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Aeries Browser InterfaceAeries Browser Interface

Parent (& Student) AccountParent (& Student) Account Management System Management System

Section 152Section 152

Mark Reider (mreider@iusd.org)Mark Reider (mreider@iusd.org)Irvine Unified School DistrictIrvine Unified School District

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Presenter InfoPresenter Info Mark ReiderMark Reider Irvine Unified School DistrictIrvine Unified School District Director of Information ServicesDirector of Information Services mreider@iusd.orgmreider@iusd.org (949) 936-5125(949) 936-5125 Ask questions at any time during the Ask questions at any time during the

presentationpresentation

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About this sessionAbout this session

Download this PowerPoint at:Download this PowerPoint at:http://iusd.org/mreiderhttp://iusd.org/mreider

I have some handouts available. These I have some handouts available. These and others are available on the web page and others are available on the web page listed above. Feel free to take and redo.listed above. Feel free to take and redo.

Other documents for parents are available Other documents for parents are available on our parent login site: on our parent login site: https://my.iusd.org/https://my.iusd.org/

Where Do I Start ?Where Do I Start ?

As you rally the troops for implementation:As you rally the troops for implementation:

Consider a phased rolloutConsider a phased rollout

Presentations to principals & district officialsPresentations to principals & district officials

Show & Tell for the school boardShow & Tell for the school board

Be prepared for questions about securityBe prepared for questions about security

Create support documentsCreate support documents

Thoroughly test drive it yourselfThoroughly test drive it yourself

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Managing Features in ABI OptionsManaging Features in ABI Options

Best practice is to set these prior to Best practice is to set these prior to creating accountscreating accounts

These options may be set differently for These options may be set differently for each site.each site.

There are view settings and edit settingsThere are view settings and edit settings Have one IT person manage these.Have one IT person manage these. Try to consider the ramifications of each Try to consider the ramifications of each

setting. It is difficult to “take away” an setting. It is difficult to “take away” an option after parents have used it.option after parents have used it.

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ABI Options ScreenABI Options Screen

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Creating ABI AccountsCreating ABI Accounts

Parents Create the Account (Method 1 *)Parents Create the Account (Method 1 *) They need :They need :

• Student Perm ID (STU.ID)Student Perm ID (STU.ID)

• Home Telephone Number (STU.TL)Home Telephone Number (STU.TL) All ten digits (must match the one in Aeries)All ten digits (must match the one in Aeries)

• Verification Passcode (STU.VPC)Verification Passcode (STU.VPC) This is not available on any screen. This is a security This is not available on any screen. This is a security

measure. It must be queried from the STU file.measure. It must be queried from the STU file.

* Handout in Binder takes this step by step.* Handout in Binder takes this step by step.

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Creation of VPCCreation of VPC

Aeries has two optionsAeries has two options Print Avery Labels to Parent/VPC ReportPrint Avery Labels to Parent/VPC Report

• This will assign a VPC to anyone who does not This will assign a VPC to anyone who does not already have onealready have one

• Must be run each time a new student is addedMust be run each time a new student is added Assign Student Verification Passcodes for ABIAssign Student Verification Passcodes for ABI

• This is a macro which can be found in View all This is a macro which can be found in View all Forms by selecting View All MacrosForms by selecting View All Macros

• This will assign a VPC for any student without one This will assign a VPC for any student without one or optionally assign all new VPC codesor optionally assign all new VPC codes

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VPC – another ideaVPC – another idea

Current methods required that one of the two Current methods required that one of the two reports be run after new students are addedreports be run after new students are added

IUSD wanted a method of adding a VPC to IUSD wanted a method of adding a VPC to every new student automaticallyevery new student automatically

IUSD Aeries DBA Marty Danko wrote a SQL IUSD Aeries DBA Marty Danko wrote a SQL script (sproc/trigger) to do this automaticallyscript (sproc/trigger) to do this automatically

These are available for Aeries C/S districts at These are available for Aeries C/S districts at http://iusd.org/mdanko

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Parent Acct Creation (cont’d)Parent Acct Creation (cont’d)

Once you have the VPC codes populated, you Once you have the VPC codes populated, you need to distribute the information to your parentsneed to distribute the information to your parents

You can run the Avery Labels/VPC report and You can run the Avery Labels/VPC report and print the labels to hand outprint the labels to hand out

You can create a query letter with the You can create a query letter with the appropriate information to give to parentsappropriate information to give to parents

Good venues are Registration, Back-to-School Good venues are Registration, Back-to-School Night or by regular US MailNight or by regular US Mail

You will need to create a How-To for parents to You will need to create a How-To for parents to take them through the process.take them through the process.

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Mass Generate AccountsMass Generate Accounts

(Method 2)(Method 2)

Many districts may have email addresses Many districts may have email addresses already in Aeriesalready in Aeries

This method auto-generates accts without the This method auto-generates accts without the parent doing anything except logging in and parent doing anything except logging in and creating a new password.creating a new password.

There is a relatively new field in Contacts There is a relatively new field in Contacts CON.AP (Y or N for portal?)CON.AP (Y or N for portal?)

This determines whether someone with an email This determines whether someone with an email in Aeries should have an account created.in Aeries should have an account created.

Mass Generate (cont’d)Mass Generate (cont’d)

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Mass Generate (cont’d)Mass Generate (cont’d)

Go to “View All Forms” and under “Other” Go to “View All Forms” and under “Other” find “Define Email Text”find “Define Email Text”

This brings up a fully customizable email This brings up a fully customizable email that parents and students will receivethat parents and students will receive

This can take several minutes or more the This can take several minutes or more the first timefirst time

Any contact that has an email address and Any contact that has an email address and “N” in CON.AP will NOT have an account “N” in CON.AP will NOT have an account createdcreated

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Mass Generate (cont’d)Mass Generate (cont’d)

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Define Email Text FormDefine Email Text Form

This is a text box that is customizable with the This is a text box that is customizable with the use of HTML codinguse of HTML coding

The email should be coming from the Principal in The email should be coming from the Principal in name but you might want the email address name but you might want the email address (LOC.PEM) to reflect a clerk. This person will (LOC.PEM) to reflect a clerk. This person will receive any bounce-backs (non delivery notice)receive any bounce-backs (non delivery notice)

Once you click on the Mass Create Accts button, Once you click on the Mass Create Accts button, it will take a little bit of time. Wait for the final it will take a little bit of time. Wait for the final popup telling you accts have been createdpopup telling you accts have been created

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Accts created instantlyAccts created instantly(Method 3a)(Method 3a)

This is normally used after either of the This is normally used after either of the first two methods have been usedfirst two methods have been used

In the Define Email Text form there is a In the Define Email Text form there is a button called Options. You see this popup:button called Options. You see this popup:

With these boxes With these boxes checked, an account will checked, an account will be auto generated when be auto generated when an email address is an email address is entered in Aeriesentered in Aeries

Below that is where you Below that is where you set the mail server info.set the mail server info.

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Accounts Created by TeacherAccounts Created by Teacher(Method 3 b)(Method 3 b)

Teachers can enter/edit email addresses and Teachers can enter/edit email addresses and the changes are reflected in Aeriesthe changes are reflected in Aeries

Option must be enabled in ABI Options (See Option must be enabled in ABI Options (See next slide)next slide)

Good idea to create a how-to. Good idea to create a how-to.

Teachers can enter/edit student email as wellTeachers can enter/edit student email as well

Accounts Created by TeacherAccounts Created by Teacher

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Accounts Created by TeacherAccounts Created by Teacher Teacher Logs in to ABITeacher Logs in to ABI Student Info and then ContactsStudent Info and then Contacts Click on the Pencil/Paper icon to make changesClick on the Pencil/Paper icon to make changes

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Accounts Created by TeacherAccounts Created by Teacher

Click on the icon and they get a popup box Click on the icon and they get a popup box to add or edit the address:to add or edit the address:

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Accounts Created by TeacherAccounts Created by Teacher

Same thing is in the student info screen for Same thing is in the student info screen for student emailsstudent emails

Teachers can email students & parents Teachers can email students & parents directly through ABIdirectly through ABI

Teachers now have the option of copying Teachers now have the option of copying the email addresses to paste elsewherethe email addresses to paste elsewhere

Anyone who has an account created will Anyone who has an account created will receive an email with login informationreceive an email with login information

Changes are reflected throughout AeriesChanges are reflected throughout Aeries

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Allowing Parents to Edit InfoAllowing Parents to Edit Info

Some people will be horrifiedSome people will be horrified

Start slow with just a few choicesStart slow with just a few choices

Explain email notification to staff and parentsExplain email notification to staff and parents

Expect to be congratulated by many – vilified by Expect to be congratulated by many – vilified by a few !a few !

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Allowing Parents to Edit InfoAllowing Parents to Edit Info

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Restricting Access to ABIRestricting Access to ABI

There are various ways to restrict or restrain an There are various ways to restrict or restrain an individuals access depending upon the situation individuals access depending upon the situation and degree of restrictionand degree of restriction

Aeries addresses these concerns through Aeries addresses these concerns through coding in the code table or Aeries Optionscoding in the code table or Aeries Options

Restrained access means there needs to be Restrained access means there needs to be special permission from the Principal for account special permission from the Principal for account creationcreation

See Page 5 of handout in notebook for more See Page 5 of handout in notebook for more information on restrained accessinformation on restrained access

Contacts Code Table for Contacts Code Table for Restrained AccessRestrained Access

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Restrained Access cont’dRestrained Access cont’d

2626Contacts Screen for restrained individuals

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Students with “restrained” contacts are set for Students with “restrained” contacts are set for access only with prior approval.access only with prior approval.

Setup a CON.CD code with number = 9. Set Setup a CON.CD code with number = 9. Set restrained contacts with this code.restrained contacts with this code.

The principal (LOC.PEM) of the school will The principal (LOC.PEM) of the school will receive an email and need to approve any receive an email and need to approve any creation of an account.creation of an account.

Once an acct is created that person has full Once an acct is created that person has full accessaccess

Restrained Access to ABIRestrained Access to ABI

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Restricting (limiting) Access due Restricting (limiting) Access due to unfulfilled obligationsto 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.

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Restricting Access (cont’d)Restricting Access (cont’d) Temporarily restrict access to a Temporarily restrict access to a

parent/student.parent/student. Useful for students who owe textbook fines.Useful for students who owe textbook fines. Set in SSDSet in SSD

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Restricting Access (cont’d)Restricting Access (cont’d) Codes established in SSD.RCDCodes established in SSD.RCD Amount is the default number of days for warning/bufferAmount is the default number of days for warning/buffer Description is what the parent will see when they log inDescription is what the parent will see when they log in

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Restricting Access (cont’d)Restricting Access (cont’d)

When a parent logs in they see this When a parent logs in they see this warning for the # of days in the code tablewarning for the # of days in the code table

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Restricting Access (cont’d)Restricting Access (cont’d)

If the issue is not resolved by the deadline If the issue is not resolved by the deadline they see this:they see this:

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Access Fees/Fines (cont’d)Access Fees/Fines (cont’d)

If they say they were never notified:If they say they were never notified:

The restriction stays in place until you The restriction stays in place until you delete ALL the information in SSDdelete ALL the information in SSD

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New feature: Reports !New feature: Reports !

How to for parents @ How to for parents @ http://iusd.org/mreider & & https://my.iusd.org/

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Forgot PasswordForgot Password

Easily handled in ABIEasily handled in ABI ABI login page has a ABI login page has a

“Forgot Password” link“Forgot Password” link System emails the System emails the

parent a new temp parent a new temp passwordpassword

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ABI Administrator AccessABI Administrator Access

How do I manage all these accounts?How do I manage all these accounts? Creating a user with a Teacher association Creating a user with a Teacher association

of 0 (zero) will grant administrative access.of 0 (zero) will grant administrative access. You will have ABI access to all user You will have ABI access to all user

accounts (school-based)accounts (school-based) This is set up in the web users formThis is set up in the web users form You will be able to do some management You will be able to do some management

of accounts with this accessof accounts with this access

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ABI Administrator AccessABI Administrator Access

Web Users Form in View All Forms

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ABI Administrator Access (cont’d)ABI Administrator Access (cont’d)

Admin users see this screen when they log in to ABIAdmin users see this screen when they log in to ABI

Besides a list of all users, you can also access Besides a list of all users, you can also access Parent/Student accountsParent/Student accounts

You will be able to track, edit and delete accounts hereYou will be able to track, edit and delete accounts here

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ABI Administrator Access (cont’d)ABI Administrator Access (cont’d)

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Who is NOT on the portal?Who is NOT on the portal?

Your goal should be to get as many parents to Your goal should be to get as many parents to use the portal as possible!use the portal as possible!

This makes Aeries/ABI email effectiveThis makes Aeries/ABI email effective Run the “Students Without Parent Accounts”Run the “Students Without Parent Accounts” IUSD set threshold goalsIUSD set threshold goals Teachers ABI now has email reports as wellTeachers ABI now has email reports as well

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Password requirementsPassword requirements

““Configure passwords requirements” form Configure passwords requirements” form in Aeries.in Aeries.

Special chars: Special chars: ! " # $ % & ' ( ) * + ,  -. / : ; < = > ? @ ! " # $ % & ' ( ) * + ,  -. / : ; < = > ? @ [ \ ] ^ _ ` { | } ~[ \ ] ^ _ ` { | } ~

““New password cannot be like old one” New password cannot be like old one” option may be too strict.option may be too strict.

Options are the same for teachers and Options are the same for teachers and parents/studentsparents/students

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Common problems with the “Portal”Common problems with the “Portal”

Email address is requiredEmail address is required

What to do with “bounce-backs” ?What to do with “bounce-backs” ?

Who will support the portal when end-users have Who will support the portal when end-users have technical problems?technical problems?

Managing/Administering optionsManaging/Administering options

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More portal reportsMore portal reports

Available at: http://iusd.org/mdanko Created by IUSD DBA Marty Danko

SQL script to generate report with …

SC - SchoolTotalStudentsStudentsWithOutAccountsPercentWithOutAccountsPercentWithAccounts

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Aeries Browser InterfaceAeries Browser Interface

Parent/Student Account ManagementParent/Student Account Management

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Thanks !Thanks !