Navigate to Imports and Exports > Special Ed Data Import

Aeries can be used to schedule regular imports of Special Education Student Data and Student Services Data into the Aeries database. These files are typically obtained from a third-party Special Education System vendor. This will update or create Special Education data in Aeries. 

The Special Ed Data Import page honors the current CALPADS Special Education Student Program and Student Services file layouts, as well as the pre-2018 CASEMIS Students (tableA) and Services (tableB) file layouts. Whichever data file is imported, the files should be in the appropriate format as defined by their respective file layouts. For the CALPADS file layouts please refer to the CALPADS File Specifications and for the CASEMIS file layouts please refer to the latest CASEMIS Technical Assistance Guide.

Once the scheduled imports are set up, districts will need to ensure that the Student and Services files are refreshed prior to the next scheduled import, otherwise the same data files will be re-imported. One-time uploads may also be done.

Security  ↑

Configure Special Ed Data Import  ↑

The Special Ed Data Import page defines where the Special Education Student and Services files will be stored, the mapping of any additional custom fields (called Extended Fields in Aeries), the name of the files, and the scheduled day(s) and time for the import to run. There is also a button to import the files immediately. Once all selections have been made, click on the SAVE button.

NOTE: Once the scheduled imports are set up, districts will need to ensure that the Special Education Student and Services files are refreshed prior to the next scheduled import, otherwise the same data files will be re-imported.

Manual Import  ↑

A one-time manual import is available. To do a one-time import, check the Do a one-time upload of the import file(s) box at the top of the form, browse to the files on the local computer and click on Open to add them to the page. Click on the Import Selected Special Ed File(s) button to import the data. The one-time manual import does honor the Extended Fields mapping.  Note: If uploading both Students and Services files, they both must be selected before beginning the import. Also, the Students file MUST be listed first as illustrated in the screenshot below.

After the process runs, both the currently logged in user as well as the email address set in the scheduled process section will receive an email when it's complete with summary information as outlined below. Note: There is no difference in processing logic between the manual import and the scheduled process import. Once the files are uploaded, they will be processed in the same manner as the scheduled process.

File Location Options  ↑

The location of the Special Education Students and Services files must be identified in the Special Ed Data Import Configuration page. The files can be stored in a Shared Folder within the district’s network, or on a Secure FTP (sFTP) site.

In the below example the files are stored in a shared folder called “SpecialEdFiles” that resides on a server called “Server”.

To use a secure FTP (sFTP) site select the Special Ed files are stored on a Secure FTP option. The UNC Filepath will be replaced with the sFTP server and login information. Enter the sFTP Server Name or IP address, the port the sFTP server is using, the directory where the Special Education Students and Services files will be saved to, and a user name and password that has access to read the files.

NOTE: Non-hosted clients will need to validate that their Aeries Web Server firewall allows access on the port identified in the sFTP Port field.

Data Files  ↑

After the File Location has been defined, the file names of the Special Education files that will be imported need to be entered. By default the Student (tableA) file will always be imported. To also import the Services (tableB) file, click on the Services option in the Files to include in import. Next enter the file names that will be used to identify the Student file and the Services file.

NOTE: The Student file will always be imported by default. The Services file may be imported if selected.

The Delete Special Ed Services Data option will default to "Current Year".  This option will clear out all CSV records before importing new data.   The "Current Year" option will only clear out existing current year CSV records and replace with the records from the imported file.  The "All Years" option will clear out current and previous years CSV records and replace with the records from the imported file.

Extended Fields   ↑

Districts may elect to download additional information from their Special Education vendor that is not typically included in the Students/SPED or Services/SSRV data files. The Extended Fields section allows districts to map the additional data to fields in the Aeries Special Education Data (CSE) table or the Aeries Student Services (CSV) table.

• Column Header Name - Type the header name from the data file exactly as it appears in the data file (although it is not case sensitive).
• Table and Field - Select the appropriate Aeries table and field that the field maps to.

You can add up to 10 fields before clicking Save.

NOTE: 

• To delete a mapping, click the trashcan icon, then click Save. The mapping is cleared from the page, but it is not deleted until you click Save.
• As of 2018-2019, this only works for CALPADS layouts, not the CASEMIS layout.
• The extended fields are processed last, after the regular columns.

Once saved, the import process will handle the Extended Fields that have been configured. 

Scheduled Process  ↑

To automate the import on a weekly or daily basis, select the Days of the week and the Time of day to run the import process. The time can either be typed in or selected from the time dropdown.

Enter an email address in the Email Address field that will receive a completion report once the import process has finished. Multiple email addresses can be entered, separated by commas.

In the below example the scheduled Special Ed Data Import will run every Monday, Wednesday and Friday at 12:00 am. An email with completion information will be sent to “my_email@example.com”.

By default the scheduled import is Disabled. To turn on the scheduled process select the Enable Scheduled Process button.

After enabling the scheduled import the Status will change to Enabled and the button will change to Disable Scheduled Process so that it can be turned off when appropriate.

Save  ↑

After all selections have been made to the Special Ed Data Import Configuration page, click on the Save button. A message will display briefly notifying you that the settings have been saved.

Import Special Ed File  ↑

In some circumstances the Special Ed import may need to be run immediately. Click on the Import Special Ed File button to immediately run the Special Ed import and send the completion results email to the Email address(es) defined on the Special Ed Data Import Configuration page.