The Copy Students into Summer Schools is a new page that will process the Summer School Course Requests (SSR) table in the regular database and copy the students into the appropriate Summer Schools in the current database or in a new summer school database. 


Because the regular Aeries database now supports Summer School Scheduling, this Copy Students into Summer Schools process does not need to be performed until right before Summer School begins at the end of the regular school year.


The Copy Students into Summer Schools page is only available to users who have Admin permission.


The Copy Students into Summer Schools page is available under Scheduling | Summer School | Copy Students into Summers Schools in the regular database.  The page can be run from any school or the district.


All schools that have Summer School Course Requests (SSR) records will display in the Summer Schools with student Course Requests section of the page. 



Note:  The Copy Students into Summer Schools process includes all summer schools and is a onetime only process.  The process cannot be run multiple times.  When the process is run, records are created and stored in the District Options (DPT) table.  


Prior to running Copy Students into Summer Schools process verify Scheduling Setup options.  The student’s grade level in the summer school will be populated based on the Scheduling Setup options in the summer school in the regular database. 


The student’s grade level will stay the same when using the “Scheduling students into classes for the current school year option”


To increase the student’s grade level in the summer school, set the Scheduling Setup option to “Scheduling students into classes for the next school year, using their grade level next year”. 



The Copy Students into Summer Schools process requires the website to be accessed via HTTPS. If HTTPS is not used a message will display when accessing the page indicating that the process must be run under HTTPS.



While logged into the regular database, access the Copy Students into Summer Schools page from Scheduling | Summer School from any school or the district login.

There are 2 options available to copy students:

  • Copy Students into Summer Schools in the CURRENT Database
  • Copy Students into Summer Schools in a NEW Database


Copy Students into Summer Schools in the Current Database

 

The Copy Students into Summer Schools in the CURRENT Database option will copy students with Summer School Course Requests (SSR) in the regular schools into the appropriate summer school in the current database. 



Click on the Copy Students button and a confirmation message will display.  Click on Cancel or OK to continue.  This process also requires the summer schools to not have any students or the following message will display.   If students already are in the summer school, they will need to be deleted before the Copy Students into Summer Schools process can be run.



An email will be sent when the processed is complete.



Below is an example of the email when using the Copy Students into Summer Schools in the Current Database option:



The students Summer School Course Requests (SSR) records will be copied to the Student Course Requests (SSS) table and will display on the Course Request page.



Scheduling can continue in the Scheduling Master Schedule in the summer school and when ready, the Copy Scheduling Results to SEC and MST process can be run.  The Terms and Calendar can be configured as usual.


 

Copy Students into Summer Schools in the NEW Database

 

There are several requirements when using the Copy Students into Summer Schools in the NEW Database option:

  • Prior to running the Copy Students into Summer School process, the new summer database needs to be created in SQL Server Management Studio. 
  • The year of the new summer database must be the same as the current year or increased by one (for example DST17000EagleUSD_Summer)
  • The SQLModel from the most recent Aeries Client Version update needs to be run against it to create the table structure.
  • Note: There is no need to connect to the new summer database in AdminCS prior to running in Web as long as the latest SQLModel is used.
  • The new summer database must reside on the same server as the regular database
  • The new summer database connection must be configured in a different database group than the current database
  • The District Rule (LOC.R2) to “Assign new student Id numbers from the district, not school” will be honored.  Verify the next perm ID in the regular database from School Options is set correctly for new student adds. 
  • Disable Access to All Schools Except Summer Schools in the Summer Database – this option, when selected, will delete tag all USR records (User School Permissions) table to limit the access of users to only the summer schools. 
  • The administrator performing the Copy Students into Summer Schools in the New Database will also need to enter the DBO User Name and DBO Password to be the copy process.
  • Note: This elevated SQL login is necessary because this process entails copying more than just data (e.g., security and some table definitions). At minimum, the login must be a member of the db_owner database role on both the current and new summer databases and have the ALTER ANY LOGIN server-level permission. Using a login that is a member of the sysadmin fixed server role is one way to guarantee that permissions are adequate.
  • Custom tables that have been configured using the Define Custom Tables feature in Aeries will automatically be created and copied during the Copy Students into Summer Schools process.

           NOTE: Non-student-related custom tables will NOT be copied to the new summer database at all.


Complete the fields on the page and click on the Copy Students button.



Click on the Copy Students button and a confirmation message will display.  Click on Cancel or OK to continue.  A message will display if using an invalid database name or invalid password.



An email will be sent when the processed is complete.



Below is an example of the email when using the Copy Students into Summer Schools in the New Database option:



The students Summer School Course Requests (SSR) records will be copied to the Student Course Requests (SSS) table and will display on the Course Request page.



Scheduling can continue in the Scheduling Master Schedule in the new summer school database and when ready, the Copy Scheduling Results to SEC and MST process can be run.


The Terms and Calendar can be configured as usual.  Teachers will need to be added also.


Scheduling should only continue in the new summer school database and not the regular database.   The Course Requests page will display the Summer School Course Requests as read-only with the following message:



Adding New Students


Late enrollment of students already in your district will be able to be quickly added to the appropriate Summer School by using the Student Add/Transfer process. When adding students to Summer Schools that are in their own database, the system will look for matching students to transfer from both the Summer School DB and the Main Aeries DB. 


Adding New Students who have not been previously enrolled in your district can be added directly to the Summer School DB. The "Next Perm ID" of the student will be pulled from the regular Aeries DB to avoid conflicts with students being added directly to the regular Aeries DB.