Purpose

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

Subsystem

Correspondence

Structure

Two Blocks

Person

Outgoing Correspondence

Navigation Buttons invoke:

Outgoing Correspondence Reference Detail form

Correspondence Detail form

Image

Correspondence Item

Explanation

This form is used to view and record the items of correspondence, which have been 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). Further details of manually issued correspondence items may be recorded or viewed in the Correspondence Detail form (CORF2330) accessed via the Detail navigation 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 this. Reference details for a particular item can be viewed in CORF2321, accessed via the References navigation button.

This block is used to display the student for whom outgoing correspondence is listed in the block below.

Example

To inquire on outgoing correspondence details for a particular student using the Maintain Outgoing Correspondence form:

1. Enter Query mode.
2. Enter the student's ID number (or select the Find Person icon to execute a more complex query).
3. Execute query.

Outgoing Correspondence

Explanation

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 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, permits the recording of an end date against 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 a tracking item are displayed in this form.

Example

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

1. Perform a query to locate the required student record as described above.
2. Navigate to this block.
3. Enter Insert mode.
4. 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.
5. The issued date defaults to the current date. Change this as required.
6. 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.
7. 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)
8. 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)
9. Enter any notes regarding this record in the Comments field. (optional)
10. Save.
11. Select the Detail navigation button to invoke CORF2330 if a copy of the item is to be recorded. (optional)

• Recipients of correspondence generated by System jobs are automatically recorded. Data is entered in this form only 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.

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

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

• 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:

1. Perform a query to locate the required student record as described above.
2. Select the record relating to the returned correspondence item.
3. Enter the return date in the Returned To Sender field.
4. Save.
5. 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 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:

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

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

Changes within this form will have the following notable effects: