Your team has proficiently logged the attendance data in the Period Attendance module. The next step involves generating period attendance form letters to inform families about possible attendance issues and observed patterns. Utilize jmc's Form Designer to create a form matching your district's personality and set criteria deciding who should receive the form so you don't have to wade through attendance reports!
Create your period attendance form letters by logging in to jmc Office and head to Form Designer > Student Info Forms to get started.
Step One: Click the "New Form" button to begin creating your new absent/tardy form letter.
Step Two: Select a "Blank Form" to start your form letter from scratch or choose an existing form to use as a template using the "Select Form template" drop-down list in the "New Form" pop up.
Step Three: Enter a name for the form letter in the "Enter Form Name" field to easily identify it later in jmc Office.
Step Four: Click the “Save” button to use your new form letter name or click the "Cancel" button to discard your changes.
Helpful Tip: Place a checkmark in the "Include Mailing Label" checkbox to speed up the mailing process by printing a name and address right on the form!
Step Five: Select the "Portrait" or "Landscape" radio button to indicate the orientation of your form letter.
Step Six: Select the "Letter" or "Legal" radio button to indicate the size of the paper for the form letter to print on.
Step Seven: Click and drag items to customize your form letter from the item list on the side.
Step Eight: Click and drag "<<Per Attend – Abs/Tdy>>" onto your form letter to include excused and/or unexcused absences and/or tardies for specific data and reasons.
Step Nine: Select "Day From", "Day To", and "Reasons" from the appropriate list boxes to set the attendance criteria in the "Select Attendance Criteria" pop up.
Step Ten: Select the "Excused", "Unexcused," or "Both" radio buttons to designate which type of absence or tardy to include on the form letter.
Step Eleven: Enter the minimum number of absences or tardies needed before a student is eligible to receive the form letter in the "Range" field.
Step Twelve: Specify how the range is to be applied when choosing students to receive your form letter from the "Total Type" drop-down list.
"Total": a student's total number of times absent or tardy throughout the whole day
"For A Period": the total number of times a student is absent or tardy in any one period
Helpful Tip: If you selected "For A Period" in the "Total Type" drop-down list, choose a specific period from the "Period to Check" drop-down list to count only absences in that period. If you want to count absences from any period, select "All".
Step Thirteen: Place a checkmark in the "Include Student Detail" checkbox to include a detailed list of the student’s attendance on the form letter when printed.
Helpful Tip: This will show a day-by-day breakdown for days with at least one absence or tardy, including the reasons, so you can view the student's attendance history.
Step Fourteen: Place a checkmark in the "Include Summary" checkbox to include total absences per period on the form letter when printed to view potential patterns.
Step Fifteen: Click the "Save" button to save and add your attendance criteria changes to the form letter or click the "Cancel" button to exit the "Select Attendance Criteria" pop-up.
Step Sixteen: Click the "Save" button to save your absent/tardy period attendance form letter.