District system administrators can access the Parent Data Confirmation setup area by navigating to the Portal Options page. Settings can be individualized by school. On the Portal Options page, highlight a school in the menu on the left. Select the Parent Data Changing tab from the options to the right.
The Parent Data Changing tab contains seven sub tabs: General, Family Information, Income Survey, Medical History and Conditions, Authorizations and Prohibitions, Data Confirmation and Documents.
While Student Demographics and Contacts are part of the parent data confirmation process, there are no configurable options for these two areas. The Student Demographics and Contacts tabs will honor the Portal Group Security settings for the Parent Group and automatically show the appropriate settings. Review the Portal Group Security settings to determine what Student Demographic and Contact fields can be viewed and changed by parents.
Note: The Medical History (MHS), Authorizations (AUT), Contacts (CON), and Programs (PGM) tables MUST be ID-Based in order for parents to be able to see those tabs and update the data through data confirmation in Parent Portal.
A timeframe for editing data via the Parent Data Change process can be set using the options available here. Instructions, descriptive comments, and process options can also be set on this tab.
The Parent Data Change Windows Start Date and End Date fields must be populated with valid dates for the portal to permit parent changes in Parent Portal. These dates must also be populated for the parents to receive be prompted to begin the data confirmation process. A District is able to set multiple date ranges for the year so that the data confirmation window opens and closes on a set schedule. When the window is not open, parents do not see the data confirmation screens at all.
NOTE: If the option to limit the Data Confirmation Process to Ed Rights Holders is enabled in Contacts Options, only those parents marked as Ed Rights Holders will be able to complete Data Confirmation process.
In the More Options section on the General tab, there are two email fields available. The Change Details Email Address field must contain a valid email address, but can contain multiple email addresses separated by commas. Each recipient will receive an individual email. The email address populated in this field will be notified when a parent changes any student information.
The Change Medical Details Email Address will only receive emails when students Medical information is changed. This email is intended for the medical clerk but is not required. Multiple email addresses may be entered, separated by commas.
The comment boxes are used to add comments or instructions about the data change areas. Parents will see these comments on the various tabs in the formatting chosen.
At the bottom of the General tab area, the following options display.
If the Allow Parents to Print a New Emergency Card option is enabled, after the parent clicks the Save button on the Final Data Confirmation tab in the Parent Portal, they will have the option to Print an Emergency Card.
Emails will be generated for all emails linked to the student ID when any of the data is changed by the parent. The options Do NOT Email Parents on Data Confirmation? or Do NOT Email Students on Data Confirmation? can be selected to prevent emails from being sent to parents or students.
When the Do NOT Email Parents on Data Confirmation option is selected, it skips the majority of emails that are sent when data is changed by parents during the data confirmation process. If this option is selected, the parent who is completing the data confirmation will still receive the final data confirmation email.
If the Allow parents to skip steps option is enabled, parents will be allowed to finish the final confirmation without completing all sections. When this option is deselected, the parent is forced to complete each step of the process before the final confirmation can occur.
The Customizable Content area on the General tab has an Emergency Card Custom Text Header option that will allow the district to add a custom header which will print on the emergency card for the parent. An Emergency Card Custom Text box is also available. This custom text will display to the parent on the emergency card when it is printed.
There is a Page Break Before Emergency Card Custom Text option. If this option is enabled, the emergency card custom text will print on the second page.
A Final Data Confirmation box is available. The custom text will display to the parent after the all the areas are confirmed.
After any changes have been made under the General tab, click the mouse on the Save button at the bottom of the page. A message will display in red confirming that the options were saved.
Family Information Tab
The Family Information tab displays Military Survey Options and Residence Survey Options for the parent to respond to regarding their residence and military status. The Parent Portal Group needs to be given Read and Update rights to the Parent Response to Survey (PRS) security area to be able to view and respond to the Military and Residence Survey questions.
In the Portal Options Parent Data Changing area, the Family Information tab has an option to disable the Military Survey or the Residence Survey. If either of the options is selected, that survey will not display to the parent in the data confirmation process.
In Portal Options Parent Data Changing area, the Family Information tab displays default text for both the Military Survey questions and the Residence Survey questions. Districts are able to define and translate the Residence and Military Survey Question text, Type text and Description text.
When a parent accesses the data confirmation area of the portal, the Family Information will display as Step 1 to complete.
If none of the listed Residence Status codes apply to the parent they can select the None of the Above option to complete the survey.
The information on the Residence Survey will be stored in the Parent Response to Survey (PRS) table. This information will be displayed on the Residence Survey Audit page in Aeries for the district to review and confirm or reject this information. After a new PRS record is confirmed on the Residence Survey Audit page a Special Programs (PGM) record will be created for the student and a message with a link will display on the Residence Survey Audit page that will allow the user to click and navigate over to the newly created PGM record.
For District staff to access the Residence Survey Audit page a user will need Read and Update permissions to both the Parent Response to Survey (PRS) table in security and the Special Programs (PGM) table.
Click the mouse on the Residence Survey Audit node under Student Info | Other on the Navigation Tree. The following page will display. The Residence Survey Audit page can be used to view Pending, Confirmed or Rejected records. A Pending record is one that has not been Confirmed or Rejected. A Confirmed record is one that the school has confirmed and which now has an associated Special programs (PGM) record created for it. A Rejected record is one that the school has chosen not to confirm.
The Residence Survey Audit page defaults to displaying Pending records. Date Range Filter Option that can be used to display records for certain time periods. If the date range fields are left blank the page will display all records. There is also a Filter option to display Pending, Confirmed or Rejected records. Once a selection is made the page will filter to display only the records with the status of the selected option. The records on the Residence Survey Audit page have an icon in the Student Name column. Clicking on this icon will navigate the user to the Student Demographics page for the student.
At the top of the Residence Survey Audit page there is an Eligibility and Participation date option. This option is important when Confirming a record. When a record is confirmed a Special Programs (PGM) record will be created for the student. The Date option selected will be used for the new Special Programs (PGM) record. Before Confirming a record, an Eligibility and Participation date option should be selected. The page will default to the Date Submitted option.
When selecting Date Submitted option and confirming the record, the new PGM record will be created with the date noted in the Date Submitted column. This date will populate both the Special Programs Eligibility Start Date (PGM.ESD) and the Special Programs Participation Start Date (PGM.PSD) for the record.
When selecting the First Day of School option and confirming the record, the new PGM record will be created with the calendar date of the first day of school. This date will populate both the Special Programs Eligibility Start Date (PGM.ESD) and the Special Programs Participation Start Date (PGM.PSD) for the record.
When selecting the Custom Dates option and confirming the record, the new PGM record will be created with the custom dates defined. The date in the first date box will populate the Special Programs Eligibility Start Date (PGM.ESD). The date in the second date box will populate the Special Programs Participation Start Date (PGM.PSD) for the record.
Note: When using the Custom Date option if either field is blank the one supplied value will be used for both the Eligibility Start Date and the Participation Start Date fields. If neither date is specified, the program will use the Date Submitted value for both Eligibility Start Date and Participation Start Date fields.
After a record on the Residence Survey Audit is confirmed a message will display with a link to the newly created Special Programs (PGM) record:
If a duplicate active record already exists, the following message will appear:
Clicking on the link will navigate to the Special Programs (PGM) page where the record can be viewed or modified.
Note: After the new Special Programs (PGM) record with PGM code 191 for Homeless Program record is created it will need to be modified to add values for the Runaway and Unaccompanied Youth fields.
Similar to the Residence Survey, information on the Military Survey will also be stored in the Parent Response to Survey (PRS) table. This information will be displayed on the Military Survey Audit page in Aeries for the district to review and confirm or reject this information in the same way as the Residence Survey. After a new PRS record is confirmed on the Military Survey Audit page a Special Programs (PGM) record will be created for the student with a code of 192 – Armed Forces Family Member.
For District staff to access the Military Survey Audit page a user will need Read and Update permissions to both the Parent Response to Survey (PRS) table in security and the Special Programs (PGM) table.
Income Survey Tab
The Income Survey tab allows Schools/Districts to collect limited financial data on their students.
Districts that choose to use programs like the Community Eligibility Program (CEP), National School Lunch Program’s (NSLP) Provision 1, 2, or 3 or the School Breakfast Program (SBP), do not collect official financial meal applications in a year that is not designated as a base line year. A base line year is a year that is used to establish Free and Reduced eligibility counts for a multiple year districtwide certification. The Aeries Income Survey provides a mechanism to aid in collecting individual financial information annually for different state mandated reporting like CALPADS. Since CALPADS and various other mandated state reporting systems do require financial information on an annual basis, the Income Survey feature was introduced to collect some critical financial data points required to make school/districtwide financial calculations without affecting existing multi-year CEP, NSLP and SBP related certifications.
In order for parents to see the Income tab in Parent Data Confirmation, the Parents group in Portal Groups must have Insert permissions to FRE. The option to Disable Income Survey must be unchecked.
If Parent Data Confirmation is being completed toward the end of the current school year, the Income Survey can use the USDA Income Eligibility Guidelines from the next school year instead of the current one. To enable this setting, check the box labeled Use eligibility guidelines for next year instead of this year.
Note: If the option to Use eligibility guidelines for next year instead of this year is turned on, be sure to turn if off after the New Year Rollover has been completed and parents are accessing the new year database. For example, after rolling over from 2017-2018 to 2018-2019, Aeries considers the 2018-2019 income eligibility guidelines to be "current", and the 2019-2020 guidelines will not yet have been published. Therefore, this option is only appropriate toward the end of the school year.
Wording of questions, along with any translations, can be configured on the Income Survey tab in Portal Options. If you would like to include some custom message above the questions with additional explanation, the Family Size Question can be modified include some overall messaging as illustrated in the below screenshot.
Note: If the date field is populated on this tab, it cannot be a future date.
Once a selection is made for the "How many people are in your household?" question, a follow up question "What is your total monthly household income?" will appear.
The available options for the second question "What is your total monthly household income?" will vary based on the response to the previous "How many people are in your household?" question. These income ranges are hard-coded based on the USDA Income Eligibility Guidelines.
Note: The Income Survey will update the Free and Reduced Meals (FRE) table. Other sources for Free and Reduced Meals (FRE) data like Direct Certification, NSLP import, etc. can still be used.
After the Confirm and Continue button is selected on the Income Survey, a message will display indicating the data for the Income Survey cannot be changed.
Once confirmed, the Income Survey tab will display a green check mark and cannot be access again during current session or subsequent logins to the Parent Data Confirmation area.
Parents have the option to skip the survey by not populating the survey, then clicking the Confirm and Continue button. This will present them with the following message.
Clicking Decline To Respond will skip the survey, and will not record any data to the FRE table; however, a Data Confirmation Log (ICL) record will be created noting that the Income Survey step was completed.
Answers provided in the Income Survey are used to create a new Free and Reduced record as follows:
- Code (FRE.CD) - will be set to either F (Free Lunch), R (Reduced), or N (Not Eligible). Note: The codes F, R, and N should not represent any other meaning in your code table.
- Source (FRE.SRC) - will be set to "PDC", indicating the information came from the income survey in the Parent Data Confirmation process.
- Parent Income Survey Response Level (FRE.PIR) - will be set to a hard-coded value of 1, 2, or 3 depending on the income range the parent selected
- Parent Response Date (FRE.PDT) - will be set to the current date and time when the Income Survey was completed
- # in Household (FRE.NO) - will be set to the Family Size value that the parent selected
- Eligibility Start Date (FRE.ESD) - will be set to the current date when the parent Income Survey was completed
- If an active FRE record already exists for the student for the current year, the existing FRE record will be closed out with an Eligibility End Date of the day before the current date when the Income Survey is completed, and a new FRE record will be created. An active FRE record is defined as one where the Eligibility Start Date (FRE.ESD) is on or after July 1 of the current school year (or null) and the Eligibility End Date (FRE.EED) is on or after today's date (or null).
- See Parent and Student Portals FAQ: How can districts utilize the Income Survey available in Parent Data Confirmation?
Medical History Tab
The Medical History and Conditions tab displays all codes that are currently populated in the Code Table for table MHS and field CD. To enable a code for parents to view and select, click the mouse on the checkbox to the left of the code under the Enable? column.
Note: If no codes are selected, the Medical tab will not display for parents.
Authorizations and Prohibitions Tab
The Authorizations and Prohibitions tab displays all codes that are currently populated in the Code Table for table AUT and field CD.
To enable a code to be viewed and selected by a parent, click the mouse on the Allow and/or Deny check box.
The Allow or Deny text can be customized to Yes/No or any other text.
The Allow box will provide an Allow/Accept option for the parent to select for the authorization code. The Deny box will provide a Deny/Decline option for the parent to select for the authorization code. If Require a Response is checked, the parent will be required to respond to the question before the final data confirmation can be completed. The Require a Response option will only be honored if both Allow and Deny are selected for the Authorization.
The Authorization Type code can also be changed to any existing Authorization Type code. Although this code does not get displayed to parents, records saved will have this type code stored with the record.
For the parents to be able to view the Authorization and Prohibition codes, a valid activation date needs to be populated in the Display AUT Values Effective On or After This Date field. This date can be changed throughout the school year. For example, setting a date of 7/1/2017 will display to the parents a pre filled form with any authorizations they entered on July 1 or after. If you want to provide parents with a "blank" authorizations form (typical when doing summer re-registration) be sure this date is after any current authorization dates in the system.
If no codes are selected, the Authorization and Prohibitions tab will not display for parents.
Data Confirmation Tab
The Data Confirmation tab contains some additional settings as described below.
Parent Data Confirmation Start Dates defines a start date of when an additional banner message to parents will be displayed. Note: parents always see the banner while data confirmation is open (according to the window specified on the general tab), and once they have completed the data confirmation process the banner will hide. This setting allows the banner to reappear at other times during the window to remind them to do data confirmation process again.
Parent Data Confirmation Lockout Dates defines dates on which the parent will be locked out of the parent portal completely except for the data confirmation process. Once they complete the data confirmation process they are granted normal access to the parent portal. This setting may be useful if you want to withhold scheduling or other information from parents until they complete the process. The lockout option also has an additional setting to apply to these grade levels only where a grade range can be specified. This may be useful if data confirmation is optional for a particular grade level.
Note: These options are only applicable during the data confirmation window set on the General tab. If the window has ended, parents will be reverted to the normal options available in the parent portal.
The Documents tab allows Districts the ability to upload documents for parents to view, download, print and confirm that it has been read and understood by the parent.
This tab contains a single setting for a date field that can be used to force users to reconfirm documents in the data confirmation process. Documents confirmed prior to the populated date will need to be reconfirmed. If this date field is left blank the date used for documents will be July 1st of the academic year that the parent is currently accessing. Usually, this will be the date your data confirmation window opens. If the user attempts to enter a date that is after the parent data confirmation start date, a warning message will appear. Clicking OK will set the document confirmation date to be the same as the data confirmation start date.
All other settings related to documents are now on the new Portal Documents page. Users will need Read, Insert and Update to Portal Options.
To add a document to the Documents area, click Add Document. A File Upload area will display to select the file you wish to upload. After your file has been uploaded, the File Name will be populated with the name of your document. Type a title in the Title field.
To display the document during the parent data confirmation process, check the Portal option for the document. Note: The Online Enrollment option is used to display specific documents in Aeries Online Enrollment.
The Confirmation Type dropdown defaults to Current and Pre-Enrolled. This will show the document to all students. Selecting Current Year Only will display it to all students, and Pre-Enrolled only will display it only to pre-enrolled students. This allows different documents to be displayed for students registering for this year versus next year particularly in Online Enrollment, however this setting is also honored in the parent portal.
Selecting the Required checkbox will require the parents to confirm the document by checking a checkbox next to each document.
The Confirmation Text drop-down may be used to display text to the parents alongside the confirmation checkbox. Examples of text include "I have read the required document" or "The student and parent agree to this document". This text is set up in the Update Code Table form DCV.CT field. Translations may be set up in the code table.
Once the document has been saved, it can then be assigned to specific schools or grade levels by clicking the Visibility button. For example, a document can be displayed only to 7th grade students at the middle schools. Select the Grades and Schools desired on the two tabs.
After saving, the page will now display what schools and grades the document is associated with.
Documents may be updated or deleted as needed, however if a document has already been viewed or signed by a parent online, the document should not be deleted. If it is deleted, all references in the Document Confirmation Log will also be removed. Instead, the document's visibility to schools and grades should be removed. Newer versions of documents may be uploaded by clicking the Edit icon and clicking the upload icon. This will upload a new version.
Documents also support multiple languages. To upload a version of the same document in a different language, click the edit button for that document, and select the language from the dropdown, and then upload the document. The document in another language can have a specific Title, Filename, and Comments in that language. All other settings are shared with all languages.
Documents may be re-ordered by utilizing the drag icon.
Groups may be established to separate the documents into multiple groups. This text for these groups is set up in the Update Code Table form DCV.FG field. Translations may be set up in the code table as well. Once the group is created in the code table, document can be dragged into that group. This visually separates them for the parents. Examples of group names include "Required Documents" and "Optional Documents".
There is a language dropdown at the very top of the page. This is an alternate way to work with multiple languages. Selecting a different language will restrict all changes made to be in that particular language.
For Districts that prefer to use a separate Document Management System and only show links in the Portal/Online Enrollment for the parents to click on, this can be accomplished by placing the links in a document and saving the document as a .config file.
Upload this as a New Document
When Parents click on the document they will be taken to the URL in the .config file and the document name will appear in the Document Download/Confirmation Log.
Translations can be entered for custom text areas of the data confirmation process. Once custom text translations are entered they will display to the portal when a parent logs in with one of the corresponding languages. The default language is English. If no translations have been set up for other languages the English text that has been entered will display to the portal as the default text. The current areas that translations can be added for the Parent Data Changing tabs include:
- General Parent Data Change Comment
- Student Data Change Comment
- Contact Data Change Comment
- Medical History Data Change Comment
- Authorizations Data Change Comment
- Documents Comment
- Data Confirmation Comment
- Emergency Card Custom Text Header
- Emergency Card Custom Text
- Final Data Confirmation Custom Text
Family Information Tab
- Military Survey Question Text
- Military Yes/No Text
- Military Survey Responses Text
- Residence Survey Question Text
- Residence Type Text
- Residence Description Text
Income Survey Tab
- Family Size Question
- Income Bracket Question
- Decline to State Message
Authorizations and Prohibitions Tab
- Allow Text
- Deny Text
- Additional Notes to display to parent Text
In addition, any Medical History or Authorization codes that are setup and translated in the Code Table will display translated to the parent in the data confirmation process. Documents are translated via the Portal Documents page.
To set up translations for the data confirmation process custom text, select a school from the list on the left side of the Portal Options page. On the Parent Data Changing area select a tab to translate text for. Next use the language selector at the top of the Portal Options page to select a language to translate.
Note: Numeric field information will apply to all languages and cannot be translated.
Enter the translated text into the text boxes. After the text has been entered click the mouse on the Save button at the bottom of the page. The translated text will now display in the data confirmation area when the corresponding language is selected by the parent when logging into the portal.
Parent Admin Account View
PWA accounts with the ADM field = 1 have the ability to always see the Parent Data Confirmation page regardless of the Parent Data Change Windows in Portal Options. Also these accounts will disable emailing of any other account linked to the student upon data change.
This will allow for a way testing of the system prior to launch to the public.
To set the PWA account as a Parent Admin, the ADM field can be populated with a “1” with a SQL query.
The Financials tab allows the District or School to add an additional step to the Parent Data Confirmation process for requesting donations. The donations can be collected using a LivingTree Campaign.
Enable the donations step
To enable the donation process, select the Enable Aeries Financials Donation Step check box on the Financials tab.
Add a Donation Title and a brief narrative in the Donation Question field that will be presented to the parent during the Parent Data Confirmation process.
If LivingTree will be used, enter the URL provided by LivingTree in the Campaign URL field.
Optionally, the Yes and No button text can be changed. If custom button text is not entered, Yes and No will appear on the buttons.
Once configured and enabled, the user will see the following when completing the Parent Data Confirmation process.
Selecting the Yes button (in this example,the blue custom-text "I would like to give" button) will open a new browser tab where the parent can complete the donation process. Selecting No will allow the parent to move to the next step in the Parent Data Confirmation process.
Note: The user must select either Yes or No to continue if the Financials option is enabled