Warning letters

A first and then a final warning letter to the guardians of a pupil often absent without an excuse, printed once approved.

What it is for

When a pupil's unexcused absent days in the last 30 reach the first number in “Often-absent settings”, a first warning letter is made for them; when they reach the critical number, a final warning letter. The letter is written from the record alone: the school's name, the pupil's name and class, the days absent, the number reached, the date and a signature line, with no free text. It is printed only once someone who holds “Approve warning letters” approves it.

Who uses it

The page opens for whoever holds “View warning letters and print the approved ones”, to look only, or “Approve warning letters”, to work in it. In the built-in roles: Owner, Manager, Principal. They are granted to any role under Settings → Roles and permissions.

Step by step

1. Open “Warning letters” from the menu under “Attendance” (it shows while the letters are on), or from “Waiting for you” on the Pupil affairs dashboard.
2. On the “Awaiting approval” tab open a letter and check its preview.
3. If you hold “Approve warning letters”, press “Approve”, or “Cancel the letter” if it is not right.
4. Once approved press “Print / PDF”: the page prints from the browser; to keep it as a PDF choose “Save as PDF” in the print window.

How it works

The unexcused absence is counted in days over the 30 ending today, as the “Often absent” card counts it, so a day whose excuse was accepted is not counted. The days are counted from the term's first day at the earliest, so days of an earlier term never make a letter in the next. A pupil has one first letter and one final letter per term; a pupil who reaches the critical number at once gets the final one alone, and one who reaches it while their first letter still awaits approval keeps the first beside the final until it is approved or cancelled. At approval the days are counted again: if an accepted excuse took the pupil below the letter's limit, the approval is refused; otherwise the letter carries its days as they stand that day. Until it is printed the letter is a draft, with no signature or stamp. A cancelled letter is not made again for the pupil in the same term. Each reader sees the letters of the pupils in their own reach: a class's teacher sees their class's, a principal their school's. Every letter made, approved, printed or cancelled is recorded in the pupil's action log by number, never by name. The system does not send the letter by WhatsApp or text message: the school hands it over on paper or as a PDF its own way. Once approved, the guardian also sees the letter, read only, on their child's page in the family portal; a letter not yet approved, or cancelled, is never shown there.

On the page

• Pick the letters' state.
• The letters: the pupil and their class, the letter's kind and the days absent; open a letter from the pupil's name.

Part of these flows

• A pupil's year on one page

Questions

Why is “Warning letters” not in the side menu?

Because the letters are optional: they appear once someone who holds the “Manage Pupil affairs settings” key over the group turns on “Issue absence warning letters” in the “Warning letters” section of the “Attendance settings” page, and it then shows in the menu under “Attendance”, as well as under “Waiting for you” on the Pupil affairs dashboard.

Why can't I print the letter?

Because it is not approved yet: a letter that is not approved is a preview only. Someone who holds “Approve warning letters”, the principal's key, approves it.

The pupil's excuse was accepted after the letter was made. What do I do?

The letter keeps its days as they were counted when it was made, so check it before approving it; if it is no longer right, press “Cancel the letter”.