The Form Letter Editor allows the district to create, edit, and store form letter templates to assist campuses in the return of lost instructional materials, payment for those materials, or notifying students/parents of instructional materials policies on the district's campuses. Letters are intended to provide important information to parents/guardians and students regarding losses, fines, end-of-term/-year policies, and/or returning items before established deadlines.
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Parts of the Form Letter Template
- Empty Blank Space at Top - Allows for accordion folding of the letter to fit in size 10 window envelopes and accommodates school/district letterhead (this eliminates the need to print address labels)
- Student Information block (left side) - Displays the phrase "Parent or Guardian of" above the respective student name and address; this information is based on the filters applied to the form letter when run through the respective campus's view
- School Information block (right side) - Displays the respective campus's name, the date the form letter was generated through the campus's view, and the campus's assigned contact phone number
- Distributions & Status block - Displays the respective ISBN, title, accession, status, and unit price based on the filters applied to the form letter when run through the respective campus's view
- Body of the Letter - Displays the text as entered into the respective form letter template
Form Letter Editor Page
| Function | Description |
|---|---|
| Add |
Creates and adds a new form letter template (accessible district wide) |
| Letter ID | Displays the automatically assigned unique identifier |
| Letter Name | Displays the name assigned to the form letter template |
| Edit |
Allows alterations and/or additions to the form letter |
| Preview |
Opens a PDF sample of the respective letter with sample data included |
| Delete |
Allows the deletion of any district-created form letter (campus-created letters are only accessible in the respective campus view) |
| Description For | Displays the assigned and optional information describing the form letter template |
Form Letter Editor Details Page
| Function | Description |
|---|---|
| Letter Name | The name assigned to the form letter template |
| Description | A summary of the form letter template details |
| Letter Body | The text included on the actual form letter when run through the respective campus's view |
| Save |
After entering the desired form letter template information, this creates or updates the form letter template |
There are three default letters:
| Letter Type | Description |
|---|---|
| Default Letter English | Addresses materials not returned by an established deadline (a commonly used filter for this letter is Status = LOST) |
| Default Letter Spanish | Addresses in Spanish materials not returned by an established deadline (a commonly used filter for this letter is Status = LOST) |
| Student Contract Letter | Addresses policies about distributions (commonly sent to students after they receive their distributions and filtered to show all current distribution statuses) |