COVID-19 Coronavirus Updates & Aeries Distance Learning Resources

Aeries Software wants our customers and the community to know that we are here to support them through these challenging times. This page contains all information that we have released related to COVID-19 (Coronavirus). We will continually update this page as we gain new information or resources.


Quick Links


Teacher's Toolkit for Distance LearningGoogle Integration and VideoOnline Learning URL in Portals and VideoSchool and District Portal MessagingTeacher file sharing using Briefcase and Backpack
Student Wellness Check-In / Health Scanning  PageGradebook Options During Distance Model InstructionManage Parent & Student Portal PasswordsDisplay VPC codes to teachers and othersParent Portal Usage Log
Grading to Support Pass/Fail or CR/NCView Parent feedback messages from Portal. (can't login)District Assets for 1:1 DevicesCOVID-19 and Attendance in AeriesUC/CSU newly announced policies on course completions
FREE Aeries Academy - Online PDTeacher App and VideoHow to communicate about the stresses of school closuresStay at home order by the state of CaliforniaModifying the Calendar to Maximize ADA 
Parents option to opt into either receiving a letter or pass/fail term grade. CALPADS STAS reporting Disable loading grades from the gradebook Sent report cards home online...an alternative to mailing 2020-2021 Hybrid and Distance Learning Procedures
SB98 - Update - Daily Participation and Weekly Engagement Tracking and Reporting for Distance LearningAttendance Recommendations for the 2020-2021 school yearFAQs regarding weekly engagement 


Updates


Update 9/16/2020

  • As previously mentioned in the SB 98 Update (step 3), the new Class Calendars feature has been released with the 9/11/2020 version.
  • A new feature to Mass Apply Attendance and Quick Attendance Notes has been released with the 9/15/2020 version. This feature allows teachers to quickly mass enter attendance codes or attendance notes.


Update 9/11/2020

  • It was recently decided to continue to offer ALL Aeries Academy courses and certifications for FREE through December 31, 2020. Register at learn.aeries.com


Update 9/2/2020


Update 8/28/2020

  • After multiple discussions with CDE on 8/27/2020, we now recommend that the default Absence Code "A" be the ONLY absence code marked as "Unverified Absence" and be used by teachers to indicate any student who is not present when expected, either On Campus or in a Distance Learning environment. It should be updated to the appropriate Verified Absence Code as part of the normal Absence Verification Process. If it was for a day of Distance Learning, and there was no subsequent contact with the student or parent, it should be changed to Distance Learning-Not Engaged (Unexcused Absence-Verified). This will allow schools to track students who may need to be placed on a re-engagement plan. We apologize for the confusion on this matter, but we received the template and instructions from CDE at the same time it was given to the LEAs. 
  • We have scheduled some free webinars next week on our plans for the Daily Participation/Weekly Engagement requirements that were just announced. Customers can register for the webinars at the following link:  https://support.aeries.com/support/solutions/articles/14000119806-sb-98-aeries-adjustments-for-daily-participation-and-weekly-engagement


Update 8/27/2020

  • In response to recent information disseminated from the California Department of Education concerning the accounting of Daily Participation and Weekly Engagement during the 2020-2021 school year for Online, In Person, and Hybrid Instruction of students, Aeries is being enhanced with new features including the ability to produce a Weekly Engagement Report. We invite you read about these upcoming changes or register for a webinar on the topic. Because of this, we have also modified our Hybrid Procedures to Consider document.


Update 7/23/2020

Update 7/20/2020

  • The article Hybrid Procedures to Consider for 2020-2021 School Year has been updated to also include information regarding Distance Learning only, since many counties in California plan to open online only.
  • We are getting Aeries ready for the challenges you face starting school this year. Part of the preparation is deciding what changes to Aeries will have the most impact.  We have put together a survey that will help us prioritize development.  We worked with many districts and the CDE to come up with these possible enhancements.  Please fill out this quick survey at https://aeries.link/hybridfeatures as soon as you can as we are looking to start development this week on the highest priority items. Here is a list of the development items we are considering along with some background to help you prioritize these on the survey:
    1. For Teachers - Easily Create Recurring Gradebook Assignments
      • For students engaged in distance learning on a particular day, a teacher must track the means by which the student engaged that day. The Aeries Gradebook is a great place to record this information with a Daily Assignment so the ability to create a recurring assignment would be helpful.
    2. For Teachers - Allow student sorting using the Additional Student Field Columns (this would be useful when students are identified by the on-campus vs at-home work pattern)
      • When taking attendance for a class of students who are mixed between on campus and distance learning, this will help group these sets of students to make attendance taking easier for teachers.
    3. For Office Staff - Adjust the Classroom Attendance page to include the Additional Student Fields that teachers can see.
      • For A/B Groups of students, students will be flagged using a Student User Code field. This information can be displayed to teachers on the Teacher Attendance page, but if office staff have to take attendance for a teacher, the Classroom Attendance page also need to display this information for each student.
    4. For Teachers - Allow for quickly adding and editing Attendance Notes on the Teacher Attendance page in order to track the details of Student Distance Learning Engagement
      • For students engaged in distance learning on a particular day, a teacher must track the means by which the student engaged that day. Attendance Notes is a possible way to track this information instead of the Gradebook. But Attendance Notes are not easily added for large groups of students. This feature would make it a simple process of checking the correct box(es) for students on how they engaged that day.
    5. For Teachers - Allow for separating students on the Attendance Page by Section instead of by Course
      • For A/B Groups of students, students from each group may be scheduled into different sections of the same course for the same teacher. Currently the Teacher Attendance page groups students in the same course with the same teacher but different sections as one large group. This option would allow for breaking up the different sections visually on the page and make taking attendance for these groups easier.
    6. For Teachers - Add a Select All feature for Attendance Codes on the Teacher Attendance page. This would be unique for each "class" displayed on this page.
      • This features goes along with the option to group the Teacher Attendance Page by Section. With this option, each section would have the option to mass select a particular attendance code for the section and "save" the selected value and any changes as a secondary button to be clicked by the teacher.
  • We are also planning on scheduling a few additional webinars next week (week of July 27) to go over complex scheduling.


Update 7/16/2020

  • An article on Hybrid Procedures to Consider for 2020-2021 School Year has been released with information on California AB77.  Aeries has reviewed this new information and has compiled some suggested procedures  using existing Aeries features to meet these new guidelines. 


Update 6/30/2020

  • We are reviewing the  CA 2020-21 State Budget signed today by Governor Newsom, and have a call scheduled with the CDE to obtain their guidance on what documentation is expected from districts as far as reporting daily and weekly student engagement. Once we have that information, we will be developing procedures for how districts can use the Aeries system to provide the reporting necessary, for in-person, remote, and hybrid learning models. This project will receive our highest priority in order to be ready for school to begin this fall. 


Update 6/16/2020

  • In alignment with the California Department of Education Stronger Together Guidelines, we are researching recommendations and best practices for managing attendance for these hybrid schedules. If districts receive any guidance or recommendations on this matter, feel free to send that information to Aeries Support.
  • Documentation on report card comments has been released. This will aid those wishing to have custom messages on secondary report cards.


Update 5/13/2020

  • Aeries Software has extended the FREE access to Aeries Academy till August 31, 2020. See more at https://learn.aeries.com 


Update 5/11/2020


Update 4/29/2020


Update 4/28/2020


Update 4/17/2020

  • To assist with student wellness-check outreach, Aeries has a couple of solutions to assist in recording the wellness-check activity. See details at How to create a Student Wellness Check-in Page 
  • Districts practicing online distancing model of instruction and learning are looking for different Gradebook grading options in lieu of traditional in-classroom grading. Such as Pass/Fall or Credit/No Credit grading and/or grading new distance learning assignments while not changing the previous overall grade. See features at Gradebook Options During Online Distancing Model Instruction .
  • The Quick Links section on this page was added


Update 4/8/2020

  • In order to properly report data for the CALPADS STAS extract, we will be making some adjustments to Attendance History to only calculate attendance data until a specified date, so that no changes to the school calendar will be necessary. This data would then be reported correctly for the STAS extract. This is in development and will be released in the coming weeks in time for EOY reporting. More details on this process will be announced.
  • For schools switching to Pass/Fail or Credit/No-Credit, Aeries Supports P/F and CR/NC marks right now. They would need to be configured on the Update Valid Marks page. Additionally, we are planning to adjust our UC/CSU calculations to accommodate recently announced policy changes on A-G Completion Logic for Spring and Summer 2020 Course Completions.


Update 4/3/2020

  • This page (https://aeries.link/coronavirus) was created as a central location for any COVID-19 Coronavirus updates from Aeries, and will be updated as information changes. Feel free to bookmark this page and check back for any new updates.

Update 4/2/2020

Update 3/26/2020

  • We have published some resources to support Distance Learning. This page includes videos and links to various features within Aeries that may be used to support digital learning including using Aeries as a light-weight LMS.

Update 3/20/2020

Update 3/19/2020

  • All Aeries Academy courses are now Free through June 30th. Users can register for Aeries Academy courses here: https://learn.aeries.com/
  • An email was sent out to all of our customers, letting them know not to make any changes in Aeries until we know more.

Update 3/27/2020

Update 3/18/2020

  • Our physical office location is now officially closed through the end of March, and all employees who can do so are transitioning to remote work.

Update 3/16/2020

  • We recommended all employees work from home at least through the end of March.



5 people like this

Where can we watch the video about flex scheduling again? 

Update 7/20/2020

  • The article Hybrid Procedures to Consider for 2020-2021 School Year has been updated to also include information regarding Distance Learning only, since many counties in California plan to open online only.
  • We are getting Aeries ready for the challenges you face starting school this year. Part of the preparation is deciding what changes to Aeries will have the most impact.  We have put together a survey that will help us prioritize development.  We worked with many districts and the CDE to come up with these possible enhancements.  Please fill out this quick survey at https://aeries.link/hybridfeatures as soon as you can as we are looking to start development this week on the highest priority items.


Here is a list of the development items we are considering along with some background to help you prioritize these on the survey:


  1. For Teachers - Easily Create Recurring Gradebook Assignments
    • For students engaged in distance learning on a particular day, a teacher must track the means by which the student engaged that day. The Aeries Gradebook is a great place to record this information with a Daily Assignment so the ability to create a recurring assignment would be helpful.
  2. For Teachers - Allow student sorting using the Additional Student Field Columns (this would be useful when students are identified by the on-campus vs at-home work pattern)
    • When taking attendance for a class of students who are mixed between on campus and distance learning, this will help group these sets of students to make attendance taking easier for teachers.
  3. For Office Staff - Adjust the Classroom Attendance page to include the Additional Student Fields that teachers can see.
    • For A/B Groups of students, students will be flagged using a Student User Code field. This information can be displayed to teachers on the Teacher Attendance page, but if office staff have to take attendance for a teacher, the Classroom Attendance page also need to display this information for each student.
  4. For Teachers - Allow for quickly adding and editing Attendance Notes on the Teacher Attendance page in order to track the details of Student Distance Learning Engagement
    • For students engaged in distance learning on a particular day, a teacher must track the means by which the student engaged that day. Attendance Notes is a possible way to track this information instead of the Gradebook. But Attendance Notes are not easily added for large groups of students. This feature would make it a simple process of checking the correct box(es) for students on how they engaged that day.
  5. For Teachers - Allow for separating students on the Attendance Page by Section instead of by Course
    • For A/B Groups of students, students from each group may be scheduled into different sections of the same course for the same teacher. Currently the Teacher Attendance page groups students in the same course with the same teacher but different sections as one large group. This option would allow for breaking up the different sections visually on the page and make taking attendance for these groups easier.
  6. For Teachers - Add a Select All feature for Attendance Codes on the Teacher Attendance page. This would be unique for each "class" displayed on this page.
    • This features goes along with the option to group the Teacher Attendance Page by Section. With this option, each section would have the option to mass select a particular attendance code for the section and "save" the selected value and any changes as a secondary button to be clicked by the teacher.

We are also planning on scheduling a few additional webinars next week (week of July 27) to go over complex scheduling. Stay tuned for specific dates and signup information.

Next week on Wednesday and Thursday we are offering additional free sessions that will introduce scheduling scenarios webinars that can help schools decide on the best fit and set up their custom scheduling. Four different sessions are available. This information will also be sent out to all district contacts in an email today. Sign up links are included below:

I know when we got our digital attendance process approved by the state we had to set our previous days that teachers take attendance to 0. If we change that do we have to get that approved by the state?

In regards to the scheduling sessions being held…Brandi Jauregui stated today on the CALPADS Q&A call that LEAs should hold off on creating multiple sections to identify the type of learning the student is receiving (i.e. AM session, PM session, synchronous or asynchronous). Guidance is being decided and will be released by CDE early next week.


1 person likes this

Chrissie, thank you for your feedback. We are attending our bi-weekly CALPADS vendor call this morning and are planning to discuss this.

Can the attendance notes be added to the weekly attendance report by teacher? This would complete the report.


1 person likes this

Is there a way to check if attendance notes are missing?  I'm able to run a query for attendance notes but it will only give me results for attendance notes that have been entered into the system.  Is there a way to check if a teacher missed a day and did not enter attendance notes?  This will help verify we have record of daily engagement.  


1 person likes this

In response to recent information disseminated from the California Department of Education concerning the accounting of Daily Participation and Weekly Engagement during the 2020-2021 school year for Online, In Person, and Hybrid Instruction of students, Aeries is being enhanced with new features including the ability to produce a Weekly Engagement Report. We invite you read about these upcoming changes or register for a webinar on the topic. Because of this, we have also modified our Hybrid Procedures to Consider document. 


This new report, similar to the Weekly Attendance Report, would include information regarding attendance notes, as I know some others have asked about here in this forum.

In addition to the latest California SB 98 Update regarding daily participation and weekly engagement, we created a new article specifically describing Attendance Recommendations for 2020-21 school year in more detail.

We also just published some FAQs regarding weekly engagement.

Update: It was recently decided to continue to offer ALL Aeries Academy courses and certifications for FREE through December 31, 2020. Register at learn.aeries.com



1 person likes this

HI Kevin, What are you hearing from CalPads on how teachers should enter attendance for a student who is suspended from a class period during distant learning. Would it still be considered an "In School Suspension" even though the student is at home due to distant learning? If we tag them with an "S" in attendance than we need a ADS documented. Normally for "In House" we use a TSUS code in ADS and an "H" for In House in Attendance. Do we maintain the same code system even though we are in a distant learning program...for now? 

Update 9/16/2020

  • As previously mentioned in the SB 98 Update (step 3), the new Class Calendars feature has been released with the 9/11/2020 version.
  • A new feature to Mass Apply Attendance and Quick Attendance Notes has been released with the 9/15/2020 version. This feature allows teachers to quickly mass enter attendance codes or attendance notes.


@Kelly - We have not received any specific guidance regarding discipline or suspensions, so I would contact CALPADS on that item. If you get some good information, feel free to share with us at support@aeries.com.

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