1. Creating and Sending Point of Service Letters

2. Creating and Sending Point of Service Letters
Creating Letters
Working w/ Merge Fields
Sending Letters
***Font Size 40 & 22 - Corbel

3. 4 common POS letters include;
Direct Certification notification
Expiring Grace from Rollover (not reduction of benefits)
Negative or Low Balance
Refused Benefits
Because Directly Certified and Free-Grace and Reduced-Grace students do not have a current Free and Reduced application, letters are managed through POS.
Refused Benefits letters are also managed through POS letters.
4 common letters for POS include;
Negative or Low Balance
Direct Certification notification
Expiring Grace from Rollover
Refused Benefits letters are also managed through POS letters.
We’ll review these letters in another lesson.
We’ll review Application letters in another lesson.

4. Creating POS Letters Letters for
Browse to >Community>Letters and click Create Letter, then choose POS.
Browse to >Community>Letters
Letters for
Direct Certification, Expiring Grace and Refused Benefits are POS, not Application,
because they do not belong to an application processed in the current school year.

5. Mouse over the function keys; a popup will describe they’re function.
Give it a Name, Description and Language and you’re ready to create your new letter.
Mouse over the function keys; a popup will describe they’re function.
Type in the contents of your Letter or, if you’ve already got it in electronic format, simply Copy/Paste.
Use Merge Codes to insert the appropriate data for your students into each letter.
Choose the applicable code from the dropdown list.
Be sure to Save when finished.
Give it a Name, Description and Language.
Mouse over the function keys; a popup will describe they’re function.
Type in the contents of your Letter or, if you’ve already got it in electronic format, simply Copy/Paste.
Merge Codes will insert the appropriate data for your students into each letter.
Choose the applicable code from the dropdown list.
Be sure to Save when finished.

6. To select student records to send Direct Certification Letters
In Student Records, select DC Only
Select All (by checking the top checkbox) or individual records
And selecting or Print Letters
And selecting or Print Letters

7. And choose whether to Print One Letter Per Household
Select All or New Only (excludes students who have already received a letter)
And choose whether to Print One Letter Per Household
And then Process Letters to finish
Select the appropriate letter
Select All or New Only (excludes students who have already received a letter)
And choose whether to Print One Letter Per Household
And then Process Letters to finish
Note that only POS letters are displayed
Select the appropriate letter

8. Many of you will want to send a letter at the beginning of the year
to remind households to apply for Free and Reduced benefits
Create the appropriate Letter and choose Expiring apps,
to locate Students who have not have a processed application for this school year.
Many of you will want to send a letter at the beginning of the year to remind households to apply for Free and Reduced benefits
Create the appropriate Letter and choose Expiring apps, to locate Students who have not have a processed application for this school year.
Select Students and Print Letter as previously described.
Select Students and Print Letter as previously described.

9. Select Balance and Status and modify as shown
To make sending Negative or Low Balance letters easier create and save a New View.
Select Balance and Status and modify as shown
To locate Active students with a Negative Balance Use the Filter option to
And, it will be available in the View dropdown.
To make sending Negative or Low Balance letters easier create and save a New View.
To locate Active students with a Negative Balance Use the Filter option to
Select Balance and Status and modify as shown
Give it a meaningful name and Save
And, it will be available in the View dropdown.
Give it a meaningful name

10. You can use Filtering and Views for a many lookups.
Here’s an example of Locating students with Refused Benefits by filtering Eligibility as shown.
You can use Filtering and Views for a many lookups.
Here’s an example of Locating students with Refused Benefits by filtering Eligibility as shown
Views are ‘per User’, so you won’t see Views created by other users.
Views are ‘per User’, so you won’t see Views created by other users.

11. Thanks for Learning!. Please do not hesitate to contact us if you have questions.