Eligibility Ending Letter

Complete the following steps to create a letter for notifying people when they are reaching the end of their eligibility period.


Step 1 - Create an Ad Hoc Query

PATH: Ad Hoc Reporting > Filter Designer > Query Wizard > Student

See the article Student Filter fields for Ad Hoc Reporting for more information about this type of Ad Hoc Query.
StepActionExample
1Create an Ad Hoc query with the Filter Data Type of Student.

Screenshot of the Filter Designer where Query Wizard and Student options are selected.

2

Enter a Query Name and select the following fields.

  • Demographics > lastName; firstName
  • FRAM > Eligibility > eligibility; endYear; endDate

Screenshot where the Query Name is entered and five fields selected from Demographics and FRAM are highlighted.

3

Enter the following filter data.

FieldOperatorValue
posElig.eligibilityINF,R
posElig.endYear=The year in which the eligibility is ending.
Example
If it is a 17-18 eligibility, the end year is 2018.
posElig.endDate=The date on which the student’s eligibility is expiring.
posEligToday.eligibilityToday=None


If you are using the prior year's end date and want to exclude students who have an eligibility in the current year, be sure to add the posEligToday.eligibilityToday field to your Ad hoc filter. 


For example, the 2019-2020 roll-forward end date is 10/21/2020. If a student has a 19-20 eligibility end date of 10/21/2020 and has a 20-21 eligibility that has a start date any time after 10/21/2020, adding posEligToday.eligibilityToday = none will remove this student from the report.  

Screenshot of operators and values used to narrow down the search results.

4

Click the Save & Test button.

 

Make sure All Schools and All Calendars is selected on the top bar to get a district-wide list.

Screenshot of operators and values. The Save and Test button is highlighted..

Step 2 - Create the Letter Format

PATH: Ad Hoc Reporting > Letter Designer

See the Letter Designer article for more information about this tool.

StepActionExample
1

Select one of the following Letter Format Options then click the New Format button.

  • The Blank Form Letter format will generate letters exactly as they are created within the Letter Designer.
  • The Address Form Letter format will generate the same information as the Blank Form format but it also includes the student's address information.

Screenshot of the Letter Designer tool. The Addressed Form Letter option is selected, and the New Format button is highlighted.

2Enter a Name for the letter format and type the message in the text field.

Screenshot after the New Format button is clicked. The Name field contains text and the message appears in the text field.

3Click the Save Format button.

Screenshot of the letter format. The Save Format button is highlighted.


Step 3 - Build the Eligibility Ending Letters

PATH: Ad Hoc Reporting > Letter Builder

See the Letter Builder article for more information about this tool.

StepActionExample
1In the Saved Filters column, select the Ad Hoc query you created in Step 1 - Create an Ad Hoc Query.

Screenshot of the Letter Builder tool. A saved filter, a saved letter, and the Build Letters button are highlighted.

2In the Saved Letters column, select the letter format you created in Step 2 - Create the Letter Format.
3

Select one of the following Sort Options.

  • Alpha - Data is sorted alphabetically by student last names.
  • Grade/Alpha - Data is sorted by grade level and then alphabetically by student last names.
  • Zip - Data is sorted by address zip code (used for bulk mail rates).
  • Teacher - Data is sorted by teacher.
4Make sure All Schools and All Calendars is selected on the top bar to get a district-wide list then click the Build Letters button.