Aeries Browser Interface
Parent (& Student) Account
Management System
Section 152
Mark Reider (mreider@iusd.org)
Irvine Unified School District
1
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
2
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/
3
Where Do I Start ?
 As
you rally the troops for implementation:

Consider a phased rollout

Presentations to principals & district officials

Show & Tell for the school board

Be prepared for questions about security

Create support documents

Thoroughly test drive it yourself
4
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.
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ABI Options Screen
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Creating ABI Accounts
 Parents

Create the Account (Method 1 *)
They need :
• Student Perm ID (STU.ID)
• Home Telephone Number (STU.TL)

All ten digits (must match the one in Aeries)
• Verification Passcode (STU.VPC)

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.
7
Creation of VPC
 Aeries

has two options
Print Avery Labels to Parent/VPC Report
• This will assign a VPC to anyone who does not
already have one
• Must be run each time a new student is added

Assign Student Verification Passcodes for ABI
• This 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 codes
8
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
9
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.
10
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.
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Mass Generate (cont’d)
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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
Mass Generate (cont’d)
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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
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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.
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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
17
Accounts Created by Teacher
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Accounts Created by Teacher



Teacher Logs in to ABI
Student Info and then Contacts
Click on the Pencil/Paper icon to make changes
19
Accounts Created by Teacher
 Click
on the icon and they get a popup box
to add or edit the address:
20
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
21
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 !
22
Allowing Parents to Edit Info
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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
24
Contacts Code Table for
Restrained Access
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Restrained Access cont’d
Contacts Screen for restrained individuals
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Restrained Access to ABI
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

27
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.
28
Restricting Access (cont’d)
 Temporarily
restrict access to a
parent/student.


Useful for students who owe textbook fines.
Set in SSD
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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
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Restricting Access (cont’d)
 When
a parent logs in they see this
warning for the # of days in the code table
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Restricting Access (cont’d)
 If
the issue is not resolved by the deadline
they see this:
32
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
33
New feature: Reports !
How to for parents @ http://iusd.org/mreider
& https://my.iusd.org/
34
Forgot Password
 Easily
handled in ABI
 ABI login page has a
“Forgot Password” link
 System emails the
parent a new temp
password
35
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
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ABI Administrator Access
Web Users Form in View All Forms
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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
38
ABI Administrator Access (cont’d)
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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
40
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
41
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
42
More portal reports

Available at: http://iusd.org/mdanko
 Created by IUSD DBA Marty Danko
SQL script to generate report with …
SC - School
TotalStudents
StudentsWithOutAccounts
PercentWithOutAccounts
PercentWithAccounts
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Aeries Browser Interface
Parent/Student Account Management
44
Thanks !
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