The Aeries Parent and Student Portals are available for both parent and student use. Parents and students must have accounts created before they can access the features of the Aeries Parent and Student Portals. These same accounts can be used by students or parents to access the Aeries Mobile App. Aeries supports automatic account creation, but also supports having parents or students create their own accounts individually which is covered in this article.
Parents who have multiple students within the same district need only a single account to access all their students. In addition, multiple parents can each have their own account, avoiding the need to share password information.
The creation and maintenance of parent or student accounts within Aeries may also be referred to as the Parent Account Management System (PAMS).
One method of creating accounts is to have the parents and/or students create accounts individually themselves. Once the parent or student has the required information to create an account, no further action from the school or district is necessary. Besides individual account creation covered in this article, automated account creation can be used as an efficient method of creating accounts automatically.
Required information and VPC Code
Before the parents can create an account individually, they need 3 pieces of information: Student ID Number (STU.ID), Primary Telephone (STU.TL), and Verification Code (STU.VPC) for each student. This information is typically given to the parents in a printed letter including instructions for the parent to go to the Parent Portal website that the district has already installed and configured. This information could be distributed as a letter during the registration, at back-to-school nights, or mailed home to the parents. An Aeries Query Letter or mail-merge could be used to produce these letters. Labels (Avery 5160 Labels) can be printed out, and can be printed by class so distributing the labels and instructions at events can be streamlined.
The Verification Passcode (STU.VPC) field is automatically generated when students get added to Aeries. It contains a random 11-character string of numbers and letters. This string avoids characters like 0, O, 1, L, and I to lessen confusion.
A student’s VPC code can be found on the Student Data 2 tab in Aeries Web. It can also be viewed by running the Avery 5160 Labels report with the option Labels with Parent Portal Info selected.
Note: Normally users are required to have Update access to Student Demographics in order to view the VPC code, however under District Rules there is an option to Allow Users With Read Permission to STU to View Verification Pass Code (STU.VPC).
VPC codes are created when a student gets added to Aeries and should never get changed. Should there be a situation where some students do not have a VPC code, running the Avery 5160 Labels report mentioned above will automatically generate VPC codes for any that are missing.
Aeries Software recommends not printing the telephone number on the label or letter provided to the parents/guardians. Schools or Districts should inform parents the key information provided to associate their account with their student(s) must be kept secure to prevent any other person from creating an account and gaining access to their student's information. Parents/guardians may want to remind their students not to share the information with their friends or other individuals outside the family.
Registering for an account
Once parents/guardians or students have the required information in hand (ID Number, Telephone, and VPC), they can go to the Aeries Parent or Student Portal link provided by their school or district and click on the Create New Account link. This will take the parent or student through the Registration Process. Note: Multiple languages are supported within the portal. Parents can select their desired language as part of the account creation process and will be presented with translated text throughout the process.
During this process, the individual will be asked for their Account Type, Parent or Student. With this individual account creation process, there is no way to prevent students from being able to create accounts if parents can create accounts. Students may eventually end up acquiring the VPC, ID, and TL from their parents and try to sign up for an account of their own. Giving students the option to sign up as students will actually discourage them from signing up as parents. It will not prevent students from registering as parents but will help minimize the occurrences.
Next the parent or student will be prompted for an email address and a password to use for their new account.
After that step, an email will be sent to that email address and the registration process will be halted until they go to their email inbox and click on the Confirm This Email Address link in the email that was sent.
If the person is unable to click on the links in the e-mail, they can manually go to the URL specified and manually Accept or Reject the account. Note: The “Email code” should not be confused with the VPC code. The E-mail code is only used as part of the one-time activation process.
If they click the Confirm link in the email, the following page will be displayed and they can continue with the registration process.
The parent or student will now need to click Return to Login Page and Sign In with the email address and password specified previously. The registration process will continue with the parent entering in the ID, TL, and VPC for the student they wish to gain access to. If those 3 pieces of information are verified against a STU record in the database, this account will be associated with that student.
If the School allows Parents to Self-Associate with a Contact record, the parent is presented with a list of all contact records (CON) for that student. This only applies if the account was created as a Parent account, and there is at least one contact record for the student. If the account is a Student account, the student email address field (STU.SEM) will be updated.
The Contact Options Self-Associate feature must be enabled to allow parents to associate themselves with a Contact record. See Contact Management in the Parent Portal for an explanation of the options.
When a name is selected and the parent clicks Next, the account email address will attempt to populate that contact record’s e-mail field (CON.EM). If the contact record has an existing email address populated that is different that the account email address, the parent must click OK to replace it. Once overwritten, an email will be sent to the old email address informing the owner that the email address stored in Aeries has changed and to contact the school if there is a concern. If the parent selects “None of the above” no contact records will be updated.
Now that the account is created and associated, the parent or student can use the login page to login to the portal and view the information about their associated student.
Adding additional students to an already created account
The Aeries Parent and Student Portals allow individual parent accounts to be associated with multiple students. The account can even be associated with students from different schools within the same District. This means that parents only need one username and password to access all their students. The parent will need the three pieces of required information before they can add another student to their account.
To add a new student to an account, the user must first log in to Parent Portal. The menu shows Change Student, a drop-down list of students currently assigned to this account are listed as well as the option to Add New Student To Your Account.
To add additional students, the parent will be prompted for the ID, TL, and VPC and also be asked to select their contact record as mentioned previously. The user will then see the students added in the Change Student drop-down and can easily switch between them by clicking on the student’s name.
Note: Although parents can add students to their accounts via this method, they may not remove them. To remove a student from an account, a school or district staff person must remove the account for them.