Penn State Mark

AFJC - Correspondence Student Review

Purpose

This screen is used to view and record written and email correspondences that are sent to students. It will only include correspondences that our office initiates via formal processes. It will not include "personalized" correspondences. (The screen will also list correspondences from the Student Aid and Bursar offices.)

Related Screens

  • AFTC - Maintain Letter Code Descriptions

Screen Functions

View a student's correspondence

  1. At ID, enter student identification number
  2. At ACAD YR, enter the academic year
  3. Press ENTER

Add a student correspondence

  1. At ID, enter student identification number
  2. At ACAD YR, enter the academic year
  3. Press ENTER
  4. At ACTN, enter A
  5. At LTR CODE, enter the five-character letter code
  6. At DATE SENT, enter the date the correspondence was sent
  7. At DESCRIPTION, enter the correspondence description
  8. Press PF12

Note: The correspondence description is optional. The description is automatically generated for some letter codes.

Change a student correspondence

  1. At ID, enter student identification number
  2. At ACAD YR, enter the academic year
  3. Press ENTER
  4. At ACTN, enter C
  5. Make necessary changes to the correspondence record
  6. Press PF12

Delete a student correspondence

  1. At ID, enter student identification number
  2. At ACAD YR, enter the academic year
  3. Press ENTER
  4. At ACTN, enter D
  5. Press PF12
  6. A pop-up window appears to confirm the deletion
  7. Press PF12 to process the deletion

Additional Field Level Detail

Field
Description
ID Student's identification number
ACAD YR Academic year (ex: 201314)
NAME Student's name
ACTN
Action code
A - Add a correspondence
C - Change a correspondence
D - Delete a correspondence
I
Correspondence intercepted?
N - Correspondence was sent
Y - Correspondence was not sent
Blank - Correspondence was generated manually
LTR CODE Five-character letter code
DATE SENT Date the correspondence was sent (MMDDYY)
DATE RECD N/A
STAFF User who entered the manual correspondence
DESCRIPTION Description of the correspondence

Function Keys

Key
Function
ENTER Brings up record, invokes all edits
PF5 Sort correspondences from oldest to newest
PF6 Sort correspondences from newest to oldest
PF7 Page back
PF8 Page forward
PF9 Sort correspondences by letter code
PF12 Invokes all edits and updates