options for Creating and Modifying Letters
Basic Parameters
Scenarios
Letter Text
Letter macros

Rules for Letter creation

Each Letter type can only be run once for any given day.
A letter will created only once per student incident. Meaning, if a Letter is generated for a detention from a particular students conduct incident, that incident will be removed from consideration when producing future conduct letters.
If you delete a student letter that has been created, the incident will once again be eligible for future letter creation.
A letter will be produced for each student Address Type that is marked to receive Conduct letters.

Prerequisites for Conduct Letters

Attendance Cycles for your school. These are set up via the functions found on the Setup>Schools>School Parameters>Attendance Cycles screen.
Letter Cycles for your school. These are set up via the functions found on the Setup>Schools>School Parameters>Letter Cycles screen.
Action Groups and Action Codes. These are the “Action Types” used as triggers for Conduct Letters.

Options for Creating and Modifying Letters

Basic Parameters

Letter Code - A user created code used to identify the letter type.
Letter Description - A user friendly description for this letter.
Letter Cycle - The time frame from which Genesis will look for Conduct incidents. Incidents that occur outside the range of this cycle will not be factored into letter creation.
Seq - Sequence in which Letters will be displayed.

Scenarios

Scenarios are what determine whether a Conduct Letter will be generated for a student. You may fill out from one to three scenarios for each letter. Each scenario created must be met for a letter to be generated. If you do not want a scenario to factor in the letter, leave the options for that scenario blank.

Letter Text

The Letter Text is the actual text that will make up your letter. The letter is made up of static text and Macros that will create certain text for you automatically.

Letter macros

To insert a macro into a letter definition, surround the macro with ${}. Optionally, you can specify the width in characters and an alignment. For example:${STUDENT_NAME,40,R} would print the student's name in 40 characters right justified, where as ${STUDENT_NAME} would just print the student name without any padding. The only exception to this are the Signature macros seen below.

Macro	Description	Option
LETTER_DATE_SHORT	Letter Date in the format mm/dd/yyyy
LETTER_DATE_LONG	Letter Date in the format September 04, 2003
STUDENT_NAME	Student's name as recorded in the database. Usually lastname, first
STUDENT_LAST_NAME	Student's last name
STUDENT_FIRST_NAME	Student's first name
STUDENT_ID	Student ID
STUDENT_STATE_ID	Student State ID
STUDENT_DOB	Student's Date of Birth
STUDENT_CAREER	Student's Career Choice
STUDENT_SSN	Student Social Security Number
STUDENT_GRADE_LEVEL	Student Grade Level
STUDENT_HOMEROOM	Student Grade Level
STUDENT_CASE_MANAGER	Student Case Manager's Name	:FIRST_LAST at the end of the macro will make the counselor's name appear as their first name and then last name
STUDENT_COUNSELOR_NAME	Student Counselor's Name	:FIRST_LAST at the end of the macro (STUDENT_COUNSELOR_NAME:FIRST_LAST) will make the counselor's name appear first name and then last name.
STUDENT_COUNSELOR_EXTENSION	Student Counselor's Phone Extension
STUDENT_VP_SIGNATURE	Student's Vice Principal's Signature Name
STUDENT_VP_TITLE	Signature Title line from District Teacher object assigned as Vice Principal.
STUDENT_CM_SIGNATURE	Student's Case Manager's Signature Name
STUDENT_CM_TITLE	Signature Title line from District Teacher object assigned as Case Manager.
STUDENT_COUNSELOR_SIGNATURE	Student's Counselor's Signature Name
STUDENT_COUNSELOR_TITLE	Signature Title line from District Teacher object assigned as Counselor.
STUDENT_TOTAL_POINTS	Total points the student has accumulated in the current school year
SCHOOL_CODE	School Code
SCHOOL_NAME	School Name
SCHOOL_STATE_CODE	School State Code
SCHOOL_ADDRESS_LINE1	School Address Line 1
SCHOOL_ADDRESS_LINE2	School Address Line 2
SCHOOL_ADDRESS_CITY	School City
SCHOOL_ADDRESS_STATE	School State
SCHOOL_ADDRESS_ZIP	School Zip Code
SCHOOL_PHONE	School Phone Number
SCHOOL_PHONE_EXT	School Phone Ext.
SCHOOL_EMAIL	School Email
SCHOOL_FAX	School Fax
SCHOOL_PRINCIPAL	School Principal
SCHOOL_PRINCIPAL_EMAIL	School Principal Email
SCHOOL_PRINCIPAL_PHONE	School Principal Phone
SCHOOL_PRINCIPAL_PHONE_EXT	School Principal Phone Ext
STUDENT_GENDER_HISHER	The word his or her depending on the gender	Add :UPPER to end of macro and the first letter will be upper case. (His)
STUDENT_GENDER_HESHE	The word he or she depending on the gender	Add :UPPER to end of macro and the first letter will be upper case. (He)
STUDENT_GENDER_HIMHER	The word him or her depending on the gender	Add :UPPER to end of macro and the first letter will be upper case. (Him)
STUDENT_GENDER_SONDAUGHTER	The word son or daughter depending on the gender	Add :UPPER to end of macro and the first letter will be upper case. (Son) Add :APOST to end of macro and an 's will be added to end of macro (ex. son's)
ADDRESS_NAME	"To" mailing address
ADDRESS_LINE1	mailing address line 1
ADDRESS_LINE2	mailing address line 2
ADDRESS_CITY	mailing address city
ADDRESS_STATE	mailing address state
ADDRESS_ZIP	mailing address zip
ADDRESS_CITY_STATE_ZIP	mailing address bottom line (City, ST ZIP)
PHONE_NUMBER_LR_HOME	Home Phone Number (From the LR Address Record)
INCIDENT_DATE	Output: 09/24/2010	:NO_COUNTER added after the macro will remove the count. :NO_LINE_BREAK will cause no line break after the dates.
INCIDENT_LONG_DATE	Output: September 24, 2010	:NO_COUNTER added after the macro will remove the count. :NO_LINE_BREAK will cause no line break after the dates.
INCIDENT_TIME_PERIOD	The period of time during the school day that the incident happened. (Period 5, Lunch, etc.)	:NO_COUNTER added after the macro will remove the count. :NO_LINE_BREAK will cause no line break after the dates.
INCIDENT_LOCATION	The location the incident.
POLICE_NOTIFICATION	This will print the value within the Police Notification drop down.
INCIDENT_FREE_FORM_DESCRIPTION	Description of the incident from the free form Text Area of the incident page.	:NO_COUNTER added after the macro will remove the count.
INCIDENT_PARENT_DESCRIPTION	Parent Description of the incident
INCIDENT_ADMIN_NOTES	Administrative Notes on incident
INCIDENT_NUMBERS	Incident numbers. Ex. 12345, 432145
STUDENT_INFRACTIONS	The infractions that a student has committed in one incident. If more than one exists, the second infraction appears in a row below the primary.	:NO_COUNTER added after the macro will remove the count. :INCIDENT_DATE added after the macro will show the incident date of the infraction.
STUDENT_ACTIONS_DESC	Places action description	:NO_COUNTER added after the macro will remove the count.
STUDENT_ACTIONS_AND_DATES_TEXT	Place action description prior to dates on one line. Example is Saturday Detention on September 24, 2010.	Add :SHORT to end of macro and date will come out like 09/24/2010.
STUDENT_ACTIONS_WITH_DATES	These are the actions that a student has received for the incident. The text will be displayed with the action description on one row with the dates in a row beneath the description.	:NO_COUNTER added after the macro will remove the count.
STUDENT_ACTIONS_WITH_LONG_DATES	These are the actions that a student has received for the incident. The text will be displayed with the action description on one row with the dates in a row beneath the description.	:NO_COUNTER added after the macro will remove the count.
STUDENT_ACTION_RETURN_DATE	Returns first school day AFTER the last action date. If a letter is being generated for a specific action and a student has been given multiple actions with different action groups, then the return date will be the last date of the action group that is the same as the action group defined on the letter.
ADMINISTRATOR	Administrator assigned to an individual incident.	:NO_COUNTER added after the macro will remove the count.
ADMINISTRATOR_SIGNATURE	Signature line from District Teacher object assigned as Administrator.	:NO_COUNTER added after the macro will remove the count.
ADMINISTRATOR_SIGNATURE_TITLE	Signature Title line from District Teacher object assigned as Administrator.	:NO_COUNTER added after the macro will remove the count.
DISCIPLINARIAN	Disciplinarian assigned to an individual incident.	:NO_COUNTER added after the macro will remove the count.
DISCIPLINARIAN_SIGNATURE	Signature line from District Teacher object assigned as Disciplinarian.	:NO_COUNTER added after the macro will remove the count.
DISCIPLINARIAN_SIGNATURE_TITLE	Signature Title line from District Teacher object assigned as Disciplinarian.	:NO_COUNTER added after the macro will remove the count.
STUDENT_DISCIPLINARIAN	Disciplinarian assigned to the student
STUDENT_DISCIPLINARIAN_SIGNATURE	Signature line from District Teacher object assigned as students disciplinarian
STUDENT_DISCIPLINARIAN_SIGNATURE_TITLE	Signature Title line from District teacher object assigned as students disciplinarian
INCIDENT_POINTS	Sum of penalty points given for Incidents included in letter.
REPORTED_BY	The teachers name (Last name, First) that reported the incident.	:FIRST_LAST added after macro will print out First Name Last Name
DATES_OF_MISSED_DETENTIONS	Shows all missed detentions in a comma separated list (12/05/2010, 12/06/2010, etc.) On the Conduct Letters screen, this macro will only contain detentions that were not attended prior to the letter date. On the Students Conduct screen, the Quick Letter will only generate the missed detentions for dates prior to today
PLEASE NOTE THESE MACROS MUST BE SURROUNDED BY #{ }		NOTE: Adding a number within the brackets, i.e. #{STUDENT_VICEPRINCIPAL_SIGNATURE_IMAGE, 200} will offset the signature image by that amount.
#{STUDENT_PRINCIPAL_SIGNATURE_IMAGE}	Will return the signature image of a staff member marked as Principal on the Staff screen.
#{STUDENT_VICEPRINCIPAL_SIGNATURE_IMAGE}	Will return the signature image of the staff member set as the students VP on the student demographics page.
#{STUDENT_COUNSELOR_SIGNATURE_IMAGE}	Will return the signature image of the staff member set as the students counselor on the student demographics page.
#{STUDENT_DISCIPLINARIAN_SIGNATURE_IMAGE}	Will return the signature image of the staff member set as the students disciplinarian on the student demographics page.
#{STAFF_DISCIPLINARIAN_SIGNATURE_IMAGE}	Will return the signature image of the staff member set as the students disciplinarian on the incident the student is on for this report.