Through a unique partnership between Apple and Aeries SIS, schools have the ability to automatically mass create Apple IDs directly from Aeries data. This works with Apple School Manager and will allow automatic uploading of files directly from Aeries to Apple’s servers.
Configuration
The Apple School Manager Extract configuration page handles transferring files automatically to Apple’s SFTP servers on a regular basis. The SFTP configuration information can be obtained from Apple. Visit https://school.apple.com to get started.
To configure the system, first, go to the Apple School Manager Extract form under School Info | Imports and Exports in the navigation tree. Note: a user must be an Admin type account to access this page, or have Administer permission to the Apple School Manager Extract security area.
The following information should be populated to configure it properly.
| Name | Description |
| SFTP Server | SFTP Server or IP address |
| SFTP Directory | If you want the files to upload to a folder other than the root, then put in the folder name that is already on the SFTP site. (normally dropbox) |
| SFTP Port | Port (normally 22) |
| Username | Username |
| Password | Password |
| Confirm Password | Confirm Password |
| Extract Schools | Select the schools that should be included in the extract. At least one school must be selected. |
| Student Username Field | Specify which Aeries field should be used as the sis_username field in Apple School Manager. Student Email (STU.SEM), Network ID (STU.NID), or any Supplemental (SUP) or District Supplemental (DSD) field may be selected for this purpose. |
| Days | Days of the week to run the scheduled extract |
| Time | Time of day to run the scheduled extract. Note: The extract will only run at most one time per day. If the extract has already run once today, use the Run Now and Upload option below to upload at any time on demand. |
| Email Address | Address to receive a confirmation email when the process completes. Multiple email addresses can be entered, separated by commas. |
| Scheduled Process Button | Disable or Enable the scheduled extract process |
| Run Now (Email Only) | The Run Now (Email Only) button extracts the data into CSV files, zips the files, and emails it to the email address(es) in the Email Address field. These files will not be sent to the SFTP server. The files are also stored in the file store of Aeries Reporting Server, typically at C:\AeriesReporting\FileStore\AppleSchoolManagerExtract\DistrictName\YYYYMMDDHHMM |
| Run Now and Upload | This will run the extract now, and upload the zip file to the SFTP server. The email address(es) specified in the scheduled process options will also receive a notification. The zip and csv files are also stored in the file store of Aeries Reporting Server, typically at C:\AeriesReporting\FileStore\AppleSchoolManagerExtract\DistrictName\YYYYMMDDHHMM |
After completing the form, click Save to save the options. Next, click Run Now (Email Only) to run the extract and to receive an email with the files attached instead of sending them to Apple. This is useful for testing the process. Once you are ready to upload the files to Apple School Manager, use the Run Now and Upload option.
Note: Be sure to Save the settings before running the extract, otherwise the extract will be run with the previously saved settings.
When you are ready to schedule the extract to run on a regular basis, click Enable Scheduled Process and then click Save again. Now the process will run on the schedule you have specified and automatically upload the zip file containing the CSV files to Apple's SFTP server.
NOTE: The extract will not work until school is in term.Apple School Manager will not ingest files without Errors until the Rosters.CSV file can be included (when school is in session)
Technical Details
Extract Data:
1) Classes – Active MST sections taught by active teachers (secondary). Active teachers with students (elementary)
2) Courses – CRS in use at the selected schools (secondary). Active teachers with students (elementary)
3) Location – from LOC
4) Rosters – Current SEC classes for active students (secondary). Teacher assignment for active students (elementary)
5) Staff – active STF linked to active TCH records at the selected schools
6) Students – active STU in the selected schools, with precedence given to primary enrollment (based on STU.SP)
Classes.csv Secondary (and Elem w/ MST)
| Aeries Field | Apple Field Name | Required | Unique | Comment/Example |
| MST.SC + “_” & MST_SE | class_id | Yes | Yes | 994_43 |
| MST.SC + “_” & MST_SE | class_number | No | No | 994_43 |
| MST.CN | course_id | Yes | No | 0304 |
| “STF” + TCH.ID | instructor_id | No | No | STF994605 |
| "STF" + TCH.ID (or ID2 or ID3) | instructor_id_2 | No | No | If section has multiple teachers (MST.TN2, TN3) or if TCH has multiple IDs (TCH.ID2, ID3) |
| "STF" + TCH.ID (or ID2 or ID3) | instructor_id_3 | No | No | |
| MST.SC | location_id | Yes | No | 994 |
Classes.csv Elementary
| Aeries Field | Apple Field Name | Required | Unique | Comment/Example |
| TCH.SC + “_” & TCH.TN | class_id | Yes | Yes | 990_421 |
| TCH.SC + “_” & TCH.TN | class_number | No | No | 990_421 |
| “TCHR_” + TCH.SC + “_” + TCH.TN | course_id | Yes | No | TCHR_990_421 |
| “STF” + TCH.ID | instructor_id | No | No | STF990421 |
| "STF" + TCH.ID2 | instructor_id_2 | No | No | If TCH has multiple IDs |
| "STF" + TCH.ID3 | instructor_id_3 | No | No | |
| TCH.SC | location_id | Yes | No | 990 |
Courses.csv Secondary (and Elem w/ MST)
| Aeries Field | Apple Field Name | Required | Unique | Comment/Example |
| CRS.CN | course_id | Yes | Yes | 0304 |
| CRS.CN | course_number | No | No | 0304 |
| CRS.CO | course_name | No | No | English 12 CP |
| location_id | Yes | No | (blank) |
Courses.csv Elementary
| Aeries Field | Apple Field Name | Required | Unique | Comment/Example |
| “TCHR_” + TCH.SC + “_” + TCH.TN | course_id | Yes | Yes | TCHR_990_106 |
| TCH.SC + “_” + TCH.TN | course_number | No | No | 990_106 |
| TCH.SC + “_” + TCH.TN | course_name | No | No | 990_106 |
| TCH.SC | location_id | Yes | No | 990 |
Locations.csv
| Aeries Field | Apple Field Name | Required | Unique | Comment/Example |
| LOC.CD | location_id | Yes | Yes | 994 |
| LOC.NM | location_name | Yes | No | Screaming Eagle High School |
Rosters.csv Secondary (and Elem w/ MST)
| Aeries Field | Apple Field Name | Required | Unique | Comment/Example |
| SEC.SC + “_” + SEC.SE + “_” + STU.ID | roster_id | Yes | Yes | 994_43_99400001 |
| SEC_SC + “_” + SEC.SE | class_id | Yes | No | 994_43 |
| “STU” + STU.ID | student_id | Yes | No | STU99400001 |
Rosters.csv Elementary
| Aeries Field | Apple Field Name | Required | Unique | Comment/Example |
| STU.SC + “_” + STU.CU + “_” + STU.ID | roster_id | Yes | Yes | 990_106_99000001 |
| STU.SC + “_” + STU.CU | class_id | Yes | No | 990_106 |
| “STU” + STU.ID | student_id | Yes | No | STU99000001 |
Staff.csv
| Aeries Field | Apple Field Name | Required | Unique | Comment/Example |
| “STF” + STF.ID | person_id | Yes | Yes | STF994605 |
| STF.ID | person_number | No | No | 994605 |
| STF.FN | first_name | Yes | No | Heather |
| STF.MN | middle_name | No | No | |
| STF.LN | last_name | Yes | No | Acosta |
| UGN.EM | email_address | No | Yes | teacher@example.com |
| UGN.UN | sis_username | No | Yes | teacher |
| STF.PSC | location_id | Yes | No | 994 |
Students.csv
| Aeries Field | Apple Field Name | Required | Unique | Comment/Example |
| “STU” + STU.ID | person_id | Yes | Yes | STU99400001 |
| STU.ID | person_number | No | No | 99400001 |
| STU.FN | first_name | Yes | No | Allan |
| STU.MN | middle_name | No | No | James |
| STU.LN | last_name | Yes | No | Abbott |
| STU.GR | grade_level | No | No | 12 Note: Will use display grade (e.g., "K" or "TK") from COD table |
| STU.SEM | email_address | No | Yes | student@example.com |
| (Specified in configuration) | sis_username | No | Yes | student@example.com |
| password_policy | No | No | (blank) | |
| STU.SC | location_id | Yes | No | 994 |