Set Up the Aeries–SIRAS Integration

Plan the Integration and Assign Contacts

The district should identify:

• a Special Education administrator or SEDS Coordinator who can approve field behavior and review student records;
• an Aeries administrator or district IT contact who can create the API Certificate and configure scheduled imports;
• a CALPADS/SIS contact who can resolve enrollment, SSID, school, and identity questions; and
• the staff who should receive Aeries Special Ed Data Import completion emails.

Document the intended options, including:

• demographic updates;
• contact updates;
• creation of new SIRAS records;
• district transfer requests;
• Next School and District Enrollment Date behavior;
• 504 record processing; and
• local Student ID, SSID, school-code, and mapping exceptions.

Configure Aeries → SIRAS API Access

Follow Aeries’ current SIRAS API instructions to create an API Certificate for SIRAS. The Aeries administrator should:

1. create the SIRAS API Certificate;
2. grant the required read permissions;
3. identify the Aeries base URL; and
4. provide the Certificate/key and base URL to SIRAS through the approved secure method.

The current read areas include:

• Student Data / Student Data;
• Student Data / Student Programs / Special Programs;
• Student Data / Student Programs / Special Education;
• Student Data / Contacts; and
• Attendance / Enrollment History.

See Aeries API to SIRAS: Fields, Preferences, and Processing Rules for the available fields and configurable behavior.

Configure SIRAS → Aeries File Import

In Aeries, configure the Special Ed Data Scheduled Import using the district-specific secure connection supplied by SIRAS.

Aeries file-location settings showing Secure FTP, port 7472, district CDS-code username, and the legacy tableA/tableB filenames.

Test Both Connections

Test SIRAS → Aeries file access

1. Use the manual test in SIRAS SFTP Connection Settings and File Access.
2. Confirm that the expected student and service files are visible.
3. Confirm that Aeries can connect using the same information.
4. For a new Aeries database without Special Education data, a one-time import may be used to verify credentials and completion-email delivery.
5. For an existing Aeries database already populated with Special Education data, do not perform a one-time import until the implementation sequence has been reviewed.

Test Aeries → SIRAS API access

1. SIRAS tests the base URL and API Certificate.
2. SIRAS confirms the required endpoints and permissions.
3. SIRAS confirms that the intended academic-year database is being queried.
4. SIRAS runs the import in the Training environment.

Validate Results on the Training Server

Review representative records from multiple schools and several student/contact situations.

• Local Student ID and SSID behavior;
• school attending, school of residence, and district information;
• grade and school track;
• race, ethnicity, gender, language, EL status, and RFEP date;
• District Enrollment Date and Next School behavior when enabled;
• contacts and Educational Rights Holder selection;
• new-record creation and transfer requests when enabled; and
• ignored schools, inactive records, duplicates, and mapping exceptions.

Review api_import_log.csv:

• INFO identifies changes applied;
• WARNING identifies source or status differences requiring review; and
• ERROR identifies records or connections requiring correction.

Approve and Activate Production

1. The district’s designated Special Education/Aeries contact approves the reviewed Training results.
2. SIRAS enables the approved Aeries → SIRAS settings in Production.
3. The district enables or confirms the Aeries Special Ed Data Import schedule.
4. Both sides review the first Production cycles.

Review:

• approved demographic and contact changes in SIRAS;
• the Production api_import_log.csv;
• the Aeries completion email and attachments; and
• expected active and exited records in Aeries.

Add Contacts to an Existing Integration

1. Confirm how contacts and Educational Rights Holder status are maintained in Aeries.
2. SIRAS enables contact updates on Training.
3. The district reviews representative students from multiple schools and family configurations.
4. SIRAS and the district resolve anomalies.
5. The district approves the Training results.
6. SIRAS enables contact updates in Production at the agreed transition point.

Contact testing is required. Do not enable contact replacement in Production without reviewing linked contacts, addresses, phone numbers, email addresses, ordering, and Educational Rights Holder behavior.

Maintain the Integration and Complete the Checklist

Integration completion checklist

• IT/Aeries and SPED/SEDS contacts identified.
• Data directions, options, and local exceptions documented.
• API Certificate and base URL exchanged securely.
• Required API permissions granted.
• Aeries Special Ed Data Import saved with correct connection and filenames.
• District manually tested SFTP access.
• SIRAS tested the API and confirmed the academic-year database.
• Logs and completion emails generated.
• Demographics and contacts reviewed on Training.
• Multiple schools and representative records checked.
• Errors and material warnings resolved or documented.
• District approval received.
• Approved Production options and schedules enabled.
• First Production cycles reviewed.

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