The following tasks should be done in preparation for Student Enrollment and Information Management in the new school year.
Task | Aeries Page | Knowledge Base Article | |
---|---|---|---|
![]() | Develop standard protocols for adding new student information. | n/a | |
![]() | Set security permissions for users.
| Security Management >
| Student Legal Information - Security 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 | |
![]() | Configure district settings related to enrollment and student information:
| School Info > Configurations > District Settings | |
![]() | Configure school settings related to enrollment and student information. | School Info > Configurations > School Settings | |
![]() | Configure options related to a student's contacts:
| 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.
| School Info > Portal Management > Portal Options (Miscellaneous tab) | Portal Options - Miscellaneous |
![]() | Hide students from Parent Portal when the student has a particular status.
| School Info > Portal Management > Portal Options (Miscellaneous tab) | Portal Options - Miscellaneous |
![]() | Indicate if the Teacher/Counselorfield will be available to parents and students.
| 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 | |
![]() | Configure the street table for address verification. Or, configure DecisionInsite. | School Info > Configurations > Streets | Street Address Verification Overview |
![]() | Configure the parent data confirmation process, including Income Survey and lockout dates. | 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 | CALPADS in Aeries Basics - Course History Institutions (CHI) |
![]() | Create teacher records before pre-enrolling students. | School Info > Teachers (non-flex and non-section staff schools only) School Info > Staff | Elementary Class Assignment for Next Year |
![]() | 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) |
![]() | Add the following codes to the code table:
| School Info > Configuration > Update Code Table | |
![]() | Specify enrollment/student information options for each school.
| School Info > School Options | |
![]() | Configure enrollment/student information settings for each school.
| School Info > Configurations > School Settings | |
![]() | Define status tags for indicating a No Show student. | School Info > Configurations > No Show Setup | |
Configure the Records Transfer process. | Records Transfer (BETA) > Records Transfer Config | Records Transfer Configuration | |
![]() | 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 | |
![]() | Print the Table Record Count Report to assist with verifying rollover data.
| Reports > Other > Table Record Counts | |
![]() | After the rollover, verify the following
| Student Data > Demographics | |
![]() | Assign lockers. | Student Data > Other > Lockers Reports > Student Data > Locker Assignments Reports > Student Data > Locker Assignment Errors | |
![]() | Identify No Show students (students who left during the summer and did not return).
| Student Data > Demographics | No Shows and Summer Withdrawals 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) |
![]() | Enroll students in a virtual school if used (long-term independent study). | School Info > School Options Student Data > Demographics (Student Data 2 tab) (Reporting Home School field) |