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

  • 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_EXTSchool Phone Ext.
SCHOOL_EMAILSchool Email

SCHOOL_FAX

School Fax


SCHOOL_PRINCIPALSchool Principal
SCHOOL_PRINCIPAL_EMAILSchool 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.


 

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select at least one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article