Aeries Enrollment - Web Version March 29, 2016

Transcription

1 March 29, Aeries Enrollment Settings 2. Aeries Enrollment Student List 3. Aeries Enrollment Student Details Demographics Contacts Medical Authorizations Other District Enrollment Supplemental Questions Document Confirmation Log 4. Import Student Data Page 1

2 The Aeries Enrollment import form is now available in Aeries Web Version. This form will allow schools to view newly enrolled students from the Aeries Enrollment website in Aeries Web Version. The data entered by the parent can then be reviewed and selected to be imported into the Aeries Web Version. In order for a user to be able to access and use the Import From AIR form in Aeries Web Version they need Read and Insert permissions to both Student Data and AIR Import under security. AERIES ENROLLMENT SETTINGS There are Aeries Enrollment Settings that must be setup correctly prior to accessing the Import From AIR form in Aeries Web Version. To set these options, from the Navigation tree, click the mouse on the School Info node. Then click your mouse on School Options. In School Options, click the mouse on School Code 0. The School Options area for School Code 0 will display two AIR Settings fields; Synchronization Key and Base AIR URL. The Synchronization Key and the Base URL need to be populated with the same Sync Code and Base URL that was populated in the Aeries Enrollment Admin module. For details, see the Aeries Enrollment Configure System Settings documentation. These settings must be setup correctly prior to accessing the Import From AIR form in Aeries Web Version. If the Security code and Base URL do not match, Aeries Web Version will not be able to sync with and obtain data from the Aeries Enrollment website. Page 2

3 To add the Synchronization Key and Base URL in School Options, select School Code 0 and then click the mouse on the Change button. Type in the same Synchronization Key and Base URL that is in the Aeries Enrollment Admin module and then click the mouse on the Test button. If the codes are valid, the word OK will display in red under the Base AIR URL field. Click the mouse on the Update button to save the information. School options also has a Next Year Start Date (LOC.NSD) field for use when adding pre-enrolled students for next year. This field can be populated with a next year date that will be used as the School Enter (STU.ED) date for Aeries Enrollments with a Registration Year that is for next year. This option can be found in School Options after selecting a School from the list of schools. Page 3

4 AIR STUDENT LIST To access the Aeries Enrollment Student List, click the mouse on Student Data on the Navigation tree. Then click the mouse on Demographics. An Import From AIR button will display on the bottom left hand side of the Demographics form. Click the mouse on the Import From AIR button and the Aeries Enrollment Student List will display. Page 4

5 On the top right of the form there is a Refresh button. Clicking the mouse on the Refresh button will refresh the data that appears on the screen. The Filter By Status options provide different filtered views of the enrollments. To filter by status click the mouse on the radio button next to one of the options. Pending Import will display any enrollment that is pending import. Partial (Incomplete) will display any enrollment that is incomplete. Imported will display any enrollment that has been imported. Deleted will display any enrollment that has been deleted and not imported. The Limit to Current School options allow you to display enrollments in three different views. Show All will display enrollments with residence school and preferred schools. Residence School will display enrollments by residence school value only. Preferred School will display enrollments by preferred school value only. There is a View Enr link to the left of the student name. Page 5

6 Clicking the mouse on the View Enr link will display the Enrollment Confirmation form that the parent completed online. This form can not be edited from this view. Clicking the Delete button on the form will permanently delete a pending student enrollment. The Aeries Web Version enrollment form has the ability to match a student enrollment to a student record that existed previously in the district. This process will allow the integration of data additions and modifications the parent entered in the Aeries Enrollment system to update a previously existing student record in Aeries Web Version with new enrollment data. To search for a potential match, click the mouse on the Find Matches button next to the student name. Page 6

7 A Look For Existing Student form will display with any potential existing student matches in the district. Note: If the possible match list is long, use the browser scroll bar to scroll through the list of potential matches. If no potential match is located in the list, click the mouse on the Student Not Found button at the bottom of the potential student matches list. After clicking on the Student Not Found button the Student Details form will display with information to be reviewed and edited if necessary before importing the record. Page 7

8 If a potential match is located after clicking on the Find Matches button, click the mouse on the Details button to the left of the potential match student name. Note: If the enrollment contains information regarding a previous enrollment in your district, the top of the locator box will display this information in a red message to assist in making a more accurate match. If a previous enrollment was noted but the Student Not Found button is selected, the following additional message will display. Clicking on OK will continue the process without matching to an existing student. After clicking the mouse on the Details button the AIR Student Detail form will display and show a red message Matched to Existing Student in Aeries. Page 8

9 When matching an existing student record to an Aeries Enrollment record, The Aeries Enrollment Details form will highlight fields in yellow that are different between the Aeries Enrollment record and the matched Student record. The differences should be verified before the record is imported. When matching an Aeries Enrollment record to an existing student record, certain fields will remain locked and read only if the record it is being matched with already contains values for those fields to ensure the information is not overwritten. The locked fields will have a hover text stating the existing value for reference. Fields on the Aeries Enrollment Import form that will be locked when existing values exist on a matched record include State Student ID, Ethnicity, Race 1 5, First, Primary, at Home, by Adults, US Entry, US Schl Entry and CA Schl Entry. NOTE: If one race field has an existing value, all race fields will be locked. Page 9

10 When matching an Aeries Enrollment record to an existing student record, the STU.CID will never be overwritten with an Aeries enrollment value. The field will show highlighted in yellow and will be locked from editing. After importing the record, the Aeries Enrollment State Student ID value will be placed in the STU.CO field on the transcript for review. If it is decided not to match the enrollment record with the Aeries record, click the mouse on the Return To Student List link which will bring you back to the student list form. AERIES ENROLLMENT STUDENT DETAILS The Student Details form will show all data entered by the parent on six tabs; Demographics, Contacts, Medical, Authorizations, Other District Enrollment and Supplemental Questions. Demographics The Demographics tab will display the data entered by the parent. This data will be imported into the corresponding fields in the Student Data Demographics area. Page 10

11 If the student enrollment was completed for next school year, the Status will default to * Preenrolled for next year. This value can be changed by clicking the mouse on the drop down arrow and choosing a different status. NOTE: Information on the Demographics tab can be edited prior to importing the data. If information is edited, and you leave the form before importing the data, the edited information will not be saved. Contacts The Contacts tab will display all Contacts added which can include Parent/Guardian, and Emergency Contact information. This data will be imported into the Contacts form. In the left corner of each Contact record there is an Import? option. If this option is selected, the Contact record will be imported. If the Import? option on a Contact record is not selected that contact record will not be imported. Page 11

12 The contact records also show a Source that is either AIR or Aeries. This relates to where the information generated from. NOTE: If the source is Aeries, that record s Import? box will default to unchecked. If it is left unchecked, that information will not be included on the new record. NOTE: Information on the Contacts tab can be edited prior to importing the data. If information is edited, and you leave the form before importing the data, the edited information will not be saved. Medical The Medical tab will display any Immunization and Medical History data entered by the parent. All information will default to be imported. To de-select records, click the mouse on the Import? option box and the check mark will no longer display. These records will not be imported into Aeries Web Version. NOTE: The comment information on the Medical tab can be edited prior to importing the data. If information is edited, and you leave the form before importing the data, the edited information will not be saved. Page 12

13 Authorizations The Authorizations tab will display any Authorization information entered by the parent. All information will default to be imported into Aeries Web Version. To de-select records, click the mouse on the Import? option box and the check mark will no longer display. These records will not be imported into Aeries Web Version. Other District Enrollment The Other District Enrollment tab will display any prior district enrollment that was entered by the parent. All information will default to be imported into Aeries Web Version. To de-select records, click the mouse on the Import? option box and the check mark will no longer display. These records will not be imported into Aeries Web Version. NOTE: The comment information on the Other District Enrollment tab can be edited prior to importing the data. If information is edited, and you leave the form before importing the data, the edited information will not be saved. Page 13

14 Supplemental Questions The Supplemental Questions tab will display all Supplemental question responses entered by the parent and will default to be imported into Aeries Web Version. To de-select records, click the mouse on the Import? option box and the check mark will no longer display. These records will not be imported into Aeries Web Version. Documents The Document Confirmation Log tab will display any documents the parent confirmed during the enrollment process. If the enrollment record is imported into Aeries Web Version, a DCL record will be created regarding the documents that were confirmed. IMPORT STUDENT DATA After all information has been reviewed and an appropriate status has been selected the student enrollment can be imported. To import the student enrollment, click the mouse on the Import Student Data button. Page 14

15 If matching to an existing student record with fields that do not match, the following message will display when clicking on the Import Student button. After clicking on OK, a second confirmation message will display. To continue with the import of the student record, click the mouse on the OK button. If the enrollment information was entered with commas in the Residence Address, Mailing Address or Birth Country fields, the following message will display before the import occurs. If a comma exists and is invalid, it is recommended to remove them before importing the enrollment. If a status other than active was selected for the student, the following message will display. Click the mouse on OK to continue the import process. After clicking on the OK button, a Loading Student Information message will display. Page 15

16 When the Import process completes, an Import Succeeded! message will display on the form. To view the imported student enrollment, click the mouse on the View Student link. The Student Demographics form will display with the imported enrollment information. Page 16