California - Online Enrollment Checklist - Before the School Year Begins : Aeries Software

Online Enrollment - Admin

The following Online Enrollment - Admin tasks should be done at the district level at the beginning of the school year. Many schools complete these tasks in spring of the prior year.

Task	Aeries Page	Knowledge Base Article
(Self-hosted districts) Once the new year rollover process is completed, update the database to the new year. For Aeries-hosted districts, this step is handled by Aeries.	AIRConnections.config (Edit the file which is located on your local server)	N/A
Ensure the school calendar and terms are set up for the next school year.	School Info > Calendar School Info >Terms	Create a Calendar Build Terms
Create additional admin logins for online enrollment configuration.	Online Enrollment (admin login) (Admin Users tab)	Aeries Online Enrollment Admin Settings Good Morning Aeries webinar - Online Enrollment
Set security permissions for users who will be administering online enrollment.	Security Management > Users Groups Portal Groups Table Permissions	Security
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
Update the following fields: Current Enrollment Year - Set to the present school year, even if you are updating the field in spring for the next school year. Pre-Enrollment - If enabled, parents can pre-enroll for the next school year. Otherwise, pre-enrollment is not allowed. Under Optional Pages, indicate which pages are shown to parents or hidden in Aeries Online Enrollment during the enrollment process. Update any other sections that apply to the enrollment year.	Online Enrollment (admin login) (Basic Settings tab)	Aeries Online Enrollment Admin Settings Good Morning Aeries webinar - Online Enrollment
Update any instructions to help parents complete each section of Online Enrollment, including legal language.	Online Enrollment (admin login) (Custom Text tab)	Aeries Online Enrollment Admin Settings (Custom Text section) Good Morning Aeries webinar - Online Enrollment
Add or update translated text for each section of Online Enrollment.	Online Enrollment (admin login) (Custom Text tab)	Aeries Online Enrollment Admin Settings (Custom Text section)
Customize the following codes and questions that will be asked of parents during the online enrollment process: Codes and questions related to authorizations for their student Codes and questions related to the student's contacts Codes and questions related to student demographics Codes and questions related to supplemental information, which may include answers normally submitted in paper form	Online Enrollment (admin login) (Questions & Codes tab)	Aeries Online Enrollment Admin Settings Good Morning Aeries webinar - Online Enrollment
Enable/disable Aeries Online Enrollment at each school, and indicate the school email address where an email notification is sent when a parent completes enrollment.	Online Enrollment (admin login) (School Settings tab)	Aeries Online Enrollment Admin Settings Good Morning Aeries webinar - Online Enrollment
Customize the categories and settings for files that parents can upload during the online enrollment process.	Online Enrollment (admin login) (Document Upload tab)	Aeries Online Enrollment Admin Settings Good Morning Aeries webinar - Online Enrollment

Online Enrollment

The following should be done in preparation for Online Enrollment in the new school year. Many schools complete these tasks in spring of the prior year.

Task

Aeries Page

Knowledge Base Article

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

Wellbeing Status

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