Once a records request has been sent FROM your district, a user with appropriate permissions can view and manage all outbound records requests. This requires Update permission to the Outgoing Record Requests (RTO) security area and Read permission to the Course Data (CRS) security area. Select Records Transfer | Outbound Requests from the navigation menu.
The Outbound Records Transfer Requests page has four filter views at the top for viewing the outbound records requests.
Data Received – Displays requests for which records have been received from the other district
Pending – Displays requests that have been sent to other districts but have no action taken yet by the other districts. When a request is first created, the status is Pending.
Imported – Displays requests for which the student records have already been imported into your Aeries database. This is essentially the “Completed” list.
Rejected – Displays requests that were rejected by the other district for any reason. For instance, the other district may not have found the student in their Aeries database.
Certain information will display for each request in the selected view.
Student – The student name, ID number, and grade from your Aeries database
Requested – The date and time the request was submitted
Status – The status of the request and the date and time the status was last updated
District – The district to which the request was sent
District Enter/Leave Dates – If records have been received from the other district, the student’s District Enter Date and District Leave Date from the other district’s Aeries database will display here
School – The school to which the request was sent
City – The city where the school is located
Review and Import Records
On the Data Received view, each request has a Review Records button to the left. Click this button to access the student records that were received from the other district.
The following form will display. The All Records tab can be used for quickly importing all available student records into your Aeries database and shows the number of records available to be imported for each table.
To import records from all available tables, click the Import All Records button. However, it is generally advisable to review records for each table separately using the tabs next to All Records. If Import All Records is used, the request status will be changed to Imported.
Sometimes a school may not want to import all the available tables, but still needs to indicate that the request has been completed. In this instance, the user should click the Mark this Request as Imported button. This will change the request status to Imported even though not all records were imported.
Clicking any of the tabs next to All Records, such as Test Scores, will display details of the records available to be imported for that table.
If some related records already exist in your Aeries database for this student, a red asterisk will display next to each record that would be duplicated by the import process. To preserve the integrity of your Aeries data, any record flagged with a red asterisk will NOT be imported.
In the example above, the user would click the Import Test Scores button to import the records received from the other district into the Aeries Test Scores (TST) table.
Importing records one table at a time does not change the status of the records request. The status will remain at Data Received until either all tables have been imported or a user has clicked the Mark this Request as Imported button. This way, the user or users responsible for reviewing the records can take their time and do not have to complete the process in one sitting.
Transcript Import Process
The process for importing Transcript records requires some additional steps, which are detailed in this section.
Click the Transcripts tab to begin the process.
If the student’s transcript from the other district references any school CDS codes that are not already in your district’s Course History Institutions (CHI) table, the following form will display.
Review each school in the list to the left. Details from the other district’s CHI table and public information from the state school directory (e.g., CDS) will display to the right. Make any changes or additions if needed, then click Add This Record to add this school to your CHI table. Repeat until there are no schools remaining on the left. You CANNOT import the student’s transcript records until this is completed.
When this step is finished, a list of the student’s Course History (i.e., Transcript) records from the other district will display.
Some of the fields on this form can be edited. For example, if your school's transcript term numbers are different from the terms in the other district, or if your district computes credits differently, or if your district does not use +/- marks, these values can be changed directly on the Course History form in the Records Transfer Import page. The values will be saved automatically, and the updated values will be transferred to the student's Course History in your district when the records are imported.
If this is the first transcript that you have received from this other district, then all the check boxes will be disabled, and nothing will be populated in the Matched Course column. If you have imported transcripts from this district before, the system will remember the Course IDs that were previously matched and display them in this column.
To find a match for an unmatched course, click the magnifying glass icon in the Matched Course column for the row. The following form will display.
This form has three tabs that display various details about the course from the other district’s Courses (CRS) table.
Other District Course:
To find a course in your CRS table that best matches the other district’s course, type into the search box and click Search. You can type an exact course ID, a state course code (CBEDS code), all or part of the course title, or all or part of the state course description (CBEDS description). After you click Search, the list at the bottom of the form will be updated.
Click on a row to select that course as the best match. You will return to the list of Course History records, and the Matched Course column will be updated with your selection. If the student has multiple records of the same course ID from the other district, they will all be updated with the matched course information.
Match to a Specific Term
There may be instances when a course from the other district needs to be matched to multiple courses in your district based on term. For example, a year-long course in the other district may match to separate semester-long courses in your district.
To accommodate this, there is an option labeled Match To Other District Term.
Select this option before clicking on the matching local course, and the match will be saved only for the specific term in the other district. In the examples below, course 0607 in the other district will be matched to course 0625 in the local district, but only when the term in the other district is 1. Similarly, course 0607 in the other district will be matched to course 0626 in the local district, but only when the term in the other district is 2.
If the Match to Other District Term option is not selected, the match will be saved generically (without a specific term). If a student has taken that course in the other district in a term that does not have a specific term match, then the generic match will be used if one has been chosen.
Note: The matched courses are saved at the District level, NOT on a per-student basis. Therefore, in the future when a new student’s transcript comes from the same district, all courses that have previously been matched will already be matched for the new student.
As course matches are made, the check box next to the left of each row will become enabled. The boxes can be checked one at a time, or you can click the box in the header row above to select all enabled check boxes.
When you are ready to import, click the Import Transcripts button. Only the records with check marks will be imported. This way, the entire transcript does not have to be reviewed in a single sitting.
The Transcripts tab will remain available, and the overall request will remain in the Data Received status, until all records have been imported or the Mark This Request as Imported button is clicked on the All Records tab.