2/23/2016
PowerSchool Attendance Letters Tracking
Operations Guide
Overview
***Please use the Google Chrome Internet Browser when using the Attendance
Letters program in PowerSchool***
The Attendance Letters Tracking customization allows an administrative end-user to obtain
a listing of the students that meet certain attendance criteria. The process will mark
students with the run date so they will not show up on subsequent listings of the same
reports. The end user is able to acquire the listing of students for viewing and
printing attendance notification letters for parents. The end user has the ability to
perform the following tasks.
1. Select students that meet one of the following criteria.
produce separate notification letters.
a. 5 Days Absent
b. 9 Days Absent
c. 10+ Days Absent
Each criteria met will
2. Print attendance notification letters of selected students of each criteria for
mailings to parents.
3. Update the selected student records with the DATE of when the attendance letters
were run.
4. Edit a student’s run date to be able to re-run or change the run date if necessary.
5. View specific dates a student was absent for verification purposes.
Notes:
1. When an attendance record in PowerSchool is changed from absent to present, or
present to absent, the reporting counts will change as well. The reports do not
change the attendance records, only the status of when an Attendance Letter was
printed.
2. This operations guide applies to the 5 Day Absent Reporting procedures.
procedures apply to the 9 and 10+ Days Absent Reports.
The same
3. Be sure that the term in PowerSchool is always set to the full year.
4. If the intended page of results/student lisiting is blank (once the report is run),
the issue likely is that there is text or something other than a number in the text
field associated with the 5, 9 or 10 attendance fields.
5. Sometimes when a big school is mass updating 100+ student records that have an
applicable attendance letter generation request it may need to be run twice.
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Operations
• Login to PowerSchool
• Select “System Reports” from the Start Page
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• Select “Attendance Letters Reports”
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Running the Attendance Letter Report
• To run the 5 Day Absent Report, choose “Attendance 5 Day Absent”
This will produce an “Attendance 5 Day Listing” screen with the list of
students that meet the 5 Day Absent criteria and that had not previously been
processed.
• Select the Total Absences link to
view the absent listing for a
student
• Select the 5 Day Ltr Sent link to edit
the date sent.
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Printing the Attendance Letters
•
•
Select the link to “Print 5 Day Attendance Letters”
Select the order to print, Alphabetical or By grade/alphabetical
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•
Select “Submit” to print to the PowerSchool Report Queue
•
Select “View” to view or print the 5 Day Absent Letters
•
Select File / Print
Print attendance letter for selected students
Sample 5 Day Attendance Letter:
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Mark students with current date run
•
Select to “Mark this List of Students” as Letters Sent
•
Select “Submit” to change the value of Att_5DayLetter to current date
•
Select “Submit” to accept changes
•
•
This will change the student field “Att_5DayLetter” from the Old status value of
zero (0) to the New current date for all selected students
The “Run Custom Reports” screen will return
Select “Attendance 5 Day Absent” to show that there are no students listed that
has not already been marked as “Letters Sent”.
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View/Edit Previous Run Dates of Letters Sent
•
From the “Attendance Letters Reports Screen Select “5 Day Completed List”
•
The “5 Day Ltr Sent” column is populated with the Dates the letters were marked as
“Letters Sent”.
Edit Previous Run Dates to re-run a student to re-print
•
Select the “Date” Link of the Letter Sent on the row of the student you wish to
re-run
Change the “5 Day Letter Sent Status Date” to a zero (0)
•
Select “Submit” to apply changes
•
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•
Select “Attendance 5 Day Absent”
•
The student now appears on the 5 Day Absent list and can be “re-printed” and
“re-marked” with the current date
View related Student Attendance Records for verification
•
From the “Attendance 5 Day Listing” screen, select the “Total Absences” numeric
count link
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•
The screen shows the individual Absent Dates and Absent Codes associated with the
attendance counts for that student
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