General Student Information

Language Information

Parent Information

Out of State Contact Information

Restrained Individual

Emergency Contacts

Health Survey

Immunization Information

Other District Enrollments

Documents

Authorizations

Document Uploads

Supplemental Questions

Foster/Residence/Military Survey

Confirmation


Overview


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 is collected. Upon completion, the Student's information is available to be imported into the School.


Account Creation


Welcome to aeries online enrollment screen


To begin the process, select a language then click on the Enroll a New Student button. 


Language selection options


The Year Selection screen displays.  Select the year to enroll for then click on Next.


 

Select an enrollment year



After making a year selection, the Required Information screen displays.  The Parent can print out this screen for Required Information details. After reviewing the information click on Next.


 

Required information for enrollment


 

The next screen allows the Parent to create a new account and requires a Name, an email address and password.  After the Create Account button is clicked, the next screen shows the Terms of Service. The Parent must agree to these before continuing.


 

Login screen for existing users or to create a new account



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


Forgotten password link




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

 

The I agree checkbox for the terms of service


 If the “I agree” box is not checked and the Next button is clicked, the following message displays. 


warning message if parent does not check I agree


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. 


User account menu with different options


My Account - Takes the User to their account page which lists pending and completed enrollment information.

Change Email - Change the email address associated with their account.

Change Password - Change the account password

Logout - Logout of their current session. When the user logs back in, their enrollment resumes at the last Step they completed.

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 are required.

 

Basic student information form


 After the Student birthdate is entered, the user sees the Students calculated age.

 

birthdate fields with calculated age


 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 displays. 


warning message - age not valid for this school


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


On the Student Address page, the Street Address, City and Zip Code are required.

 Student address information


If the Use the Street Table option has been setup through the Admin Settings a drop down list displays 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 displays. Click the Previous button to go back and correct the address. The enrollment process does not continue until a valid address is entered that matches an address in the Street table.


warning message - unable to find the 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 is used for the Student’s mailing address. If the No, use a different address for mail is selected, additional fields display to enter information for the Mailing address for the Student.

 Mailing address fields

 


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

 Preferred school selection


After clicking Next, the Account Created notification displays and an email is sent to the Parent’s email address.

 

account created notification


 

The email contains a link  for Account Authorization.

 

account activation link


 

After the email link is clicked on, the following message displays.  Click Next to continue with the enrollment process.

 

new account email verification message


 

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

 

login button


After login, the User sees 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.

 

My account page showing pending and completed enrollments



During the enrollment process, the page name at the top displays a drop down arrow. 


drop down menu indicator


Clicking on one the arrow displays 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 brings 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 cannot 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 displays to "Please complete the previous step" before they can move forward in the process. 




General Student Information

The General Student Information page asks for information such as the Student gender, contact numbers, and race/ethnicity information, if required by the Admin Settings. This information imports into the Student Demographic and Language pages in Aeries.


general student information



 Language Information  

The Language Information page collects responses to the Home Language Survey for State mandated reporting. 


Home language survey


Resident Parent Information  

The Parent Information page has the option to add information for two Parent/Guardians. This page requires that information be filled in for at least on before the Parent can proceed with the enrollment process.


Parent/guardian Information


Certain information like phone numbers is required. If this information is left blank and the Parent clicks Next, a message displays alerting them that the information is required. They cannot continue until the information is provided.


missing information message 

Out of State Contact Information

This page can be used to add information regarding Out of State Contacts for the Student, for example, divorced Parents who move away.


Note: This page can be selected to “Skip” from displaying to the Parent on the Admin > Basic settings tab.



Out of State contact information


 

Restrained Individual


Restrained individual yes no options


 

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 display on the page to add information about the restrained individual.


 

Restrained individual informaion


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. On the Admin > Basic Settings tab there are 3 display choices for this page:


Skip - Do not display the page during the enrollment process

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

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


Local physician information


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.

 

Emergency contact information


 

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 on the Admin > Custom Text tab.

 

Emergency contact portal access hover text



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 on the Admin > Basic Settings tab.


Students Health information



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 on the Admin > Basic Settings tab.

 Immunization information


Other District Enrollments  


NOTE: The questions that appear on this page depend on the options the District has chosen.


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 is 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 > Basic Settings tab.

 

A second question then displays: “Has this Student previously attended a school in the United States?” and date input fields appear. If Yes is selected for this second question, a third question displays.


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?" displays.


A fourth question of  “Has this Student previously attended a school in this school district?” is asked. If this question is answered with a Yes response, date input fields display. They are also asked “What was the most recent date this Student attended this district?” A drop down list of school names shows for the Parent to select from.


Other district enrollment questions


previous school information


Documents

When the Documents page is enabled by a district, the Parent can view and download documents pertaining to enrollment. The following is an example of the Documents page the Parent may see during the enrollment process.


 

required student document

 

Any required documents must be viewed by the Parent before they can continue.


 

Warning message to view required documents



Authorizations  

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

 

Authorization questions




Document Uploads

When the Document Uploads page is enabled, the Parent is presented with a list of documents to upload.  They may upload multiple documents per item.  If a Document is marked as Required they must upload at least one document.  These documents are then imported into the Student Documents table when the Student is imported into the School.  The file size is currently limited to only 4 MB at this time.


Note: if the file uploaded is a HEIC or HEIF file (default iPhone picture format) it is automatically converted to .jpg format


Document Uploads page


The Parent Selects the documents they want to upload and they upload automatically.  They can remove a document by clicking on the 'X' to the right of the document.


Document upload control




After completing the Enrollment Process, but before submitting the enrollment, the Parent can review the documents uploaded by clicking on the link.

Link on the confirmation page to view uploaded documents


If a Parent has previously enrolled a Student and submitted documents, and the Parent chooses to use information from a previous enrollment when enrolling a new Student, the documents submitted for the previous enrollment are available to add to this enrollment, or the Parent can upload new documents for this Student.




Supplemental Questions

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


Supplemental questions


Foster/Residence/Military Survey

The Foster/Residence/Military Survey uses the settings from Portal Options for each School. When the Parent makes a choice, a new PRS record is automatically created in the Registration Database and shows on the Programs tab during the Import process. Upon Import the record is added to Special Programs. If the Parent chooses 'None/No' then no record is created.



Military survey 

Residence survey



Confirmation

After all information has been entered, the following page displays for the Parent to review. Any information that displays an Edit icon can be edited before clicking on the Finish and Submit button.

 Final confirmation page


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

 

Print button to print the confirmation page