Overview
This guide explains how to update student addresses in Aeries, manage address history, and ensure compliance with state reporting requirements. It also covers permissions, options, and related tools for address validation.
Address Data Storage
- Current Address: Always stored in the Student Data (STU) table.
- Address History: All residence and mailing address changes are saved in the Address History (ADH) table with an Effective Date. Each address is in effect from its Effective Date until the Effective Date of the next address. This data is used for state reporting.
Security and Permissions
- By default, users with Update permission to Student Data (STU) can change student addresses. The Address History (ADH) table is updated automatically.
- Additional permissions can be granted to Address History (ADH), allowing users to view and/or update address history dates. With Read permission, the Address History page appears in the navigation (Student Data > Other > Address History). Update permission allows changing Effective Dates, and Delete permission allows deleting any Address History record except the most recent one.
- District Option:
Districts can require Update permission to Address History (ADH) before a student address can be changed. This option, Require Address History Update to Change Student Address, is found on the School Options page at the District level.
NOTE: If this option is enabled, users only need Read permission to Student Data (STU) and require Update to Address History (ADH).
Changing Addresses
To update a student address:
- Go to the Student Demographics page.
- Click the Change Address button.
- In the popup window, choose one of the following options:
- Fixing Bad Data: Use when correcting an existing address (e.g., fixing a typo). Effective dates are not updated.
- Address Change: Use when the student has moved. Enter the Effective Date of the new address. It defaults to today’s date and must be after the Effective Date of the previous address. The previous address is retained in Address History. If the student has no existing address history records, the previous address is given an Effective Date of July 1 of the current academic year.
- (Optional) Select the Same checkbox next to Mailing to indicate that the mailing address matches the residence address. The residence address is required.
- Save your changes.
The popup window also includes an Address Verified checkbox to mark the address as manually verified and a View Address History link.
NOTE: Although address changes are stored in Address History (ADH), the student’s current address is always stored in Student Data (STU).
Address Validation Tools
If your district uses the Streets Table or DecisionInsite for address validation, you will receive additional prompts to select the appropriate address before completing the change.
For help validating or finding ZIP codes during address changes, use the Zip Lookup Tool. This tool helps ensure addresses are accurate and compliant with USPS standards.
For detailed instructions on using the Zip Lookup Tool, see:
Address History
The Address History page displays a record of all mailing and residence address changes for each student.
- Effective dates can be changed with Update permission to Address History (ADH). Dates cannot be in the future, and the current address must remain the most recent record.
- Records other than the most recent (current) address can be deleted with Delete permission to Address History (ADH).
