Overview
Navigate to Student Data > Demographics
The Aeries Online Enrollment import process allows schools to view newly enrolled students from the Aeries Online Enrollment website in Aeries Web Version. The data entered by the parent can then be reviewed and selected to be imported into the Aeries database.
Note: The Aeries Online Enrollment system should be used for Students who have never attended your District. Returning Students should be reactivated from the inactive School or copied over from a previous year. Information can be updated at the time of registration and through the Data Confirmation Process in the Parent Portal.
Security ↑
| Table | Permission | Description |
| Student Data (STU) | Read, Insert | Add Student Records |
| AIR Import | Read, Insert | Use the Import button |
Importing Students ↑
The Import button displays on the bottom of the Demographics form.
Click the Import button and the Aeries Online Enrollment Student List is shown.
NOTE: The Status of an enrollment -'Incomplete', 'Imported', etc. - is kept in the Registration database and updated when an action is performed on that record from any school. If you are Testing the Import process, be sure to use a 'Test' student and not an actual student as the Record is be marked as 'Imported' even in a Sandbox environment.
Filter By Name or Birthdate can be used to search for enrollment records. Click Refresh to apply the filter.
Filter By Status options:
- Pending Import – Completed enrollment that has been submitted by the Parent and is pending import.
- Partial (Incomplete) – Enrollment that is incomplete.
- Imported – Enrollment that has been imported.
- Deleted – Enrollment that has been deleted and not imported.
Limit to Current School options:
- Show All – Enrollments with Residence School and preferred schools.
- Residence School – Enrollments by Residence School value only.
- Preferred School – Enrollments by Preferred School value only.
Find Matches - Used to search the database for a prior or existing enrollment for this student.
View - Clicking the mouse on the View displays the Enrollment Confirmation page that the Parent completed online. This form cannot be edited from this view.
NOTE: When the View button is clicked, Aeries sends an authorized request to Online Enrollment. That request is only valid for a one-time use. If clicked a second time, the Online Enrollment login page is shown. To View the Confirmation again you need to refresh the Student Import page.
Set as Incomplete - This sets the Enrollment record to a status of Partial (Incomplete). This can be used to 'return' the enrollment to the Parent for them to change/add information and resubmit the enrollment.
Delete - This deletes the Enrollment record.
Account Email - The name of the parent that submitted the enrollment and an email link. This can be used to email the parent with any questions about the information before importing the student.
Enroll ID - Enrollment Record ID number assigned during the enrollment process. This number is from the AeriesRegistration Database STU.RID.
Year - School Year the Student was enrolled for.
Enroll Date - Date and Time the enrollment was submitted.
Find Matches
The Find Matches process attempts to find an active or inactive enrollment record for the Student. If a match is found, the information the Parent entered in the Aeries Online Enrollment system can be used to update the Students record.
Note: The Aeries Online Enrollment system should be used for Students who have never attended your District. Returning Students should be reactivated from the inactive School or copied over from a previous year. Information can be updated at the time of registration and through the Data Confirmation Process in the Parent Portal.
To search for a potential match, click on the Find Matches button next to the Student name.
A Look For Existing Student form shows any potential existing Student matches in the district.
If no potential match is located in the list, click on the Student Not Found button at the bottom of the potential student matches list.
After clicking on the Student Not Found button the Student Details form displays with information to be reviewed and edited if necessary before importing the record.
If a potential match IS found after clicking on the Find Matches button, click on the Details button to the left of the potential match Student name.
If the Student matched is currently enrolled a warning message is shown.
Note: If the Parent entered information regarding a previous enrollment in your district, the top of the locator box displays this information in a red message to assist in making a more accurate match.
If a previous enrollment was noted but the Student Not Found button is selected, the following additional message displays. Click OK to continue the process without matching to an existing student.
After clicking on the Details button the Student Detail form shows a red message “Matched to Existing Student in Aeries”.
When matching an existing Student record to an Online Enrollment record, The Online Enrollment Details form highlight fields in yellow that are different between that record and the matched Student record. The differences should be verified before the record is imported.
When matching an Online Enrollment record to an existing student record, certain fields remain locked and read only. The locked fields show the data entered on Enrollment and have a hover text stating the existing value for reference.
Fields on the Aeries Online Enrollment Import form that are locked when existing values exist on a matched record include State Student ID, Ethnicity, Race 1 – 5, Home Language Survey and School Entry dates.
NOTE: If one Race field has an existing value, all Race fields are locked.
If it is decided not to match the Enrollment record with the Aeries record, click on the Return To Student List button which brings you back to the Student list form.
View Enrollment ↑
Clicking on the View button opens up the Enrollment Confirmation form that contains the information the Parent filled out during the enrollment process to see the data the Parent entered during the process.
The Enrollment Completed by shows the name of the Parent who submitted the enrollment and an email link so they can be contacted for more information.
The Print button can be used to print a copy of the Confirmation
Student Details ↑
The Student Details form shows all data entered by the parent on several tabs: Demographics, Contacts, Medical, Authorizations, Other District Enrollment, Supplemental Questions, Programs, Document Confirmation Log and Documents. The information in each tab can be edited before Importing the record.
Note: The tabs that appear are based on the pages that are shown to the Parent during the Online Enrollment process. 
Demographics ↑
The Demographics tab displays the data entered by the Parent. This data is imported into the corresponding fields in the Student Data Demographics area.
If the Student enrollment was completed for next school year, the Status defaults to * Pre-enrolled for next year. This value can be changed by clicking on the drop down arrow and choosing a different status.
The name of the Parent submitting the enrollment and an email link are displayed next to the status.
Contacts ↑
The Contacts tab displays all Contacts added which can include Parent/Guardian, and Emergency Contact information. This data is imported into the Contacts form.
In the left corner of each Contact record there is an Import? option. If this option is selected, the Contact record is imported. This is useful to avoid importing duplicate Contact records if the Parent entered themselves as a Parent and an Emergency Contact.
The contact records also show a Source that is either AIR or Aeries. This relates to where the information generated from.
NOTE: If the source is Aeries, that record’s Import ? box defaults to unchecked. If it is left unchecked, that information is not included on the new record.
Medical ↑
The Medical tab displays any Immunization and Medical History data entered by the parent. All information defaults to be imported.
To de-select records, click on the Import? option box and those records are not imported.
Authorizations ↑
The Authorizations tab displays any Authorization information entered by the Parent. All records default to be imported. If this Import is matched to an existing Student, the current Authorization records show with a Source of AERIES. These are not tagged for Import, but are DEL-tagged on Import. If you wish to keep the current records active, check them for Import.
To de-select records, click the mouse on the Import? option box and the check mark no longer displays. These records are not imported into Aeries Web.
Other District Enrollment ↑
The Other District Enrollment tab displays any prior district enrollment that was entered by the parent. All AIR records default to be imported. If this Import is matched to an existing Student, the current ODE records shows with a Source of AERIES. These are not tagged for Import, but are DEL-tagged on Import. If you wish to keep the current records active, check them for Import.
To de-select records, click on the Import? option box.
Supplemental Questions ↑
The Supplemental Questions tab displays all Supplemental question responses entered by the parent and default to be imported.
To de-select records, click the mouse on the Import? option box.
Programs ↑
The Programs tab displays a Program record for the Residence/Military Survey if the Parent chose an answer other than 'None/No'
The Participation Start Date can be modified. If you do not want to import/approve the Program record, deselect the Import? checkbox. After Import, the new record appears in Special Programs (PGM).
Documents Confirmation Log ↑
The Document Confirmation Log tab displays any documents the Parent confirmed during the enrollment process. If the enrollment record is imported, a DCL record are created for the documents confirmed.
Documents ↑
The Documents tab displays any documents the Parent has uploaded for the Enrollment process. On import the Documents import into the Student Documents page with the settings shown for Related to, Category and Subcategory. The Document names are links that can be used to view the Document before importing.
After importing, the Documents appear on the Student Documents page with the Categories assigned during the Online Enrollment Process and the User who imported the Student
Import Student Data ↑
After all information has been reviewed and an appropriate Status has been selected, the Student enrollment can be imported. To import the student enrollment, click the Import Student Data button.
If matching to an existing student record with fields that do not match, the following message displays when clicking on the Import Student button.
After clicking on OK, a second confirmation message displays. To continue with the import of the student record, click on the OK button.
If the enrollment information was entered with commas in the Residence Address, Mailing Address or Birth Country fields, the following message displays showing the Fields containing commas. It is recommended to remove them before importing the enrollment.
If a status other than active was selected for the student, the following message displays. Click on OK to continue the import process.
When the Import process completes, an “Import Succeeded!” message displays on the form.
To view the imported student enrollment, click the mouse on the View Student link.
The Student Demographics form displays with the new Sti information.
