Frequently Asked Question

Updated 9/21/2026

Description:

Do not alter or customize this letter as it has been approved by County Authorities and Legal Counsel.

USE 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

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.

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 IDN CAT IF ( CAT.AC = 7 OR CAT.AC = 8 OR CAT.AC = 9 OR CAT.AC = B OR CAT.AC = G OR CAT.AC = I OR CAT.AC = N OR CAT.AC = O OR CAT.AC = R OR CAT.AC = U OR CAT.AC = X ) AND CAT.DT > 08/25/2026

Now EXCLUDE anyone already receiving the Tier 1 & 2 Letters (the date is the last day of the attendance month that JUST ENDED):

SKIP STU LTL IF ( LTL.ID : "ABSENT" OR LTL.ID : "TRUANCY" ) AND LTL.CIS # "0" AND LTL.DT > 09/18/2026

View All Reports > Attendance > Filter for “Absence”

Select "Students With N or More 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 "ABSENCES IN ANY PERIOD"
Select "None" then the specific absence codes: 7, 8, 9, B, G, I, N, O, R, U, X

View All Reports > Attendance > Filter for “Letter”

Select: “Attendance Letter”

Adjust Letter Settings to Match Absence Summary

Select Letter “Period Absence” & Print “All Parts for this ID”

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

Select: “Count individual period attendance codes for totals”

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 in tier 1

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 Log”

Select Letter ID “Period Absence 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 Period Absence 2 Letter

(Click here to continue to Tardy Letters)