Administrative Decisions & Letter Templates

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Administrative Decisions connect behavior outcomes to the communication sent to families. In Radix LMS, they are the final decision labels administrators assign during behavior resolution and referral processing, and they can be paired with a letter template used for notifications and printable letters.

This page focuses on setup and configuration. The actual assignment of an administrative decision happens later during Behavior Resolution and Referral Processing.

Overview

Use this area to define the administrative decisions your school wants staff to choose from when processing behavior cases. Examples might include detention, conference, suspension, warning, parent meeting, reward approval, or other school-defined decisions. Each decision can be linked to one or more behavior outcomes and can also have a letter template for parent-facing communication.

Component	Purpose	Used In	Why It Matters
Administrative Decisions	Defines the final decision options admins can assign	Behavior resolutions and referrals	Keeps decision labels consistent across the system
Behavior Outcome	Associates a decision with one or more outcomes	Resolution workflows	Helps decisions appear in the right context
Letter Template	Stores the message body used for parent letters	Parent letters	Standardizes communication and reduces manual writing

Administrative Decisions list page showing the table, action icons, and any letter/template indicators

Administrative Decisions can also be configured for positive behavior outcomes created for the Rewards behavior type. In that workflow, the decision can represent the final administrative approval or recognition action, and the letter template can be used to communicate reward-related outcomes when needed.

How Administrative Decisions work

Admins configure a list of available administrative decisions.
Each decision may be linked to one or more Behavior Outcomes.
A letter template may be attached so the system can generate communication for parents or students.
During processing, the administrator selects the appropriate decision for the student case.
If notifications are enabled, the configured template is used to generate the message or printable letter.

A decision without a valid letter template may still be selectable, but it can prevent expected parent letter from being sent. If your school wants letters or automated notices, make sure each decision that will be used for communication has a completed template.

Administrative Decisions setup

The Administrative Decisions page is the master list. It is where you add, edit, review, and organize the decisions staff will use later in workflow screens.

Typical information managed on this page

Behavior Outcome association so the decision aligns with the consequence or reward being processed
Admin Decision name or title shown to staff

Depending on your configuration and version, the list may also include edit actions, delete/archive actions, and links to manage templates.

Configuration guidance

Setup item	Recommendation	Reason
Decision names	Use plain, school-approved language	Staff should immediately understand when to use each option
Outcome mapping	Link decisions only to the outcomes they truly support	Prevents confusing or irrelevant choices during processing
Template coverage	Create a letter template for each decision that requires family communication	Prevents gaps in notifications and printable letters
Review process	Audit this list before the school year starts	Ensures labels, policy terms, and templates are current

A good naming convention is to make the administrative decision reflect the final action, not the incident. For example, use decision names like After-School Detention, Parent Conference, or Out of School Suspension instead of generic names like Step 2 or Action A.

Letter Templates

Letter templates are the reusable bodies of text attached to administrative decisions. They reduce manual editing, help your school keep a consistent tone, and support automated notifications. They are especially useful when the same decision is issued repeatedly throughout the year.

What a letter template usually includes

A greeting to the parent or guardian
Student- and case-specific merge variables
The outcome or decision details
Optional comments entered during processing
Signature or closing language configured by the school

Letter template icons. Plus sign indicates no template has been added

Letter template edit screen showing the template body text area and variable references

Example letter template

The following sample shows how a school might combine letter text with Radix LMS merge variables. Use it as a starting point, then adjust the wording to match your handbook,

tone, and local policy.

Date: [[today]]

Dear Parent,

I regret to inform you that [[firstname]] [[lastname]] is assigned [[hour]] of [[administrativedecision]] to be served on [[servedate]] [[between]].

[[resolutioncomment]]

Minor consequence count: [[minorconsequencecount]]

The description of the offense(s) is as follows:

Our records indicate that your child has accrued [[totalpoint]] conduct points due to his/her violations up to date [[runenddate]]. The conduct points have been assessed based upon the minor violation discipline cycle in the [[schoolname]] Student Handbook.

[[datatable]]

Parents and students have instant access to the recorded information at Radix LMS dashboard. Administration will review the recorded Behavior Log weekly and give consequences accordingly. The consequences for points are as follows:

1-3 points/week: No consequence assigned. However points will be transferred to the following week.
4-9 points/week: Lunch detention/After School detention
10-15 points/week: Half Day ISS/Full Day ISS/Saturday Detention
16 or more points/week: Disciplinary referral form and Level II offense

Please feel free to contact me if you have any questions or concerns.
Sincerely,
[[schoolname]] Administration

When copying a sample into Radix LMS, verify each placeholder against the variable helper shown on your own site. Available variables may differ between behavior resolution templates and referral templates.

Example reward letter template

The following sample is for a positive behavior outcome linked to the Rewards behavior type. Schools can use this when the administrative decision represents an approval, recognition, award, or other positive action.

Date: [[today]]

Dear Parent,

We are pleased to inform you that [[firstname]] [[lastname]] has been recognized for positive behavior at [[schoolname]].

Administrative Decision: [[administrativedecision]]

[[resolutioncomment]]

The recognition is based on the following positive behavior record(s):

[[datatable]]

We appreciate [[firstname]]'s effort to demonstrate positive conduct and contribute to a respectful school community. Please join us in congratulating [[firstname]] on this achievement.

Thank you for your continued support.

Sincerely,
[[schoolname]] Administration

Before using this sample, verify that each placeholder is available in the reward or positive behavior template helper on your site. If your template helper uses different variables for reward workflows, copy those variables exactly.

Template best practices

Write in clear, family-friendly language.
Keep policy wording aligned with your student handbook.
Do not hard-code student-specific details into the template.
Use the provided variables exactly as documented in the form.
Test one sample decision before the school year begins.

Best practice: create a short set of standard templates for your most common administrative decisions first, test them in a sample workflow, and then expand only if needed.

Variable usage

Radix letter templates can include dynamic placeholders that are replaced when the letter or notification is generated. The exact list shown in your form may vary, but these typically include student, school, run period, decision, and comment details.

Only use variables exactly as shown in the template help on your site. Changing the bracket format or misspelling a variable can cause the final letter to display raw placeholder text instead of real data.

Recent behavior system updates also clarified template terminology by renaming older labels such as Email Body to Letter Template and distinguishing Behavior Resolution Variables from Referral Variables.

Recommended setup order

Create your Behavior Outcomes first.
Add your Administrative Decisions using clear school-approved names.
Link each decision to the correct outcome or outcomes.
Create or paste the Letter Template for each decision that should send communication.
Review the wording for legal, handbook, and tone consistency.
Test a sample behavior resolution and a sample referral workflow.

Common issues and how to avoid them

Issue	What it looks like	How to prevent it
No template attached	The decision can be selected, but no parent letter or notification is generated as expected	Attach a completed template to any decision that should communicate outward
Too many similar decisions	Admins are unsure which option to choose	Consolidate overlapping decisions and use clearer labels
Incorrect variable text	Letters show raw placeholders instead of student details	Copy variables exactly from the helper text in the editor
Outdated wording	Letters reference old policy language or past school years	Review and refresh templates annually

Troubleshooting tip: a decision is available, but communication is missing

First, confirm that the decision has a letter template attached. Next, verify that the selected workflow actually sends notifications for that action. Then test the template content for valid variables. If your site recently changed terminology or workflows, review whether the template was copied from an older version and still uses outdated wording.

Troubleshooting tip: staff are choosing inconsistent decisions

This usually means the list has too many overlapping options or the names are too vague. Review the list with school leadership and keep only the decisions that reflect actual practice. Clear naming is usually more effective than adding more options.

Permissions and access

This area is intended for school administrators or other users with behavior management configuration access. Staff who process entries may be able to choose from existing administrative decisions later in workflow screens without having permission to edit the master setup.

References

Behavior Plugin Settings