Aeries → SIRAS uses the Aeries API key to update demographic, enrollment, and contact information in SIRAS.
SIRAS → Aeries uses SIRAS-generated files in the district SFTP folder and the Aeries Special Ed Data Import process.
What do you need to do?
| Aeries is connected to Training — test the connection and dataStart here when SIRAS has confirmed the Aeries → SIRAS connection is active in the Training server. | Set up the Aeries → SIRAS API connectionCreate the Aeries credential, deliver it securely, and have SIRAS configure the Training connection. |
| Set up the SIRAS → Aeries Special Ed Data ImportConfigure Aeries to retrieve SIRAS-generated files from the district SFTP folder. | Run the one-time Aeries import and review the completion emailUse the manual import as the final SIRAS → Aeries connection test and first monitoring review. |
| Understand which direction you are testingConfirm whether the issue or setup is Aeries → SIRAS, SIRAS → Aeries, or both. | Approve the tested integration for ProductionMove only reviewed Training results into Production and establish ongoing monitoring ownership. |
The responsible district contacts should already be identified and the district should be able to connect manually to its SIRAS SFTP folder. If that work is not complete, use SIS Integration: Start Here and SIRAS SFTP: Secure File Exchange & Connection Settings first.
Understand the Two Data Directions
| Direction | Purpose | Connection |
|---|---|---|
| Aeries → SIRAS | Provides demographic, enrollment, and contact updates to SIRAS. | Aeries API. The district creates the Aeries API credential; SIRAS uses it to retrieve data. |
| SIRAS → Aeries | Provides the approved SIRAS Special Ed Data Import files to Aeries. | SIRAS creates files in the district SFTP folder; Aeries retrieves them using its Special Ed Data Import configuration. |
A person may first use the district SFTP username/password in an SFTP client to send SIRAS the API credential. Later, the same district SFTP credentials are entered into Aeries so Aeries can retrieve SIRAS-generated SPED data files.
Aeries → SIRAS: Create and Deliver the API Credential
Use Aeries' maintained instructions for the Aeries-side API certificate/key creation and permissions:
Aeries Support — SIRAS Integration
SIRAS documentation does not duplicate vendor-maintained credential-creation steps. After the credential is created:
- Save the API credential information in a text file or another secure file format agreed upon with SIRAS.
- Upload the credential file to the district's SIRAS SFTP folder.
- Do not email the API credential to SIRAS.
- Email SIRAS the district's non-secret Aeries login/base URL and tell SIRAS that the credential is available in SFTP.
- SIRAS configures the Aeries → SIRAS connection in the Training server.
SIRAS → Aeries: Configure Special Ed Data Import
Use the Aeries documentation as the vendor reference for the Special Ed Data scheduled/manual import feature:
Aeries Support — Special Ed Data Scheduled or Manual Imports
For a SIRAS-hosted integration, use the following SIRAS-specific file-location values in Aeries:
| Aeries setting | SIRAS-specific instruction |
|---|---|
| Special Ed files are stored on a Secure FTP | Checked / enabled |
| SFTP connection | Use the district's current SIRAS SFTP connection settings. Article 525 owns the host, port, username, password, remote-directory, manual-test, and firewall guidance. |
| SFTP import directory | Leave blank for the standard SIRAS-hosted Aeries integration unless SIRAS has provided a different path for the district. |
| Data Files | Include Student and Services. |
| Student file name | tableA.csv |
| Services file name | tableB.csv |
| Scheduled days | Monday through Friday |
| Scheduled time | Schedule Aeries to import the SIRAS files at 4:00 am so the current tableA.csv and tableB.csv files are available. |
For the current SIRAS SFTP host, port, username convention, password handling, manual connection test, or firewall guidance, use SIRAS SFTP: Secure File Exchange & Connection Settings.
Configure the connection, schedule, and responsible email recipients first. Save the one-time/manual import for the final SIRAS → Aeries connection test. The manual import sends the import-log email and also populates/updates Aeries Special Ed data, so it is not a view-only connectivity check.
Configure Completion Emails, Then Run the One-Time Import
Before the final SIRAS → Aeries test, enter the email addresses of the staff responsible for reviewing Aeries Special Ed Data Import results. This normally includes the SEDS Coordinator who sends SPED data to CALPADS from SIRAS and any SIS staff who own the integration.
Use Aeries Special Ed Data Import: Read the Completion Email & Reports to learn about the email.
- Aeries can reach the SIRAS SFTP location;
- the current SIRAS files are found and processed;
- there are no unexpected setup/connection errors; and
- the responsible contacts receive the Aeries completion/import report email.
Treat this first completion report as the district's first integration-monitoring review. Review the counts, unmatched/actionable items, and unexpected results with SIRAS staff rather than treating “the job ran” as the only success criterion.
Aeries Is Connected to Training — Test the Connection and Data
Use this section when: SIRAS has told you that the Aeries → SIRAS API connection is configured in the Training server and you now need to confirm that the connection is running and the imported data is being interpreted correctly before Production.
1. Review the Aeries → SIRAS import evidence
- Open Tools → SIRAS Admin → Scheduled Task Logs.
- Locate the current Aeries API import run and download the most recent
#######__api_Import_log.csv. - Review the log with SIRAS. Confirm that the expected job ran and investigate any unexpected connection, processing, or data errors.
- If the SIRAS → Aeries direction is also being tested, compare what you see with the most recent Aeries Special Ed Data Import completion email and reports.
2. Spot-check representative Training records
Do not stop at “the job ran.” Review representative students across different schools, grades, demographic values, and contact situations.
| Data to review | What to verify |
|---|---|
| School assignment | The student is associated with the expected school/program. |
| Grade | Grade values are interpreted correctly, especially Kindergarten, Infant/Preschool, and 12+ populations. |
| EL / RFEP status and dates | Status and applicable dates match the district's Aeries records. |
| Native language | Less-common language values are represented correctly in SIRAS. |
| Race / ethnicity | Representative records and population-level counts are reasonably consistent between Aeries and SIRAS. |
| Contacts | Expected contacts are present and interpreted correctly. |
| Educational Rights Holder | If the district uses the Educational Rights Holder flag in Aeries, confirm the expected behavior in SIRAS. |
Confirm that the information in SIRAS matches how the district intends the Aeries data to be interpreted.
3. Use optional mapping only when testing exposes a real exception
Start with Aeries defaults. Most districts do not need custom mapping. Do not make the Aeries–SIRAS mapping workbook an upfront implementation requirement.
Examples of exceptions that may require mapping include:
- a Kindergarten student being interpreted as Infant/Preschool or 12+;
- a district-specific demographic code whose meaning differs from the normal/default Aeries value; or
- multiple school/program names for one physical site or CDS code that the district wants distinguished in SIRAS, such as Elementary, Middle, and Preschool programs at the same site.
When an exception is identified, contact [email protected] and use Aeries → SIRAS API Reference: Fields, Defaults & Optional Mapping and the Aeries–SIRAS Integration Configuration & Approval Workbook to document the local rule. Retest the affected data after the mapping is applied.
- the expected API import run appears in Scheduled Task Logs without an unresolved setup/connection error;
- representative Training records contain the expected demographic, enrollment, and contact information;
- any local mapping exception has been corrected and retested; and
- the district and SIRAS agree that the Training result is ready for Production approval.
Reviewing logs and student records is view-only. The Aeries → SIRAS import itself can update demographic/contact data in the Training environment. Production is not approved or activated merely because the Training job ran.
Approve and Activate Production
After both applicable data directions have been tested and the district approves the Training results, SIRAS can enable or move the approved configuration to Production.
At that point, implementation-only technical contacts can step back unless they also own ongoing monitoring. The primary SIRAS/SPED/SEDS staff should know where to review:
- the Aeries Special Ed Data Import completion/report emails; and
- the SIRAS scheduled-task/API logs available through Tools → SIRAS Admin → Scheduled Task Logs.
Review these weekly or more often when appropriate. Use SIS Integration Troubleshooting & Ongoing Monitoring when an established integration does not behave as expected.
SFTP access works, Aeries → SIRAS has been reviewed in Training, SIRAS → Aeries can successfully perform a one-time import and send the expected completion report, Production is approved, and responsible staff know how the integration will be monitored.
