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CORF2320 - Maintain Outgoing Correspondence
Purpose |
To enable the recording and viewing of correspondence sent to individual students |
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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:
The Outgoing Correspondence block contains:
More Detail tab |
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:
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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.
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To modify Outgoing Correspondence records using the Maintain Outgoing Correspondence 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 correspondence which is returned to the institution un-opened using the Maintain Outgoing Correspondence form:
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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:
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Rules/Notes: Outgoing Correspondence records, once created, are not usually deleted, unless they have been created in error. |
Last
Modified on 05 July, 2005