AERIES MINUTES
March 8, 2012
ESC Conference Room A & B
9:00 a.m. & 1:00 p.m.
Facilitators: Mark Frazier/Ken Johnson/Loretta Hein
1. Aeries.net – Online Registration - Mark/Ken
· Aeries Internet Registration (AIR) – This is an online registration program for students new to the VUSD. Parents will be able to access registration forms online and submit to schools. Mark said that this program should be in place for the 2012-13 school year. One site asked if AIR would be available in Spanish. Ken said he will find out.
· Parental Account Management System (PAMS) – This online program will allow parents to re-register students that previously attended the VUSD. It will also provide parents a link to their student’s information including attendance, discipline, and classes. Parents will have the ability to register for classes for their secondary students.
2. Report Cards – Ken/Mark
· Online standards-based report cards for elementary schools are being developed for grades K-6. These report cards will all be completed by the end of this school year. Mark said that the plan for implementation has not yet been determined. He said the report cards may be used at a pilot site next year or they may be used district wide.
Ken said that the program pulls all of the information from Grade Book into the report card and that the front office will need to print the report cards for the teachers. Two teachers at Fairmont are currently using the new standards-based online report cards.
3. Attendance Update – Mark/Ken
· Attendance Letters – Absence Letters (now Truancy Letters), Codes A, R, H, and Excessive Absence Letters (now Chronic Absence Letters), Codes E, U, X
Please see the attached memo from Nikki Parr’s office that includes the procedures to be followed. It is important that all sites follow the procedures that have been established to ensure equity across the district.
For elementary schools the following query should be run prior to producing any attendance letters (Truancy or Chronic), it will limit the students who get letters to those who are six or more years old:
KEEP STU IF BD < mm/dd/year – 6
mm = current month
dd = current day
year – 6 = Current year minus 6
For example – to limit the students to six year old and above on March 15, 2012 the query would be:
KEEP STU IF BD < 3/15/2006
· Going Home Early (GHE) – Currently the VUSD does not have a policy for students that go home early. Nikki will be contacting sites to see how this problem is dealt with, then she will be working on a procedure to follow for excessive GHEs.
· SARB Update – Our SARB procedure will change for secondary students next year. We will begin having a mass SARB hearing with several students at once. The district attorney will be present at the hearing and the students will be given a contract. This procedure is already in place in FSUSD and is very effective.
4. CALPADS Update – Loretta
· Exit Code 140 – Truancy - use if a SARBED student leaves (secondary only)
· Exit Code 160 – Juvenile Hall
· Exit Code 165 – Involuntary transfer for disciplinary reasons to an alternative school in our district (secondary only)
· Exit Code 167 – Voluntary transfer to an alternative school in our district (secondary only)
· Exit Code 400 – Use if a student leaves and you don’t know where they are
· Running ERD Reports – Loretta said CALPADS is publishing next year’s ERDs. You can correct any that are at least 3 months old. The more recent ones may clean up on their own, so wait on those.
· End of year exits – For students that are not returning, set next grade to 13 and they will not roll over. On Student Data 3 Tab, in summer withdrawal reason enter 450 for elementary and 160 for secondary. Do not inactivate students that were in attendance on the last day of school.
· Pre-defined queries in Aeries – Validation queries are now loaded into Aeries. Look for author “Validator” and you will find the queries that Loretta asks you to run. Please contact Loretta if you have any problems with any of the queries.
5. Other
The next Aeries meeting will be on Thursday, May 10, 2012.
M:\Word\Aeries\Aeries Meetings\2011-12\March Minutes (Word 2003 Format).doc