Aeries Agenda Items March 18

AERIES MINUTES

March 18, 2010

Country High Conference Room

9:00 am OR 1:00 pm

Ken Johnson/Mark Frazier facilitators

1.  Aeries Updates – Ken

a.  With most current update the ‘Get’ arrows do work on student lookup.

b.  Can now personalize the columns in your get
Can create customized list (specific to each computer):
Can choose what lists you want in your student get
Be sure to click “remember the custom list”
Holds to each computer

c.  Can filter by how you want to look students up-eliminates queries
All encouraged to play with it to learn different functions

d.  Attendance Screen Review
Tabs across the top-enables clicking on individual attendance
Encouraged to use the envelope notes on the attendance screen.
Can see when there are notes – envelopes are ‘red’
Can put in notes about calls, notes, etc. directly into Aeries enabling quick reference. Will advise what Accounting Dept says regarding the auditors’ requirement.
Mass.Add button on attendance screen
Can be used for students who are going to be gone for a while, good for ranges of absences. Can go back and adjust later when ISP is cleared.
View All Reports/Student Screen Reports Labels for Families

2.  Student Screen – Mark/Loretta
Changes
School start date has been changed again – State said that it should be changed, should reflect the fist date of attendance at school
Program 2 – Secondary Enrollment – concurrently enrolled in 2 different schools (ex WCW & VHS). Site that only has 1-2 classes sets Program to 2
Graduation status:
All 6th graders need ‘school completion status’ – have to be exited differently than they were previously. Code means that they have matriculated, finished requirements, going on to next school Loretta will send those codes in May – closer to school getting out.
Homeless Dwelling Type – Cheri Lincoln is filling that in – sites do not need to fill this information in.
US School Enter Date – if a student is born outside of the US – the US School Enter date must be filled on the Language table.
IDA – STU.IT all ‘E” are going to be sent to the state for certification through the CALPADS process – transfer district needs to be filled in.
All program changes are 440 – going in and out of programs.
Next school/Next grade
LIST STU FN LN GR IT ITD TG IF IT = E AND ITD = “”
KEEP STU IF IT = E – to look and see if anything is strange. Step through them to check
When data gets sent to the state… everything goes so extra care needs to be made to make sure it is accurate.

3.  Preparing for next year
Middle schools have already pulled 6th graders up.
Check for 6th graders whose next school is NOT 72 or 73. IDA students should have a 99 for next school so they aren’t extracted to the middle school.
Federally connected is in U3. if we get the money from last year and if we get the go ahead for next year U3 will have updated drop downs reflecting all of the data that we will need.
Check next grade query for errors
LIST STU LN FN GR NG IF NG = GR
Properly pre-enrolling
Use * for pre-enrolled for next year
Pre-enrolling for the current year use “C”

4.  Review of Exit Codes, Exit dates – Loretta.
How to code CAHSEE testers who come back to test.
Changes to No Shows

5.  CDUC – Teacher data – Loretta
CDUC is frozen due to the amount of errors
Most districts have not certified enrollment
Validation is still in process - we will let them know when they need to review/update teacher information. We haven’t decided how to handle this yet.
Concurrent enrollment problems
Example: Student leaves 1 school in the morning goes to another school in the afternoon. Check Enrollment History. Enrollment must start on the day following the exit date.
CALPADS does not recognize a student with a single name.

6.  Document review needed for the Aeries documentation library – No Winners Yet
Need to need help to check the documents posted are accurate .. need to check and make sure procedure steps are accurate.

7.  Caregiver Affidavits – Clarification from Learning Support
2 different kinds – in Board policy
E5111.1(a) Don’t know where parent is
E5111.1(b)Parental Transfer of care – not related
Grandparents don’t have to do anything – should have guardianship and have paperwork
Keep in student’s CUM file – don’t send to DO
Draft handout of protocol of IntraDistrict and form handed out by Learning Support staff – request for input/change of forms.
Official date for Intra will start April 19 (waiting for school choice to end Apr. 16)
Sites can start processing on April 19.
Have parents to check back first part of May to see if IntraDistrict is approved. School choice on how to handle questions.
Approved forms should be out April 19
Approved forms must be kept for 1 year at school
Has to be redone
Suggestion: For IDA use Grd Code for year of IDA
Forms have to be approved by SpEd if child is receiving services
Confirm process for handling

8.  Question for Aeries
Student add does not have contact screen
District enter date
Family email

9.  Discipline letters they look different Elem to HS
Anyone can change letters
Elem wants Discipline letter to look like HS letters, i.e., more explicit and more detailed.
Mark will take request to EIC.

NEXT MEETING: May 13 at 1:30 pm – This is will be a Single Meeting. No meeting in April.

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