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CORF2311 - Outgoing Correspondence Detail
Purpose |
To enable the recording and viewing of students who have been sent a Correspondence Item |
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Subsystem | Correspondence | |
Normally Run By | Correspondence Specialist | |
Anticipated Frequency | When setting up Correspondence for Year, or as required | |
Structure | Blocks | Correspondence Item |
Outgoing Correspondence | ||
Tab |
More Detail | |
Buttons | Find Person | |
References (CORF2321) |
Correspondence Item This form is used to view and record those students who have been sent a particular item of correspondence. This form can only be accessed by selecting the Sent To button in the Register Correspondence Item form (CORF2310). Where correspondence sent to an individual student is to be viewed or recorded, use the Maintain Outgoing Correspondence form (CORF2320). This is a context block. The Correspondence Item displayed here is brought forward from (CORF2310). Outgoing Correspondence This block displays a list of students who have been sent the Correspondence Item shown in the block above and is used to record students receiving manually issued Correspondence Items. Data is automatically recorded for System generated correspondence. Use the References button to navigate to CORF2321 to view reference details for any student and Correspondence Item. Correspondence returned to the institution because the student no longer resides at the address to which the item was sent is recorded by entering a date in the Returned To Sender field. Address Type details are automatically recorded for System generated correspondence, and entered here for manually issued correspondence. This enables the address to which a student's Correspondence Item was sent to be identified and, where the item was returned, the end dating of that address (making it obsolete) using the Maintain Person Address Details form (ENRF3030). Some System jobs automatically create a tracking item record for the Correspondence Item. Details of such tracking jobs are displayed here. Reference button The Reference button at the bottom of the block invokes Outgoing Correspondence Reference Detail form (CORF2321) |
The Correspondence Item block contains: The following fields are:
The Outgoing Correspondence block contains:
More Detail Tab
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To manually record the sending of a Correspondence Item using the Outgoing Correspondence Detail form:
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Rules/Notes: Recipients of correspondence generated by System jobs are automatically recorded. Data is entered in this form only for manually issued correspondence. Where correspondence sent to an individual student is to be recorded, the Maintain Outgoing Correspondence form (CORF2320) can be used. Cannot insert / update / delete a message of type electronic message using this form. |
To modify outgoing correspondence records using the Outgoing Correspondence Detail form:
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Rules/Notes: Once recorded, it is unusual to modify an outgoing correspondence record except where the correspondence is returned to sender. This is described below. |
Recording returned correspondence using the Outgoing Correspondence Detail form:
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Rules/Notes: The Maintain Outgoing Correspondence form (CORF2320) can also be used to record returned correspondence and is the preferred form where single items are to be recorded. Where correspondence is 'returned to sender', the student's address should be End Dated to prevent further use. |
To delete outgoing correspondence records using the Outgoing Correspondence Detail form:
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Rules/Notes: System generated outgoing correspondence records cannot be deleted. Records of manually issued outgoing correspondence, once created, are not usually deleted, unless they have been created in error. |
Last
Modified on 2 March, 2004