CORF2320 - Maintain Outgoing Correspondence

Purpose

To enable the recording and viewing of correspondence sent to individual students

Subsystem Correspondence
Normally Run By Correspondence Specialist
Anticipated Frequency When setting up Correspondence for Year, or as required
Structure Blocks  Person
Outgoing Correspondence

Tab

More Detail  
Buttons Find Person (ADMF1211)
References (CORF2321)  
Detail (CORF2330)

 

Person

This form is used to view and record items of correspondence sent to individual students. It is also used to record a second and any subsequent issue of the same Correspondence Item, both system and manually generated, to a student. The Correspondence Items must already be recorded in the system. They are recorded using the Register Correspondence Item form (CORF2310) or automatically if using Electronic Messaging. Further details of manually issued Correspondence Items can be recorded or viewed in the Correspondence Detail form (CORF2330) accessed via the Detail button in this form. Where a number of students are sent the same Correspondence Item, use the Outgoing Correspondence Detail form (CORF2311) to record/view the item. Reference details for a particular item can be viewed in CORF2321, accessed via the References button.

This block is used to display the student for whom Outgoing Correspondence is listed in the block below.

Outgoing Correspondence

This block displays a list of correspondence sent to the student displayed in the block above. Data is automatically recorded for system generated correspondence.

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 can be recorded for system generated correspondence and manually issued correspondence. For system generated correspondence, the address type can be determined using the Maintain Person Address Details form (ENRF3030). Recording this information enables the address to which a student's Correspondence Item was sent to be identified and, where the item was returned, permits the recording of an end date against that address (making it obsolete).

Some system jobs automatically create a tracking item record for the Correspondence Item. Details of such a tracking item are displayed in this form.

This form is accessed from the main menu, or through the Correspondence button in the Person Inquiry Screen (INQF1A00).

 

The Person block contains:

  • Person ID
  • Sex
  • Date of Birth

Button

The Outgoing Correspondence block contains:

  • Correspondence Type (LOV)
  • Reference Number
  • Creation Date
  • Issued
  • Sent
  • Returned To Sender

More Detail tab

  • Address Type (LOV)
  • Tracking ID
  • Tracking Status
  • Comments

    Buttons

Rules/Notes:

When this form is accessed via the main menu, records can be updated. However, when accessed through the Correspondence button in the Person Inquiry Screen (INQF1A00), the form only allows queries to be perofrmed and only for the context values.

To manually record the sending of a Correspondence Item to a student using the Maintain Outgoing Correspondence form:

  • Perform a query to locate the required student record as described above
  • Navigate to this block
  • Enter Insert mode
  • Select the Correspondence Item from the list of values in the Correspondence Type field of a blank record. Creation Date defaults to the creation date of the Correspondence Item
  • The issued date defaults to the current date. Change this as required.
  • The Sent date is used to record the actual date the item was sent to the student and defaults to the issued date when the record is saved. Change this as required
  • Click on the More Detail tab
  • Enter the address type used to send the item to this student (or select from the list of values) in the Address Type field. (optional)
  • Where a tracking item has been manually created for the student's Correspondence Item in the Tracking subsystem, enter the tracking ID in the corresponding field. (optional)
  • Enter any notes regarding this record in the Comments field. (optional)
  • Save
  • Select the Detail button to invoke CORF2330 if a copy of the item is to be recorded. (optional)

Rules/Notes:

Recipients of correspondence generated by system jobs are automatically recorded. The only other data is entered in this form for manually issued and returned correspondence.

Where a Correspondence Item sent to many students is to be recorded, the Outgoing Correspondence Detail form (CORF2311) can be used.

Cannot insert a message of Type: Electronic Message.

 

To modify Outgoing Correspondence records using the Maintain Outgoing Correspondence form:

  • Find the record to be modified
  • Modify the record as required
  • Save
  • Select the Detail button to invoke CORF2330 if a copy of the item is to be recorded. (optional)

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 correspondence which is returned to the institution un-opened using the Maintain Outgoing Correspondence form:

  • Perform a query to locate the required student record as described above
  • Select the record relating to the returned Correspondence Item
  • Enter the return date in the Returned To Sender field
  • Save
  • Note the address type displayed in the Address Type field. Navigate to the Maintain Person Address Details form (ENRF3030) and end date the address of that address type

Rules/Notes:

The Outgoing Correspondence Detail form (CORF2311) can also be used to record returned correspondence and is the preferred form where the same item of correspondence, sent to a number of students, has been returned.

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:

  • Find the record to be deleted
  • Locate the cursor in the record to be deleted
  • Delete record
  • Save

Rules/Notes:

Outgoing Correspondence records, once created, are not usually deleted, unless they have been created in error.

 

Last Modified on 05 July, 2005