Aeries Client Version

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The Aeries® Student Information System is a highly sophisticated software product designed to operate under Microsoft Windows XP or later. It uses the Microsoft Access relational database management system to maintain student demographics and other related data for schools. AERIES® is specially designed for school personnel who work under tremendous pressure and need quick, easy to understand, computer software. All functions are very easy to invoke, either by clicking the mouse on a "button" or typing a letter or number on the keyboard. Most forms and reports are never more than one or two clicks (or keystrokes) away.

The Aeries Control Panel, or 'main menu', as seen for secondary schools.



System Highlights

  • The SIS that revolutionized the industry
  • The most widely implemented version of Aeries
  • Connectivity to AERIES Client Server for secure, server-side control over your data
  • Expand with AERIES EMT for portable access to student data for school administrators, security personnel, and more


Contents




Documentation

Client Forms

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Aeries Client Grade Reporting The Import Fixed Length Files form is designed to load the results of various test files for the current year and previous years into Aeries®.
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Import Fixed Length Files The Import Fixed Length Files form is designed to load the results of various test files for the current year and previous years into Aeries®.
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Import PFT Files The Import Fixed Length Files form is designed to load the results of various test files for the current year and previous years into Aeries. This form can be used by the District or School. The form may vary slightly but the procedures are the same.
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Query Enhancements The Query Load option that displays Saved query statements now has new enhancements available.
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Medical The Medical form is accessible from the Student Data form and contains different medical information. This information includes medical conditions, medical history, immunizations, dental, hearing, vision, physicals, scoliosis, other immunizations and medical notes. The data is stored in individual tables, which includes MED, MHS, IMM, HRN, VSN, HWO, SCO, DNT and MNO. Codes and descriptions for the different drop downs on these forms can be setup in the Code table for consistency from Other Functions.
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Work Permit The Work Permit documentation will provide information on how to setup the forms to help track students that have work permits, when the permits were issued, when they expire and certain employer information, as well as how to print a Work Permit.
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Sibling Match The Sibling Match form will locate potential siblings based on Parent/Guardian, Address, Telephone, Parent Email and Emergency Contacts..
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Student Groups The Student Groups form will allow you create a group of specific students containing their Student ID numbers and assign a specific Group ID.
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Counseling Applications This form is to provide Counselors with information about Aeries that may specifically help their needs.
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School Load STAR Database The STAR Test Results form allows the School to load results for CST, CMA, CAPA, STS and EAP from the STAR test file into the STAR table. When the Load option is selected the Accommodations and Modifications are also loaded. A School site can select to load students from only their school site or students from all schools in the district from a particular grade range.
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District Load STAR Database The STAR Test Results form allows the District to load results for CST, CMA, CAPA, STS and EAP from the STAR test file into the STAR table. When the Load option is selected the Accommodations and Modifications are also loaded.
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CAL Grant The Cal Grant Setup form will allow you to print a Cal Grant GPA Listing and create a text file for the Cal Grant Extract. The Cal Grant Setup form can be accessed from View All Forms or View All Reports.
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Physical Fitness - School Each spring your district is required to administer the state-designated physical fitness test to all students in grades 5, 7, and 9. The Physical Fitness programs in Aeries, allows a School to update the physical fitness test results for each student into the PFT table. After all data has been entered and verified by the school, Aeries can then create Text Files with this data.
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Physical Fitness - District Each spring your district is required to administer the state-designated physical fitness test to all students in grades 5, 7, and 9. The Physical Fitness programs in Aeries, allows a School to update the physical fitness test results for each student into the PFT table. After all data has been entered and verified by the school, Aeries can then create Text Files with this data.
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Standards Based Grade Reporting for Secondary Schools The Standards Based Grade Reporting is a self-customizing module that allows a school site to create a free form report card.
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Victims and Witnesses Victims and Witnesses is a new form that will allow you to store and track information for a student who was a victim or witness to harassment or other offenses.
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STAR Pre-ID File The STAR Pre–Identification Form allows a School or District to create the PRE table in Aeries.
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Street Address Verification The Streets form has been enhanced to allow school codes to be defined for each grade level. This will allow schools to define which school code a student should be enrolled at based on their grade level, and their next school based on their next grade.
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Push and Pull Setup Tables The Push and Pull Setup Tables form is a new form that will allow users to mass move records in a table between schools. As an example: a calendar (DAY table) created at one school or the district will now be able to be pushed to selected schools or to all schools by using this new form.
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Import AP Files Import Fixed Length Files now has the ability to load the 2011 AP Results and can be loaded from the District version.
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Carl Perkins Each year the state requires certain data for the Carl Perkins Report from the PREVIOUS year’s database. This document will help you learn how to file an appropriate report.
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Off Grade Courses The Off Grade Courses form is used to update the OGC table. This table is designed to store courses that may be taken outside of their normal grade range, such as, grades 6-8, in a student's Course History and counted as a regular course for certain purposes. Users can specify if a course taken in Middle School should be counted for UC/CSU eligibility, count for Graduation Requirements, show on Transcripts, or count in GPA.
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Import Grades The Import Grades form will allow you to import grades from an external file into a temporary table. This form is utilized in the same way that the Import or Add Data into Aeries is used but offers additional files that can be loaded. However there are required fields and validations that take place.
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Import Students The form will allow you to import student data from a temporary table within Aeries that can be created from an external file.
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Student Count Reports This document details the district Student Count Reports that are based on CALPADS enrollment reports. The 3 reports are Student Counts by Grade and Race/Ethnicity (CBEDS), Student Counts by Grade and Subgroup (CBEDS) and Student Counts of Graduates and Dropouts.
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Assertive Discipline This document contains information on the Assertive Discipline and Discipline form, discipline letters, reports and the Update Suspendable Offense code form.
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Report Printing Packets This document contains information on how to use the Report Printing Packet program in Aeries.
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Summons Report The Print Summons Report has a setup form that will allow you to setup and create specific summons that can then be printed by either Student#, Student Group, Counselor and Section.
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Import Attendance Data This document contains procedures on importing attendance into Aeries. The Import Attendance Data form is utilized to import text files containing student attendance from any outside third party vendor into Aeries. The data will be imported directly into the Attendance table (ATT).
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Language Assessment The Language Assessment Data is used to store information pertaining to any language assessment program that a student may need or is currently participating within. This information can be entered at the school level and can update the District database or this data can be entered by the District and can update the school database.
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Third Party Interfaces with Aeries A document for third party vendors looking to pull data out of Aeries. It describes critical fields like DEL and DTS, describes table relationships and ID-based tables, and details commonly accessed tables like STU, ATT, and CON.
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Mass Update Red Flags The Mass Update Red Flags form will allow Districts the ability to mass add, mass change and mass delete red flag records and comments.
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Mass Update Graduation Status The Mass Update Graduation Status form is available in the Aeries Client version and will allow you to mass update the Grad Status Code and Graduation Date.
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Pre-Rollover Audit Listing The Print Pre-Rollover Audit Listing is now available in Aeries.Net and can be run from the School or District level. The report is also available in Client Server where it can now be run from the School or District level in addition to AdminCS.
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Load Star QTR File Student test results for the California Standards Tests (CSTs) and California Modified Assessment (CMA) are available for the Quick-turnaround reporting (QTR) for the 2013 Standardized Testing and Reporting (STAR).
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CELDT Pre-ID Modifications The CELDT Pre–Identification Form allows the School or District to create a PCT table in Aeries® to store data to create the CELDT file for the state.
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School Startup Procedures As close to the first day of school certain procedures should be performed in Aeries. The following documentation includes these procedures to assist in making the new school year a success.
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Emergency School Closure Attendance Procedures In circumstances where you have an unplanned school closure, there are a couple of steps that you must take to make sure your attendance accounting is taken care of.
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ID Card Setup and Print The ID Card Setup and Print is a program that will allow you to create and print student ID Cards that can contain various information for all students or for selected students.
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Supplemental Attendance Supplemental Attendance will enable schools to track positive attendance programs in a negative attendance school.
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Create CBEDS ORA Files - SIF and CDIF The California Basic Educational Data System - Online Reporting Application (CBEDS-ORA) logon page is used to provide access to CBEDS-ORA application which is used to report School Information Form (SIF) and County District Information Form (CDIF) data.
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Attendance History Attendance History will allow districts to analyze longitudinal attendance data.
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Test Settings for Smarter Balanced Assessment The Test Settings form will allow schools to enter the embedded and non-embedded test settings (designated supports and accommodations) for the students that need modifications to the Smarter Balanced Field Test.
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Updating ENR Enrollment from Previous Year ENR is a table in Aeries that stores multi-school, multi-year enrollment history. It is built each year from attendance enrollment information in the Aeries ATT table. Prior years ENR data can be pulled forward to the current year to build multi-year enrollment history.
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State Pre-ID and Load Test Data The Testing and Assessment form contains all Pre-ID’s, Import Test Data programs along with the Testing Control Table and various reports.
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UC ELC Extract Procedures The UC ELC Transcript Extract program allows a School to extract data from Aeries™ that includes student history, test data and demographics.
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Special Education The Special Education Data form is used to store information pertaining to any special education program that a student may need or is currently participating within.
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CAASPP Pre-ID Template to Sort Labels ETS/CAASPP Program Management has made available to the districts a “Pre-ID” template file. The purpose of the file is to designate additional sorting levels to the Pre-ID labels for the Science CST/CMA tests, CAPA tests, STS for Reading Language Arts, Braille, Large Print, and Spanish version of the Smarted Balanced Math tests.
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Attorney General Extract The Attorney General Extract has been created to aid districts in reporting attendance summary information to the Attorney General’s office.
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Readmit Slip and Off Campus Pass The Re-admit Slip and Off Campus Pass are attendance reports that can print from a receipt printer that is 2.75 inches wide or can also be printed on a laser printer in both Aeries Client and Aeries Web versions.
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Extracurricular Activities Extracurricular events are events and activities that do not fall within the scope of the regular school curriculum, are officially recognized and sanctioned by the School Board, and for which students do not receive credit.
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Attendance Letters to Parents The Print Letters to Parents form will allow schools to create multi-purpose letters. Currently these letters are designed for use with attendance, for example to create SARB or Truancy letters.

CALPADS

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CALPADS in Aeries This document provides a listing of all CALPADS required fields and the Aeries tables, fields and forms where this data can be verified, updated or added.
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CALPADS Cross Reference This document itemizes each field in the CALPADS File Specifications document and indicates where in Aeries each field can be found. It also includes notes about each field.
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CALPADS End of Year Submissions The document will assist with creating the various files for CALPADS End of Year reporting including the CRSS (Course Section), SCSC (Student Course Section Completion), SDEM (Staff Demographics),SDIS (Student Discipline), SCTE (Career Technical) and SWAV (Student Waiver) files.
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CALPADS Data Submission This document contains information on the Create CALPADS Extract form which is used to create various CALPADS files for submissions and perform other CALPADS functions.
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CALPADS SPRG ODS Reconciliation Eagle Software has changed the way that Aeries extracts the SPRG data. In order to do this, a SPRG ODS Reconciliation process was created that will analyze the SPRG data in CALPADS and provide the submission records necessary to match CALPADS to your local data.
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CALPADS Annual Maintenance Guidelines Certain functions and processes need to be completed on a regular basis for successful CALPADS reporting. This document will outline the procedures recommended by Aeries® and is intended as a guideline.
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Student Withdrawal Data Population Guide This document describes how to populate data in Aeries depending on the various circumstances that students withdraw from a school or district.
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CALPADS SENR ODS Audit/Reconciliation Process for Aeries This SENR ODS Audit process is designed to take the CALPADS ODS SENR Extract files and validate the data against what is currently known in Aeries and output files for the current year.
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CALPADS changes for the 2014/2015 School Year There are many changes to CALPADS for the 2014/2015 school year including significant file format changes.
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CALPADS Graduating Students Graduating students need to be coded in Aeries in order to correctly report them to CALPADS.
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CALPADS SELA Import Process A new SELA file has been added to CALPADS for the 2014-2015 school year to collect Student Language Acquisition Status (ELAS) information
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CALPADS Matriculating Students Matriculating students need to be coded correctly in Aeries in order to close out the student’s enrollment for the school year.

Client Server Admin Functions

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CS Administration The Admin Client Server application is a Control Panel that contains different maintenance functions designed for use by the Client Server Administrator only.
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CS Summer School Client Server Districts have the option of setting up Summer School in the current database, in next year’s database or creating a separate database for ONLY summer school.
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CS Creating Next Year's Database Prior to creating Next Years Client Server database it is suggested that verifications are made to ensure that data will be copied over correctly. After the current year’s database is clean the new database can be created and updated.
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Updating History with Summer School Grades fter summer school has ended and all grades have been entered the history table may be updated in the new year database as well as the previous year.
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CS Update Student Data New Year Rollover - The CS Update Student Data procedures will assist with updating the new year database with all changes made in the previous years database. This procedure is only available through AdminCS.
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CS Installation and Implementation A brief overview of the Client Server installation and implementation steps.
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CS Rolling Over to New Year Quick Reference Guide Quick-reference guide for the roll over process in AdminCS.
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CS Intervention Enhancements Response to Intervention is an enhancement to the Interventions form that will enable schools to track actions taken for "At Risk" students to try and prevent retention from occurring.
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NYR Preparation Check list This document provides queries and a list of data elements to review/update in preparation for the New Year Rollover.
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Combine Student Records The Combine Student Records form allows a user to combine the records of a student with either two SC/SN records or two Perm IDs. This form is only available in AdminCS.
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Import or Add Data to Aeries The Import or Add Data to Aeries form is utilized to import data or to mass add data into an Aeries table.
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Alternative Education Scheduling Alternative Education Scheduling enhancements have been made to Aeries to assist with scheduling for Alternative Education environments.





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