Letters/Report Writer generates follow-up, search list, and list reports. These reports include disciplinary information for all students in your school, all students in a grade level, or selected students. You can also sort students based on a data field, such as grade level or homeroom.
TABLE OF CONTENTS
Generate a Follow-up Report
Using the Letters/Report Writer default follow-up date report tasks, you can generate reports on students who require a follow-up meeting. Students appear in the report when the follow-up date entered in their incident report falls within a selected range of dates.
Important: For this report to generate accurately, follow-up dates must be entered in the appropriate incident reports.
- On the Shortcut bar, click Discipline, and then click Disc RW.
- In the What Task Do You Want to Do dialog box, double-click one of the following default follow-up date report tasks or a task you've created:
Note: When generating reports, you start by selecting a report task. A task is a set of user-defined settings (or specifications) used to generate a letter or report the same way each time. You can choose from several default report tasks or you can create your own. When setting task specifications, you select the report template you want to generate each time you select the task. Letters/Report Writer provides several report templates, which you can use as is, or copy to create your own templates.
Default Follow-up Report Tasks | ||
Task 4 | Follow Up Date Report - Details | Lists each student requiring a follow-up meeting, their incident totals, and details from the appropriate incident report |
Task 5 | Follow Up Date Report - Incidents Only | Lists each student requiring a follow-up meeting and the incident involved |
Task 6 | Follow Up Date Report - Sorted by a Category - Incidents Only | Lists each student requiring a follow-up meeting and the incident involved, sorted by a selected data field (such as grade level or homeroom) |
- In the Specifications: Discipline Report Writer dialog box, set the specifications for the task as described in the figure and table below, and then click Done.
Important: Unless otherwise noted, task specifications are saved when you click Done.
Specifications for Follow-up Reports | |
1. Current Task | Displays the follow-up report task you've selected. Leave this setting as is. |
2. Print Letters/Reports For | Clicking a default follow-up report task automatically selects Follow-up date in date interval. Leave this setting as is. |
3. Active Letter / Report | Clicking a default follow-up report task automatically selects the appropriate default report template. Tip: If you want to generate a follow-up report using a different template, create a new task and select the appropriate report template. |
5. First Date: Letters/Follow-Up and 6. First Date: Letters/Follow-Up | Follow-up reports are generated for incidents with a follow-up date in this date range. If you generate follow-up reports daily, use the current date for both specifications. If you generate follow-up reports weekly, click Important: These specifications default to the current date when you close the dialog box. |
9. Start Grade For All Grades and A. End Grade For All Grades | Select the range of grade levels you want to search. Note: If you click All Grades in the next dialog box, the program searches all grade levels in this range. For example, if you click Grade 9 and Grade 12 for the range and then All Grades, grades 9-12 are searched. |
B. Active/Inactive Students | Click Active Students Only. |
H. Print Preview | Click Yes. |
and change the date range to include the entire week.- In the Print Discipline Letters/reports dialog box, click one of the following options, and then click Next:
- To search a specific grade level, click Grade Number and type the grade.
Important: The grade level must fall within the range of grade levels specified in the preceding dialog box.
- To search all grade levels in the range selected for specifications 9 and A, click All Grades.
- Click one of the following options, and then click Next:
- Click 1. All students alphabetically to search all students in alphabetical order.
- Click 3. Individual students/groups to search individual students or groups of students. You can select students from a list, select an existing group of students, or save selected students as a group.
- Click 4. Search by one field (all categories) to sort students using up to two data fields (such as homeroom and gender.) Then select how the fields are sorted (alphabetically, numerically, or by date, and in ascending or descending order).
Important: For this option to work reliably, the same format must be used for all entries in a data field. For example, the Bus Number data field format can be "3" or "#3", but not both.
- Click 5. Search by field(s) (query) to search specific criteria within a data field. For example, to generate reports for male students only, click the Basics tab and next to Gender, type the format you use for male students (such as "M"). To sort on a second field, click
under Select Sort Field.
Important: For this option to work reliably, the same format must be used for all entries in a data field and for all search criteria. For example, the Gender data field format can be "M" or "Male", but not both; and if "M" is the format, you must enter M for your search criteria.
- If the following dialog box appears, select the recipients of the report, select Do not show again to apply these settings every time the letter is generated, and then click Print [F9] to continue.
The Report Viewer opens, displaying the follow-up report.
Tip: To print the report, click 
. Save it as a PDF by clicking Convert to PDF [F6], or e-mail the report by clicking E-Mail [F11].
Generate a Search List Report
Using the Letters/Report Writer default Search List tasks, you can generate reports on students with more than or less than a specific number of a selected infraction, penalty, or incident.
Example
Using default Task 7, Search List - Students Exceeding Infraction Limit, you can generate a report to track students who have been tardy more than three times.
- On the Shortcut bar, click Discipline, and then click Disc RW.
- In the What Task Do You Want to Do dialog box, double-click one of the following default search list report tasks or a task you've created:
Note: When generating reports, you start by selecting a report task. A task is a set of user-defined settings (or specifications) used to generate a letter or report the same way each time. You can choose from several default report tasks or you can create your own. When setting task specifications, you select the report template you want to generate each time you select the task. Letters/Report Writer provides several report templates, which you can use as is, or copy to create your own templates.
Default Search List Report Tasks | ||
Tasks 7/8 | Search List - Students Exceeding Infraction Limit/with Less Than Infraction Limit | List students with more than/less than a specific number of a selected infraction and each student's total number of infractions |
Tasks 9/10 | Search List - Students Exceeding Penalty Limit/with Less Than Penalty Limit | List students with more than/less than a specific number of a selected penalty and each student's total number of penalties |
Tasks 11/12 | Search List - Students Exceeding Incident Limit/with Less Than Incident Limit | List students with more than/less than a specific number of incidents. The report includes each student's total number of incidents and lists each incident and the date it occurred. |
Task 13 | Search List - with Details - Students Exceeding Incident Limit | Lists all the information included in Task 11, as well as information from the incident report (such as actions taken, staff involved, location, and/or comments) |
- In the Specifications: Discipline Report Writer dialog box, set the specifications for the task as described in the figure and table below, and then click Done.
Important: Unless otherwise noted, task specifications are saved when you click Done.
Specifications for Search List Reports | |
1. Current Task | Displays the search list report task you've selected. Leave this setting as is . |
2. Print Letters/Reports For | Clicking a default search list report task automatically selects the appropriate setting for this specification. Leave this setting as is. |
3. Active Letter / Report | Clicking a default search list report task automatically selects the appropriate default report template. Tip: If you want to generate a search list report using a different template, create a new task and select the appropriate report template. |
7. Beginning Date (Incidents Read) / 8. Final Date (Incidents Read) | If generating a report on incidents, click Important: When you close the dialog box, the Final Date defaults to the current date but the Beginning Date is saved. |
9. Start Grade For All Grades and A. End Grade For All Grades | Select the range of grade levels you want to search. Note: If you click All Grades in the next dialog box, the program searches all grade levels in this range. For example, if you click Grade 9 and Grade 12 for the range and then All Grades, grades 9-12 are searched. |
B. Active/Inactive Students | Click Active Students Only. |
C. Which Penalty | If generating a report on penalties, click |
D. Total or Outstanding Penalties | If generating a report on penalties, click Outstanding Penalties to include only students with penalties left to serve, or click Total Penalties to include all students who have earned penalties. |
E. Penalty/Incident/Infraction Limit | Type the number of penalties, incidents, or infractions students must exceed. For example, if you type 0, students committing one or more of the selected penalty, incident, or infraction are included in the report. |
G. Which Infraction | If generating a report on infractions, click |
H. Print Preview | Click Yes. |
to select the date range for the search. Only incidents falling within this date range are included in the report. You can set this date range to include the beginning of the school year up to the current date, or a specific period of time (such as a semester).
to select the penalty you want to search for.
to select the infraction you want to search for.- In the Print Discipline Letters/reports dialog box, click one of the following options, and then click Next:
- To search a specific grade level, click Grade Number and type the grade.
Important: The grade level must fall within the range of grade levels specified in the preceding dialog box.
- To search all grade levels in the range selected for specifications 9 and A, click All Grades.
- Click one of the following options, and then click Next:
- Click 1. All students alphabetically to search all students in alphabetical order.
- Click 3. Individual students/groups to search individual students or groups of students. You can select students from a list, select an existing group of students, or save selected students as a group.
- Click 4. Search by one field (all categories) to generate reports for students using up to two data fields. (For example, you could sort students by homeroom, and then by gender.) Then select how you want the fields sorted (alphabetically, numerically, or by date, and in ascending or descending order).
Important: For this feature to work properly, the same format must be used for all entries in a data field. For example, the Bus Number data field format can be "3" or "#3", but not both.
- Click 5. Search by field(s) (query) to search specific criteria within a data field. For example, to generate reports for male students only, click the Basics tab and next to Gender, type the format you use for male students (such as "M"). To sort on a second field, click
under Select Sort Field.
Important: For this option to work reliably, the same format must be used for all entries in a data field and for all search criteria. For example, the Gender data field format can be "M" or "Male", but not both; and if "M" is the format, you must enter M for your search criteria.
- If the following dialog box appears, select the recipients of the report, select Do not show again to apply these settings every time the letter is generated, and then click Print [F9].
The Report Viewer opens, displaying the search list report.
Tip: To print the report, click 
. Save it as a PDF by clicking Convert to PDF [F6], or e-mail it by clicking E-Mail [F11].
Generate a List Report
Using the Letters/Report Writer default List tasks, you can generate reports on incidents occurring in your school within a specific range of dates.
- On the Shortcut bar, click Discipline, and then click Disc RW.
- In the What Task Do You Want to Do dialog box, double-click one of the following default list report tasks or a task you've created:
Note: When generating reports, you start by selecting a report task. A task is a set of user-defined settings (or specifications) used to generate a letter or report the same way each time. You can choose from several default report tasks or you can create your own. When setting task specifications, you select the report template you want to generate each time you select the task. Letters/Report Writer provides several report templates, which you can use as is, or copy to create your own templates.
Default List Report Tasks | ||
Task 14 | List - All Incidents | Lists all students involved in incidents occurring within a specific date range |
Task 15 | List - All Incidents - Sorted by a Category | Lists all students involved in incidents occurring within a specific date range and sorted by a data field (such as grade level or homeroom) |
Task 16 | List - Incident Names - Students Exceeding Incident Limit | Lists students exceeding a specific number of incidents occurring within a specific date range |
Task 17 | List - Incident Names - Sorted by a Category - Students > Incident Lmt | Lists students exceeding a specific number of incidents occurring within a specific date range and sorted by a data field |
- In the Specifications: Discipline Report Writer dialog box, set the specifications for the task as described in the figure and table below, and then click Done.
Important: Unless otherwise noted, task specifications are saved when you click Done.
Specifications for List Reports | |
1. Current Task | Displays the list report task you've selected. Leave this setting as is. |
2. Print Letters / Reports For | Clicking a default list report task automatically selects the appropriate setting for this specification. Leave this setting as is. |
3. Active Letter / Report | Clicking a default list report task automatically selects the appropriate default report template. Tip: If you want to generate a list report using a different template, create a new task and select the appropriate report template. |
7. Beginning Date (Incidents Read) / 8. Final Date (Incidents Read) | Click Important: When you close the dialog box, the Final Date defaults to the current date but the Beginning Date is saved. |
9. Start Grade For All Grades and A. End Grade For All Grades | Select the range of grade levels you want to search. Note: If you click All Grades in the next dialog box, the program searches all grade levels in this range. For example, if you click Grade 9 and Grade 12 for the range and then All Grades, grades 9-12 are searched. |
B. Active/Inactive Students | Click Active Students Only. |
E. Penalty/Incident/Infraction Limit | Type the number of incidents students must exceed. For example, if you type 0, students involved in one or more incidents are included in the report. |
H. Print Preview | Click Yes. |
to select the date range for the incident search. Letters/Report Writer only reads incidents occurring in this date range. You can set this date range to include the beginning of the school year up to the current date, or a specific period of time (such as a semester).- In the Print Discipline Letters/reports dialog box, click one of the following options, and then click Next:
- To search a specific grade level, click Grade Number and type the grade.
Important: The grade level must fall within the range of grade levels specified in the preceding dialog box.
- To search all grade levels in the range selected for specifications 9 and A, click All Grades.
- Click one of the following options, and then click Next:
- Click 1. All students alphabetically to search all students in alphabetical order.
- Click 3. Individual students/groups to search individual students or groups of students. You can select students from a list, select an existing group of students, or save selected students as a group.
- Click 4. Search by one field (all categories) to generate reports for students using up to two data fields (such as, homeroom and gender) Then select how the fields are sorted (alphabetically, numerically, or by date, and in ascending or descending order).
Important: For this option to work reliably, the same format must be used for all entries in a data field. For example, the Bus Number data field format can be "3" or "#3", but not both.
- Click 5. Search by field(s) (query) to search specific criteria within a data field. For example, to generate reports for male students only, click the Basics tab and next to Gender, type the format you use for male students (such as "M"). You can also sort on a second field by clicking
under Select Sort Field.
Important: For this option to work reliably, the same format must be used for all entries in a data field and for the search criteria. For example, the format for the Gender data field can be "M" or "Male", but not both; and if "M" is the format, you must enter M for the search criteria.
- If the following dialog box appears, select the recipients of the report, select Do not show again to apply these settings every time the letter is generated, and then click Print [F9].
The Report Viewer opens, displaying the list report.
Tip: To print the report, click 
. Save it as a PDF by clicking Convert to PDF [F6]. E-mail it by clicking E-Mail [F11].