Aeries → SIRAS uses the Aeries API to update demographic/contact information in SIRAS. SIRAS → Aeries uses SIRAS-generated files in the district SFTP folder and the Aeries Special Ed Data Import process.
The responsible district contacts should already be identified and the district should be able to connect manually to its SIRAS SFTP folder. If not, return to SIS Integration: Start Here and SIRAS SFTP: Secure File Exchange & Connection Settings.
Contents
| Understand the Two DirectionsDo not treat the API and Aeries import as one connection. | Aeries → SIRAS APICreate the Aeries credential, deliver it securely, and test in Training. |
| SIRAS → Aeries ImportConfigure Aeries to retrieve SIRAS files from SFTP. | Completion Email & First Monitoring ReviewUse the one-time import as the final test. |
| Review Training & Optional MappingOnly introduce custom mappings when the default result exposes a real exception. | Approve ProductionMove the tested integration to Production and establish ongoing ownership. |
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. Later, the same district SFTP credentials are entered into Aeries so Aeries can retrieve SIRAS-generated files. The credentials are shared; the data directions and purposes are different.
Aeries → SIRAS: Create and Deliver the API Credential
Use Aeries' own maintained instructions for the Aeries-side API certificate/key creation and permissions:
Aeries Support — SIRAS Integration
SIRAS documentation does not duplicate those vendor-maintained 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 value / instruction |
|---|---|
| Special Ed files are stored on a Secure FTP | Checked / enabled |
| SFTP server | ftp.sirassystems.org |
| SFTP port | 7472 |
| SFTP import directory | Leave blank |
| Username | The district/charter 7-digit County-District (CD) code, unless SIRAS provided a different username. |
| Password | The same SFTP password SIRAS provided for the district's manual SFTP connection. |
| Data Files | Include Student and Services. |
| Student file name | tableA.csv |
| Services file name | tableB.csv |
| Scheduled days | Monday through Friday |
| Scheduled time | Approximately 4:00 a.m., or after the district confirms the normal nightly creation time of the current SIRAS files in SFTP. |
The seven-digit County-District code can be looked up in the California School Directory.
The goal of the schedule is for Aeries to import the most recent nightly SIRAS Student and Services files — tableA.csv and tableB.csv. If the files normally arrive later than the general 4:00 a.m. recommendation, schedule Aeries after the actual observed SIRAS file-creation time.
Configure the connection, schedule, and responsible email recipients first. Save the one-time/manual upload/import for the final connection test.
Configure Completion Emails, Then Run the One-Time Import
Before the final test, enter the email addresses of the staff responsible for reviewing the Aeries Special Ed Data Import results. These are the people who should notice when an import succeeds with unexpected results or fails with actionable errors.
Then perform the one-time/manual import in Aeries.
- 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 considering “the job ran” to be the only success criterion.
Review Aeries → SIRAS Results in Training
Once SIRAS has the API credential and Aeries URL, SIRAS configures the Aeries → SIRAS process in Training. The district SPED/SEDS lead and the appropriate technical contacts should review representative data before Production.
Check students across different grades, schools, program arrangements, and contact situations. Confirm that the information in SIRAS matches how the district intends the Aeries data to be interpreted.
Do not make the Aeries–SIRAS mapping workbook an upfront implementation requirement. Use it only when Training exposes a real local exception.
Examples of exceptions that may require mapping include:
- a Kindergarten student being interpreted as Infant or 12+;
- a district-specific demographic code whose meaning differs from the normal/default Aeries value;
- 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, 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.
Approve and Activate Production
After both applicable data directions have been tested and the district approves the Training results, SIRAS can enable/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 daily Aeries Special Ed Data Import completion/report emails; and
- the SIRAS scheduled-task/API logs available through Tools → SIRAS Admin.
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.
