Processing Attendance Letters

Processing attendance letters enables you to generate attendance letters for a range of students who have met any attendance threshold you specify. The attendance letter displays information about a student's tardies or absences. You can print these letters to send to the guardian or to post to Family Access and Student Access to alert guardians and students when the threshold has been met.

You can set up a Scheduled Task to ensure this process is run at a specific, recurring time. You can also set up a daily attendance notification using the Threshold Range Running Total option.
Attendance letters are Entity and school year specific.

Scroll past the video to access the step-by-step instructions.

Before you begin

Audio Transcript

Processing attendance letters allows you to generate and print attendance letters for a range of students who have met the attendance thresholds you specify. These letters display information about a student’s tardies or absences. Let’s begin by navigating to the Attendance Letter feature within the Attendance module. We can run an attendance letter now. The Attendance Letter Report and Date fields default but can be updated if needed. Since they are correct for this example, we’ll leave them as is. Next, let’s enter a description to define this run. We’ll also specify the Attachment Display Name. This is what will display in Family and Student Access, along with what the attendance letter will be called when it's attached to the Student Profile. The Run as Preview box allows us to run this attendance letter as a preview before running the official letter. This is important in cases where we want to preview the letters before posting them to Family and Student Access. If we would like these letters to be posted to the Family and Student Access portfolio right away so that guardians and students can access them, we can check the corresponding box. It’s important to note that if this box is checked, we’d then have the option to require an electronic signature before they can view the letter. For right now, we’ll run this attendance letter as a preview to see what the letters will look like before we officially run them. We'll leave our Student Selection Type set to Range. Let’s expand the Student Filters and specify that we only want to include active students in our entity. We can choose an attendance threshold now. We'll notice that we only have one set up here. If there were multiple, we could run the letters for multiple thresholds at a time. For this example, we’ll select the Attendance Letter threshold. Let’s go ahead and click Next. The system will show us any students who meet the threshold that we've set. Let’s click Run Process. Here, we see the letter that’s been configured. We see the body of our attendance letter which lists all the attendance dates and courses that were missed. Since we ran this as a preview, these attendance letters are not yet posted to Family and Student Access. Let’s utilize the Attendance Letter List breadcrumb to go back and run the process to post these letters to Family and Student Access. We’ll click Run Attendance Letter again. We’ll verify and fill out the correct information for the Attendance Letter Report, Date, Run Description, and Attachment Display Name fields as needed. Because we want these letters to be posted to Family and Student Access, we’ll check the corresponding box. The Require Electronic Signature Prior to Viewing Letter box populates and we can check this option for this example, since we want to require an electronic signature before allowing them to view the letter. We can set the Student Selection Type, Student Filters, and Attendance Thresholds to the same values as when we ran the preview letters. Let’s click Next to continue. Here, we’ll see the list of students who meet our threshold. Let’s run the process. The attendance letters have been successfully processed and have been posted to Family and Student Access. Now that you know how to process attendance letters, you can be sure that you can keep track of your students’ tardies and absences, as well as print and post the letters to Family and Student Access.

Processing attendance letters allows you to generate and print attendance letters for a range of students who have met the attendance thresholds you specify. These letters display information about a student’s tardies or absences. Let’s begin by navigating to the Attendance Letter feature within the Attendance module. We can run an attendance letter now. The Attendance Letter Report and Date fields default but can be updated if needed. Since they are correct for this example, we’ll leave them as is. Next, let’s enter a description to define this run. We’ll also specify the Attachment Display Name. This is what will display in Family and Student Access, along with what the attendance letter will be called when it's attached to the Student Profile. The Run as Preview box allows us to run this attendance letter as a preview before running the official letter. This is important in cases where we want to preview the letters before posting them to Family and Student Access. If we would like these letters to be posted to the Family and Student Access portfolio right away so that guardians and students can access them, we can check the corresponding box. It’s important to note that if this box is checked, we’d then have the option to require an electronic signature before they can view the letter. For right now, we’ll run this attendance letter as a preview to see what the letters will look like before we officially run them. We'll leave our Student Selection Type set to Range. Let’s expand the Student Filters and specify that we only want to include active students in our entity. We can choose an attendance threshold now. We'll notice that we only have one set up here. If there were multiple, we could run the letters for multiple thresholds at a time. For this example, we’ll select the Attendance Letter threshold. Let’s go ahead and click Next. The system will show us any students who meet the threshold that we've set. Let’s click Run Process. Here, we see the letter that’s been configured. We see the body of our attendance letter which lists all the attendance dates and courses that were missed. Since we ran this as a preview, these attendance letters are not yet posted to Family and Student Access. Let’s utilize the Attendance Letter List breadcrumb to go back and run the process to post these letters to Family and Student Access. We’ll click Run Attendance Letter again. We’ll verify and fill out the correct information for the Attendance Letter Report, Date, Run Description, and Attachment Display Name fields as needed. Because we want these letters to be posted to Family and Student Access, we’ll check the corresponding box. The Require Electronic Signature Prior to Viewing Letter box populates and we can check this option for this example, since we want to require an electronic signature before allowing them to view the letter. We can set the Student Selection Type, Student Filters, and Attendance Thresholds to the same values as when we ran the preview letters. Let’s click Next to continue. Here, we’ll see the list of students who meet our threshold. Let’s run the process. The attendance letters have been successfully processed and have been posted to Family and Student Access. Now that you know how to process attendance letters, you can be sure that you can keep track of your students’ tardies and absences, as well as print and post the letters to Family and Student Access.


  1. Select Menu > Administrative Access > Attendance.
  2. Select Attendance Letter under Features.
    Expected Result

    You see the Attendance Letter List, which displays existing attendance letters based on the selected filter. Each existing attendance letter will display with a status of Preview, Active or Inactive, and will also display the associated student thresholds and student threshold periods in the bottom two browses.

  3. Verify you are in the correct school year by checking the information at the top left of the screen.
  4. Under the Attendance Letter Run History heading, click Run Attendance Letter near the top right of the screen.
    Expected Result

    You see the Run Attendance Letter screen.

  5. Complete the appropriate fields.
    Step Information

    Required fields are identified with an asterisk. You must complete required fields before you can save your work.

    1. Optional: Verify the Template near the top right of the screen or click the Chevron down icon to choose the correct template from the drop-down list.
      Step Information

      If the workflow template you wish to use does not exist, you can create a new Workflow Template. If necessary, you can click Template near the top right of the screen to expand the workflow template area.

    2. Verify the Attendance Letter Report or enter the correct report if necessary.
      Step Information

      This defaults to Attendance Letters but can be changed if necessary.

    3. Verify the Date or enter the correct date if necessary.
      Step Information

      This is the date used to determine which student attendance records count toward the threshold. For example, if you give students three days after an unexcused absence to turn in an excuse, you may wish to enter a past date to account for that grace period.

      This defaults to the current date, but can be modified as needed.

    4. Enter the Run Description to further define the run if appropriate.
      Step Information

      For example, you could enter "Five-day threshold for attendance letters."

    5. Enter the Attachment Display Name.
      Step Information

      The value you enter in this field will display in the Family Access and Student Access portfolio. For example, you could enter "3 Attendance Day Letters" if you are generating attendance letters for when students miss three days of school.

    6. Check the box for Run as Preview if appropriate.
      Step Information

      You would check this box if you wish to run the attendance letter as a preview.

      Skyward recommends running any new attendance letter as a preview initially to generate a sample attendance letter to help identify and correct potential errors.

      Expected Result

      When checked, the Post to Family/Student Access Portfolio checkbox no longer displays. Skip to sub-step i.

    7. Check the box for Post to Family/Student Access Portfolio if appropriate.
      Step Information

      You can configure a notification in the Message Center to be triggered to send to guardians and students when an attendance letter is posted to Family Access or Student Access.

      Expected Result

      If you checked the box, the Require Electronic Signature Prior to Viewing Letter field displays. Continue to the next sub-step.

      If you did not check this box, skip to sub-step i.

    8. Check the box for Require Electronic Signature Prior to Viewing Letter if appropriate.
    9. Select the appropriate radio button for the Student Selection Type.
      Expected Result

      If you selected Range, the Student Filters and Advanced Filter display. Continue to the next sub-step.

      If you selected Individual, the Select Students field displays. Skip to sub-step k.

    10. Build the Student Filters if appropriate.
      Step Information
      This table is meant to be a reference for populating the Student standard filter. Any fields left blank populate all values. Entering information into the filter limits the results to those that match all of the criteria. If you wish to search for records that meet one set of criteria or a different set of criteria, you can add a new filter using the option at the bottom of the existing filter. This enables you to search for records that meet one of the filters' criteria. You can add up to 21 filters if needed.
      Field NameHow the Field WorksExample
      Student Processing ListsLimits the students who are included based on the selected processing lists.If you wish to include students from a processing list already filtered to only include the students on activity rosters for the spring and summer, you would enter that student processing list.
      Active Limits the students who are included in the filter based on their current enrollment status.If you wish to include students with an active enrollment status, select Yes from the drop-down list.
      Grad Year Limits the students who are included in the filter based on the selected Grad Years. If you wish to include students within a single grad year, you would enter that grad year.
      Grade Limits the students who are included in the filter based on the selected Grade Levels. If you wish to include students in grade 11 and grade 12, you would enter those grade levels.
      Student Type Limits the students who are included in the filter based on the selected Student Types. If you wish to include students with a designation of Regular, you would enter that student type.
      GenderLimits the students who are included in the filter based on the selected genders.If you wish to include only female students, check the box to the left of F - Female.
      Gender Identity Limits the students who are included in the filter to the records with a certain Gender Identity code. If you wish to only include students who are not male or female, you would enter the gender identity or identities.
      Cross Entity Course Scheduling Limits the students who are included in the filter based on whether they take Courses at other Entities in addition to their current entity. If you wish to include students who have enrolled in a course or courses at an entity other than the current entity, select Yes from the drop-down list.
      Graduated Limits the students who are included in the filter based on graduation status. If you wish to only include students who have not graduated, select No from the drop-down list.
      School Limits the students who are included in the filter based on the selected schools.If you wish to include students from a single school, you would enter that school.
      Homeroom Limits the students who are included in the filter based on the selected Homerooms. If you wish to include students in certain homerooms, you would enter those homerooms.
      AdvisorLimits the students who are included in the filter based on the selected advisors.If you wish to include students who have John Smith as an advisor, you would enter that name.
      CounselorLimits the students who are included in the filter based on the selected counselors.If you wish to include students who have John Smith as a counselor, you would enter that name.
      Activity Limits the students who are included in the filter based on the selected Activities. If you wish to include students who play tennis, you would enter that activity.
      Calendar Limits the students who are included in the filter based on the selected calendars.If you wish to include students attached to a particular calendar, you would enter that calendar.
      Graduation Requirement Year Limits the students who are included in the filter based on the selected Graduation Requirement Years. If you wish to include students within a particular range of graduation requirement years, enter the first year in the Low field and the last year in the High field.
      Default Entity Limits the students who are included in the filter based on the selected default Entity. If you wish to include students whose default entity is 101, you would enter entity 101.
      Student Number Limits the students who are included in the filter based on the selected student numbers.If you wish to include students with particular student numbers, you would enter those numbers.
      Last NameLimits the students who are included in the filter to the students whose last names fall between the low and high values entered. If you wish to only include students whose last names begin with the letter A through the letter F, enter A in the Low field and FZZZ in the High field.
      First NameLimits the students who are included in the filter to the students whose first names fall between the low and high values entered. If you wish to only include students whose first names begin with the letter G through the letter P, enter G in the Low field and PZZZ in the High field.
      Middle NameLimits the students who are included in the filter to the students whose middle names fall between the low and high values entered. If you wish to only include students whose middle names begin with the letter Q through the letter Z, enter Q in the Low field and ZZZZ in the High field.

      Method Of Instruction
      Limits the students who are included in the filter based on the selected Method of Instruction Offering codes.

      If you wish to include students attached to a particular method of instruction, you would enter that Method of Instruction Offering code.

      Primary Language

      Limits the students who are included in the filter based on their primary language of use.

      If you wish to view students with a particular primary language in order to provide translated messages, you would enter that language.

      Home Language

      Limits the students who are included in the filter based on the language used in their home.

      If you wish to view students with a particular home language in order to provide translated messages, you would enter that language.

      Students

      Limits the students who are included in the filter to the selected students.

      If you wish to include specific students, you would enter the appropriate student names.

      If you want to filter by other criteria, you can build the Advanced Filter.

      Skip to sub-step l.

    11. Enter one or more students in the Select Students field or click the Magnifying Glass icon to choose from the drop-down list.
      Step Information

      You can click outside of the selection box once you have made your selections.

    12. Enter one or more Attendance Thresholds or click the Magnifying Glass icon to choose from the drop-down list, if appropriate.
      Step Information

      For example, you could enter Unexcused Absences.

      You can click outside of the selection box once you have made your selections.

      Leaving the field blank will include all values.

  6. Choose one of the options near the top left of the screen to continue the process.
    OptionDescription
    Schedule TaskYou see the fields for configuring the scheduled task, so you can run the process at a regular scheduled date and time. Skip to step 9.
    NextYou see the list of students who have met the selected threshold, so you can run the letters immediately. Continue to the next step.
  7. Uncheck the box for each student you wish to exclude from the process.
    Step Information

    All students are checked by default. You can use the box at the top of the Select column to check or uncheck all students.

  8. Click Run Process near the top left of the screen.
    Step Information

    The system generates and displays the attendance letter according to the parameters you specified.

    You have successfully generated an attendance letter. From here, you can use any of the report run options, such as rerun, save, export, download, or print. You can also run the report specifications to generate a report that provides details about how the report was configured.

    No further steps are required.

  9. To schedule the task, complete the following steps.
    1. Enter a Scheduled Task Name for the notification.
      Step Information

      For example, you could enter Daily Attendance Letter.

    2. Choose the Frequency from the drop-down list.
      Step Information

      If you choose Daily or Once, skip to sub-step e.

      If you choose Weekly, continue to the next sub-step.

      If you choose Monthly, skip to sub-step d.

    3. If you selected Weekly for the Frequency, check the box for each day of the week the task should run.
      Step Information

      Skip to sub-step e.

    4. If you selected Monthly for the Frequency, enter a number for the specific Day of the Month when the task should run.
    5. Verify the Start Date or enter the correct date if necessary.
      Step Information

      This defaults to the current date, but can be modified as needed. This is typically the same start date as the attendance threshold.

    6. Optional: Enter the End Date or click the Calendar 31 icon to choose a date using the calendar.
      Step Information

      This is typically the same end date as the attendance threshold.

      If no end date is entered, the scheduled task runs indefinitely or until a date is entered. Once a date is entered, the scheduled task ends on that date.

    7. Enter the Start Time or click the Clock icon to enter the current time.
    8. Enter a Grace Period if appropriate.
      Step Information

      The grace period is always set in days, even if the Frequency code for the scheduled task is set for weeks or months.

    9. Click Save near the top left of the screen to save your work.
      Expected Result

      The scheduled task is saved and you return to the Attendance Letter List.

      You have successfully created a scheduled task for attendance letters.

Result(s)

You have successfully processed attendance letters.