Frequently Asked Question

Updated 9/21/2026

Description:

Official notification to parents of excessive absence threshold met. Do not alter or customize this letter as it has been approved by County Authorities and Legal Counsel.

USE ALL DAY ABSENCE CODES: 7, 8, 9, B, G, I, N, O, R, U, X

(Link to Absence Code Definitions)

Quick Steps:

Generate Student Absence Summary to Determine Students to Receive Letter

Uncheck “Letter Log & Letter Tag” status until letters are accurate (reprint as needed)

Change End Date to Match Summary Report Date PRINTED

Recheck “Letter Log & Letter Tag” Settings to Update Status

Print Letters & List (Do this BEFORE leaving the page!)

Review the List and “cross out” letters pulled out –not being sent

Go to View All Forms > Letter Log > and delete letters references not being sent

Go to Attendance Table and Edit the “AbsLtr” Number (if 1 change to 0, if 2 change to 1, etc.)

Detailed Steps:

Check for UNVERIFIED ABSENCES (either with the report "Unverified Absences" or through Attendance Management page). Have all absences cleared prior to running end of month attendance reports and letters.

First of Year: Identify Students on SARB Contract

QUERY the students who were on an official SARB contract from the previous school year: LIST STU ID LN FN GR ED LS INV IF INV.CD = "SB" AND INV.DT > 06/30/2025

Identify Students Absent Last Month

QUERY for Only target students who have been absent since the last day of the previous attendance month--the previous cut of from when the last letter was run (may have already qualified for a letter, but haven't been absent since then we want to exclude them, until they are absent again).

**NOTE if this is the end of Month 1, use the date prior to the first day of school.

KEEP STU ATT IF ( ATT.AL = B OR ATT.AL = G OR ATT.AL = I OR ATT.AL = N OR ATT.AL = O OR ATT.AL = R OR ATT.AL = U OR ATT.AL = X OR ATT.AL = 7 OR ATT.AL = 8 OR ATT.AL = 9 ) AND ATT.DT > 08/25/2026

STEPS FOR GENERATING LETTERS

View All Reports > Attendance > Filter for “Absence”

Select "Students With Absences"

Update options:

The “Start Date” is ALWAYS the first day of school

The "End Date" is the last day of the month of attendance being evaluated. Remember, we are running these lists at the BEGINNING of each attendance month, so the END date will be the LAST day of the attendance month that just closed

The "Minimum" should be the incrementally calculated 10% threshold of school days through the attendance month (see chart)

Select "None" then the specific absence codes: 7, 8, 9, B, G, I, N, O, R, U, X

Adjust Letter Settings to Match Absence Summary

Select Letter “Absent” & Print “All Parts for this ID”

Change End Date to the Date the "End Date" on the absence summary report

(Secondary) Select: “Use All-Day attendance codes instead of periods”

UNCHECK Update Letter Log table After Printing Letters

UNCHECK Update Student Letter Tag After Printing

Zero Absence/Tardy Letter Counters (NO!!! This has already been done for all schools)

Print Options: if you are using windowed envelopes select the “Double Window” Envelope

CHECK “Print Student Name on Address?”

DO NOT CHECK “Print to Contacts”

CHECK “Print All Prior Letter Dates on Letter to Parent?”

Select Absence Codes: 7, 8, 9, B, G, I, N, O, R, U, X

Print Letters & Report

Click PRINT LETTERS & preview the letters. Note: Only students that have been absent in the previous attendance month will be viewed.

CHECK Update Letter Log table After Printing Letters

CHECK Update Student Letter Tag After Printing

Click PRINT LETTERS again—and PRINT the letters (you do not need to reprint if there weren’t any errors in the previous batch)

PRINT LABELS (if not using Windowed Envelopes)

PRINT LIST

Review the list and mark through any name of a letter being pulled—not being sent

Remove Letter Flags on Letters Not Being Sent

View All Forms > Filter for “Log”

Select Letter ID “Absent 1”

Select Date—the day you printed the letter

Select the Students Name from the List and a summary of the absences reflected in the letter will appear

Select DELETE (Below the Absence Summary—DO NOT delete the entire transaction!)

Repeat this for each student & the Absent 2 Letter

(CLICK HERE TO LINK TO TRUANCY LETTERS)