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, including start and end dates. 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. When enabled, an Address History page appears in the navigation.
- District Option:
Districts can require Update permission to Address History (ADH) before a student address can be changed. This option 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. Effective dates are updated, and the previous address is retained in Address History. If no existing address history records are present, the date defaults to July 1 of the current academic year.
- (Optional) Use the Mailing (same) checkbox to indicate that the mailing address matches the residential address.
- Save your changes.
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 appropriate permissions.
