AERIES to Siras data pull:  Demographics, School Attendance and Contacts

Full Documentation for AERIES integrations is currently on Padlet:

https://padlet.com/siras/siras4aeries

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

• 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.

The AERIES to SIRAS Data Import runs nightly alongside our file-based demographic data import processes.  Please refer to the documentation for that area for details on initial deployment and scheduling:

Scheduled demographic data import process documentation

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 updated
• If ERH is not indicated, Siras pulls primary/parental contacts

Creation of New Records - optionally enabled preference

SSID not strictly required, but strongly recommended

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

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".

Troubleshooting when records are not created in Siras: (if Create New Records enabled)
 

1. Verify that AERIES record has the 144 or 144x program
2. The AERIES record might be too similar to an existing record in Siras.  Comparison is done on birthdate / last name / ssid among other data points, matching against records that already exist in Siras.  In some cases, records are matched but are not similar enough, which results in Siras not processing the AERIES record, instead this is logged as an error.
3. AERIES records might have Inactive codes or be enrolled at at an AERIES school which has been configured as disabled/not for processing

Troubleshooting records not updated

Check SIRAS Student History for "Last Data Import" date to see the last time match was made by the integration

If there is no recent match, there are several possible explanations:

• Student may be Inactive in Siras.  The process will not usually update Inactive records, as this typically indicates the student is no longer in Special Ed.
• Student may be Inactive in AERIES, indicated by InactiveStatusCode
• AERIES school may be configured to not process- if it does not have a CDE code for example. Special configuration may be added to accommodate non-standard school data.

Fields that are NOT updated on existing records

All Special Ed specific data
SSID, unless not populated yet in Siras

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

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