Purpose

To allow the recording and viewing of students who have been sent a correspondence item

Subsystem

Correspondence

Structure

Two Blocks

Outgoing Correspondence

Navigation Button invokes:

Outgoing Correspondence Reference Detail form.

Image

Correspondence Item

Explanation

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 navigation 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).

Example

To inquire on outgoing correspondence details for a correspondence item other than the one initially displayed:

1. Exit this form and return to CORF2310.
2. Re-query to locate the required correspondence item.
3. Select the Sent To navigation button to return to this form.

Outgoing Correspondence

Explanation

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.

Example

To manually record the sending of a correspondence item using the Outgoing Correspondence Detail form:

1. Enter Insert mode.
2. Enter the ID number of the student being sent the correspondence item.
3. The issued date defaults to the current date. Change this as required.
4. The sent date defaults to the issued date when the record is saved. Change this as required. To update this field for all recipients of a correspondence item, job CORJ2440 may be run.
5. 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)
6. 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)
7. Enter any notes regarding this record in the Comments field. (optional)
8. Save.
9. Repeat for each student receiving the correspondence item.

• 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.

To modify outgoing correspondence records using the Outgoing Correspondence Detail form:

1. Find the record to be modified.
2. Modify the record.
3. Save.

• 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:

1. Find the correspondence item using the Register Correspondence Item form (CORF2310).
2. Select the Sent To navigation button to navigate to this form.
3. In the lower block, select the person to whom the returned item was sent.
4. Enter the return date in the Returned To Sender field.
5. Save.
6. 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.

• 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:

1. Find the record to be deleted.
2. Locate the cursor in the record to be deleted.
3. Delete record.
4. Save.

• 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.

Changes within this form will have the following notable effects: