Creating Letters and Rules*

Many schools use letters to inform parents and guardians about the attendance behavior of their students. OnCourse makes creating, tracking, and archiving letters a simple process. This two-part guide will take you through the entire process.

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1. System Manager Tab

Attendance letters and rules first must be created in the System Manager tab. They are created at the school level so each school can establish their own rules and letters. There are separate sections for class-based and daily attendance, so please make sure to create a letter within the attendance system your school uses.

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2. Add New Letters

Once you click the green (+) button to add a letter, the main window will allow you to type a letter by hand, or use an icon towards the top that let's you import MS Word documents should you already have attendance letter templates.

After you type or import your letter, you'll begin to make use of the merge fields along the right-hand side of the window. These fields should be used where you normally enter identification; the student's name, address, and phone number, the YTD number of absences, etc.

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3. Add Rules

Now that you have entered at least one letter, you can set rules so the letters generate automatically based on student attendance.

You can create separate rules for absences and tardies, and you can create as many rules as you'd like. Additionally, if you write your letter the right way, you only need to create one and use it as the basic template for all of your rules!

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