Aeries–SIRAS Production Monitoring: Review Scheduled Imports & Results
Last updated: Oct 27, 2026
Use this guide when: the Aeries–SIRAS integration is already in Production and staff need the normal operating routine for checking scheduled processing and noticing exceptions before they become stale-data problems.
Monitoring owner:
The district should identify the SIRAS/SPED/SEDS and/or SIS staff responsible for reviewing integration evidence. Technical staff may still be needed for credentials, network, SFTP, or Aeries scheduled-job changes, but routine result review should have a named operational owner.
The district should identify the SIRAS/SPED/SEDS and/or SIS staff responsible for reviewing integration evidence. Technical staff may still be needed for credentials, network, SFTP, or Aeries scheduled-job changes, but routine result review should have a named operational owner.
Still implementing the integration?
Use Aeries–SIRAS Implementation: Configure, Test & Go Live. If you already found a missing email, failed job, unmatched record, unexpected value, or connection problem, go to Aeries–SIRAS Troubleshooting: Diagnose Integration Problems.
Use Aeries–SIRAS Implementation: Configure, Test & Go Live. If you already found a missing email, failed job, unmatched record, unexpected value, or connection problem, go to Aeries–SIRAS Troubleshooting: Diagnose Integration Problems.
Production Monitoring at a Glance
| Review the Aeries completion email after each scheduled SIRAS → Aeries importConfirm the job completed, read the matched/unmatched/error results, and identify any exception that needs follow-up. | Review the Aeries → SIRAS API evidenceUse SIRAS Scheduled Task Logs and the current API import log on the district's review cadence and whenever another result looks suspicious. |
| Spot-check an affected student when something looks unusualUse the field/reference and Student History owners to understand what changed before correcting anything. | Move to troubleshooting when the result is not normalGather the evidence and use the troubleshooting workflow rather than making an ad hoc correction. |
1. Review the Aeries Completion Email After Each Scheduled Import
The Aeries completion email is the primary operational evidence for the SIRAS → Aeries Special Ed Data Import. Aeries reports summary counts in the email and attaches result files for the Student and Services data.
After each scheduled run:
- confirm the expected completion email arrived;
- confirm the scheduled import completed rather than failing before processing;
- review the overall matched, unmatched, duplicate, and error counts;
- review the attached Student and Services result files; and
- notice counts or results that are unusual compared with normal district activity.
How to Read the Email and Attached Reports
Aeries owns the current report-format definitions.
Use Aeries Support — Completion Results Email for Special Ed Data Imports for the vendor-maintained description of the email and its attachments. The SIRAS guidance below explains what those results generally mean in the SIRAS → Aeries workflow and what to do next.
Use Aeries Support — Completion Results Email for Special Ed Data Imports for the vendor-maintained description of the email and its attachments. The SIRAS guidance below explains what those results generally mean in the SIRAS → Aeries workflow and what to do next.
| What you see | What it generally means | What to do |
|---|---|---|
| Student Imported / Matched Records Aeries documents this as Special_Ed_Students_ImportedRecords.csv. |
The student row from the SIRAS Student file matched a student in Aeries and the Special Education import was processed for that record. | Usually this is the expected successful result,the 'good' list. Review the count and spot-check when the volume is unexpectedly high or low, when validating a new/changed integration, or when a high-impact student change is being verified. |
| Student Unmatched Records Aeries documents this as Special_Ed_UnmatchedRecords.csv. |
A student row from the SIRAS Student file could not be matched to the expected student in Aeries. |
Is this a student with a typo in the SSID? Is this a student with a fake SSID? Fix the bad data in either or both system(s). |
| Student Duplicate Records Aeries documents this as Special_Ed_Students_Duplicates.csv. |
Aeries found duplicate student records in the incoming Student file and could not safely process those records. | Investigate the source/SIRAS records and identifiers before rerunning the import. Do not solve this by manually changing only the Aeries result. |
| Student Not in File Aeries documents this as Special_Ed_Students_NotInFile.csv. |
Aeries has an existing Special Education record that was not updated by a student row in the SIRAS tableA.csv file. |
Check CALPADS SWDS status. Is this a student that exited SPED previously, then we will need to manually exit the student from SPED in Aeries. Is this an active IEP student? Then there should be an active record in your SIRAS. Use /tools/request transfer to search on SSID for existing record. Was the record created or transferred to your SIRAS today? Wait to see if the record appears in the tableA.csv file by the next day. If not, contact [email protected]
|
| Student Errors Aeries documents this as Special_Ed_Students_Errors.csv. |
Aeries found a header/field problem or a student record that could not be processed because of an error. | Warnings about mismatched or unrecognized headers in the tableB.csv file can be ignored. |
| Services Matched / Imported | Rows from the SIRAS Services file matched the applicable student in Aeries and were processed. | Review the count when validating the integration or when service results are unexpectedly different from normal activity. |
| Services Unmatched | A service row from the SIRAS Services file could not be matched to the applicable student in Aeries. | Resolve the related student/matching problem first. A service warning may clear after the student match is corrected and the import is rerun. Use Aeries–SIRAS Troubleshooting if it remains unresolved. |
| Services Errors Aeries documents a Special_Ed_Services_Errors.csv report. |
Aeries found a Services-file header/field or processing error. | Review the reported field/error and correct the authoritative source or configuration before rerunning the import. |
Older Type A / Type B Labels You May Still Recognize
Older SIRAS/Aeries documentation used legacy CASEMIS-style report names. If staff still use those labels, the practical meaning is:
| Older label | Practical meaning |
|---|---|
| Match Updated / Type A Match Updated | The student matched and the Special Education student information was processed. This corresponds to the successful student imported/matched result. |
| Type A Unmatched | The student row could not be matched between SIRAS and Aeries. This corresponds to the student unmatched result. |
| Type A Unmatched Not in File | Aeries had an active/existing Special Education record that was not updated from a student row in the SIRAS file processed during that run. Review SIRAS status/history and the export population before deciding which system needs correction. |
| Type B Unmatched | A service row could not be matched to the applicable student. Resolve the related student/Type A matching problem first. |
Monitoring is complete when:
The expected email arrived, the import completed, the counts are reasonable for the district's activity, and there are no unexplained unmatched, duplicate, error, Not in File, or service exceptions that require follow-up.
The expected email arrived, the import completed, the counts are reasonable for the district's activity, and there are no unexplained unmatched, duplicate, error, Not in File, or service exceptions that require follow-up.
Move to troubleshooting when the email reveals an exception you cannot explain.
Use Aeries–SIRAS Troubleshooting: Diagnose Integration Problems for unmatched students, duplicates, Not in File results, service problems, missing emails, exits, or other unexpected import behavior.
Use Aeries–SIRAS Troubleshooting: Diagnose Integration Problems for unmatched students, duplicates, Not in File results, service problems, missing emails, exits, or other unexpected import behavior.
For districts using the standard Monday-through-Friday schedule, this is a daily operational check on scheduled processing days.
The durable rule is to review the completion email after each scheduled import, even if the district later changes the exact days or time.
The durable rule is to review the completion email after each scheduled import, even if the district later changes the exact days or time.
2. Review the Aeries → SIRAS API Evidence
SIRAS click path: Tools → SIRAS Admin → Scheduled Task Logs
Review the Aeries API job on the district's normal monitoring cadence and whenever the Aeries completion email, a student record, or a staff report suggests source data may not be reaching SIRAS as expected.
Use the current Aeries API import log to look for:
- unexpected ERROR or WARNING rows;
- an unexpectedly small or unusual processed population;
- demographic/contact changes that deserve review; and
- evidence that the expected scheduled job did not run.
For the exact fields, preferences, contact behavior, matching rules, and optional local mappings in this direction, use Aeries to SIRAS API Reference: Fields, Defaults & Optional Mapping.
3. Spot-Check the Student When a Result Looks Unusual
A successful job-level result does not prove every value is correct. When a count, warning, or staff report looks unusual, review a representative affected student before changing data.
- Use Article 48 to determine whether Aeries or SIRAS normally owns the field and what standard Aeries → SIRAS behavior should be.
- Use Student History Help when you need to understand a recorded change. A System updater indicates an automated background process, not necessarily Aeries by itself.
- Verify the authoritative source before making a correction. A manual correction in the receiving system may be overwritten by the next automated run.
“The job ran” is not the same as “the data is correct.”
Routine monitoring is complete only after the expected evidence looks reasonable or an exception has been handed into the troubleshooting workflow.
Routine monitoring is complete only after the expected evidence looks reasonable or an exception has been handed into the troubleshooting workflow.
4. Move to Troubleshooting When the Result Is Not Normal
Use Aeries–SIRAS Troubleshooting: Diagnose Integration Problems when:
- the expected Aeries completion email did not arrive;
- the Aeries import failed or did not process the expected files;
- a SIRAS API job/log is missing;
- a student did not match, duplicated, or was absent from the expected source;
- a value is wrong or unexpectedly changed;
- SFTP will not connect;
- credentials, URLs, schedules, school structures, mappings, or recipients changed; or
- the district cannot determine which system owns the correction.
Normal monitoring result:
The expected Aeries completion email arrives after the scheduled import, the counts/reports do not show unexplained exceptions, the Aeries → SIRAS evidence is present on the district's review cadence, and any unusual result is investigated rather than silently ignored.
The expected Aeries completion email arrives after the scheduled import, the counts/reports do not show unexplained exceptions, the Aeries → SIRAS evidence is present on the district's review cadence, and any unusual result is investigated rather than silently ignored.
