UPDATE STUDENT DATA

If import NEW STUDENT data from AIR

*In AeriesNet, just click the button of Import from AIR. For details, refer to.Aeries AIR (AeriesNet users).

If input (new or continuing) student data from the registration packet, besides other information, make sure ...

1. Input data collected from Field Trip Permission, Waiver, Release and Indemnity Agreement, and GSD Enrollment Card in Authorizations/Prohibitions table.

AeriesCS: Student Data > Misc > Authorizations/Prohibitions (AUT)), in the fields of Type ( = 1), Code ( = 101, 102, or 103) , Status Date and Status ( = 1 if granted or 2 if denied).

AeriesNet: Student Data > Other > Authorization

2. Input data collected on Pupil Health Inventory in Med History table (MHS).

AeriesCS: Student Data > Medical > Medical History (tab)
AeriesNet: Student Data > Medical > Medical History > Add New Record.

3. Documents: (To be advised)

4. Input, in Supplemental table, in the fields of House (selected value from drop-down menu), MedPgm, GATE, IEP, 504, Expell, MigEd, HethExm, Dental. (For the other fields, input the value, Y, if appropriate.)

AeriesCS or AeriesNet: Student Data > Supplemental

RETRIEVE STUDENT DATA

1. Run Information Confirmation Status report to check which students have been registered on-line.

AeriesNet: View All Reports > filter: information

1a. Alternatively, run the following query in spreadsheet (i.e., Excel) format. Be reminded that each student, if registered, shows four row (STU, CON, MHS and AUT) in the spreadsheet. Count the number of those rows and divide it by 4 and that is the number of students who have been registered on line.

LIST STU ICL STU.NM STU.ID STU.GR STU.CU STU.U1 ICL.DT ICL.TC IF ICL.DT > 06/01/2017 (where STU.U1 is correspondence language)

1b. Should you need to find those students who have NOT been registered on line for the current (2015-16) school year, use the following query statements:

SKIP STU ICL IF ICL.DT > 07/1/2015
LIST STU ICL STU.NM STU.ID STU.GR STU.CU STU.U1 ICL.DT ICL.TC

2. Run Print Student Authorizations report to check the status of the three Authorization questions (101, 102, 103).

AeriesCS: View All Reports > filter: Authorizations > Authorization type 1, code (101, 102, or 103) and status (1: granted and 2: denied)

2a. Run Query: LIST STU AUT STU.NM STU.ID STU.GR STU.CU STU.U1 AUT.DT AUT.ST AUT.CD

3. Run Query to check the status of the Documents received, reviewed and accepted by parents.

LIST STU DCL DCS STU.ID STU.NM STU.GR STU.CU DCL.DT DCS.TI
3a. To list only those students whose parents have received, reviewed and accepted the documents, run the following query statement.

LIST STU DCL DCS STU.ID STU.NM STU.GR STU.CU DCL.DT DCS.TI BY DCS.TI IF DCL.DT > 07/01/2016

3b. Should you need to know which students whose parents have NOT acknowledged the receiving of Acceptable Use of Technology agreement (or any of the other three documents), you may use a simplified query:

LIST STU DCL DCS STU.ID STU.NM STU.GR STU.CU DCL.DT DCS.TI BY DCS.TI

4. Run Medical History report (AeriesCS or AeriesNet) to view all students who require medical attention from the school. (The report might have to be run school by school.)

*To include only the students of, say, Grade 7, run the following query before you run the Medical History report: KEEP STU IF GR = 7.

4a. To identify medically red-flagged students, run the following query:

LIST STU FLG STU.NM STU.SC STU.GR STU.CU FLG.CO MHS.CD MHS.DT MHS.TG MHS.CO MHS.PC BY STU.SC STU.GR STU.CU IF FLG.TC = MHS

5. To gather the Language Survey data provided by parents, run the following query:

LIST STU LAC STU.ID STU.GR STU.NM LAC.L1 LAC.L2 LAC.L3 LAC.L4
where
LAC.L1: Which language did this student learn when he/she first began to speak?
LAC.L2: What language do you use most frequently to speak to this student?
LAC.L3: What language does this student most frequently use at home?
LAC.L4: What is the language most often spoke by the adults at home?

5a. To include language status, home language and correspondence language together with the Language Survey data, apply the query statement below:

LIST STU LAC STU.ID STU.GR STU.NM STU.LF STU.HL? STU.U1 LAC.L1 LAC.L2 LAC.L3 LAC.L4

BACK UP AND PRINT OUT DATA

1. Run Print Student Data Printout report, which may be included, in lieu of Cumulative Record Information sheet, in each student's Cumulative folder.

2. In lieu of or in addition to the Emergency cards collected from the returned registration packets, run Student Emergency Card or Emergency Student Listing

View All Reports > Student Emergency Card or Emergency Student Listing

SEND LETTERS FOR PARENTS TO CREATE PARENT PORTAL ACCOUNTS
School must send letters (with VPC) to parents of NEW students' for them to create accounts on GSD Parent Portal. Those accounts allow parents to register students on line (that is, confirm student data).

1. Launch Query in AeriesCS or AeriesNet.

2. Load or apply one of the query statements below. Click Run. After that the button of Letters will be available. Click the button and choose the language that is appropriate.
To print out one letter, run the statement below and U1 tell the language version of the letter
LIST STU FN LN AD CY ST ZC ID TL VPC U1 CU SC IF ID = student permanent ID
To print out multiple of letters, you will print them out in different language batches:
LIST STU FN LN AD CY ST ZC ID TL VPC U1 CU SC IF U1 = E (or C, S, or V)
To print out multiple of letters using student enter date
LIST STU FN LN AD CY ST ZC ID TL VPC U1 CU SC IF U1 = E (or C, S, or V) and ED > student enter date

3. Click the button of Letters.

4. Choose appropriate options (with/without letter head, location of date, language version) and click Run Report.

*Should you only need to print out/send the letters to those parents who have NOT created accounts on GSD Parent Portal, please run the following SKIP query before Step 2 above:

SKIP STU PWS PWA IF PWA.AST = " " AND PWA.TY = "P"

*If a parent (misplaces the letter and ) needs VPC (as well as the primary phone number recorded in Aeries) in order to create GSD Parent Portal account, run either of the following simple query:

LIST STU NM ID TL VPC IF LN = student last name
LIST STU NM ID TL VPC IF ID = student permanent ID

*You may also print out a list of students with their VPC by running the query below:

LIST STU NM ID TL VPC

Identify Students who have NOT been Registered for this (2015-16) School Year by their Parents, who have ALREADY Created a Parent Portal Account ...
Use the following two query statements in the order listed:

SKIP STU ICL IF ICL.DT > 07/01/2015
LIST STU ICL STU.NM STU.ID STU.GR STU.CU STU.U1 ICL.DT ICL.TC IF ICL.DT < 07/01/2016

Please be reminded that these parents should only be send a letter to the effect of reminding them to use the established parent portal account to register their student on line ASAP. A sample of letter is given below:

Our records indicate that you registered your student(s) on line last (2013-4) year. But you have not registered him/her(them) this (2014-15) school year. Please go to the registration site at https://parent.garvey.k12.ca.us and register him/her(them) ASAP.

Be reminded that the user name of your parent portal account is typically an e-mail address of yours and you may always reset the password should you forget it. For any further assistance on on-line registration, contact your school.

To include the user name of a parent portal account in the above query, use the statement below:

LIST STU ICL PWS PWA STU.NM STU.ID STU.GR STU.CU STU.U1 ICL.DT ICL.TC PWA.EM
IF ICL.DT < 07/01/2015

Procedure of Registering CONTINUING STUDENTS

 

	Register using Registration Packet	Register on line/Confirm information
1.	School sends out packet	Parent updates/adds information on line
2.	Parent fills out forms and returns to school
3.	School inputS information in Aeries

Procedure of ENROLLING NEW STUDENTS

	Enroll using Enrollment Packet	Enroll on line (AIR )
1.	Parent provides required documents and copies	Parents adds student data on line
2.	Parent fills out forms and returnS to school	Parent provides required documents and copies
3.	School inputs the data in Aeries	School imports data from Air after verifying it in AIR
4.	School sends out letter to parent	School sends out letter to parent
5.	Parent creates a Parent Portal account	Parent creates a Parent Portal account
6.	Parent confirms information in Aeries (including documents received)	Parent confirms information in Aeries (including documents received)

E-MAILS ABOUND !!! and How to get rid of them
  Office managers do not have to see their inbox filled with on-line registration related e-mails.

Any time parents log in GSD Parent Portal and make changes on their student data on line, responsible school staff (office managers in elementary schools and attendance technicians in intermediate schools) will receive notification e-mails from [email protected]. That is to protect the student data in Aeries from unintended alteration by parents. If demanded by parents, school staff will be able to retrieve the related e-mails and revert to the original data.

It is recommended that the responsible school staff create two labels (or folders) in their Google Mail: (1) On-line registration and (2) Mailing address change request. Then set up two filters, based on sender = [email protected] for (1) or subject = mailing address change request for (2), to route those e-mails in relation to on-line registration to those labels and saved there. That will keep the school staff's inbox less jam-packed.

School staff will typically do nothing with those e-mails from [email protected] in the label of On-line registration. However, it is absolutely important that school staff follow up with the e-mail in the label of Mailing address change request. School staff must contact parents TIMELY and take appropriate actions as required, in response to the student's mailing address change.

Should you need any assistance in creating the Google mail labels and setting up filters, contact me, or if you choose, contact Leslie Villarroel at ext. 3106, who has kindly agreed to help any of you in need of help in this matter.