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Emailing attendance letters
Does anyone have a process that auto-triggers an attendance email after a
specific number of absences, preferably listing the classes?

Our dean of students is looking for an easier way to notify parents when a student has been absent 6 or more times for a course, and then again at 10 or more times.

Right now, she can run a report (PSCB Custom Report > Meeting Attendance - Search by Frequency) to see the names and classes missed. From there, she can use the Multi-Select feature to pull the student names, use the Build Email List customization and send a generic email about attendance to the parent/guardian.

She wants an easier process that will allow her to list the classes missed in the email.

Any suggestions are greatly appreciated. We have School Messenger but after talking with my co-worker who manages that, I don't think that's an option.

Thanks!

Jane Campbell
Marian High School / Omaha, NE


Tags: Attendance
Comments
1 Response to "Emailing attendance letters"

   
We don't have a totally automated way, but we've setup a way that doesn't take much work. It uses the special search function, attendancepoints. for your attendance level of 6, you would search *attendancepoints > =6. This requires all the attendance codes you want counted to have their Attendance Points set to 1. A custom field would need to be created to contain the date the 6th absence email was sent. You can create a stored search for each level, ex:

*attendancepoints > =6
Attendance_email_6 =

This would find all students who have 6 or more absences in a period and has not received an email for the 6th level. After the email is sent to these students, you would use the Student Field Value to enter the date into Attendance_email_6. 

This would find students the first time they reach 6 absences in any period, so it would not find students when they reach 6 absences in each period.

You would do the same for the other levels, such as 10. 
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