Attendance

Discipline

Grade Reporting & Gradebooks

Health & Medical

Scheduling

Special Education

Test Scores & Assessments

Student Success

Student Enrollment & Information Management

Online Enrollment

Aeries Analytics


Attendance

The following Attendance tasks should be done in preparation for the new school year.



TaskAeries PageKnowledge Base Article

(District) Establish district and school attendance procedures and protocols that meet the mandated requirements.



Manage security for users who will be viewing, taking, and managing attendance.

  • Campus staff
  • Teachers
  • Parents

Security Management >

  • Users
  • Groups
  • Portal Groups
  • Table Permissions

Security


Submission Log Permissions Setup

(District) Update attendance settings:

  • Enable ADA Weighting based on Attendance Program - Select if associating an ADA weight value to an attendance program.
  • Disable School Based Attendance Letters - Select if only the district attendance letters are used. If selected, the school-based Attendance Letters are disabled.
  • Hide The Days with Truancies total on Student Attendance - Select to hide the Days with Truancies total on the Student Attendance page.
  • Attendance Fill Periods - Select to remove the "All day code will go in every period the student has classes" option from the Fill Periods menu on the Student Attendance page.

School Info > Configurations > District Settings

District Settings (District Rules)

 

Enable ADA Weighting

(District) Set district attendance options:

  • Attendance Period

School Info > School Options (district)

School Options Setup

Configure attendance history.

Attendance Accounting > Configurations > Attendance History Config

Attendance History Configuration

 

Attendance History Overview

 

Attendance History Fields

Add the following codes to the code table:

  • Bell schedule definitions (BSD.TY)
  • Block schedule codes, if using (MST.U1-MST.U8)
  • Attendance note (ATN.CD)
  • ADA eligibility with C059 values (STU.SP, STU.NSP)
  • Supplemental attendance codes, if using (ATP.TY, ATP.TG, ATP.UC1-UC8, ATS.TG, ATS.UC1-UC8, ATA.PR, ATD.CD)
  • No Show students (STU.TG)
  • CTE Dept (CRS.DC = CTE)

School Info > Configuration > Update Code Table

Update Code Table

 

Adding a Bell Schedule Definition to the Code Table

 

Attendance Notes Update Code Table Setup

 

Print Off Campus Pass

 

Daily Attendance Schools Lunch Count

 

Texas - Attendance Enrollment - Change ADA Eligibility

 

Supplemental Attendance Checklist

 

Attendance Rulesets

 

Texas - No Show Setup

Texas - Career & Technical Education (CTE)

Update School Options related to attendance:

  • Tracks - the number of attendance tracks at the school
  • All Day Attendance Management = Attendance Time
  • Primary/Secondary ADA Time
  • Attendance Type (Att Type) = Period or Daily
  • Attendance Reporting Type (Att Reporting)= Negative
  • Utilize A/B Days

School Info > School Options

School Options Setup

 

Flex Scheduling - Attendance Options Chart

 

Attendance Options Chart

 

Alternative School Configuration

 

Long Term Independent Study

 

Attendance Time (ADA Time) All Day Attendance Management

Update School Information related to attendance:

  • Prior Year ADA (used for Attendance Percentage Comparison)

School Info > School Information

School Information

Update School Settings related to attendance:

  • Populate All-Day Attendance Code Automatically, if using
  • Calculate Attendance Totals Based on Period Attendance, if using 

Configurations > School Settings

School Settings

Update Portal Options related to attendance.

  • Select all options that meet the state and district attendance policies.

School Info > Portal Management > Portal Options (Attendance tab)

Portal Options - Attendance

 

(Flex) Flex Scheduling - Attendance Options Chart

 

Attendance Options Chart

 

Attendance Rulesets

 

Attendance Time (ADA Time) All Day Attendance Management

 

Attendance Notes Security Permissions and Portal Options Setup

Update Portal Options related to supplemental attendance, if using.

School Info > Portal Management > Portal Options (Attendance tab)

Portal Options - Attendance

Update attendance reporting periods.

School Info > Configurations > Attendance Reporting Periods

Texas Attendance Reporting Periods

Create the traditional calendar for each track.

School Info > Calendar

Create a Calendar

 

Multi-Track Calendar Setup

 

Copying a Track on the Calendar Page

 

Eliminate a Week from the Calendar

 

Alternative School Configuration

 

Attendance Time (ADA Time) All Day Attendance Management

 

(Flex) Flex Scheduling - Calendar

Create class calendars.

Attendance Accounting > Configurations > Class Calendars

(Flex) Flex Scheduling - Class Calendars

Build block schedule calendar, if using.

Attendance Accounting > Configurations > Block Schedule Calendar

Build a Block Schedule Calendar

 

Complex Schedules - A/B Day Schedules

 

Complex Schedules - Odd/Even Day Schedules

 

Alternative School Configuration

Build bell schedules for each track:

  • Build the default bell schedule used on normal school days.
  • Build custom bell schedules for a particular day.
  • Build bell schedules for block schedules, if using.
  • Assign bell schedule to calendar.

(Default) School Info > School Options

 

(Custom/by date) Attendance Accounting > Configurations > Bell Scheduler

 

(for block schedules) Attendance Accounting > Configurations > Block Schedule Calendar

School Options Setup

 

Create a New Bell Schedule

 

Block and Bell Scheduler Procedures Overview and Setup

 

Assigning Bell Schedules to Calendar Days

 

Alternative School Configuration

 

Complex Schedules - Odd/Even Day Schedules

 

(Flex) Flex Scheduling - Bell Scheduler

Build class periods.

Attendance Accounting > Configurations > Flex Periods

(Flex) Flex Scheduling - Flex Periods

Update absence codes.

Attendance Accounting > Configurations > Update Absence Codes

Absence Codes Overview

 

Setup Absence Codes

 

Absence Codes Security Permissions Setup

 

Attendance History Absence Codes

 

Alternative School Configuration

Configure the No Show process.

School Info > Configurations > No Show Setup

Texas - No Show Setup

Enable attendance notifications, if using.

School Info > Aeries Communications > Attendance Notifications

Aeries Communications - Attendance Notifications Configuration

Configure re-admit/off-campus pass printing, if using.


Readmit Slip and Off Campus Pass Receipt Printer Setup

(District) Create district-level attendance letters, if using.

School Info > Configurations > Attendance Letters > Attendance Letter Options

 

School Info > Configurations > Push and Pull Setup Tables

District Attendance Letters - Overview

 

(Flex) Flex Scheduling - District Attendance Letters

 

District Attendance Letters - Letter Options

 

Push and Pull Setup Tables

Create school-level attendance letters, if using.

Attendance Accounting > Configurations > Letter Text Editor

 

Attendance > Attendance Letter

Attendance Letters - Creating New Attendance Letters

 

Attendance Letters - Printing Attendance Letters to Parents

Configure ParentSquare and Aeries to send district attendance letters through ParentSquare, if using.

School Info < Aeries Communications > Attendance Notifications

Aeries Communications - Attendance Notifications Configuration

 

District Attendance Letters using Aeries Communications

(District) Configure supplemental attendance, if using.

Supplemental Attendance > Configurations > Supplemental Attendance Configuration

Supplemental Attendance Configuration

Create supplemental attendance sessions, if using:

  • Calendars 
  • Staff
  • Students

Supplemental Attendance > Supp Att Sessions

 

Supplemental Attendance > Supp Att Sessions > Calendar (ATC)

 

Supplemental Attendance > Supp Att Sessions > Staff (ATR)

 

Supplemental Attendance > Supp Att Sessions > Students (ATA)

Supplemental Attendance Sessions (ATS)

 

Supplemental Attendance Session Calendar (ATC)

 

Supplemental Attendance Session Staff (ATR)

 

Supplemental Attendance Session Students (ATA)

 

View Sessions List in Programs Page

Configure supplemental attendance-to-attendance processing, if using.

  • Linked Attendance Period field on Supplemental Attendance Sessions
  • Supp Att field on Master Schedule section (MST.USA)
  • Linked Attendance Period field on Bell Scheduler or School Options > Bell Schedule

Supplemental Attendance > Supp Att Sessions

 

Scheduling Process > Master Schedule

 

School Info > School Options

 

Attendance Accounting > Configurations > Bell Scheduler

Supplemental Attendance Checklist

 

Supplemental Attendance Sessions (ATS)

For any CTE course offered at the school, ensure the following are set:

  • Dept
  • Service ID
Scheduling Process > Courses (General and Other tabs)Texas - Career & Technical Education (CTE)
For any CTE course offered at the school, ensure the following is set:
  • CTE V-Code
Scheduling Process > Master ScheduleTexas - Career & Technical Education (CTE)

Initialize attendance.
NOTE: This should be run as close to the first day of school as possible. It must be run before school opens on the first day of school.

Attendance Accounting > Functions > Initialize ATT/CAR

Initialize Attendance


Discipline

The following Discipline tasks should be done in preparation for the new school year.



TaskAeries PageKnowledge Base Article

(District) Establish, document, and distribute all district- and school-level discipline policies.

n/a

Discipline & Assertive Discipline

Manage security for users who will be viewing or entering discipline information.
  • District and campus staff
  • Teachers
  • Parents
Security Management > 
  • Users
  • Groups
  • Portal Groups
  • Table Permissions
Security

Discipline & Assertive Discipline

(District) Enable discipline features according to district policy.

  • Do not show teacher/counselor field to Parent/Students 
  • Request Assigned and Served Days in Assertive Discipline - Administrative Decisions (Dispositions)
  • Hide the Discipline Administrative Decision Hours Field
  • Show the Demerits field on the Assertive Discipline Page
  • Number of Offenses allowed (1-5) on Assertive Discipline
  • Use Advanced Discipline (DIS) Page

School Info > Configurations > District Settings

District Settings (District Rules)


Discipline & Assertive Discipline


(District) Define fields that will be required when adding a discipline record.

School Info > Configurations > Define Required Fields

Define Required Fields

Create any custom captions that will be used on the Assertive Discipline page - Additional Info tab to record district-specific information.

School Info > Configurations > Define Custom Captions

Define Custom Captions

Maintain a list of offense codes for which a student can be suspended (SOC table). This triggers an automatic suspension letter.
School Info > Configurations > Update Suspendable Offense Codes
Discipline & Assertive Discipline

Update Portal Options related to discipline.

  • Discipline entry notification email address (for tchr adds)
  • Assertive discipline entry notification email address (for tchr adds)

School Info > Portal Management > Portal Options (Miscellaneous tab)

Portal Options - Miscellaneous


Discipline & Assertive Discipline


Configure the discipline notification messages.

(District) School Info > School Options

Discipline & Assertive Discipline

Add the following codes to the code table:

  • Discipline codes (infractions) (DIS.CD)
  • Assertive discipline codes (infractions) (ADS.CD)
  • Disposition suspension codes (DSP.DS)
  • Behavioral emergency codes (BER.CD)

School Info > Configuration > Update Code Table

Update Code Table


Discipline & Assertive Discipline


Assertive Discipline and Suspension Letter Setup


Intervention Management Initial Setup

Customize discipline letters to parents.

School Info > Letter Texts > Discipline Letter Text Editor

Discipline & Assertive Discipline


Assertive Discipline and Suspension Letter Setup

Map discipline and behavioral emergency codes for proper CRDC reporting.

School Info > Imports and Exports > Civil Rights Data Collection


School Info > Imports and Exports >Texas State Reporting (Code Translations tab)

Civil Rights Setup - Cert. Teachers and Codes Tab


Texas State Reporting - Code Translations Tab


Behavioral Emergency

Map state-required codes:

  • Any local offense codes (ADS.CD)
  • Any local disposition codes (DSP.DS)

School Info > Imports and Exports >Texas State Reporting (Code Translations tab)

Texas State Reporting - Code Translations Tab


Discipline & Assertive Discipline


Grade Reporting & Gradebooks

The following Grade Reporting tasks should be done in preparation for the new school year.


See also: Texas - Student Academic Achievement Record (AAR)/Transcript



TaskAeries PageKnowledge Base Article

(District) Enable use of custom district GPAs if using.

Feature Flag

GPA Configurations Page

(District) Enable use of custom marks for teacher gradebooks if using.

Feature Flag

Gradebook Custom Marks

Set security permissions for users.

Security

Security


Grade Reporting Security


Standards Based Grade Tables and Security


Security for Secondary Standards Based Grades


(Flex) Flex Scheduling Grade Reporting

(District) Specify district options for grade reporting:

  • Grade Reporting Type- Indicate the grade reporting types offered in the district: 
    • Elementary Standards Based
    • Secondary Standards-based
  • Other Settings - Hide Grade Reporting GPAs - Indicate if GPAs, credits, and class rank will be displayed for teachers, parents/students, users, and administrators on the Grades page and Student Grades Report.
  • Other Settings - Do Not Recompute GPAs and Ranks Automatically - Indicate if GPAs and class rank are recomputed automatically when data changes ( option).
  • Enable the enhanced optimization logic for calculating graduation status if using.

School Info > School Options (district)

School Options Setup


Graduation Requirements


Secondary Standards Based Grade Reporting Overview


GPA's, Credits and Class Rank Overview and Fields


Texas - Grading Periods

(District) Upload the district logo that will print on transcripts.

School Info > School Options (district) (Logo button)

School Options Setup


Texas - Student Academic Achievement Record (AAR)/Transcript

(District) Configure district options for grade reporting.

  • Allow Transition Grade Reporting Mark Points - Indicate if students are allowed to transition in or out of certain mark weights.
  • Grade Reporting Settings - Allow the use of numeric marks - Disabling this setting will disable the use of numeric marks at ALL schools in the district.
  • Grade Reporting Settings - Average final marks of like courses within the same school year on the transcript

School Info > Configurations > District Settings

Grade Reporting - Valid Marks

Update Course History Institutions with any schools or institutions that will need to be displayed on student transcripts, including schools where transfer courses were taken.

School Info > Configurations > Course History Institutions

Course History Institutions

(District) Verify the accuracy of all data in the course table.

  • (California only?) Indicate any courses that meet the Algebra I requirement.
  • Include locally-developed courses (Revised Minimum Standards 1.7 (e)).
  • Add any courses for transfer students that are not taught in the district. (Schools must exist in CHI.)
  • Ensure correct information will print on report cards, such as Title.
  • Tag academic courses for GPA calculation. 
  • Translate course titles to other languages on the Correspondence Language tab.

Scheduling Process > Courses

Graduation Requirements (Course Table Accuracy section)


Courses - General Information


Creating Transcripts for Transfer Students


Grade Reporting - Supporting Tables

(District) Configure custom district GPAs if using.

  • Inactivate any built-in GPAs that are not needed.
  • Create & configure custom district GPAs.
  • Assign district-defined GPAs to specific schools or cohorts (Schools and Cohorts heading).

Otherwise Aeries built-in GPAs are used.

Grade Reporting > Configurations > GPA Configurations

GPA Configurations Page

(District) Set up indicators/special explanation codes.

  • Courses/activities that serve as PE substitutions
  • High school programs for students receiving special education services
  • Articulated agreement (Code A)
  • Dual-credit courses (Code D)
  • Other special explanation codes

Grade Reporting > Configurations > Transcript Indicator Definitions

Transcript Indicator Definitions


Texas - Transcript Indicator Definitions

(District) If any schools are using Endorsement Codes that are different from the default values (MS, AH, ST, BI, and PS), they need to be mapped to the default values.

School Info > Imports and Exports > Texas State Reporting (Code Translations tab)

Texas State Reporting - Code Translations Tab

(District) Define any custom graduation codes (High School Graduation Code - STU.HSG) used in the district. The custom codes affect the seal printed on the transcript.

School Info > Imports and Exports > Texas State Reporting (Code Translations tab)

Texas State Reporting - Code Translations Tab

Specify grade reporting options for each school.

  • Tracks - Verify the number is correct.
  • Grade Reporting Type Indicate the type(s) that will be offered at the school:
    • Elementary Standards-Based Grade Reporting
    • Secondary Standards-Based Grade Reporting and corresponding grade range
  • Allow Issue Credit on Classes/Course Attendance pages - Indicate if the school will allow issuing grades and partial credits to students.
  • Use Grading Periods Instead of Terms in Gradebook - Indicate whether a term will be divided into grading periods, or if the average will be calculated for the entire term (i.e., semester).
  • Schedule Basis - Indicate whether the school uses semesters or trimesters.

School Info > School Options

School Options Setup


Texas - Grading Periods


Copying Grades and Credits to Transcripts for Individual Students


Gradebook Grading Periods


Texas - Student Exempt From Final Exam


Using Both Standards Based Grades and Grade Reporting in a School


Grading Snapshots - Overview and Configuration


Grade Reporting - Supporting Tables


Grades/Transcripts in Alt Ed

Specify grade reporting settings for each school:

  • Course Credit Type

School Info > School Information

School Information

Configure grade reporting settings for each school.

  • Display on Forms - Algebra 1 Requirement - Indicate if the Algebra I Requirement fields will be available on student Transcript and Graduation Status pages.
  • Display on Forms - Competency Tests option
  • Class Rank and Student Cohorts - Do not rank students who are behind grade level from their Graduation Cohort - Indicate if students are only ranked when their grade level is the same as the natural grade level of their cohort. Otherwise students are ranked even if their grade level is behind their cohort’s natural grade level.

School Info > Configurations > School Settings

Texas - CRDC Algebra I Requirement


Transcript Design Options - Enhanced (1-Column) Style


GPA Calculation

Verify and set portal options for grade reporting.

School Info > Portal Management > Portal Options (Grades tab)

Portal Options - Grades

If using standards-based grading, enable the feature in Portal Options.

School Info > Portal Management > Portal Options (Grades tab)

Grade Reporting in the Teacher Portal

(Secondary schools only) Select grade reporting options for supplemental attendance sessions (if using) if the session will be used to create Grade (GRD) records.

Supplemental Attendance > Supp Att Sessions

Grade Reporting Integration

Add the following codes to the code table:

  • Grade Report Mark Headings Beginning Date (GRP.B1-GRP.B12)
  • Grade Report Mark Headings Ending Date (GRP.E1-GRP.E12)
  • Grade Report Mark Headings State Codes (GRP.C1-GRP.C12)
  • Graduation status/requirement tracks (REQ.GRT)

    NOTE: Once defined on Graduation Requirements, these populate the Graduation Track field on Graduation Status.

  • Course Names and Codes (CRS.CO or HIS.CO)
  • Activities and Awards: Code (ACT.CD) and Reason (ACT.TY), including:
    • Performance Acknowledgements
    • Distinguished Level of Achievement
    • Speech requirement
    • CPR requirement
    • Peace Officer Interaction requirement
    • Financial Aid Application requirement
  • Course Subject Areas or Departments (CRS.S1 or CRS.DC)
  • Service IDs (PEIMS code table C022) (CRS.SVC)

    Add local courses. All locally developed courses must be assigned an 8-digit service ID number (alphanumeric, with last 3 digits assigned locally, such as 84000XXX Locally Developed Course - English Language Arts).

  • Service ID Description Suffix (CRS.SDS)

    This optional 1-digit suffix can be appended to the abbreviated C022 name to indicate fall/spring semesters of the same course.

  • Course Characteristics (CCH.CD)

    If using district GPAs by cohort, create a characteristic such as "Cohort YYYY." When creating a District GPA, the Course Characteristic will be specified.

  • Endorsements (GES.ED)

    The following are the default values (hard coded). Codes only need to be added if they are different from these codes. If different, they need to be mapped using Code Translations (district).
    • Multidisciplinary = MS
    • Arts and Humanities = AH
    • STEM = ST
    • Business and Industry = BI
    • Public Services = PS
  • Tests (TST.ID)
    • Add EOC and EOC Alt tests.
  • Student Report Card (STU.RC)

    If using add-on report cards. Amount must be 1 or 2:

    Report Card Types 
    • If COD.N1 = 1, the teacher comments from the default report card are printed on the add-on report card. 
    • COD.N1 = 2, the teacher comments are hidden on the add-on report card.

School Info > Configuration > Update Code Table

Update Code Table


Grade Reporting - Multiple Mark Headings and Descriptions


Graduation Requirements


Texas - Student Academic Achievement Record (AAR)/Transcript


Texas - Industry-Based Certifications & Performance Acknowledgements


Assigning Students a Report Card Type

Build terms, including start and end dates for each track (if Tracks > 0 on School Options).


NOTE: Calendar must be set up before Terms can be created.

School Info > Terms

Gradebook Grading Periods


Grade Reporting - Supporting Tables

Build grading periods if using.

NOTES:

  • Terms must be set up before grading periods can be added.
  • The Use Grading Periods Instead of Terms in Gradebook option must be selected on School Options.
  • Grading periods are also used for Grading Snapshots (mid-cycle progress reporting).

Grade Reporting > Configurations > Grading Periods

Texas - Grading Periods


Gradebook Grading Periods

Enter every possible mark that will be used for grade reporting, along with its GPA computation rules, including 0-100 and any non-numeric mark such as P, F, I, NC, etc.

Grade Reporting > Configurations > Valid Marks


Reports > Grades > Grade Reporting Valid Marks

Grade Reporting - Valid Marks


Grade Reporting Listing 


GPA Calculation 

Add a pathway for each FHSP endorsement.


For each pathway, add requirements. For each requirement, add Course Clusters that can accomplish the requirement.

Grade Reporting > Configurations > Graduation Endorsements Setup

Texas - Endorsements


Endorsements/Add-on Graduation Requirements: Overview


Endorsements/Add-on Graduation Requirements: Setup


Texas - Student Academic Achievement Record (AAR)/ Transcript


Assigning Students a Report Card Type

Add any graduation tracks that will be assigned to students:

  • Non-credit tracks

Grade Reporting > Configurations > Graduation Requirements

Graduation Requirements


Non-Credit-Based Grad Tracks

Create/edit the text that prints on the graduation status letter.

School Info > Letter Texts > Graduation Status Letter Text Editor

Graduation Status Letter Text Editor

Add any courses that may be taken outside of the normal grade range.

Grade Reporting > Configurations > Off Grade Courses

Off Grade Courses

If using standards-based grading, configure the standards.

Standards Based Grades > Configurations > Standards


Grade Reporting > Configurations > Standards By Category


Standards Based Grades > Configurations > Standards Based Setup

Standards


Standards-Based Setup


Secondary Standards-Based Grade Reporting Overview


Setting Up Standards for Secondary Standards Based Grade


Can Standards That are-No Longer Used in Report Cards be Deleted?

If using standards-based grading, link standards to courses.

Scheduling Process > Courses (Standards tab)

Standards-Based Grades in an Elementary With Master Schedule  School


Standards-Based Grades in a Flex Scheduling Section-Staff or Primary Class Tracking School


Elementary Primary Class Scheduling SBG Grading

Verify that all fields are set correctly for each section in master schedule:

  • Ensure CTE Hours is set correctly for each section of CTE courses.

Scheduling Process > Master Schedule

Texas Student Academic Achievement Record (AAR)/ Transcript


Grade Reporting - Supporting Tables


Texas - Career & Technical Education (CTE)

Set Portal Options for Teacher Portal and date windows for grade reporting.

School Info > Portal Management > Portal Options (Grades tab)

Portal Options - Grades


Texas - Grading Periods


Grade Reporting in the Teacher Portal


How to Open the Grading Window for just One Teacher

Set up weekly progress emails to parents if using.

School Info > Configurations > Weekly Progress Email Setup

How to Set Up and Configure Weekly Progress Emails for Parents

Configure grading snapshots if using. These can also be used for progress reporting (only available for schools using Secondary, Flexible or Elem w/MST scheduling).

Grade Reporting > Functions > Manage Grading Snapshots

Grading Snapshots Overview and Configuration


Gradebook Grading Periods

Add any text that should be displayed in the Graduation Status section of the Students Profile, Graduation Status page, and Graduation Status Report.
  • Graduation Status form disclaimer field

School Info > Portal Management > Portal Options (Miscellaneous tab)


Portal Options - Miscellaneous

Transcript Setup

Upload the principal’s signature file to print on the transcript signature line, if using.

School Info > School Options (Signature button)

Texas - Student Academic Achievement Record (AAR)/Transcript

Configure the school/district address that will appear on report cards and transcripts.

Grade Reporting > Configurations > Grade Reporting Address Options


School Info > Configurations > Push and Pull Setup Tables

Grade Reporting - Address Options


Push and Pull Setup Tables

For each school and each transcript used, modify the default transcript, and/or add additional transcripts.

  • GPA Options

Grade Reporting > Configurations > Transcript Definition


School Info > Configurations > Push and Pull Setup Tables

Transcript Definition Form


Texas - Student Academic Achievement Record (AAR)/Transcript


Push and Pull Setup Tables 


Transcript Design Options Standard 3-Column Style 


Transcript Design Options Enhanced 1-Column Style 


Texas First Early High School Completion Program

Report Card Setup

Configure report card legends that describe the following:

  • Academic Marks
  • Citizenship Marks
  • Comment Codes (Teachers will be able to insert these codes from Teacher Portal. These appear in the report card Comments column for each course.)
  • Message Codes (These appear at the bottom of the report card and are not course specific.)

Grade Reporting > Configurations > Grade Reporting Codes and Descriptions


Reports > Grades > Grade Reporting Codes And Descriptions

Grade Reporting - Codes and Descriptions


Grade Reporting - Report Card Messages

If using standards-based grading, define any comment codes that teachers will be able to insert on standards-based report cards. (Teachers will be able to insert these codes from Teacher Portal. These appear in the report card Comments column for each course.)

Standards Based Grades > Configurations > Standards Based Options > Comments

Standards Based Options - Comments

Configure report cards (regular and standards-based).

  • Allow Numeric Marks (0-100) - Select if using numeric grades.
  • Under GPA Warning select the grades and rank to print.

Grade Reporting > Configurations > Grade Reporting Options



School Info > Configurations > Push and Pull Setup Tables

Grade Reporting Options

 

Options for Secondary Standards Based Grades

 

Flex Scheduling - Grade Reporting

 

Push and Pull Setup Tables

 

GPA's, Credits and Class Rank Overview and Fields

Indicate the headings that print above each mark on the multiple mark report cards. These headings also appear on Grade Reporting > Grades.

Grade Reporting > Configurations > Multiple Mark Headings and Descriptions


School Info > Configurations > Push and Pull Setup Table

Grade Reporting - Multiple Mark Headings and Descriptions


Texas - Grading Periods


Push and Pull Setup Tables


Grades/Transcripts in Alt Ed

If using standards-based grading, indicate the marks and headings that print in the Explanation of Marks section on standards-based report cards.

Standards Based Grades > Configurations > Standards Based Options (Mark Types tab)


Standards Based Grades > Configurations > Standards Based Options (Mark Type Legend tab)

Standards Based Options - Mark Types


Standards Based Options - Mark Type Legend

If using standards-based grading, configure the standards-based report cards.

Standards Based Grades > Configurations > Standards Based Options


Standards Based Grades > Configurations > Standards Based Options (Language Options tab)


Standards Based Grades > Configurations > Standards Based Options (Terms tab)


Standards Based Grades > Configurations > Standards Based Options (Valid Marks tab)

Standards Based Options -General Options


Standards Based Options - Language Options


Standards Based Options - Terms


Standards Based Options - Valid Marks

If using standards-based grading, create templates for standards-based report cards.

Standards Based Grades > Configurations > Standard Based Report Card Template

Standard Based Report Card Templates - Overview


Standard Based Report Card Templates - Creating a New Template


Standard Based Report Card Templates - Building a Template


Standard Based Report Card Templates - Print Preview


Standard Based Report Card Templates - Saving and Opening a Template


Standard Based Report Card Templates - Push-to-SBE


Cannot See Standards Based Report Card Template After Creating One

Gradebook Setup

Verify and set portal options for teacher gradebooks.

School Info > Portal Management > Portal Options (Gradebook tab)

Portal Options - Gradebook  


Gradebook Option Locking 


Gradebook Quick Start Guide - Briefcase/Backpack

Indicate if teachers will be able to keep certain Gradebook pages alive. If
Disable Session Keep-Alive for Teachers is selected, the session timeout message will be displayed when the session reaches the time out setting.

School Info > Portal Management > Portal Options (Miscellaneous tab)


Portal Options - Miscellaneous

Teachers verify and set Gradebook options.

Aeries Gradebook > Manage > Options

Gradebook Custom Colors 


Gradebook Options 

(District) Create custom marks that can be used in Teacher Gradebooks if using. (Feature flag must be enabled)

Grade Reporting > Configurations > Gradebook Custom Marks (district level)

Gradebook Custom Marks

(District) Create custom colors for gradebook scores if using.

Grade Reporting > Configurations > Gradebook Custom Colors

Gradebook Custom Colors



Health & Medical

The following Health & Medical tasks should be done in preparation for the new school year.



TaskAeries PageKnowledge Base Article

Set security permissions for users who manage health and medical information.

Security

Security


Add the following codes to the code table:

  • Any additional contact codes for health staff if needed (LCN.CD)

School Info > Configuration > Update Code Table

Update Code Table


School Contacts

Configure immunization requirements.

School Info > Configurations > Configure Vaccination Requirement

How to Configure or Adjust Vaccination Requirements


How to Configure Vaccination Requirements (COVID-19)

Configure a custom wellness check-in form if using.

Query

How to create a Student Wellness Check-in Page

Configure the information displayed to parents in Parent Portal.

School Info > Portal Management > Portal Options (Parent Data Changing > General & Medical tabs)

Viewing Data Confirmation as a Parent (Medical Information section)


Parent Data Confirmation Setup


Limiting or Restricting Parent/Student Portal Accounts

Update contact information for Health staff.

School Info > School Options (School Contacts section)

School Contacts



Scheduling

The following Scheduling tasks should be done in preparation for the new school year.



TaskAeries PageKnowledge Base Article

If Alternative Education (Alt Ed) scheduling is used at the school, indicate if it is schoolwide or by individual section

School Info > Configurations > School Settings

Alternative Education (Alt Ed) Scheduling - For Credit Recovery



Special Education

The following Special Education tasks should be done in preparation for the new school year.



TaskAeries PageKnowledge Base Article

Ensure staff records exist for the following 504 stakeholders:

  • Contacts
  • Teachers from the current class schedule
  • Counselor
  • Staff (Job Assignment = Administrator matching the current school)

School Info > Staff

Staff Data


Setting up 504 Plans in Aeries

Set security permissions for users who manage special education.

Security

Security

Update Course History Institutions with the following:

  • District residential facility (CHI.TY = R-Residential Facility)
  • Any outside districts or schools where a student may receive special education services through a Memo of Understanding (MOU) or contract
  • The Regional Day School for the Deaf

School Info > Configurations > Course History Institutions

Course History Institutions


Map each Special Education Disability Code (CSE.D1, CSE.D2, CSE.D3) value to a valid TSDS DC142 value. This is necessary because the Primary Disability fields on the Special Education tabs list values from the C053 table.School Info > Imports and Exports > Texas State Reporting (Code Translations tab)Texas - Special Education
Ensure the Residential Facility ID(s) field (DPT.NM = Residential_Facility_IDs) lists all relevant institutions using the unique the unique residential facility ID number registered with the TEA. The list includes all institutions added to Course History Institutions where ID Type and Description is R.

School Info > School Options (District)


Texas - Special Education
Ensure staff records exist for the following special education staff members:
  • Special education teachers
  • Special education aides
School Info > StaffTexas - Special Education
Add the following codes as needed:
  • Any custom local codes used to track specific items (on Special Education > General tab under Other Information):

    • CSE.U1-CSE.U6 support one character.

    • CSE.U7-CSE.U12 support two characters.

  • Any other optional codes used locally:

    • School Type (CSE.TY)

    • Test Participation (CSE.PA2)
    • Service Type (CSV.TY)
NOTE: All state required codes are hard-coded in Aeries and should not be changed.

School Info > Configurations > Update Code Table


Texas - Special Education





Test Scores & Assessments

The following Test Scores and Assessments tasks should be done in preparation for the new school year.



TaskAeries PageKnowledge Base Article

Configure settings related to Physical Fitness test results.

School Info > Portal Management > Portal Options (PFT tabs)

Portal Options - Physical Fitness PFT



Student Success

The following Student Success tasks should be done in preparation for the new school year.



TaskAeries PageKnowledge Base Article

Set security permissions for users who will be administering the following:

  • Service Learning
  • Extracurricular activities
  • Student wellbeing 
  • Language assessment programs
  • Pre-referral Interventions
  • Work permits
  • Adult education
  • Endorsements/Graduation requirements
  • UIL Eligibility

Security

Security


Service Learning Security 


Student Wellbeing Security and Set Up  


Extracurricular Activities Security  


Language Assessment Overview  


Pre-Referral Intervention  


Adult Education - Overview  


Endorsements/Add-on Graduation Requirements: Overview  

Ensure the following district codes exist in the COD table:


Test fields for English, Spanish, and Other (LAC.EIT)


Language Designation (LAT.ELF)

School Info > Configurations > Update Code Table


School Info > Functions > Language Assessment Management


Language Assessment Data Form  


Language Assessment Management

Enter any custom codes needed:

  • Intervention Categories (II.CD)
  • Work Permit Types (WPT.TY)
  • Employer codes (EMP.CD)
  • Work Permit Visit Codes (WPV.CD)
  • Work Observed Codes (WPV.SO)
  • Internship Employer Status Codes (EMP.TG)
  • Internship Contract Type (EMP.ICT)
  • Internship Student Observation Codes (IVS.SO)
  • Student Data Wellbeing Attention Value (STU.WA)
  • Endorsement Codes (GEP.EC)
  • Activities and Awards Codes (ACT.CD)
  • Activities and Awards Reasons (ACT.RS)

School Info > Configurations > Update Code Table

Intervention Management Initial Setup


Work Permits - General Information and Setup


Work Permits - Add Employer Information


Work Permits - Visits


Setting up Internships


Student Wellbeing Security and Set Up


Endorsements/Add-on Graduation Requirements: Setup


Activities and Awards

Tag courses that need to be included in determining UIL eligibility.

Scheduling Process > Courses

UIL Eligibility

Service Learning

Set up service learning requirements.

Service Learning > Svc Lrng Requirements

Service Learning Setup and Requirements

Add and approve organizations that will be providing service learning opportunities.

Service Learning > Svc Lrng Organizations


Service Learning > Svc Lrng Org Approval

Service Learning Organizations and Approval

Add employers who will be hiring students with work permits.

Student Data > Other > Work Permit (Employer button)


School Info > Configurations > Employers 

Work Permits - General Information and Setup


Work Permits - Add Employer Information


Managing Employers for Internships

Document work permit rules and state standards.

Student Data > Other > Work Permit (Rules button)

Work Permits - Work Permit Form and Defaults

Add employers who will be offering internships.

School Info > Configurations > Employers

Setting up Internships


Managing Employers for Internships

Intervention Management

Indicate the email addresses to be used when Intervention Referrals are created and approved.

School Info > School Options

School Options Setup


Intervention Management Referral Notification Email Setup

Early Childhood Development

Record PK data required for Texas State Reporting.

Student Data > Other > Early Childhood Development

PEIMS/TSDS Field Mappings by Page - Early Childhood Development

Endorsements/Graduation Requirements

Enter graduation requirements and create endorsements.

Grade Reporting > Configurations > Graduation Endorsements Setup

Endorsements/Add-on Graduation Requirements: Setup


Texas - Student Academic Achievement Record (AAR)/Transcript



Student Enrollment & Information Management

The following tasks should be done in preparation for Student Enrollment and Information Management in the new school year.



TaskAeries PageKnowledge Base Article

Develop standard protocols for adding new student information.

n/a

School Start Up

Set security permissions for users.

  • SSN
  • Legal name, gender

Security

Security

Student Legal Information - Security


Social Security Number Exposure


Encrypted Student Data


Mass Add Pictures - Security


Texas - Secure Access to Student SSNs


Texas - Enrollment Process


What Permissions are Required to Run the Student Emergency Card Report

Ensure that an Inactives school is set up. Typically the school ID is 999.

School Info > Configurations > District Settings

Texas - Managing Leavers and Movers

Configure district settings related to enrollment and student information:

  • Students must be inactive at last school before enrollment at another school
  • Use STU.TG to determine if a student is inactive at last school when transferring records
  • Assign new student ID numbers from district database only, not from school
  • Default State Reporting Field Highlighting to ON
  • Do not display the STU.SN field in the system
  • Warn when students do not have an SSN or State Alternate ID

School Info > Configurations > District Settings

District Settings (District Rules)


Texas - Enrollment Process

Configure school settings related to enrollment and student information.

School Info > Configurations > School Settings

Encrypted Student Data

Configure options related to a student's contacts:

  • Allow Portal Accounts to Self-Associate - Indicate if a contact can use the email address of an existing eligible contact record for their portal account email.
  • Only Educational Rights Holders may manage... Indicate if a contact must be designated as ERH in order to make certain changes.
  • Specify dates during which contacts can make changes to a student contact information in Parent Portal, if needed.

School Info > Portal Management > Portal Options (Contacts tab)


Portal Options - Contacts

Indicate if student contact information (address, phone, etc) will be available to parents, students, and teachers.

  • Hide Student Contact Info (STU & CON) field

School Info > Portal Management > Portal Options (Miscellaneous tab)

Portal Options - Miscellaneous
Hide students from Parent Portal when the student has a particular status.
  • Hide students in parent portal field

School Info > Portal Management > Portal Options (Miscellaneous tab)


Portal Options - Miscellaneous

Indicate if the Teacher/Counselorfield will be available to parents and students.

  • Do Not Show Teacher/Counselor Field to Parent/Students field

School Info > Portal Management > Portal Options (Miscellaneous tab)

Portal Options - Miscellaneous

(District) Define fields that will be required when adding or modifying a record.

School Info > Configurations > Define Required Fields

Define Required Fields

Configure programs offered at the school.School Info > Configurations > School Programs

Texas - School Programs


PEIMS/TSDS Field Mapping by Page - School Programs

Configure the street table for address verification.


Or, configure DecisionInsite.

School Info > Configurations > Streets

Street Address Verification Overview


Populating the Street Table


DecisionInsite Integration

Configure the parent data confirmation process.

School Info > Portal Management > Portal Options (Parent Data Changing tab)

Parent Data Confirmation Setup

Update Course History Institutions with any schools or institutions that students may transfer from or to.

School Info > Configurations > Course History Institutions

Course History Institutions

Create teacher records before pre-enrolling students.

School Info > Teachers (non-flex and non-section staff schools only)


School Info > Staff

Teacher Setup and Assignment


Elementary Class Assignment for Next Year


Staff Data

Pre-enroll students who will start school next year.

School Info > Functions > Create Pre-Enrolled Students

Create Pre-Enrolled Students - Process


Create Pre-Enrolled Students - Overview


Enrolling New Students for Next Year in the Current Year Database (Pre-Enrolled)


School Start Up


Elementary Class Assignment for Next Year


Texas - End-of-Year Processes

Add the following codes to the code table:

  • Contact record type (CON.CD)
  • Contact relationship (CON.RL)
  • Contact education level (CON.ELV)
  • Contact lock (prevents editing) (CON.LK)
  • Contact military involvement codes (CON.MU1-MU5)

School Info > Configuration > Update Code Table

Update Code Table


Contacts

Translate codes used for TREx and Texas State Reporting.

School Info > Imports and Exports > Texas State Reporting (Code Translations tab)

Texas - TREx - XRF Data Updates Required for TREx

Specify enrollment/student information options for each school.

  • Require Address History Update to Change Student Address
  • Maximum Student Photo Size

School Info > School Options

Verify School Options


School Options Setup

Configure enrollment/student information settings for each school.

  • Encrypted Data Collection - Data source is OPT table - Allow Collection of Social Security Numbers via Encrypted Student/Staff Data (ESD)

School Info > Configurations > School Settings

School Settings

Define status tags for indicating a No Show student.

School Info > Configurations > No Show Setup

Texas - No Show Setup

Configure Texas Records Exchange (TREx)

Rcd Exchange TREx > TREx Import

Texas - TREx Import/Export

Import/copy students into Aeries if needed.

School Info > Imports and Exports > Import Data to Aeries


School Info > Imports and Exports > Import Data to Aeries (Import Students tab)


School Info > Functions > Copy Many Student Records


Rcd Exchange TREx > TREx Import

Import Data into Aeries


Import Students


Copy Many Student Records - Overview


Texas - TREx Import/Export

Print the Table Record Count Report to assist with verifying rollover data.

  • Run from last year database then run from new year database to compare record counts.

    NOTE: The counts will not be identical due to the difference between the high grades exiting and new lower grades entering.  However, the counts should be comparable.

Reports > Other > Table Record Counts

School Start Up


After the rollover, verify the following

  • Pre-enrolled students are activated.
  • Next Grd is copied over correctly into the student’s current grade level.
  • Additional information is copied over correctly, such as, Language, NSLP, Program, and Special Ed records.

Student Data > Demographics

New Year Rollover Process Guide

Assign lockers.

Student Data > Other > Lockers


Reports > Student Data > Locker Assignments


Reports > Student Data > Locker Assignment Errors

Locker Management


List of Unassigned Lockers

Identify No Show students (students who were enrolled in the district last year, but whose current year whereabouts are not known).

  • Identify dropout students.

Student Data > Demographics

Texas - No Show Manager


Texas - Movers, Leavers, and No Shows


Designating a Student as a No Show Manually (No Show Setup Form Not Populated)

Designating a Student as a No Show (No Show Setup Form Populated) 


Student Demographics and Photos

Identify under-reported students.


Texas - Movers, Leavers, and No Shows



Online Enrollment

The following should be done in preparation for Online Enrollment in the new school year.



TaskAeries PageKnowledge Base Article

Set security permissions for users who will be administering online enrollment.

Security

Security


Texas - Enrollment Process

Ensure the school calendar and terms are set up. See Attendance Checklist.

School Info > Calendar


School Info >Terms

Create a Calendar


Build Terms

Designate any fields that are required. Select the Student Demographic (STU) table and set fields as needed.

School Info > Configurations > Define Required Fields

Define Required Fields

Enter any custom codes needed:

  • Enrollment Status (STU.TG) (e.g., Pre-Enrolled, Inactive, etc.)
  • Gender (STU.GN)
  • Suffix (STU.SF)
  • Wellbeing Attention Value (STU.WA)
  • Records Release (STU.DNR)
  • Online Enrollment/Parent Data Confirmation Text (e.g., "I have read the required document") (DCV.CT)
  • Online Enrollment/Parent Data Confirmation Document Groups (DCV.FG)
  • Online Enrollment/Parent Data Confirmation Supplemental Questions (STU.U# or SUP.U#)
  • Online Enrollment/Parent Data Confirmation Document Category/Subcategory (DOC.CT and DOC.SCT)
  • Contact Code (CON.CD)
  • Contact Relationship Codes (CON.RL)

School Info > Configurations > Update Code Table

Update Code Table


Texas - Enrollment Process

Set up street directory if using.

Configurations > Streets

Populating the Street Table

Import students who enrolled via Aeries Online Enrollment.

Student Data > Demographics (Import button)

Aeries Online Enrollment Importing Students



Aeries Analytics

The following Aeries Analytics tasks should be done in preparation for the new school year.



TaskAeries PageKnowledge Base Article

Set security permissions for users who will be administering and accessing Aeries Analytics.

Security

Security


Analytics Security

Indicate the standardized tests that will be used in the analysis.

  • Testing Control Table (CTL)
  • Content Standards (CSN)

School Info > Configurations > Testing Control Table

Testing Control Table

Customize the indicators that will be used in the analysis.

Aeries Analytics > Configs/Functions > Item Definitions

Item Definitions - Analytics Indicators


Update Analytics Indicators


Using Aeries Analytics


Samples of Item Definitions


Customizing Aeries Analytics Starter Kit Item Definitions

Configure the analytics dashboard.

Aeries Analytics > Configs/Functions > Analytics Dashboard Config

Analytics Dashboard Setup


Four Steps to Improve Student Achievement

Define At-Risk indicators to help identify students who are at risk.

  • Load Default Indicators

Aeries Analytics > Configs / Functions > At-Risk Indicators Configuration

At-Risk Indicators