The FRAM Letter templates are used for Meal Benefits Applications, Approval/Denial Letter and portal messages. These templates are formatted after the USDA letter templates.

Manage Letter Templates

The Letter Editor tool is used to modify and print letters and send messages using pre-defined templates.

Documentation

You are viewing a previous version of this article. See FRAM Communication for the most current information.

Classic View: FRAM > Letter Editor

Search Terms: Letter Editor

The FRAM Letter Editor allows users to modify and print letters and send messages using pre-defined templates. The FRAM Letter templates are used for paper and online Meal Benefits Applications, Approval/Denial Letter and portal messages. These templates are formatted after the USDA letter templates.

Text within brackets, such as [free/reduced], function as fields that will populate with Infinite Campus data when the letter is generated and should not be modified.

What can I do?	What do I need to know?
Create a Letter Modify the Letter Format Copy Letters Delete Letters Print a Sample Letter Generate Letters	Important Information about this Tool Letter Formats Letter Languages

What can I do?

What do I need to know?

Create a Letter
Modify the Letter Format
Copy Letters
Delete Letters
Print a Sample Letter
Generate Letters

Important Information about this Tool

Letter Formats

Letter Languages

Letter Editor Example

Important Information about this Tool

Letters are created for the school year. Only one letter per language type can be created per year. FRAM letters can be created or copied from previous years to prepare for the upcoming school year.
If you would like to send a letter to notify people when they are reaching the end of their eligibility period, see the following article: Eligibility Ending Letter.
You MUST create custom approval/denial letters if
- you marked the Use Custom Approval/Denial Letter checkbox on the FRAM Preferences tab,
- and/or you are using the Online Meal Benefits Application. Letters must be created for non-Portal AND Portal language types when using the Online Meal Benefits Application.
For information about creating custom online Food Service letters, see the Online Application Editor article.
To enable Meal Benefits in FRAM Preferences > Application Preferences you must have at least one English (Portal) Process Inbox letter on the Letter Editor tab. If the letter is not set up, the error message "Online Application Letters must be set up" will display on the FRAM Preferences.

Letter Formats

Each letter type uses a standard font size of 10. This cannot be modified. The font type is defaulted to Arial; this can be changed by the user to Times New Roman, if desired. Letters will print on standard size paper (8.5 x 11) and will fit into standard #10 window envelopes when tri-folded.
The top margin, commonly used to leave space for district letterhead, can be increased or decreased by selecting the Allow Margin for Letter Head option. Side and bottom margins cannot be adjusted.
For more information about each letter format, see the Generating Letters section.

Letter Languages

Letters can be created in any supported language as desired. A letter will generate in the designated language for guardians who have that preferred language set in the Preferred Language field on the Demographics tab.

The Preferred Language dropdown list is populated from the Attribute/Dictionary preferred language list (System Administration > Custom > Attribute Dictionary > Contact > Preferred Language). This list can be modified to fit district’s needs.

Screenshot of the Preferred Language field in the Demographics tool. Preferred Language

Screenshot of a Spanish Letter example. Spanish Letter Sample

Selecting the Language from the Letter Detail editor only associated the letter to a language. It will not translate the template into the selected language.

The following languages are supported in the PDF rendering of a letter:

Cambodian
English
French
Haitian Creole
Hmong
Portuguese
Samoan
Somali
Simplified Chinese
Spanish
Tagalog
Traditional Chinese

To create a language other than English, it is recommended the English version be translated into the desired language, or use a State/Federal translated version. Create the language version of the letter in a word processing tool (MS Word, etc.) and then copy/paste the text into the Letter Editor. Additional formatting may need to be done, such as adjusting bullets.

BabelStone Han is the font type to select for the Language Type of Chinese and Simplified Chinese. This will allow the Print Sample to display the correct characters.

Create a Letter

The following provides information on creating, generating and copying FRAM letters.

It is not possible to add text formatting (bold, italic, etc.) within the editor.

When first using this tool, the Letter Editor will not contain any letters. A new letter will need to be created for each letter type.

Select the New Letter icon from the action bar. A Letter Detail editor will appear.
Select the School Year from the dropdown list, indicating the year for which this letter will be printed.
Select the Type of letter to create from the dropdown list.
Select the Language option from the dropdown list.
Select the Font Type of the letter from the dropdown list.
If printing the letters on district letterhead, mark the Allow Margin for Letter Head checkbox.
Click the Save icon when finished. The new letter will appear as a PDF icon below the Letter Type.

It is advised that one designated person from each district/school have the ability to create letters. Having more users with rights to this tool could lead to the overwriting of templates and cause inaccurate letters to be sent to households.

Each text box within the letter must be populated. If text is removed and the letter saved, the default text from the template will be repopulated.

Modify the Letter Format

After the letter is created, select the desired PDF icon for that letter type. A Letter Format editor will appear.
Make appropriate changes to the Letter Detailsection:
- Change the Font Type.
- Mark the Use Mailing Address checkbox.
- Mark the Allow Margin for Letter Head checkbox. This is not available for portal messages.
Make appropriate changes to the Letter Formatsection:
- Modify all text fields, as desired.
  Carefully review the fields you want to modify. For example, be sure to keep the free/reduced portions of the Direct Certification Approval Letter and do NOT update the checkbox areas on the Approval/Denial Letter.
- Verify the Disclaimer text.
Click the Save icon when finished.
The information included in the body of the FRAM Letters must be populated completely by the end user. Sub-reports and Campus Data Fields are not available. FRAM Preference information is not used in the FRAM Letter Editor.

Copy Letters

Select the desired letter to copy by selecting the PDF icon below the letter type.
Click the Copy icon in the action bar.
Result
The Letter Detail editor displays.
Select the appropriate School Year from the dropdown list.
Select the desired Language of this new letter from the dropdown list.
Select the desired Font Type from the dropdown list.
Mark the Use Mailing Address checkbox (for the Pre-Application Letter only) if the letter should be sent to the mailing address designated for the household.
Mark the Allow Margin for Letter Head checkbox if the letter should be formatted to print on district letterhead.
(This option is not available for all letter types.)
Click the Save Icon when finished. The letter will appear with the selected Letter Type in the selected school year.

Copy Letter

Delete Letters

To delete a letter, select the Delete icon from the dropdown list. A warning message will appear indicating the letter is about to be deleted. Click OK to continue with the deletion process or click Cancel to not delete the letter.

Print a Sample Letter

Since this is a template of a letter, modify the page breaks or other formatting before generating the actual letter.

Select the desired PDF letter icon from the appropriate letter type.
Select the Print Sample icon from the action row. The letter will appear in a new tab in PDF format, displaying the format options chosen. This sample will resemble how the printed letter will look. From this sample view, users can determine if additional changes need to be made to the body text.

Screenshot of the Print Sample button highlighted.. Print Sample

Generate Letters

Once a letter is created in the FRAM Letter Editor, it can be generated from other FRAM tools. The table below lists from where letters can be generated.

Letter Type	Generated From	Logic	Notes
Pre-Application Letter	FRAM Letter Batch	This letter will print for all households in the district where at least one student has an active enrollment for the upcoming school year. This letter uses logic included in the Census Mailing Labels report. One letter per household will print.	In order for this letter to print with addresses, the Use Mailing Address option needs to be selected on the created letter. If this is not selected, the letter will print without an address so it can be used in a bulk mailing where the district may send a generic letter to households using mailing labels. The Pre-Application Letter is a required letter that must be sent to every household in the district. This letter is typically sent in July or August prior to school starting. The letter explains to parents/guardians about the Free/Reduced Application process and how to apply for benefits.
Direct Certification Approval Letter	FRAM Letter Batch	This letter will be sent to households where Direct Certification files have been imported or manually entered and the district must send the household guardian a letter indicating the students in the household were approved for free benefits from the state agency.	Guardian and mailing assignments for students will determine how letters are addressed and how students appear on the letter. This letter should be sent to households where students are approved for free benefits via a Direct Certification file. The district must send the household guardian a letter indicating the students in the household were approved for free benefits from the state agency. This letter will typically be printed on a daily basis when the Direct Certifications are entered.
Approval/Denial Letter	This letter can be printed from multiple locations: Online Applications Process Inbox Message FRAM Letter Batch Household Application Editor	The Approval/Denial Letter can be printed after the paper or online Meal Benefits Application has been processed via the Household Applications Editor or the Online Applications Editor. It can also be printed at the end of the day in a batch format to send to households. Another optional method of delivery is to send the letter electronically via an Inbox Message. This feature is enabled in FRAM Preferences > Application Preferences > Process Inbox Messages. If the letter signer is missing on the application, Campus will use the Head of Household as the name on the letter.	This letter notifies the application signer whether the application was approved or denied. If the Use Custom Approval/Denial Letter checkbox is selected in FRAM Preferences > Application Preferences, the custom letter will print or be sent via Inbox Messages. The option is required if using online Meal Benefits Applications or if sending electronically via Inbox Messages. If the Use Custom Approval/Denial Letter checkbox is not selected in FRAM Preferences > Application Preferences, the default letter will print. The mailing flag must be set for the application signer for a letter to generate. This letter is addressed to the application signer and uses that person's mailing address.
Verification Letters Pre-Notice 1 Pre-Notice 2 Post Notice	Verification	All three verification letters (Pre-Notice 1, Pre-Notice 2 and Post Notice) will ONLY print from the Verification tool.	If the Use Custom Verification Letters checkbox is selected in FRAM Preferences > Verification Preferences the custom letter will print. If the Use Custom Verification Letters checkbox is not selected in FRAM Preferences > Verification Preferences the default letter will print. The mailing flag must be set for the signer for a letter to generate. This letter is addressed to the application signer and uses that person's mailing address.
Process Inbox Messages	Messages (Portal)	Portal inbox messages provide information to the application signer informing them their online Meal Benefits Application has been submitted and processed. An optional message can be sent informing the application signer if their paper application has been processed.	Process Inbox Messages templates need to be created if using Online Applications for Meal Benefits or if the optional Process Inbox Message selections have been marked in FRAM Preferences > Application Preferences for paper Meal Benefits Applications.

Save

Video

Generate Application Notification Letters

The FRAM Batch Letter report generates the following letter types: Pre-Application Letters, Direct Certification Approval Letters, and the Approval Denial Letters.

Documentation

Tool Search: Letter Batch

The FRAM Batch Letter report generates the following letter types: Pre-Application Letters, Direct Certification Approval Letters, and the Approval Denial Letters. Only one letter per household generates.

Due to the amount of applications submitted in some districts, this batch process makes it easier to print Approval/Denial letters.

What can I do?	What do I need to know?
Generate the FRAM Letter Batch Report	Logic for Each Letter Type Report Editor Options

FRAM Letter Batch Report Editor

Logic for Each Letter Type

Letter Type	Logic	Notes
Pre-Application Letter	This letter prints for all households in the district where at least one student has an active enrollment for the upcoming school year. This letter uses logic included in the Census Mailing Labels report. One letter per household prints. Date Logic Uses the first day of school where students are considered active. This letter must be sent to every household in the district where students are actively enrolled for the school year.	In order for this letter to print with addresses, the Use Mailing Address option needs to be selected on the created letter. The Pre-Application Letter is a required letter that must be sent to every household in the district. This letter is typically sent in July or August prior to school starting. The letter explains to parents/guardians about the Free/Reduced Application process and how to apply for benefits.
Direct Certification Approval Letter	This letter is sent to households where Direct Certification files have been imported or manually entered and the district must send the household guardian a letter indicating the students in the household were approved for benefits from the State Agency. Date Logic This date is based on when the student's eligibility began. If a household has more than one child in the district and both received the same direct certification on the same date, only one letter prints. If a household has more than one child in the district, Campus prints a separate letter for each student in the household who is approved on the same date with a certification and eligibility combination that is different than other student(s) in the household. If there is more than one child and multiple dates were used for the direct certification, two letters print. There must be an Eligibility and Direct Certified Type on the student eligibility for the letter to generate.	Guardian and mailing assignments for students determine how letters are addressed and how students appear on the letter. This letter is meant for sending to households where students are approved for benefits via a Direct Certification file. The district must send the household guardian a letter indicating the students in the household were approved for benefits from the State Agency. This letter is typically printed on a daily basis based on when the Direct Certifications are entered. There must be an Eligibility and Direct Certified type on the student eligibility for the letter to print.
Approval/Denial Letter	This letter is meant to be printed after a Meal Benefits Application is processed via the Household Application Editor . It can also be printed at the end of the day in a batch format to send to households. Mark the Include Letters for Online Applications checkbox to include Online Application Approval/Denial letters. This option is only applicable to schools and districts using Online Meal Benefits Application functionality. Date Logic Date logic used in this letter is the Eligibility Effective Date.	This letter notifies the signer of the application if it was approved or denied. If the Use Custom Approval/Denial Letter FRAM preference is on, a custom letter prints. If the preference is off, a canned letter prints. The mailing flag must be set for the signer for a letter to generate. This letter is addressed to the application signer and uses that person's mailing address. This letter prints applications processed on the current date or prior date.

Letter Type

Logic

Notes

Pre-Application Letter

This letter prints for all households in the district where at least one student has an active enrollment for the upcoming school year.

This letter uses logic included in the Census Mailing Labels report. One letter per household prints.

Date Logic

Uses the first day of school where students are considered active. This letter must be sent to every household in the district where students are actively enrolled for the school year.

In order for this letter to print with addresses, the Use Mailing Address option needs to be selected on the created letter.

The Pre-Application Letter is a required letter that must be sent to every household in the district. This letter is typically sent in July or August prior to school starting. The letter explains to parents/guardians about the Free/Reduced Application process and how to apply for benefits.

Direct Certification Approval Letter

This letter is sent to households where Direct Certification files have been imported or manually entered and the district must send the household guardian a letter indicating the students in the household were approved for benefits from the State Agency.

Date Logic

This date is based on when the student's eligibility began.

If a household has more than one child in the district and both received the same direct certification on the same date, only one letter prints.
If a household has more than one child in the district, Campus prints a separate letter for each student in the household who is approved on the same date with a certification and eligibility combination that is different than other student(s) in the household.
If there is more than one child and multiple dates were used for the direct certification, two letters print. There must be an Eligibility and Direct Certified Type on the student eligibility for the letter to generate.

Guardian and mailing assignments for students determine how letters are addressed and how students appear on the letter.

This letter is meant for sending to households where students are approved for benefits via a Direct Certification file. The district must send the household guardian a letter indicating the students in the household were approved for benefits from the State Agency.

This letter is typically printed on a daily basis based on when the Direct Certifications are entered.

There must be an Eligibility and Direct Certified type on the student eligibility for the letter to print.

Approval/Denial Letter

This letter is meant to be printed after a Meal Benefits Application is processed via the Household Application Editor . It can also be printed at the end of the day in a batch format to send to households.

Mark the Include Letters for Online Applications checkbox to include Online Application Approval/Denial letters. This option is only applicable to schools and districts using Online Meal Benefits Application functionality.

Date Logic

Date logic used in this letter is the Eligibility Effective Date.

This letter notifies the signer of the application if it was approved or denied.

If the Use Custom Approval/Denial Letter FRAM preference is on, a custom letter prints. If the preference is off, a canned letter prints.
The mailing flag must be set for the signer for a letter to generate. This letter is addressed to the application signer and uses that person's mailing address.
This letter prints applications processed on the current date or prior date.

Report Editor Options

Editor Options	Description
School Year	The School Year selection determines which data the report includes. It defaults to the active school year and can be modified to generate letters for past years or future years
Time Frame	FRAM Letters can be chosen to generate for patrons on a daily, period or monthly basis. An effective Date, Date Range or Month must be indicated, as it is used to find new letters based on the time period chosen for applications since the last time the report was generated. For Daily, enter a date in mmddyy format or click the calendar icon to select a date. For Period, enter a Start Date and End Date in mmddyy format or click the calendar icon to select a date.
Type	The FRAM Letter Batch can generate the following types of letters. Templates for these letters can be created in the FRAM Communication tool. Pre-Application Letter Direct Certification Approval Letter Approval/Denial Letter
Include Current Enrollments Only	By marking this checkbox, the report only prints letters for students with an active current enrollment as of the current system date.
Sort Options	FRAM Letters can be sorted by either the Guardian/Signer, by City of the household address, or by the Zip code of the household address.

Generate the FRAM Letter Batch Report

Select the School Year for which to generate letters from the dropdown list. This selection is defaulted to the school year selected in the toolbar.
Select the Time Frame option (Daily or Period) for the Approval Date, then enter the specific date or date range.
Select the Type of letter to generate from the dropdown list.
Mark the Include Current Enrollments Only checkbox if you want to print letters for actively enrolled students who have an active enrollment as of the current system date. (optional)
Determine the Sort Option for the report: Guardian/Signer, City, or Zip.
Click the Generate button.
Result: The letter displays in a new window.
Example of FRAM Letter Batch Report

Video

Eligibility Ending Letter

Complete the following steps to create a letter for notifying people when they are reaching the end of their eligibility period.

Documentation

Complete the following steps to create a letter for notifying people when they are reaching the end of their eligibility period.

Step 1 - Create an Ad Hoc Query

Tool Search: Filter Designer

See the article Student Filter fields for Ad Hoc Reporting for more information about this type of Ad Hoc Query.

Step

Action

Create an Ad Hoc query with the Filter Data Type of Student.

Enter a Query Name and select the following fields.

Demographics > lastName; firstName
FRAM > Eligibility > eligibility; endYear; endDate

Enter the following filter data.

Field	Operator
posElig.eligibility	IN
posElig.endYear	=
posElig.endDate	=
posEligToday.eligibilityToday	=

If you are using the prior year's end date and want to exclude students who have an eligibility in the current year, be sure to add the posEligToday.eligibilityToday field to your Ad hoc filter.

For example, the 2023-2024 Default Expiration Date is 9/21/2024. If a student has a 23-24 eligibility end date of 9/21/2024 and has a 24-25 eligibility that has a start date any time after 9/21/2024, adding posEligToday.eligibilityToday = none will remove this student from the report.

Click the Save & Test button.

Make sure All Schools and All Calendars is selected on the top bar to get a district-wide list.

Step 2 - Create the Letter Format

Tool Search: Letter Designer

See the Letter Designer article for more information about this tool.

Step	Action
1	Select one of the following Letter Format Options then click the New Format button. The Blank Form Letter format will generate letters exactly as they are created within the Letter Designer. The Address Form Letter format will generate the same information as the Blank Form format but it also includes the student's address information.
2	Enter a Name for the letter format and type the message in the text field.
3	Click the Save Format button.

Step

Action

Select one of the following Letter Format Options then click the New Format button.

The Blank Form Letter format will generate letters exactly as they are created within the Letter Designer.
The Address Form Letter format will generate the same information as the Blank Form format but it also includes the student's address information.

Enter a Name for the letter format and type the message in the text field.

Click the Save Format button.

Step 3 - Generate the Eligibility Ending Letters

Tool Search: Letter Builder

See the Letter Builder article for more information about this tool.

Step	Action
1	In the Saved Filters column, select the Ad Hoc query you created in Step 1 - Create an Ad Hoc Query.
2	In the Saved Letters column, select the letter format you created in Step 2 - Create the Letter Format.
3	Select one of the following Sort Options. Alpha - Data is sorted alphabetically by student last names. Grade/Alpha - Data is sorted by grade level and then alphabetically by student last names. Zip - Data is sorted by address zip code (used for bulk mail rates). Teacher - Data is sorted by teacher.
4	Make sure All Schools and All Calendars is selected on the top bar to get a district-wide list then click the Build Letters button.

FRAM Application Letters - Study Guide

Manage Letter Templates

Important Information about this Tool

Letter Formats

Letter Languages

Create a Letter

Modify the Letter Format

Copy Letters

Delete Letters

Print a Sample Letter

Generate Letters

Generate Application Notification Letters

Logic for Each Letter Type

Report Editor Options

Generate the FRAM Letter Batch Report

Previous Versions

Eligibility Ending Letter

Step 1 - Create an Ad Hoc Query

Step 2 - Create the Letter Format

Step 3 - Generate the Eligibility Ending Letters

FRAM Application Letters - Study Guide

Manage Letter Templates

Important Information about this Tool

Letter Formats

Letter Languages

Create a Letter

Modify the Letter Format

Copy Letters

Delete Letters

Print a Sample Letter

Generate Letters

Generate Application Notification Letters

Logic for Each Letter Type

Report Editor Options

Generate the FRAM Letter Batch Report

Previous Versions

Eligibility Ending Letter

Step 1 - Create an Ad Hoc Query

Step 2 - Create the Letter Format

Step 3 - Generate the Eligibility Ending Letters

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