1. Student Information Systems Fall 2017 Training
Students | Teachers | Instructional Content
SIS Team: Quyen Nguyen, Faiza Asif, Patty Gernertt, Jessica Cardenas, Maria Romero-Tang

2. Meeting Norms Please silence your cell phones Meeting is 2 ½ hours
Exits
Restrooms 2

3. AGENDA 3 New Aeries User Interface (UI) Send Mass Emails within Aeries
Aeries Portal Access Guide
Homeless & Foster Protocol
Attendance protocol
TK programs, Pre-school ATT.P1
Notes in Aeries – Visitation & Counseling
Information/Census/CBEDS Day Preparation – 10/4/17
Student Residence
Ethnicity/Race Indicators
Teacher Records Linked to Staff ID
Graduates, Dropouts & Exit Reasons
US school entry date for ALL students
Program records: Homeless, GATE, Special Ed
Course Enrollment
Teacher records – Long term Subs – Linking staff ID (Resignation & Retirement & grade level changes (elementary))
H&H Teacher
Transfer
Family Key link
Co Residency, Legal Name, Military, GATE, User 1 field 3

4. Send Mass s 4

5. Aeries Portal Access

6. Homeless and Foster
Presented By Anh Nguyen

7. Attendance and Disenrollment

8. Attendance and Absence Code Changes
Enrollment Count at beginning of school year
Daily attendance in Aeries
Update All day attendance field indicator
Absence Code Changes
Clearing out absences timeline
Attendance code changes NOT affecting ADA reporting Month
Attendance code changes Affecting ADA after reporting Month 11

9. Inactivation/Disenrollment – Beginning of Year
Inactivation/Disenrollment Protocol at the beginning of the year
After three days of non-attendance without communication
Contact – call phone numbers on registration form
Intention – will the student be attending Alvord?
Home Visit – can’t reach parent? Home visit is next
Referral – attendance investigator notified
Special Ed Student
Refer to Special Ed coordinator after above steps taken 12

10. Transitional Kindergarten13

11. Program Codes – Transitional Kindergarten
The site must enter a Program record with an Eligible Start Date & Program Start Date
Query:
LIST STU PGM STU.ID STU.FN STU.LN STU.GR PGM.CD PGM.ESD PGM.PSD IF PGM.CD = 185 AND STU.GR = -1
Please note: All TK students need a program record in Special Programs.
Please do not close the TK record when you dis-enroll a student. 14

12. Transitional Kindergarten Early Admittance -AB104
“A pupil, admitted to a TK program, shall not generate average daily attendance or be included in the enrollment or unduplicated student count until the pupil has attained his or her fifth birthday regardless of when the pupil was admitted during the school year.” Therefore, these students need to be monitored closely in Aeries. 15

13. How to handle TK early admittance AB104 in Aeries
Enter a “T” TK-AB104 (BD>Dec 2) in the “Prog” field
Update Attendance as of the student’s enrollment date
Add a TK program record of 185 with Elg start and Prg Start date. These dates should reflect the enrollment start date or 1st day of enrollment.
Once student turns 5 years old, take out the “T” in “Prog” and update attendance as of that date. Attendance EFF Date = Day Stu turned 5
Query:
LIST STU PGM STU.ID STU.LN STU.FN STU.GR STU.BD STU.BD.YEARS PGM.CD BY STU.BD IF STU.GR = -1 AND STU.BD > 12/2/2012*
*Please change year of birth each year 16

14. Transitional Kindergarten – Adding a program record of 18517

15. Transition Kindergarten
- Attendance Enrollment
Attendance Enrollment for Regular TK
Attendance Enrollment for Early TK
Attendance Enrollment After 5th birth for Early TK 18

16. Pre-School 19

17. Pre-school Attendance Tag20

18. Notes in Aeries 21

19. Census Day 22

20. Home and Hospital

21. Home and Hospital Affects ADA and enrollment count
Create separate section(s) for HH students for it affects CALPADS submission.
Home and Hospital must have grades each grading period. 24

22. Home and Hospital Entering Students into the HH Program in Aeries
The school site will enter the HH program code into the Special Program field and update attendance. Secondary school Site will schedule student in separate section(s), with the same course number with their current classroom teacher(s), and only the student on Home and Hospital will be entered into that section. The separate section will be labeled by its content area (e.g. Algebra I). The course name must not contain “HH” or reference HH. Once the visiting teacher is assigned a section by school site, AERIES staff will update the Instructional Strategy to H & H. Elementary schools Site need to assign the student to a visiting teacher who is designated to be a Home & Hospital teacher. Once the visiting teacher is assigned by school site, AERIES staff will update the Instructional Strategy to H & H. 25

23. Home and Hospital Exiting Students from the HH Program in Aeries
The school must monitor the exit date of the Home and Hospital agreement between the doctor and the district. The school site will remove HH program code from Special Program field and update attendance. Secondary – Student must be reassigned to original section(s) and teacher(s) the student had before entering the HH program. Elementary – Student must be reassigned to original teacher the student had before entering the HH program. 26

24. Homeless Identification-Enrollment Form27

25. Transfer Codes

26. Transfer Codes – Intra District “2”
Intra District = vs 29

27. Transfer Codes – Inter District “4”30

28. Family Key

29. Afterschool Programs

30. Data Steward = Special Ed Department
Aeries User 1 Field
Data Steward = Special Ed Department

31. User 1 Field New student to the district:
School Staff will enter the User 1 information when registering a student.
Special Ed staff will double check data when creating special ed record in special ed data table.
Current student with changes to User 1 field
Special Ed Staff will update the User 1 field as changes are needed.
Special Ed Staff will notify school with effective date of any changes by .
Special Ed Staff will follow up with school sites by phone call if changes involve SDC to update attendance.
* Please work together so the data is correct
4/16/2015 34

32. Other Updates