First Letter Form
 

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First Letter Form:  HOW DO I Process the First Letters to Sponsor?

What is the First Letter To Sponsor?  A First Letter To My Sponsor is required whenever a student is sponsored for the first time OR changes sponsors.  When mdb files are processed, new sponsor assignments will automatically trigger a First Letter record for each new sponsorship, used to generate a piece of letterhead for each student who has a new sponsorship.  A list is also printed that serves as a control for the country office and a cover/check  sheet for each school.  The list and letterhead sheets are given to the school.  The letterhead and first list report print in the following sort order: school, grade, class and student name.  A second list report that prints by school and student ID is available for use in the office. 

Processing the First Letters to Sponsor.

  1. After processing mdb file, go to First Letter form.
  2. Enter the beginning date and ending date in the desired date range.  By default both are today's date.  Normally today's date will be used.  However, if the user chooses not to process first letters when sponsor assignments are processed, he may enter an earlier beginning date.
  3. Print the First Letter List.  Press the Class Order button to print the List that goes to the school.  If the list is small, the country office can print the same list.  However, if there are multiple pages, the user will want to print the list in student ID order.
  4. Print the Letterhead Sheets or Letterhead Sheets with Photos.  These are one page per student reports formatted to use student letterhead.  The Publisher file with letterhead ideas can be download from the SMP website (http://lacc-smp/files/LetterheadIdeas.zip).  Note: The photo letterhead has a slightly different format.  Insert the appropriate student response letterhead into the printer and print the report.  Each country can develop this letterhead to taste.  Larger programs may want to have various pieces of letterhead with different graphics.  It is important that the area where the information prints be left blank.  These letters are then distributed to the schools with the list as a cover and distributed to students to write a letter to their sponsor and return the letter to the country sponsorship office.
  5. Group the letterhead sheets by school and paperclip them with each school's list.  Send lists and letterhead to the schools to request the First Letters ("Thanks for Choosing Me") from students.
  6. When First Letters are returned from students, put a check mark in the Received box.
  7. Follow-up on outstanding First Letters by printing the First Letters Outstanding Report.