Aeries Online Enrollment allows a parent to quickly start the process of enrolling a student for school. Information about the student such as emergency contacts, medical and language information will be collected. Upon completion, the student's information is electronically sent to the school.

 


To begin the process, select a language to view Aeries Online Enrollment in and then click the mouse on the Enroll a New Student button. 

 


The Year Selection screen will display.  Select the year to enroll for and then click on Next.

 



After making a year selection, the Required Information screen will display.  The parent can print out this screen for Required Information details. After reviewing the information, click the mouse on Next.

 

 

The next screen will allow the parent to create a new account and will require a name, an email address and password.  After the Create Account button is selected a Terms of Service screen will display.

 



The Forgot Password link under the Existing User area can be used to Reset an account password if forgotten.




After the terms are read, the “I agree” box must be selected in order for the enrollment process to continue.

 


 If the “I agree” box is not checked and the Next button is clicked, the following message will display in red. Once the I agree is checked and the Next button is clicked the enrollment process will continue.

 


On the top right of the enrollment pages a user menu can be accessed by clicking on the drop down next to the logged in account name. This menu provides different options. 



My Account - Will bring the user back to their account page which lists pending and completed enrollment information.

Change Email - Provides a way for the user to change the email address associated with their account.

Change Password - Provides a way for the user to change their account password

Logout - Allows the user to logout of their current session. When the user logs back in, their enrollment will resume at the step in the enrollment process they were last on. 

Select Language - Allows the user to select any language available to complete the enrollment process in. Language selection can be changed during the enrollment process. 

 

On the Student’s Name page, the Student’s First Name, Last Name, Birthdate and Grade will be required.

 


 After the student birthdate is entered, the program will display a calculation of the student’s current age based on the birthdate.

 


 If a Minimum/Maximum age was set for the enrollment process in the Admin settings and an age is calculated that is outside of that minimum/maximum range the following message will display. 



After the information has been completed on the page, click the mouse on the Next button.


On the Student Address page, the Street Address, City and Zip Code information will be required.

 

 


If the Use the Street Table option has been setup through the Admin Settings a drop down list will display with the closest address or Street name that can be located in the file. If a street can not be found in the Street table the following message will display and the Previous button will need to be used to go back to the previous page to enter a valid address. The enrollment process will not be able to continue until a valid address is entered that matches an address in the Street table.



At the bottom of the Student Address page, there is a Use residence address above as mailing address question. If answered Yes, the entered residence address will also be used for the student’s mailing address. If the No, use a different address for mail is selected, additional fields will display to enter information for the Mailing address for the student.

 

 

 


The District can also setup an option to Select a preferred school.  If this option is enabled the parent will be able to select a preferred school of choice.

 


After clicking on Next the Account Created screen will display and will send an email to the parent’s email address.

 

 

The email will contain a link that the parent will need to click on for Account Authorization.

 

 

After the email link is clicked on, the following screen will display.  Click Next to continue with the enrollment process.

 

 

The parent can then sign back in at a later time with their email address and password by using the Login button 

 


This will display the My Account page which has Pending and Completed Enrollment information. The Resume button next to Pending Enrollments can be selected and that enrollment can then be resumed and completed.

 





During the enrollment process the pages will display a drop down arrow. 



Clicking on one of these arrows will display all of the pages available in the enrollment process. If a page as a green checkmark next to it, that page has been completed in the process. Clicking on a page in the list with a green checkmark will bring the user back to that page.


A page highlighted in blue with a blue circle next to it is a page that currently has not been completed. Pages shaded in gray are pages a user will not be able to access until the previous page with the blue circle has been completed. If a user clicks on one of the gray shaded page names in the list a message will display to "Please complete the previous step" before they can move forward in the process. 



General Student Information


 

The General Student Information page will require information such as the student gender, contact numbers, and race/ethnicity information. This information will import into the Student Demographic and Language pages in Aeries.

 


On the General Student Information page, as well as other pages in Aeries Online Enrollment, if an invalid phone number is entered the program will provide a message indicating that an entry was invalid and needs to be corrected.


 

Language Information


 

The Language Information page will collect information on what languages the student uses. This information will import into the Language page in Aeries.



Resident Parent Information


 

The Resident Parent Information page has the option to add information for 2 Parent/Guardians. This page requires that information is filled in for at least one parent/guardian before the parent can proceed with the enrollment process.



Certain information like phone numbers will be required. If this information is left blank and the parent clicks on the Next button, a red message  will display alerting them that the information is required. They will not be able to go to the next page in the enrollment process until that required information is filled in on the current page.


 


Out of State Contact Information


This page can be used to add information regarding Out of State Contacts for the student.


Note: This page can be selected to “Skip” from displaying to the parent through the Aeries Online Enrollment Admin console. When skipped the page will no longer display to the parents during the enrollment process.



 

Restrained Individual



 

If a restrained Individual needs to be noted for an enrollment record, the parent should select the Yes, an individual is restrained by court decree option. If this option is selected, additional fields will display on the page to add information about the restrained individual.

 



Local Physician Information


 

The Local Physician Information page is an optional page to show during the enrollment process. The system defaults this page to display. In the Admin console there are 3 display choices for this page:


Skip - Will not display the page during the enrollment process

Show (Optional) - Will display the page during the enrollment process but will not require it to be completed

Show (Required) - Will display the page during the enrollment process and will require that it be completed during the process





Emergency Contacts


 

The Emergency Contacts page has the option to add up to four emergency contacts. This page requires that information is filled in for at least one emergency contact before the parent can proceed with the enrollment process.

 


 

The Emergency Contact page has a question “Do you want this contact to have portal access?” Next to the question is a Help icon. The Help icon when hovered over can display Help text with an explanation of what the question refers to. This Help hover text first needs to be set up in the Aeries Online Enrollment Admin console.

 


Health Survey


 

The Health Survey page can be used to list any medical conditions. Comments can also be added.


Note: This page can be selected to “Skip” from displaying to the parent through the Aeries Online Enrollment Admin console. When skipped the page will no longer display to the parents during the enrollment process.

 



Immunization Information


The Immunization Information page can be used to list Immunization information and dates given.


Note: This page can be selected to “Skip” from displaying to the parent through the Aeries Online Enrollment Admin console. When skipped the page will no longer display to the parents during the enrollment process.

 

 


Other District Enrollments


 

The Other District Enrollments page allows the parent to add any information regarding the student’s previous school enrollments. The Other District Enrollment page first asks “Was this student born in the United States?” If a Yes response is selected, the parent will be prompted to enter the date the student entered the United States. It can be decided by the district if this question should be asked during their enrollment process by selecting Yes or No on the Ask for US Enter Date setting in the Admin Console Basic Settings tab.

 

A second question will then display, “Has this student previously attended a school in the United States?” and will provide date input fields. If Yes is selected for this second question, a third question will display for the parent to answer.


The third questions asks “Has this student previously attended a school in California?” If this question is answered with the Yes option, another question of "What date did the student first enroll into any California school?" will display.



A fourth question of  “Has this student previously attended a school in his school district?” will be asked. If this question is answered with a Yes response date input fields will display. They will also be asked “What was the most recent date this student attended this district?” A drop down list of school names will be available for the parent to select from.




Authorizations


If Authorization questions are enabled for the parent to view, they will be required to answer each Authorization question.

 



Documents


When the documents page is enabled by a district, the parent will be able to view and download documents pertaining to enrollment. The following is an example of the documents page the parent will see during the enrollment process.

 

 

If there is a required document and the parent clicks on the Next button without downloading the required document the following message will display and the required document will turn pink. The parent will need to download the required document before Aeries Online Enrollment will allow them to continue to the next step in the enrollment process.

 


 

Supplemental Questions


If Supplemental Questions are enabled for the parent to view, they will be required to answer each Supplemental question.




After all information has been entered the following screens will display for the parent to review. Any information that displays an Edit button can be edited before clicking on the Finish and Submit button.

 

 


When the Enrollment is completed the data will be submitted by clicking the mouse on the Finish and Submit button. After clicking on the button an email will be sent to the school to notify that a new enrollment is ready to be reviewed. The Print button will print out a copy of the enrollment information for the parent.