Table of Contents

Basic Settings

Custom Text

Questions & Codes

Admin Users

School Settings

Document Upload


Overview


The Aeries Online Enrollment Admin Login provides various options that can be customized, allowing districts to tailor the presentation of enrollment information to be completed by parents.


To configure the Aeries Enrollment System Settings, type in your username and password on the Admin Login page and then click your mouse on the Login button.



The System Settings area has five configuration tabs; Basic Settings, Custom Text, Questions & Codes, Admin Users, and School Settings. and Document Upload.  Translations are supported on the Custom Text and Questions & Codes area. NOTE: The settings in the screenshots below are examples.



Basic Settings

On the Basic Settings tab, general website settings can be configured. The Basic Settings area also allows administrators the ability to select which languages are available to view in Aeries Online Enrollment. After any changes are made, click the mouse on the Save All Basic Settings button at the bottom of the page.


Various settings include:

  • Current Enrollment Year– The CURRENT school year.
  • Pre-Enrollment – Enable or Disable Pre-Enrollment. If enabled it will allow parents to be able to choose the next school year to pre-enroll for.
  • Enrollment Age limits - A minimum and maximum age can be defined for enrollments. If an age outside of the set age limit range is entered, an alert will display and the enrollment will stop until a valid age is entered. 
  • District Name – The name of the school district. This text will be shown to the parents. Ex: Eagle Unified School District.
  • Street Validation –Options are None, Street Table, or DecisionInsite.
    • If set to Street Table will use the Aeries street table (STR) for school assignments from student resident address (STU.RAD). It requires a populated and maintained STR table in Aeries.
    • If set to use DecisionInsite is enabled, the program will use DecisionInsite to validate the street address. Note: The option to use DecisionInsite will only appear in the list to select if the option to “Use DecisionInsite for Street Validation” has been enabled in the Aeries Web Version.



The Optional Fields section includes certain fields that may be turned off or on for parents.

  • Ask for Preferred School? – If set to Yes will allow the parent to select a preferred school that exists within your LOC table.
  • Ask for Student email? - If set to Yes will display a question asking what is the student email during the enrollment process. 
  • Ask for US Enter Date? - If set to Yes will display the question What is the Student US Entry Date during the enrollment process. If set to No this question will be hidden and the first question displayed will be What is the student's US School entry date. 
  • Ask for US Pre-School Enter Date?
  • Ask for US School Enter Date?
  • Ask for CA School Enter Date?. Note: Setting this to No will also hide the question "Has your student previously attended a school in this district".
  • Ask for birth place?. This option will hide birth city, state, and country from being asked.



Optional Pages – Options are available to Show, Skip, Show (Optional) or Show (Required)  for certain pages in Aeries Online Enrollment during the enrollment process. Pages that can be skipped from the enrollment process are Out of State Contact, Local Physician, Immunizations, Medical History, Documents and the Document Upload page.

  • Show – will display the page to the parent during the enrollment process.
  • Skip – will exclude the page from displaying during the enrollment process.
  • Show (Optional) - will display the page during the enrollment process but will not require the page be completed.
  • Show (Required) - will display the page during the enrollment process and will require the page be completed.


NOTE: If no selection of Show or Skip is made, the page will default to display.

 

Language Choices – Select which languages to make available to parents to view in Aeries Online Enrollment. English is the default language and will remain selected. 



NOTE: The Language Choices selected will display on the main Aeries Online Enrollment page for parents to select from.



The selected Language Choices will also display in the top right menu on the enrollment pages.  These language links can be used to switch from one language to another after a new student enrollment has been added to the system. These links can be helpful to a person who may have started an enrollment using a language they are not as familiar with and allow them to switch to a language they are more familiar with to complete the enrollment process.



Grade Choices – Select which grade levels the parents will be able to select from the grade drop down list in the enrollment process.



Note: The Grade Level descriptions pull from the Define Student Grade Levels form in Aeries.


The lower portion of the Basic Settings tab consists of configuration settings which must be populated correctly in order for the synchronization between Aeries Online Enrollment and Aeries to function.



From Name – The literal name that will be used when Aeries Online Enrollment sends emails to confirm new accounts. Ex: EUSD Internet Enrollment.  

From Address –   The From email address that will be used for Aeries Online Enrollment emails. Ex: johndoe@example.com

Email Server Host Name – The SMTP server that Aeries Online Enrollment will use to send emails.

Email Server Host Port  – The TCP port Aeries Online Enrollment will use when sending emails. It is usually 25.

Enable SSL – When this option is selected, all outgoing mail will be encrypted with SSL. This option will work on an email server set up to receive SSL and TLS encrypted emails such as Gmail.

Email Server User –  This is optional. It is the username used to authenticate to the SMTP server.

Email Server Password  – This is optional. It is the password used to authenticate to the SMTP server.

Test Sending Email  – After entering all email server settings and clicking on the Save button at bottom of page, a test email can then be sent.

Support Email Address  –  Currently this filed is not used, however it can be populated with the email address a parent would contact for help with the enrollment process should it be used in the future.

Code  – The common code used by Aeries Online Enrollment and Aeries that enables the Sync web service to function. Click on the Generate Random Code button to generate the code. This same code then needs to be populated on the Aeries Online Enrollment form within Aeries Client and under School Options in Aeries Web Version.This is CASE-Sensitive!

Base URL  – The base URL of the Aeries Online Enrollment website. HTTPS is required.This will be used throughout emails and links generated on the Aeries Online Enrollment website. This URL also needs to be populated on the Aeries Online Enrollment form in Aeries Client and under School Options in Aeries Web Version.


Google Maps - If set to Yes will enable the use of Google Maps in the enrollment process. This will display a google map of the school after the school is selected or assigned. 

Note: A Google API key is no longer required. 



Database Connections - This area will display the Online Enrollment Database name and the Aeries Database name being used for the enrollment process. 


 

After any changes are made, click the mouse on the Save All Basic Settings button at the bottom of the page. 


Settings in Aeries

Once you have populated the Code and Base URL on the Aeries Online Enrollment System Settings Basics Settings tab, you will need to sync Aeries Online Enrollment with your Aeries school database.


To sync Aeries Online Enrollment with Aeries, log into the Aeries Web Version and navigate to the School Options page.


In School Options, select School Code 0. The District Options area will display two Online Enrollment Settings fields: Synchronization Key and Base AIR URL.



The Synchronization Key Code and the Base URL need to be populated with the same Sync Code and Base URL that was populated in the Aeries Online Enrollment Admin System Settings Basic Settings tab.


Custom Text

Aeries Online Enrollment has the ability to display custom text. The Custom Text tab allows a district to define what text is displayed to the parent when using Aeries Online Enrollment to enroll a student. The Custom Text area now supports translations. The custom text for each language selected on the Basic Settings tab will need to be translated by the district in the custom text area.


The Custom Text area boxes have Rich Text Editor capabilities which provide the ability to add hyperlinks and formatting options for font and background colors. This functionality helps achieve a what you see is what you get (WYSIWYG) editing experience.



With these editing capabilities, text can be highlighted with a color or bold font.



The applied formatting will then display to the parent when enrolling a student.



Hyperlinks, font styles, and any number of custom formatting can be applied.


Each custom text box heading has it’s own Save button which can be used to Save the text added to that text box. When the Save button for a Custom text box is clicked on, a message will display indicating that the text entered for that box has been saved.



The Save All Custom Text button at the bottom of the page can be used to save all text for all custom text boxes simultaneously. After the Save All Custom Text button is clicked on, a green message will display confirming the Save.



When using the Save All Custom Text button to save data, a Custom Text progress bar will display when the Custom Text tab is refreshed with the newly saved changes.



The Custom Text boxes each have a Reset button. The reset button can be used to set an individual custom text box back to the default system text if available. NOTE: When using a Reset button, it will replace that custom text box information with the default system text and it will also remove the translations for that specific custom text box for all languages. 


Each custom text box has a Preview button. The preview button allows the admin to quickly preview a snapshot of the custom text entered in real time. Preview is done for each custom text box and language individually.



Add Custom Text and Translations

After clicking on the Custom Text tab in the Admin module, a language selection dropdown will display at the top of the page. Select a language from the dropdown list to view, edit or add custom text to.



After selecting a language, some custom text boxes will display a default system text. This text can be used by the district or modified and replaced with district defined verbiage.



Customizing text for other languages can also be modified by the district with translated text. Once translated text is entered and saved, the system will then display the translated text in the Admin custom text area as well as in the parent enrollment area when that language is selected during the enrollment process. 


To add translated text for a language, select the language from the language dropdown at the top of the page and then type the translated text into the corresponding text box.



After any custom text is entered for a text box, click the mouse on the individual textbox Save button or on the Save All Custom Text button at the bottom of the page.


When adding or translating custom text for a language other than English, a Show English option will display above the custom text boxes.



Clicking on the Show English option will display the English custom text for that text box. The English will display for reference and will be in read-only mode.



To stop showing English, click on the Hide English link. This will hide the English text box and only display the text box for the language being customized.


After any custom text is entered for a text box, click the mouse on the individual text box Save button or on the Save All Custom Text button at the bottom of the page.

 

The Home page custom text will display as welcome text on the Aeries Online Enrollment home page. The text displayed will depend on the custom text entered by the district and the language the parent selected to view in Aeries Online Enrollment.


Documents

Documents can be displayed in the Aeries Online Enrollment system for parents to view and print during the enrollment process. If documents are available for parents to view and download, the document interaction will be logged in the DCL table in the AeriesRegistration database. If an enrollment containing documents is imported into Aeries, a corresponding Document Confirmation (DCL) record will also be added to the DCL table in the SQL database upon import of the enrollment record.


Documents used for Aeries Online Enrollment are shared with those used in the Parent Data Confirmation process. Documents need to be uploaded through the Aeries Portal Documents page.  Users will need Read, Insert and Update to the Documents page in the Parent Data Changing/Documents area to be able to upload a document. 


To upload a document for use in Aeries Online Enrollment, log into Aeries and click on School Info | Portal Management | Portal Documents on the Navigation tree. The following will display.



Click the Portal Documents button to be re-directed to the Portal Documents page.



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 for Online Enrollment, check the Online Enrollment option for the document. 



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 (eye icon). 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.



Online Documents

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.




Questions and Codes

 Authorization 

The Authorization Codes in Aeries Online Enrollment map to the Authorization Status field in Aeries (AUT.ST).


Yes Option Aeries Code – This is usually set to 1

No Option Aeries Code – This is usually set to 2



NOTE: Authorization Codes and Questions must be entered under the English language option on the Questions & Codes tab. The Authorization Questions entered under English will apply to all languages but can only be added and modified under English.


The Authorization Question codes map to the Authorization Code field (AUT.CD) in Aeries. The values entered in the Code fields and the text entered in the Question field in Aeries Online Enrollment System Settings must match what is in the Aeries code table for AUT.CD.


To add a new Authorization code, type an authorization code and description and then click on Add


To delete an Authorization Question, click the mouse on the Delete button to the right of the question.



NOTE: If an enabled code is deleted from the COD table in Aeries, it will not automatically delete from the Aeries Online Enrollment Admin Questions and Codes area. The code will have to be removed from Aeries Online Enrollment Admin by clicking on the delete button next to the appropriate code. 


Enrollment Age Limit


If a minimum and maximum age limit have been set in the Basic Settings area a custom message can be added to display during the enrollment process if an invalid age has been entered. 


Contacts


The Contact area has three settings and allows for the customization and translation of the “Allow Portal Access” question.



Ask Allow Portal Access – If set to Yes, it will ask “Allow Portal Access” on the Contacts page. It will require an email address be entered for the contacts that are set to Yes.

Ask Should a second copy of mail be sent to this contact – If set to Yes, will ask for mail tag information on a contact. This field maps to CON.MT in Aeries.

Emergency Contacts Ask For Email – If set to Yes the system will ask for the email address of emergency contacts. If set to No, it will not ask for email address of emergency contacts and it will also disable asking if the emergency contact should have portal access.


Portal Access Customization

To customize the Header field text for the Allow Access To Portal question, type in the desired text in the Header text field and then click the mouse on the Save All Questions & Codes button at the bottom of the page.



NOTE: If this field is left blank, the default system text of “Allow Access To Portal” will display to parents. 


The Help text which displays when the mouse hovers over the question mark icon next to this question can also be customized by adding the desired text in the Help text box.



Contact Codes

The Contact Code values map to the CON.CD field in Aeries. The codes that are entered must match what is in the Aeries Code Table for CON.CD.



The Contact Relationship Codes area has a dropdown where you can select which codes are available to be used in Aeries Online Enrollment. The values from the drop down list come from the Aeries Code Table for CON.RL.


In order to make a code available for Aeries Online Enrollment users to select, you must pick the value from the drop down list and then click your mouse on the Add button.



Once a Contact Relationship Code is added, it can be deleted by clicking the mouse on the Delete button to the right of the code.


NOTE: If an enabled Contact Relationship code is marked as Inactive or deleted from the Code table in Aeries, it will not display to the parent in Aeries Online Enrollment but it will remain visible in Aeries Online Enrollment Admin

 

General Student Information

The General Student Information area has four settings.



Ask Parent Education Level – Enable/Disables asking for Parent Education Level.

Ask Student’s California State ID – Enable/Disables asking for the Student’s California State ID.

Require Ethnicity – Enable/Disables requiring a value be entered for the ethnicity of the student.

Require Race – Enable/Disables requiring selecting the race of the student.


Supplemental Questions

Supplemental Questions can be added for users to answer. Each question is mapped to a destination table and field in Aeries. The current destination tables are STU and SUP.  The codes that are entered must match what is in the Aeries Code Table for the corresponding STU or SUP field.

 

NOTE: If an enabled code is deleted from the COD table in Aeries, it will not automatically delete from the Admin Questions and Codes area. The code will have to be removed from Admin by clicking on the delete button next to the appropriate code.


To have the system ask Supplemental Questions, set the Ask Supplemental Questions field to Yes.


If Filter by Questions is set to enabled, it will allow the filtering of the Supplemental Questions in the Administration View that are currently enabled. If you select the disabled radio button, you will see any question that were previously entered but were disabled from being currently used.



To add a Supplemental Question, click the mouse on the Table drop down and select either STU or SUP. In the Field column, populate the appropriate field that relates to the table you have selected. In the Question box, type in the Supplemental Question you would like to ask.



Under Type, set to YesNo or Dropdown. After you make your selection click the mouse on the Add button and then click the mouse on the Save All Questions and Codes button.


The YesNo option will require a Yes or No response to the question. Selecting the Dropdown option will require a multiple choice response to be selected. After choosing Dropdown from the Type field, click your mouse on the Add button. An Edit Choices link will now display.



Clicking your mouse on the Edit Choices button allows you to add in codes for the user to select. The codes and descriptions that are entered must match what is in the Aeries Code Table for the specified table and field. 


Type in the code and description and then click your mouse on the Add button.



Once your Supplemental Questions are entered, you can use the blue commands to the right of the question to do the following:


  • Up/Down – Change the order of the questions asked.
  • Edit – Edit the question. Question type cannot be altered.
  • Disable – Disable the question. This option is useful to “retire” a question that is no longer in use but that have existing enrollments that reference the question.
  • Delete – Deletes the question. Questions cannot be deleted if they are referenced in an enrollment.



Admin Users

The Admin Users area is where you can create administrator logins for the Aeries Online Enrollment System Setup area.


To add a new Admin user, type the username in the box and then click your mouse on the Add button.



NOTE: All new administrator logins will default to the password “changeme”. The first time the new Admin account logs into the Admin module with the “changeme” password, the system will require that the account provide and confirm a new password.


After a user name has been created, it will show under the Admin Users tab. It will have an Edit and Delete option next to it.


School Settings

The School Settings tab allows enabling schools for use with Aeries Online Enrollment. The available schools in the Select School to Add drop down list come from the Aeries LOC table which the SQL AIRUser must have select access to.

Aeries Online Enrollment allows for enrollment into Schools and Programs. A School is a typical school in Aeries with a fixed grade range.  A Program is non-grade specific. If Programs are enabled they will appear as available options in the early stage of enrollment. When enrolling, users will have the option of enrolling a student for either a grade or a program. Programs are optional and are not required to be configured for Aeries Online Enrollment.

 

To add a School, under the Schools Enabled For Enrollment area, click your mouse on the Select School to Add drop down list and select a school. 



Once a school is selected you can provide an email address that Aeries Online Enrollment will use to send an email notification when a parent completes an enrollment. The email notification is dependent on the email settings being configured correctly on the Basic Settings tab.




Once a School has been enabled, it can be disabled if needed by clicking the mouse on the Delete button to the right of the email address. If deleted, the only way to enable the school again is to re-add it.


To add a Program, follow the same steps above for adding a School. If a Program is defined, it will offer this school name as a choice for the parent instead of a grade level. In addition, it will also bypass any street validation and will allow the parent to enter any address. Additionally, the grade level will be defined as Grade 99.


Document Upload

The Document Upload tab is to configure the Categories of documents you want to Parent to provide during the enrollment process.


 



The Restricted File Types is used to prevent Parents from uploading unwanted file types.  This is the default list for Aeries Web.   Only files NOT in this list can be uploaded.  You may add more file types using the .xxx format separated by commas.  



The File Requests section is where you define the Files you would like Parents to provide.  



The Category/Subcategory are defined in Update Code Table > DOC.CT and DOC.SCT.  These categories have no effect on the page display to the Parent and do not organize the Documents in any way.  They are fields that will be imported into the Category and Subcategory fields in Student Documents.  See the Student Documents for more information




Checking Required will not let the Parent proceed unless a document is provided.  Parents may upload multiple Documents per Request.  


The Security Area defines the table Users will need at least Read permissions to be able to view the Documents in Student Documents.  See the Student Documents for more information


The Title is what will display to Parents.  Description can be used to give instructions to Parents, such as "For Proof of Residency you may upload a Utility Bill, Cable Service Bill, Lease or other Document that will verify your Residence Address".


The Up and Down links will allow you to change the order in which File Requests are displayed to the Parents




Add District Logo

Aeries Online Enrollment allows for a District Logo to be added that will display on the right-hand side of the enrollment pages.


A virtual directory needs to be created to store the District Logo. This folder should reside outside of the main Aeries Online Enrollment folder that contains the website. This setup will make upgrading to new versions of Aeries Online Enrollment easier as any custom images will reside outside of the application folder. The first step is to create an App Settings folder. The default location is c:\AppSettings. Once the folder is created, you can copy the logo into this folder.


The District Logo should be 80 x 80 pixels and should be in PNG format. It should be named DistrictLogo.PNG. The logo should contain an alpha transparency background for optimal display. If it does not support a transparent background, double check to see how it displays in Aeries Online Enrollment. Some color adjustments may be necessary for optimal display.


Once the District Logo is copied into this folder, open Internet Information Services and right click the folder where Aeries Online Enrollment is installed and select Add Virtual Directory. Enter AppSettings as the alias. In the physical path folder, select the folder you created (c:\AppSettings) and click your mouse on OK.