Attendance Letters Search

The Attendance->Letters->Search Letters screen allows you to search for letters that have been generated for students with a set of search parameters:

Search Parameters

All search parameters are about the "current school": the school selected in the screen header.  

• Definitions - Select one or more letter "definitions" or Templates.  This lets you search by specific letter, E.g. 5-Day Absence letter.
• Grades -  This gives you the ability to search one or more of the grades in the school selected in the screen header. E.g.  You can select no grade level (in which case all grade levels are included), or one or more specific grade levels.

• Vice Principals -  Select one or more of the current school's Vice Principals. E.g. 
• Student List -  The user can select one of their available student lists.  Letters will only be shown for students who are on the list.  It is not possible to search for a single student's letters - unless that student is the only one on a 
• Letter Date From - Thru - Select a "from" and "through" date in the current school year.  Even if the 'From" date falls in a prior school year, only current year letters will be displayed.  It is not possible to search for multiple years.  To see multiple years of letters for an individual student, go to their "Letters" screen which will list all of the letters they have received.  The default "from" and "thru" parameters encompass the trailing 7 days.  E.g. if today is "11/17/2025" then the search criteria will range From: 11/10/2025 Thru: 11/17/2025 (or "from: today-7  thru: today".
• is Spec Ed -  If you select "Yes" only students coded as "special ed" will be included.  If you select "No" only students NOT coded as special ed will be included.  If you leave the field blank, all students will be included, regardless of their special ed status.
• is 504 -  If you select "Yes" only students coded as 504 will be included.  If you select "No" only students NOT coded as 504nwill be included.  If you leave the field blank, all students will be included, regardless of their status.
• Released -  If you select "Yes" only letters that have been released to the Parent WebAccess module will be included.  If you select "No" only letters NOT not released to the Parent WebAccess module will be included.  If you leave the field blank, all letters will be included.
• Viewed by Parent - -  If you select "Yes" only letters that have been released to the Parent WebAccess module AND viewed by a parent/guardian will be included.  If you select "No" only letters NOT viewed by a parent/guardian will be included.  If you leave the field blank, all letters will be included.
• Student Age - The options for this parameters are (these do not adjust by school type):
  • 18 or older - Show only letters for students 18 years of age or older.
  • 15 or younger - Show only letters for student 15 years of age or younger.

The Letters List

The returned list is not only by student but by generated letter.  Each row represents a single generated letter to a specific recipient.  A letter is separately generated for each guardian who is flagged to receive it.  For example, if a student has three guardians and all three are flagged to receive "Attendance Letters" then three separate letters will be generated:  one for each of the guardians.

The Columns

The individual columns in the list of letters include:

• ID  - The student's ID.  Clicking this takes you to the student's Letters screen (Student Data->Modify Student->Letters).
• Name - The student's name.  This is not clickable but the list of letters can be sorted by "student name".
• Date  - The date the letter was generated.  This is not clickable but the list of letters can be sorted by date.
• Definition  - The letter Template that generated the letter.  Clicking the name of the "definition" or letter template, takes you to the Attendance->Letters->Templates->Modify Template screen.
• AR -  This is the "Address Record" associated with the letter.  In other words, which of the student's guardians was the letter generated for?  The guardian's name is displayed.  
• View by Guardian - If the letter has been viewed by a parent/guardian in the parent WebAccess module, this will show the date the letter was viewed.
• The green "i" info column:  if this is checked, the letter has been released to the parent WebAccess module - if it is blank, the letter has not yet been released to the parent WebAcess module.

Color Coding Students

The color coding of students in the list indicates whether the student is coded as a special ed student, a 504 student or a regular ed student:

• Students shown with a white background:  these students are "regular ed" students and are neither 504 or special ed.
• Student with an orange background:  these students are coded as "special ed" and should have an IEP.
• Students with a green background:  these students are coded as '504'.

More information for each student can be found by clicking on the student's ID number, which takes you into the student's record, and examining their tracking records.

Releasing Letters to the Parent Module

Letters can be automatically generated and automatically released to the parent module on a schedule.   If a letter has been generated but not yet been released, it can be easily found via the Attendance->Letters->Search Letters screen.

To release letters to the parent module, check the checkboxes for the letters you wish to release and click the "Release" button:

1. Go to the Attendance->Letters->Search Letters screen.
2. Select "No" for the "Released" criterion:   
3. Select "From" and "Throu" dates, if desired.
4. Click search.   This will return all "candidate" letters.
5. Check the checkboxes for the letters you wish to release and click the "Release..." button: 
6. This brings up a "confirmation" dialog box Click Ok to release all of the letters on the list and "Cancel" to abandon the operation - and leave the unreleased letters in an "unleased" state.

Recalling Letters Currently Displayed in the Parent Module

To recall letters previously released to the parent module, check the checkboxes for the letters you wish to release and click the "Recall" button:

1. Go to the Attendance->Letters->Search Letters screen.
2. Select "Yes" for the "Released" criterion:   
3. Select "From" and "Thru" dates, if desired.
4. Click search.   This will return all "candidate" letters that were previously released.
    
5. Check the checkboxes for the letters you wish to recall and click the "Recall..." button: 
6. This brings up a "confirmation" dialog boxClick Ok to recall all of the letters on the list and "Cancel" to abandon the operation - and leave the released letters available in the Parent WebAccess module.