Attendance Letters: Manual
Introduction
This guide demonstrates how to view absences; print notification letters; specify demographic extract
criteria for an attendance summary report; print and view attendance letters; and view the student
correspondence log.
Viewing Absences
1. At the menu bar of the eSIS Main Start screen, click Common View > Student Absences.
The Daily Attendance – Student Absences screen opens. A summary of the student’s absences will be
listed in the Totals region. Details for absences are listed at the bottom of the screen in the Details
region.
2. Click the Exit button to return to the eSIS Main Start screen.
Printing Notification Letters
1. From the eSIS Main Start screen, click the Reports button on the toolbar.
The Student Information System Reports screen opens.
2. Click the + (plus sign) next to the Attendance folder to expand the list of reports.
3. Select Students With Attendance Problems-Daily.
Note: Period attendance schools would select the Students With Attendance Problems-Period report.
4. Click the Print button.
The Run Report Students With Attendance Problems-Daily window opens.
5. Click the Run Report button.
The Students With Attendance Problems-Daily parameter form opens. To change the report title, click
the existing text and enter another title.
6. Click the Include students with drop-down arrow and select the symbol.
7. Click the input field next to the Include students with: drop-down arrow.
8. Enter the number of absences.
9. Click the drop-down arrow for the third field and select All.
Note: The drop-down list for the third field contains AM, PM, and All. In North Carolina, absences are
counted for the full day (All), not by AM or PM. For the period attendance report, the drop-down list
contains Class and Total. Total refers to total classes.
10. Click the Excused drop-down arrow and select UnExcused.
11. Click the drop-down arrow for the fifth field and select Absences. The From field defaults to the day
0 entered in the school schedule. The To field defaults to the current system date.
12. Click the Attendance Reason drop-down arrow and select the reason code. The Multiple button can
be used to select multiple reasons. Click the Include absences from previously attended schools
checkbox if desired.
13. Click the appropriate Report Format radio button.
14. Click the Sort by drop-down arrow and select the sort option.
Note: Leave the Run in Background field set to No. This will help to avoid printing problems.
15. Click the Print button. The report opens in .pdf format and displays students who met the report
criteria.
16. Close the report by clicking the Windows Exit button or by selecting File > Close from the menu
bar.
The Student Information System Reports screen opens.
17. Click the Exit button to return to the eSIS Main Start screen.
Specifying Demographic Extract Criteria
1. From the eSIS Main Start screen, click the Reports button on the toolbar.
The Student Information System Reports screen opens.
2. Click the + (plus sign) next to the Attendance folder to expand the list of reports.
3. Select Attendance Summary.
4. Click the Print button.
The Run Report Attendance Summary window opens.
5. Click the Specify Extract Criteria button.
The Demographic Extract screen opens.
6. Click the Clear Extract Criteria button.
7. Click the Attendance tab. Complete the fields as needed as previously described for the
Students with Attendance Problems-Daily report.
NOTE: In eSIS a daily absence is entered in both the AM and PM fields which eSIS sees as
two absences. When entering a number in # of Absences field on the Demographic Extract
Attendance tab, you must count a single daily absence as two absences – one in the AM and
one in the PM (ex. 3 days absent, then enter 6 in this field).
8. Click the Run Extract button.
The Processing Extract Criteria window opens.
9. Click the See Extract button.
The Demographic Extract screen opens. The Results tab will list the students who met the criteria and
their demographic information.
10. Click the Exit button.
The Run Report Attendance Summary window opens.
11. Click the Run Report button.
The Attendance Summary parameter form opens. Complete the fields as necessary.
12. Click the Print button.
The Attendance Summary Report opens displaying each student listed on the Results tab. This report
can be sent with an attendance letter. Click the Windows Exit button to close the report.
The Student Information System Reports screen opens.
13. Click the Exit button to return to the eSIS Main Start screen.
Printing Attendance Letters
1. From the eSIS Main Start screen, click the Reports button on the toolbar.
The Student Information System Reports screen opens.
2. Click the + (plus sign) next to the Mailing and Correspondence folder to expand the list of reports.
3. Select Letter and click the Print button.
The Run Report Letter window opens. The extract you created earlier is the current extract available. If
this were not true, you would first run a new extract.
4. Click the Run Report button.
The Letter window opens.
5. Click the Letter drop-down arrow and select the appropriate letter.
6. Click the Print button. The letter opens in .pdf format. To close the report, click the Windows Exit
button.
The Student Information System Reports screen opens.
7. Click the Exit button to return to the eSIS Main Start screen.
Viewing the Attendance Letter
1. From the eSIS Main Start screen, click the School > Design Letters button on the menu bar.
2. The Letter Selection screen opens. Highlight the letter to select it. If the Log checkbox on the far
right of the screen is checked, the letter, when generated, will appear in the Student Correspondence
log.
3. Click the Select button. The letter opens in .pdf format. The letter can be edited at this point.
4. Click the Exit button twice to return to the eSIS Main Start screen.
Viewing the Student Correspondence Log
1. From the eSIS Main Start screen, click the School > All Student Correspondence on the menu bar.
The All Student Correspondences screen opens.
2. Click the School radio button.
3. Click the first Date Range field and enter the date.
4. Click the Query button.
A log of student correspondence is returned which matches your search criteria and for which the Log
checkbox was selected on the Design Letters screen.
5. Click the Print button.
A report is generated for all student correspondence selected by parameters of your query. To close the
report, click the Windows Exit button.
The All Student Correspondences screen opens.
Click the Exit button to return to the eSIS Main Start screen.