AERIES to SIRAS data integration:  IEP Demographics, School of Attendance and Contacts

This is included with SIRAS SELPA contract, there is no extra fee

For any SIRAS districts that have Aeries, we suggest setting up bidirectional integration in all cases.

Why data into SIRAS from Aeries?

Aeries is the authority on demographics and educational rights holder contacts.
SIRAS benefits from getting clean updated demographic and contact data from AERIES.

Why data into Aeries from SIRAS?
Setting up the special ed. data import in Aeries is critical in having the bi-directional work properly.

Aeries pulls student SPED and service data into the SPED area of Aeries. Aeries benefits by knowing which students are currently on IEP or have recently exited from IEP.

SIRAS suggests Aeries clients ask Aeries when they will be able to start pulling the studentData.csv file from SIRAS as it potentially could allow general ed. teachers the ability to see IEP documentation for their SPED students directly in Aeries. (Instead of the older tableA.csv file) Also if your district uses the 504 module in SIRAS, ask Aeries when Aeries will be able to import the SIRAS 504StudentData.csv file to inform Aeries of when students are newly on or newly exited from 504.

The AERIES to SIRAS Data Import runs nightly alongside our file-based demographic data import processes, and connects to pull data from the AERIES API.

Please refer to the documentation for that area for details on initial deployment and scheduling:  Scheduled demographic data import process documentation
 

For documentation on how to configure AERIES to send and receive data to and from SIRAS, see:

   AERIES Configuration for SIRAS

Additional (legacy) documentation is currently on Padlet:  https://padlet.com/siras/siras4aeries

Important:  AERIES must be configured with the correct API permissions granted:

• Student Data / Student Data
• Student Data / Student Programs / Special Programs
• Student Data / Student Programs / Special Education
• Student Data / Contacts
• Attendance / Enrollment History

For a complete technical manual and guide to what data is available for Siras to pull from the AERIES database, please refer to the AERIES API Documentation direct from AERIES.

For a troubleshooting guide when records are not updated as expected, please refer to SIS to SIRAS Import Troubleshooting

Full List of options and defaults:

What can get updated in Siras from Aeries?

• Local Student ID (can also be mapped to Special Ed Student ID as an option)
• School Attending
• Ethnicity
• Race 1, 2, 3
• Gender
• Native Language  (from AERIES "Home Language Code")
• English Language Learner Status (aka EL Type) (from AERIES "Language Fluency Code")
• RFEP Date
• Grade
• School Track
• District of Geographic Residence
• School of Residence
• Next School (option)
• Next School of Residence (option)
• Can initiate creation of new records in Siras (option)
• Can initiate transfer request for records that are in Siras but at other districts (option)
• District Enrollment Date (option) (use earliest of current-year AERIES Enrollment data)

• Educational Rights Holder (ERH) Contacts are created/replaced into Siras.
  (AERIES: CON.ERH = "Y")
• Contacts with no name, or no (address, phone, or email) are skipped.
• If one or more AERIES contacts have ERH, only those are processed.
• If no contacts have ERH, all contacts with a complete name and address are processed instead.
• If AERIES has no contacts data at all for the student, Siras will create contacts from the Student data area (STU.AD)

Creation of New Records - optionally enabled preference

• Required for Special Ed records:  AERIES Program 144 or 144x (indicator of Special Ed or pending referral) -  table "CSE"
• Required for 504 Plan records:  AERIES Program 101
• There is no SST (Student Study Team) indicator available via the AERIES API, which means SIRAS cannot process SST records via this integration. SST records will need to be created and update in SIRAS manually.

From AERIES API Documentation:

Note: If the student's Special Education record indicates the student is being evaluated for services (CSE.ED is null and CSE.EV = "Y"), then the API will return ProgramCode "144x" instead of "144".

Fields that are NOT updated on existing records

All Special Ed specific data
SSID, unless the Siras SSID is blank, or invalid, or the option to always update Siras SSID is enabled.

Student ID, unless the Siras Student ID is blank (new record) or the option to always update Siras Student ID is enabled.

Student First/Last Name: AERIES API provides the student's Preferred Name which in some cases is not the name that parents/students want on the IEP document.  The inconsistencies and sensitivity surrounding this mean we cannot reliably change names in Siras based on data provided by the API.

Primary Residence Category

Some records might not be processed due to AERIES Inactive Status codes and/or Attendance Codes

See Troubleshooting/FAQ for specifics

District Enrollment update logic

1. if configured to access END.ED, only consider dates occurring within the current academic year (>= 7/1/2023) and do not have a Leave Date
2. select the earliest of those qualifying dates (END.ED may have multiple)
3. if not using END.ED, use STU.DD (single data point on the student called District Enter Date)
4. only update the Siras District Enrollment Date if the existing date is either null, or before the date from the API