Student Enrollment & Information Management
Attendance
The following Attendance tasks should be done on a daily or weekly basis throughout the school year.
See also:
- Texas - Attendance Reconciliation - Daily and Weekly Steps
- What procedures should be performed to monitor attendance each day at the school level?
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
 | (Teachers) Take attendance daily for each class.
| Teacher Portal > Class Attendance Teacher Portal > Attendance by Photo Teacher Portal > Seating Chart Teacher Portal > Supplemental Attendance (if using supplemental attendance) Reports > Attendance > Class Rosters Reports > Attendance > Classroom Photo/Seating Chart Reports > Supplemental Attendance > Supplemental Attendance Class Roster (if using supplemental attendance) Reports > Supplemental Attendance > Supplemental Attendance Class List (if using supplemental attendance) | Attendance By Photo and Seating Chart Elementary with Master Schedule Attendance Class Roster Report (for manual) Items to check when Teachers can’t take Attendance when school has started Teacher Portal Supplemental Attendance Supplemental Attendance Reports (Class Roster for manual if using supplemental attendance) Alternative School Configuration Class Roster for Alt Ed Scheduling What permissions are required to run the Classroom Photo/Seating Chart report? (Flex) Flex Scheduling - Teacher Classroom Attendance |
| (Teachers) Get the lunch count (daily attendance schools only). | Attendance > Class Attendance (teacher login) Teacher Portal | |
| (Teachers) Add attendances notes as needed. | Teacher Portal > Class Attendance (attendance note icon) Teacher Portal > Class Attendance (Mass Apply Quick Notes) (if enabled) | |
| Monitor that teachers have taken attendance.
| Attendance Accounting > Attendance Submission Log Reports > Attendance > Missing Attendance Reports > Attendance > Attendance Submission Log | Submission Log General Information Submission Log Permissions Setup |
| For period attendance, locate anomalies and potential errors, such as a student who was marked present only one period during the day.
| Reports > Attendance > Period Absence Audit | |
| Review, enter, and correct, and submit missing student attendance data as needed. Options:
| Student Data > Attendance Attendance Accounting > Classroom Attendance Teacher Emulation > Classroom Attendance Attendance Accounting > Mass Change Period Absences | Classroom Attendance for Daily Attendance Schools Classroom Attendance for Period Attendance Schools Mass Change Period Absence and Attendance Notes Form (Flex) Flex Scheduling - Student Attendance (Flex) Flex Scheduling - Mass Change Period Absences |
| Notify parents of the student’s absence.
Update attendance based on information received from parents | Aeries Communications > Attendance manually: Attendance Accounting > Attendance Management (Contact icon) | |
| Add attendance notes as needed. | Student Data > Attendance (note icon) Attendance Accounting > Mass Change Period Absences | Mass Change Period Absence and Attendance Notes Form |
| Enter All Day Codes.
| Attendance Accounting > Attendance Management Attendance Accounting > Mass Change Attendance Codes Attendance Accounting > Mass Change Every Nth Attendance Code (if enabled on School Settings) | (Flex) Flex Scheduling - Attendance Management Mass Change All Day Code Daily Attendance Mass Change All Day Code Period Attendance (Flex) Flex Scheduling - Mass Change All Day Code Mass Change Every Nth Attendance Code |
| Find and verify all unverified absences (All Day Code or Period Code). NOTE: Absences entered by a teacher are considered unverified until campus staff verifies them. | Attendance Accounting > Attendance Management Student Data > Attendance (Verification tab) Reports > Attendance > Students With Unverified Absences Reports > Attendance > Students With Unverified Period Absences | Students With Unverified Absences Report Students With Unverified Period Absences Report |
| Identify and resolve any attendance submission errors by teachers, such as students who were absent and then present at the end of the day or vice versa. Run report daily for the first two weeks, then weekly for the remaining weeks. | Reports > Attendance > Attendance Audit Listing Reports > Attendance > Period Absence Audit | Attendance Audit Listing Report |
| Identify and resolve any attendance errors in supplemental attendance if using. | Reports > Supplemental Attendance > Supplemental Attendance Audit Report | |
| Identify and resolve any attendance and enrollment issues with student scheduling (CAR), such as discrepancies between attendance fields and Attendance Enrollment. Run daily for the first two weeks, then weekly for the remaining weeks. | Reports > Attendance > Course Attendance Audit | Course Attendance Audit Report |
| Record student entry/exit from attendance programs and ADA-eligibility status. | Student Data > Attendance Enrollment Attendance Accounting > Mass Update Attendance Enrollment | Texas - Attendance Enrollment - Change ADA Eligibility |
| Print re-admit slips as needed. | Student Data > Attendance (Print Readmit Slip button) | |
| Print off-campus passes as needed. | Student Data > Attendance (Print Attendance Notes button) | |
| Monitor chronic absenteeism and truancy according to school and district policy. | Reports > Attendance > Students Absent or Tardy Today Reports > Student Data > Suspension Attendance Listing by Student | Students Absent or Tardy Today Report Suspension Attendance Listing by Student Report |
| Send attendance letters to parents. | Reports > Attendance > Attendance Letter Reports > Attendance > Absence Verification Letter Student Data > Other > Letter Log School Info > Configurations > Attendance Letters > Review Letters Reports > Attendance > Absence Verification Letter | Attendance Letters - Printing Attendance Letters to Parents Attendance Letters - Selecting Absence Codes to Count Towards Receipt of the Letter Attendance Letters - Letter Log Attendance Letters - Attendance Letter Counts |
| Monitor school attendance trends. | Attendance Accounting > Attendance Dashboard | |
| Follow emergency school closure attendance procedures if necessary.
| School Info > School Information | Emergency School Closure Attendance Procedures (Mid-Year) |
| Print other daily/weekly attendance reports as needed. | Reports > Attendance > Daily Present By Section Reports > Attendance > Daily Enrollment by Section Reports > Attendance > Daily Enrollment by Class Reports > Supplemental Attendance > Supplemental Attendance Report (if using supplemental attendance) Reports > Attendance > Hourly Attendance Report (for alternative schools) Reports > Attendance > Attendance Log | Daily Present by Section Report Daily Enrollment by Section Report Daily Enrollment by Class Report Supplemental Attendance Reports Supplemental Attendance Reports Listing Alternative School Configuration |
Discipline ↑
The following Discipline tasks should be done on a daily or weekly basis throughout the school year.
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
| Enter discipline records for minor infractions (non-suspendable, less severe offenses). | Student Data > Guidance > Discipline Student Data > Guidance > Discipline Incidents | |
| Enter discipline records for infractions requiring disposition (assertive discipline). | Student Data > Guidance > Assertive Discipline Student Data > Guidance > Discipline Incidents | Data Entry on Assertive Discipline Form |
| If an incident involves multiple students, use the Incident ID to link infractions and students. | Student Data > Guidance > Discipline Incidents (Copy button) | |
| Enter expulsion records. | Student Data > Guidance > Assertive Discipline > Expulsions | |
| Enter behavioral emergency records. | Student Data > Guidance > Assertive Discipline > Behavioral Emergency Actions | Data Entry on Assertive Discipline Form |
| Enter restraint/seclusion records for behavioral emergency incidents. | Student Data > Guidance > Behavioral Emergency | |
| Enter records for victims of assertive discipline incidents. | Student Data > Guidance > Victims Student Data > Guidance > Assertive Discipline | |
| Enter records for witnesses of assertive discipline incidents. | Student Data > Guidance > Witnesses | |
| Print suspension/expulsion letters. | Student Data > Guidance > Assertive Discipline (Letter button) | |
| Enter counseling records. | Student Data > Guidance > Counseling | |
| Enter visitation records. | Student Data > Guidance > Visitation | |
| Monitor discipline data. | Student Data > Guidance > Discipline Dashboard Reports > Student Data > Discipline Distribution Report Reports > Student Data > Student Assertive Discipline Record Reports > Student Data > Student Discipline Report/DIS Reports > Student Data > Students With N or More Discipline Demerits Reports > Student Data > Student Counseling Report | |
| Maintain counts of bullying incidents. | School Info > School Options | |
| Maintain counts of cyber bullying incidents. | School Info > School Options |
Grade Reporting & Gradebook ↑
The following Grade Reporting and Gradebook tasks should be done on a daily or weekly basis throughout the school year.
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
| (Teachers) Add assignments as needed and associated files. | Aeries Gradebook > Manage > Assignments > Add Assignment | Push Assignment to Other Gradebooks Import Assignments from Another Gradebook Gradebook - File Upload Process Links in Gradebook Assignment Descriptions |
| (Teachers) Enter scores for assignments.
| Aeries Gradebook > Scores by Class Aeries Gradebook > Scores by Assignment Aeries Gradebook > Scores by Student Teacher Portal > Grades | Gradebook - Entering Student Scores Gradebook - Scores by Assignment Grade Reporting in the Teacher Portal Secondary Standards Based Grade Reporting - Teacher Portal |
| Administrators can update assignment scores.
| Grade Reporting > Grades By Teacher Student Data > Grades > Grades Teacher Emulation > Grades By Teacher | Grade Reporting - Update Grades by Teacher/Multiple Marks Grade Reporting - Display and Update Student Grades |
| Administrators can manage teacher gradebooks as needed.
| School Info > Teachers (Transfer Sections to another Teacher section) Security | |
| Back up gradebooks and restore if needed. | Aeries Gradebook > Manage > Backups School Info > Functions > Backup Gradebook | |
| Maintain student course & grade information.
| Student Data > Grades > Transcripts School Info > Functions >Mass Add Student Related Data | |
| Maintain Certificate of Completion - Date (STU.CDT) for any student who failed to perform satisfactorily on the statewide exit-level assessment (TEC 28.025(d)) (TREx element TE01), but successfully completed all coursework requirements. | Student Data > Demographics (Student Demo 2 tab) | Texas - Student Academic Achievement Record (AAR)/Transcript |
| Maintain the following as student completion occurs:
| Student Data > Other > Activities and Awards School Info > Functions > Mass Add Student Related Data | Mass Add Student Related Data Overview Texas - Student Academic Achievement Record (AAR)/Transcript Texas - Industry-Based Certifications & Performance Acknowledgement |
| Monitor student grade trends and progress. | (Teachers) Aeries Gradebook > Scores by Student (graph icon) Student Data > Grades > Gradebook Summary Student Data > Grades > Standards Based Progress Dashboard | Navigating the Standards Based Progress Dashboard |
| Export TREx data | Rcd Exchange TREx > TREx Import | |
| (Teachers) Run gradebook reports as needed. | Gradebook Quick Start Guide Reports Gradebook Assignments by Student Report Gradebook Missing Assignments Report Gradebook Missing Assignments by Class Report Gradebook Summary Export to Excel Report Gradebook Progress by Student Report Gradebook Progress by Class Report Gradebook Final Mark Analysis Report Gradebook Assignment Analysis Report Gradebook Summary by Standards |
Health & Medical ↑
The following Health and Medical tasks should be done on a daily or weekly basis throughout the school year.
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
| Configure red flag alerts for medical conditions. | Student Data (all pages) | |
| Maintain student medical incident information. | Student Data > Medical > Daily Medical Log Student Data > Medical > Medical Log | |
| Maintain information about daily visits. | Student Data > Medical > Daily Medical Log | |
| Maintain student medical information. | Student Data > Medical > Medical History | |
| Maintain confidential medical information for a student. | Student Data > Medical > Medical Notes | |
| Maintain information about a student’s medications. | Student Data > Medical > Medications | |
| View medication schedule and dose information for all students at the school. | Student Data > Medical > Medication Schedule | |
| Maintain student immunization information. | Student Data > Medical > Immunizations | Immunizations - Other Immunizations Tab (COVID-19) Immunizations Boosters (COVID Boosters for Students) Immunization Records Presented Fields Conversion for 2019-2020 Why isn't the 2nd MMR date field "red" when the date is missing? |
| Maintain student medical insurance information. | Student Data > Medical > Insurance Info | |
| Maintain information about a student’s medical checkups and screenings. | Student Data > Medical > Dental Student Data > Medical > Hearing Student Data > Medical > Vision Student Data > Medical > Physicals Student Data > Medical > Scoliosis Student Data > Medical > Other Medical Tests Student Data > Medical > Mass Add Medical Tests | Other Medical Tests (Student COVID Test Results) |
| Perform contact tracing. | Student Data > Guidance > Visitation | |
| Run reports as needed. | Reports > Student Data > Student Quick Contacts Reports > Student Data > Student Emergency Card Reports > Student Data > Emergency Student Listing Reports > Student Data > Medical Profile Reports > Student Data > Student Medical History Reports > Student Data > Student Medical Notes Reports > Student Data > Student Medication Log Reports > Student Data > Student Medications Reports > Student Data > Student Vision Record Reports > Student Data > Student Hearing Record Reports > Student Data > Student Physical Information Reports > Student Data > Student Scoliosis Record Reports > Student Data > Student Dental Record Reports > Student Data > Student Immunization Cards Reports > Student Data > Student Immunization Status Reports > Student Data > Student Visitation Report (contact tracing) |
Scheduling ↑
The following Scheduling tasks should be done on a daily or weekly basis throughout the school year.
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
| If using Alt Ed scheduling for credit recovery or other situations, update the courses taken by a student throughout the year. | Student Data > Scheduling > Classes | Alternative Education (Alt Ed) Scheduling - For Credit Recovery |
Special Education ↑
The following Special Education tasks should be done on a daily or weekly basis throughout the school year.
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
| Maintain special education records for students who are participating and receiving services.
| Student Data > Programs > Special Education | Texas - Special Education |
| Record information for any restraint events involving special education students. | Student Data > Guidance > Assertive Discipline (Behavioral Emergency tab) Student Data > Guidance > Behavioral Emergency | Data Entry on Assertive Discipline Form |
| Maintain test settings for special education students who will be participating in STAAR Grades 3-8, STAAR End-of-Course (EOC), EOC Eligibility, Interim Tests, or TELPAS test administrations. | Student Data > Test Scores > Test Settings (Active Test Settings tab) | Texas - Special Education |
| Add information about why a special education student is excluded from taking a particular test. | Student Data > Test Scores > Testing Exclusions | Texas - Special Education |
| Run reports as needed. | Reports > Student Data > Special Ed Class List | Special Education Class List Report |
Test Scores & Assessments ↑
The following Test Scores and Assessments tasks should be done on a daily or weekly basis throughout the school year.
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
| Maintain student standardized test data. | Student Data > Test Scores > Test Scores Student Data > Test Scores > College Entrance Tests School Info > Imports and Exports > Import Test Results Student Data > Test Scores > Testing Exclusions | State Electronic Test Scores Reports Page Security for Import Test Results Testing Exclusions Tables and Fields Texas - Student Academic Achievement Record (AAR)/Transcript |
| Maintain student college requirements and entrance tests information. | Student Data > Test Scores > College Entrance Tests Student Data > Test Scores > College Entrance Req's |
Student Success ↑
The following Student Success tasks should be done on a daily or weekly basis throughout the school year.
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
Service Learning | |||
| (Students) Enter service learning hours and submit organizations for approval. | Student Portal > Student Info > Service Learning Student Portal > Student Info > Service Learning Organizations | |
| Approve service learning organizations submitted by students. | Service Learning > Svc Lrng Org Approval | |
| Monitor and approve service learning hours/log submitted by students. | Service Learning > Svc Lrng Org Approval Reports > Service Learning > Service Learning Deficient Hours By Student | Service Learning Recording Hours for Students |
Intervention Management | |||
| For students who may be in need of intervention, teachers can record details and areas of difficulties the student is encountering. | Student Data > Interventions > Pre-Referral Interventions | |
| (Teachers) If it is decided that a student needs intervention, the teacher can refer the student. | Student Data > Interventions > Pre-Referral Interventions (Refer to Interventions button) Student Data > Interventions > Referral Interventions | Referrals to Intervention |
| Approve referrals as they are completed. | Student Data > Interventions > Referrals Approval | |
| Record intervention details.
| Student Data > Interventions > Interventions | Intervention Progress Comments Intervention Reasons & Concerns Intervention Student Strengths Intervention Additional Resources |
| Monitor interventions. | Reports > Student Data > Interventions by Student Student Data > Interventions > Intervention Dashboard | |
Counseling & Visitation | |||
| Log counseling conferences with students. | Student Data > Guidance > Counseling | |
| Log visitations. | Student Data > Guidance > Visitation | |
Work Permits | |||
| Log visits made to employer sites to observe students in their work environment. | Student Data > Other > Work Permit Visits | |
Internships | |||
| Log visits made to internship sites. | Student Data > Other > Internships | |
Adult Education | |||
| Record information for students participating in adult education. | Student Data > Other > Adult Education | |
UIL Eligibility | |||
| Monitor student UIL eligibility. | Student Data > Other > UIL Eligibility Manager Student Data > Other > UIL Eligibility | |
| Monitor GPAs for students who participate in extracurricular activities. | Student Data > Other > Extracurricular Activities (GPA History tab) Reports > Student Data > Extracurricular Activities Listing | Extracurricular Activities Reports |
Wellbeing | |||
| Monitor and maintain student wellbeing. | Student Data > Demographics (Student Data 2 tab) Teacher Portal > Teacher Attendance | |
| Complete student wellness checks. | Student Data > Student Wellness Check | |
Student Enrollment & Information Management ↑
The following Student Enrollment and Information Management tasks should be done throughout the school year.
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
| Create enrollment records (students who enroll during this school year).
| School Info > District Student Lookup Student Data > Demographics (School Enter Date) | |
| Upload student photos. | Student Data > Demographics School Info > Functions > Mass Add Pictures Reports > Student Data > Student Pictures Status | Mass Add Pictures - Student Upload Process Student Pictures Status Report |
| If a student inadvertently gets enrolled with two student IDs, combine the student records. | School Info > Functions > Combine Student Records Reports > Student Data > Students With Same Name | |
| Inactivate/withdraw students who withdraw during the school year. | Student Data > Demographics | |
| Re-enroll any students who were left and returned in the current school year. | Student Data > Demographics | Enrolling a Student: Inactive Students in Current School, Inactive Students and New Students |
| Import/export records for students transferring into/from the district. | Student Data > Records Requests > Records Request Manager Rcd Exchange TREx > TREx Import Student Data > Other > Record Access Log | Records Transfer - Make a Request Manage Incoming Records Transfer Requests Manage Outbound Records Transfer Requests Texas - Import CTE Indicator for TREx |
| Maintain special program enrollment records. | Student Data > Programs > Special Programs Student Data > Programs > Free and Reduced Student Data > Programs > Special Education Student Data > Programs > 504 Plans Student Data > Programs > Gifted/Talented | |
| Maintain student demographic information. | Student Data > Demographics Student Data > Other > Student Demographic Update Info Student Data > Other > Secondary Stu Data School Info > Street Address Management School Info > Functions > Mass Add Student Related Data | Student Demographics and Photos Student Legal Name and Gender Information Student Legal Information - Student Demographic Page Student Legal Information - Reports Student Address Changes and Address History Street Address Verification Overview |
| Request and assign Unique IDs to students who do not have them. | School Info > Imports and Exports > Texas State Reporting (Unique ID Functions tab) | |
| Submit weekly enrollment tracking files through TSDS. | School Info > Imports and Exports > Texas State Reporting (Unique ID Functions tab) | Texas - Unique ID Functions - Enrollment Tracking |
| Maintain a student’s family and emergency contacts, and people authorized to pick up the student. | Student Data > Contacts | |
| Maintain red flag alerts for contacts. | Student Data (all pages) | |
| Request documents from parents or students. | School Info > Portal Management > Portal Document Requests Student Data > Other > Student Documents | |
| Print useful reports. | Student Data > Demographics (Reports button) Reports > Student Data > Student Emergency Card Reports > Attendance > Enrollment Audit Listing Reports > Student Data > Student Data Printout Reports > Student Data > Student Summons Call Slip Reports > Student Data > Avery 5160 Labels Reports > Student Data > Student Envelope Reports > Student Data > Summary of Students (District) Reports > Student Data > Students Who Changed Schools or Are In Multiple Schools Reports > Student Data > Student ID Cards Reports > Student Data > Students With Same Name | Helpful Reports and Resource Links Student Summons Call Slip Report Students Who Changed Schools or Are in Multiple Schools Students With Same Name Report |
Online Enrollment ↑
The following Online Enrollment tasks should be done throughout the school year.
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
| Import transfer students from TREx. | Rcd Exchange TREx > TREx Import | |
| Enroll students.
| Student Search Student Data > Demographics | |
| Withdraw students. | Enrollment History | |
| Pre-enroll students for next year. | School Info > Functions > Create Pre-Enrolled Students | Create Pre-Enrolled Students - Process |
Aeries Analytics ↑
The following Aeries Analytics tasks should be done throughout the school year.
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
| Monitor student indicators. | Aeries Analytics > Analytics Dashboard | |
| Monitor at risk students. | Aeries Analytics > Student At-Risk Indicators | |
| Track student achievement. |