1. 1 Aeries Browser Interface Parent (& Student) Account Management System Management System Section 152 Mark Reider (mreider@iusd.org) Irvine Unified School District

2. 2 Presenter Info  Mark Reider  Irvine Unified School District  Director of Information Services  mreider@iusd.org  (949) 936-5125  Ask questions at any time during the presentation

3. 3 About this session  Download this PowerPoint at: http://iusd.org/mreider  I have some handouts available. These and others are available on the web page listed above. Feel free to take and redo.  Other documents for parents are available on our parent login site: https://my.iusd.org/

4. Where Do I Start ?  As you rally the troops for implementation: Consider a phased rollout Consider a phased rollout Presentations to principals & district officials Presentations to principals & district officials Show & Tell for the school board Show & Tell for the school board Be prepared for questions about security Be prepared for questions about security Create support documents Create support documents Thoroughly test drive it yourself Thoroughly test drive it yourself 4

5. 5 Managing Features in ABI Options  Best practice is to set these prior to creating accounts  These options may be set differently for each site.  There are view settings and edit settings  Have one IT person manage these.  Try to consider the ramifications of each setting. It is difficult to “take away” an option after parents have used it.

6. 6 ABI Options Screen

7. 7 Creating ABI Accounts  Parents Create the Account (Method 1 *) They need : They need : Student Perm ID (STU.ID)Student Perm ID (STU.ID) Home Telephone Number (STU.TL)Home Telephone Number (STU.TL) All ten digits (must match the one in Aeries) All ten digits (must match the one in Aeries) Verification Passcode (STU.VPC)Verification Passcode (STU.VPC) This is not available on any screen. This is a security measure. It must be queried from the STU file. This is not available on any screen. This is a security measure. It must be queried from the STU file. * Handout in Binder takes this step by step.

8. 8 Creation of VPC  Aeries has two options Print Avery Labels to Parent/VPC Report Print Avery Labels to Parent/VPC Report This will assign a VPC to anyone who does not already have oneThis will assign a VPC to anyone who does not already have one Must be run each time a new student is addedMust be run each time a new student is added Assign Student Verification Passcodes for ABI Assign Student Verification Passcodes for ABI This is a macro which can be found in View all Forms by selecting View All MacrosThis is a macro which can be found in View all Forms by selecting View All Macros This will assign a VPC for any student without one or optionally assign all new VPC codesThis will assign a VPC for any student without one or optionally assign all new VPC codes

9. 9 VPC – another idea  Current methods required that one of the two reports be run after new students are added  IUSD wanted a method of adding a VPC to every new student automatically  IUSD Aeries DBA Marty Danko wrote a SQL script (sproc/trigger) to do this automatically  These are available for Aeries C/S districts at http://iusd.org/mdanko http://iusd.org/mdanko

10. 10 Parent Acct Creation (cont’d)  Once you have the VPC codes populated, you need to distribute the information to your parents  You can run the Avery Labels/VPC report and print the labels to hand out  You can create a query letter with the appropriate information to give to parents  Good venues are Registration, Back-to-School Night or by regular US Mail  You will need to create a How-To for parents to take them through the process.

11. 11 Mass Generate Accounts (Method 2)  Many districts may have email addresses already in Aeries  This method auto-generates accts without the parent doing anything except logging in and creating a new password.  There is a relatively new field in Contacts CON.AP (Y or N for portal?)  This determines whether someone with an email in Aeries should have an account created.

12. Mass Generate (cont’d) 12

13. Mass Generate (cont’d)  Go to “View All Forms” and under “Other” find “Define Email Text”  This brings up a fully customizable email that parents and students will receive  This can take several minutes or more the first time  Any contact that has an email address and “N” in CON.AP will NOT have an account created 13

14. 14 Mass Generate (cont’d)

15. 15 Define Email Text Form  This is a text box that is customizable with the use of HTML coding  The email should be coming from the Principal in name but you might want the email address (LOC.PEM) to reflect a clerk. This person will receive any bounce-backs (non delivery notice)  Once you click on the Mass Create Accts button, it will take a little bit of time. Wait for the final popup telling you accts have been created

16. 16 Accts created instantly (Method 3a)  This is normally used after either of the first two methods have been used  In the Define Email Text form there is a button called Options. You see this popup:  With these boxes checked, an account will be auto generated when an email address is entered in Aeries Below that is where you set the mail server info.

17. 17 Accounts Created by Teacher (Method 3 b)  Teachers can enter/edit email addresses and the changes are reflected in Aeries  Option must be enabled in ABI Options (See next slide)  Good idea to create a how-to.  Teachers can enter/edit student email as well

18. Accounts Created by Teacher 18

19. 19 Accounts Created by Teacher  Teacher Logs in to ABI  Student Info and then Contacts  Click on the Pencil/Paper icon to make changes

20. 20 Accounts Created by Teacher  Click on the icon and they get a popup box to add or edit the address:

21. 21 Accounts Created by Teacher  Same thing is in the student info screen for student emails  Teachers can email students & parents directly through ABI  Teachers now have the option of copying the email addresses to paste elsewhere  Anyone who has an account created will receive an email with login information  Changes are reflected throughout Aeries

22. 22 Allowing Parents to Edit Info  Some people will be horrified  Start slow with just a few choices  Explain email notification to staff and parents  Expect to be congratulated by many – vilified by a few !

23. 23 Allowing Parents to Edit Info

24. 24 Restricting Access to ABI  There are various ways to restrict or restrain an individuals access depending upon the situation and degree of restriction  Aeries addresses these concerns through coding in the code table or Aeries Options  Restrained access means there needs to be special permission from the Principal for account creation  See Page 5 of handout in notebook for more information on restrained access

25. Contacts Code Table for Restrained Access 25

26. Restrained Access cont’d 26 Contacts Screen for restrained individuals

27. 27  Students with “restrained” contacts are set for access only with prior approval.  Setup a CON.CD code with number = 9. Set restrained contacts with this code.  The principal (LOC.PEM) of the school will receive an email and need to approve any creation of an account.  Once an acct is created that person has full access Restrained Access to ABI

28. 28 Restricting (limiting) Access due to unfulfilled obligations When a student has been flagged restricted or limited access, this is where you determine what can be seen and what cannot. This is in Aeries Options “Other 2” It is best to set this up first and you might want to talk with your CWA folks. We had our district legal firm review and approve.

29. 29 Restricting Access (cont’d)  Temporarily restrict access to a parent/student. Useful for students who owe textbook fines. Useful for students who owe textbook fines. Set in SSD Set in SSD

30. 30 Restricting Access (cont’d)  Codes established in SSD.RCD  Amount is the default number of days for warning/buffer  Description is what the parent will see when they log in

31. 31 Restricting Access (cont’d)  When a parent logs in they see this warning for the # of days in the code table

32. 32 Restricting Access (cont’d)  If the issue is not resolved by the deadline they see this:

33. 33 Access Fees/Fines (cont’d)  If they say they were never notified:  The restriction stays in place until you delete ALL the information in SSD

34. 34 New feature: Reports ! How to for parents @ http://iusd.org/mreider & https://my.iusd.org/ http://iusd.org/mreiderhttps://my.iusd.org/http://iusd.org/mreiderhttps://my.iusd.org/

35. 35 Forgot Password  Easily handled in ABI  ABI login page has a “Forgot Password” link  System emails the parent a new temp password

36. 36 ABI Administrator Access  How do I manage all these accounts?  Creating a user with a Teacher association of 0 (zero) will grant administrative access.  You will have ABI access to all user accounts (school-based)  This is set up in the web users form  You will be able to do some management of accounts with this access

37. 37 ABI Administrator Access Web Users Form in View All Forms

38. 38 ABI Administrator Access (cont’d)  Admin users see this screen when they log in to ABI  Besides a list of all users, you can also access Parent/Student accounts  You will be able to track, edit and delete accounts here

39. 39 ABI Administrator Access (cont’d)

40. 40 Who is NOT on the portal?  Your goal should be to get as many parents to use the portal as possible!  This makes Aeries/ABI email effective  Run the “Students Without Parent Accounts”  IUSD set threshold goals  Teachers ABI now has email reports as well

41. 41 Password requirements  “Configure passwords requirements” form in Aeries.  Special chars: ! " # $ % & ' ( ) * +, -. / : ; ? @ [ \ ] ^ _ ` { | } ~  “New password cannot be like old one” option may be too strict.  Options are the same for teachers and parents/students

42. 42 Common problems with the “Portal”  Email address is required  What to do with “bounce-backs” ?  Who will support the portal when end-users have technical problems?  Managing/Administering options

43. 43 More portal reports  http://iusd.org/mdanko  Available at: http://iusd.org/mdankohttp://iusd.org/mdanko   Created by IUSD DBA Marty Danko SQL script to generate report with … SC - School TotalStudents StudentsWithOutAccounts PercentWithOutAccounts PercentWithAccounts

44. 44 Aeries Browser Interface Parent/Student Account Management

45. 45 Thanks !