Aeries–SIRAS Integration Troubleshooting & FAQ

1. Go to Tools → SIRAS Admin → Scheduled Task Logs.
2. Download the latest api_import_log.csv.
3. Open it in Excel or Google Sheets.
4. Filter by Flag, Change Log, Record #, SSID, or Name-DOB.

The first line identifies the preferences used by the import.

• Demographics:true – SIRAS is updating approved demographic fields.
• Contacts:false – SIRAS is not updating contacts.
• Contacts:true – SIRAS is updating contacts.
• NewRecords:false – the API import will not create new SIRAS records.
• NewRecords:true – qualifying Aeries records may create new SIRAS records.

Other preference text may identify transfer, school, Next School, enrollment, 504, or identifier behavior.

Record already processed

The student may be dually enrolled or represented more than once in the Aeries source. Confirm which record was processed and whether the result is correct.

SIRAS record is Inactive; update aborted

Review why the student still appears active in Special Education in Aeries. Confirm whether the Aeries Special Ed Data Import is enabled and whether Aeries received the applicable SIRAS exit.

Active SIRAS record was not present in the Aeries source data

Determine whether:

• the SIRAS record should still be Active;
• the required Aeries Special Education indicator is present;
• the student is at an excluded school or has an excluded status;
• the wrong Aeries academic-year database is being queried; or
• the student should be made Inactive in SIRAS.

Check each condition:

Program indicator

• The Aeries record must have the applicable Program 144 or 144x Special Education indicator.
• For a student being evaluated, the expected Special Education fields and Evaluating flag must be present according to the district's Aeries workflow.

New-record preference

Review the first line of the log for NewRecords:true. If it is false or absent when the district expects creation, email [email protected].

SSID and identifying information

• SSID may be required for the intended workflow.
• Name, birthdate, SSID, and other identifiers may look too similar to an existing SIRAS record for safe automatic creation.
• An ambiguous match should create an error in the API import log rather than a duplicate record.

School and status

• The Aeries school may be disabled or excluded from processing.
• The record may have an inactive or excluded Aeries status.
• The student may be in a source record not included in the current API query.

First confirm that both SIRAS and Aeries have completed rollover to the new academic year.

Aeries API endpoints support a DatabaseYear query parameter. The value uses the year at the beginning of the academic year. If the integration points to the prior database year, SIRAS may receive prior-year grade, school, or other values.

Email [email protected] to confirm the configured Aeries URL and DatabaseYear.

Confirm contact updates are enabled

Review the first line of api_import_log.csv for Contacts:true or Contacts:false.

Review Educational Rights Holder information

SIRAS recommends maintaining Educational Rights Holder information in Aeries. Review the contact-selection and fallback behavior in Aeries API to SIRAS Data Integration.

Existing integration does not update contacts

Contact [email protected] to request a contact transition.

1. SIRAS enables contacts in training.
2. The district reviews representative students at multiple schools.
3. The district and SIRAS resolve anomalies.
4. The district approves the result.
5. SIRAS enables contacts in production at the agreed transition point, commonly after summer rollover.

Confirm the Aeries Special Ed Data Import

• Go to Imports and Exports → Special Ed Data Import.
• Confirm the scheduled process is enabled.
• Confirm the SFTP connection information and filenames are correct.
• Confirm Student and Services files are selected.
• Review the latest completion email and attachments.

Aeries – Special Ed Data Scheduled or Manual Imports

A specific active record is not updating

Check for an Aeries Eligibility End Date that should not be present. Verify the actual field event before clearing or changing it.

Older exit

An exit may not be present in the current SIRAS export when the actual inactive date occurred before July 1 and the meeting or reporting workflow was completed in a later academic year. After verifying the SIRAS history, Aeries may require a manual correction.

Very recent exit

If the same day an exit meeting was finalized the SIRAS record was transferred to another district or program module, the record may not have remained Inactive through the nightly export. Contact SIRAS Support to review whether the exit appeared in the file and whether Aeries requires manual correction.

The most common causes are:

1. the Aeries Special Ed Data Import scheduled process is not enabled; or
2. the user's email address is not listed on the Special Ed Data Import configuration page.

Multiple email addresses may be entered in Aeries, separated by commas. The configured recipients should include current district staff responsible for reviewing the import results.

Student-file attachments

Service-file attachments

• Special_Ed_Students_ImportedRecords.csv – service rows matched to Aeries students;
• Special_Ed_Students_UnmatchedRecords.csv – service rows whose students could not be matched; and
• Special_Ed_Services_Errors.csv – service-file header or processing errors.

Resolve the student match first. Service mismatches often clear after the associated student-record problem is corrected.

Aeries – Completion Results Email for Special Ed Data Imports

A valid Aeries school ID is required when using the live, on-demand API pull for one student.

Contact [email protected] when Aeries school codes need to be added or mapped in SIRAS.

• district or SELPA;
• whether the issue is Aeries → SIRAS or SIRAS → Aeries;
• student SIRAS ID and SSID rather than the student's name in unsecured email;
• date and approximate time of the process;
• the applicable api_import_log.csv row or Aeries completion attachment;
• exact error or warning text;
• expected and actual value;
• whether one or many students are affected; and
• any recent URL, API key, password, school, contact, or configuration change.

Email [email protected].

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