Table of Contents
Proof Of Student Resides With Letter (PDF)
This letter is available in both English and French. Please refer to French Translations page for the French text.
The Proof Of Student Resides With letter is produced by an internal PASI service and provides a list of parent/guardian contacts on record for the student in context to the student.
General Layout Guidelines
The following guidelines from the PASI Data Format Guidelines are observed:
- All Letter Format guidelines, which includes styles, letterhead, and Print Layout
- Mailing Envelope Requirements
- Data Value Format Guidelines (mailing address format, date format, student name format, etc.).
Page Header
The header of the letter should use the Letterhead as documented in the Data Format Guidelines.
- The processed date (of the document), the ASN of the student and the page indicator (page X of Y) will be shown in the Letterhead's Additional Information area
- The recipient address is shown in the Letterhead's Address Window Area
This header is repeated on every page.
Document Header
The document header will include an address block (displayed in the Letterhead's Address Window Area) and is formatted using the address formatting guidelines.
This header is repeated on every page and is addressed to the student's Preferred name.
Letter Content
Body - Section 1
The letter begins with a salutation and is followed by a sentence that identifies the student. On a multi-page letter the “To whom it may concern” is repeated on every page“.
Student Under 18
“According to our records, as of {Today's Date}, {Firstname} {Lastname} (date of birth: {Date of Birth}) resides with:”
Student Over 18
“According to our records, as of {Day Before 18th Birthday}, {Firstname} {Lastname} (date of birth: {Date of Birth}) resided with:”
| Attrtibute | Source |
|---|---|
| {Today's Date} | Date the letter is generated. |
| {Day Before 18th Birthday} | Date one day prior to the Student's 18th Birthday. |
| {Firstname} | Student’s current legal First name |
| {Lastname} | Student’s current legal Last Name |
| {Date of Birth} | Student's current Birth Date (Student Identity) |
Body - Section 2
The letter displays the name of the student in PASI (based on Student Name records for the student) in context of the age and Student School Enrolment history of the student at the time the name was added to the student record.
Generate Letter for Students Under 18
Parent/Guardian records for the student are displayed with the most recent added at the top of the list and the oldest added at the bottom of the list.
Only Parent/Guardians that are not deleted or expired will display on the letter.
The Address displays the Parent/Guardians Physical Address, otherwise it will display the Mailing Address if no Physical Address is on file for the Parent/Guardian. If the Parent/Guardian does not have a Physical or a Mailing Address record the Address will be displayed blank.
Generate Letter for Students over 18
Parent/Guardian records for the student are displayed with the most recent added at the top of the list and the oldest added at the bottom of the list.
Parent/Guardians that have an expiry date equal to the day prior to the student's 18th birthday will display on the letter.
The Address displays the Parent/Guardians Physical Address, otherwise it will display the Mailing Address if no Physical Address is on file for the Parent/Guardian. If the Parent/Guardian does not have a Physical or a Mailing Address record or if they shared an address with the student prior to their 18th birthday the Address will be displayed blank.
Signature
Alberta Education
Transcripts and Diplomas
Hours of Operation: 8:15am to 4:30pm Monday – Friday (Mountain Time)
Phone: (780) 427-5732 (for toll free access within Alberta, first dial 310-0000)
Email: StudentRecords@gov.ab.ca
Sample Letter - Student Under 18
Sample Letter - Student Over 18
