TABLE OF CONTENTS

Overview

Security

Importing Students

View Enrollment

Student Details

Demographics

Contacts

Medical

Authorizations

Other District Enrollment

Supplemental Questions

Programs

Documents Confirmation Log

Documents

Import Student Data


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 

TablePermissionDescription
Student Data (STU)Read, InsertAdd Student Records
AIR ImportRead, InsertUse the Import button

Importing Students 

The Import button displays on the bottom of the Demographics form.


Import button


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.


Student import page options


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.


Student record import options


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.


Enrollment record details

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.


Find matches button


A Look For Existing Student form shows any potential existing Student matches in the district. 


Search for existing student list



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.


Student not found button


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.  


Student Import record details


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.


Details button


If the Student matched is currently enrolled a warning message is shown.

Student match warning message


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.


Notification message that parent indicated student was previously enrolled

 

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.


warning message - Parent noted the student was previously enrolled at this school. Are you sure you want to continue 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”


Matched to existing student message


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. 


Yellow highlight shows data differences between record to import and existing record


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.


Some fields cannot be updated through this process

 

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. 


Return to Student list button



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. Student Details form tabs


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. 


demographics tab information


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. 


Choose an enrollment status


The name of the Parent submitting the enrollment and an email link are displayed next to the status.


Name of parent that completed the enrollment and email link



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. 

 

Contacts tab information 

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.

Import Contact selection box

 

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.

 

Medical tab information


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.


Authorization tab information


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.


Other district enrollment tab information


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.


Supplemental questions tab information


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'

Programs tab information


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.


Document Confirmation log tab


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.

Documents tab information


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.


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.

 

Are you sure you want to import this Student? There are fields that do not match. Selecting the wrong Student can cause major problems in your data! Continue?


After clicking on OK, a second confirmation message displays. To continue with the import of the student record, click on the OK button.

                                    

Are you really sure?


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.

                           Please Note, Residence Address contains commas that could cause major problems when extracting data later, continue importing data with commas?


If a status other than active was selected for the student, the following message displays. Click on OK to continue the import process.


Please verify you want to admit this student with a status other than Active

 


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.

 

Import successful message


The Student Demographics form displays with the new Sti information. 


Student Demographics record for the new student