First identify the direction: Aeries → SIRAS or SIRAS → Aeries. Each direction has different evidence and a different place to correct the problem.
If the integration is live and staff are only performing the normal recurring review, use Aeries–SIRAS Production Monitoring: Review Scheduled Imports & Results. If the district is still completing initial setup/testing, use the district's current Aeries–SIRAS Implementation: Configure, Test & Go Live workflow. Continue here when a specific job, record, value, email, or connection needs investigation.
A manual change can be overwritten by the next automated run. Verify the source, identify the failed direction, correct the authoritative system or configuration, rerun the appropriate process, and verify the result.
What Are You Seeing?
| Aeries data did not reach SIRASDemographics, enrollment, grade, school, identifiers, language, contacts, or a new student record is missing or unexpected. | SIRAS Special Education data did not reach AeriesThe Special Ed Data Import, services, exit/status information, completion email, or expected Aeries result is missing or wrong. |
| A student did not match or looks duplicatedReview the Aeries source row, identifiers, current SIRAS records, and the applicable import evidence before creating anything new. | The job ran, but a value looks wrongVerify field authority and standard Aeries → SIRAS behavior before considering a mapping exception. |
| SFTP will not connectUse the canonical SIRAS SFTP connection guide for host, port, password, manual test, and firewall troubleshooting. | Credentials, URL, schedule, recipients, or configuration changedReview the specific Aeries/SIRAS connection change and retest the affected direction. |
Contents
Identify the Direction and the Evidence
| Direction | Typical data | Primary evidence |
|---|---|---|
| Aeries → SIRAS | Demographics, enrollment, school, grade, identifiers, language, and contacts when enabled. | Tools → SIRAS Admin → Scheduled Task Logs; review the current api_import_log.csv. |
| SIRAS → Aeries | Special Education student and service information from tableA.csv and tableB.csv. |
The Aeries Special Ed Data Import completion email and attached reports. |
| SFTP connection | Secure file/credential exchange and Aeries retrieval of the SIRAS files. | Use Article 525 to prove manual SFTP access before troubleshooting the automated Aeries job. |
A successful job in one direction does not prove that the other direction worked. Troubleshoot the exact job that should have produced the missing or unexpected result.
Aeries → SIRAS Problems
Confirm the API process actually ran
- Was the expected Aeries source/database available?
- Did the scheduled Aeries → SIRAS task run at the expected time?
- Was a current SIRAS API import log created?
- Did the Aeries API credential, base URL, hosting, school structure, or schedule recently change?
Confirm the student was present in the exact Aeries source
Common reasons a student is absent include a different academic-year database, an excluded school/status, a missing required program indicator, an inactive source record, or an Aeries source population that did not include the student.
Correct the Aeries source/configuration first, then allow the appropriate process to run again.
Find and filter api_import_log.csv
- Open Tools → SIRAS Admin → Scheduled Task Logs.
- Locate the current Aeries API import run and download the current
api_import_log.csv. - Open the log in Excel or another spreadsheet application.
- Filter by Flag, Change Log, Record #, SSID, or Name-DOB.
The beginning of the log can identify enabled preferences such as demographic updates, contact updates, or new-record creation.
| Flag | How to use it |
|---|---|
| INFO | Incremental changes applied to records. Sample these rows to confirm that expected values changed. |
| WARNING | A status or source-data difference that requires review even though the overall job may have completed. |
| ERROR | A record or connection requires correction/manual review, often because identifying information does not match safely. |
Common Aeries API log messages
Record already processed — the student may be dually enrolled or represented more than once in the source. Verify which source row was processed and whether the SIRAS result is correct.
SIRAS record is Inactive; update aborted — determine why Aeries still presents the student as active in Special Education and whether the SIRAS → Aeries Special Ed Data Import delivered the applicable exit/status information.
Active SIRAS record was not present in the Aeries source data — confirm whether the SIRAS record should still be Active, whether the required Aeries Special Education indicator is present, whether the school/status is excluded, and whether the correct academic-year database is being queried.
A new record was not created in SIRAS
- Confirm new-record creation is enabled for the district.
- Confirm the Aeries record contains the applicable Special Education program/evaluation indicator used by the integration.
- Review SSID, name, birthdate, Local ID, school, and status.
- Search SIRAS for an existing transferred, inactive, renamed, or near-duplicate record.
- If the identifiers are too similar to another record for a safe match, expect an error/review condition rather than an automatic duplicate.
Contacts are missing or unexpected
- Confirm contact updates are enabled in the API import configuration/log.
- Review the Educational Rights Holder information in Aeries.
- Compare representative students across multiple schools and different family/contact configurations.
- Use Aeries → SIRAS API Reference: Fields, Defaults & Optional Mapping for the current contact-selection and preference rules.
If an existing district wants to begin automated contact replacement, test that change in Training before enabling it in Production.
Grade, school, or other data looks like the prior year
Confirm the Aeries academic-year database being queried. The Aeries API can use a DatabaseYear value based on the year at the start of the academic year. A prior database year can make grades, schools, statuses, or program indicators look stale.
For the expected field behavior and current Aeries → SIRAS preferences, use Article 48.
SIRAS → Aeries Problems
Separate SIRAS file creation, Aeries retrieval, and Aeries processing
- Confirm the expected SIRAS export files were created.
- Confirm
tableA.csvandtableB.csvare available in the expected SIRAS SFTP location for the configured Aeries workflow. - Confirm Aeries retrieved the files.
- Confirm the Aeries Special Ed Data Import actually processed them.
- Use the Aeries completion email and attached reports as the primary processing evidence.
The Aeries Special Ed Data Import did not update
- Confirm the Aeries scheduled Special Ed Data Import is enabled.
- Confirm Student and Services are included.
- Confirm the configured file names are
tableA.csvandtableB.csv. - Confirm the SFTP connection values still match the district account.
- Confirm the job is scheduled after the current SIRAS files are available.
- Review the latest Aeries completion email and its attachments.
For the complete SIRAS-specific Aeries setup sequence, use the district's current Aeries–SIRAS Implementation: Configure, Test & Go Live workflow. Aeries maintains its scheduled/manual-import instructions at Aeries Support — Special Ed Data Scheduled or Manual Imports.
No completion email arrived
Confirm that the Aeries scheduled/manual Special Ed Data Import actually ran and that the current monitoring contacts are entered as completion-report recipients. The recipients should be the staff responsible for reviewing the regular integration results.
If the job ran but the expected email did not arrive, verify the recipient configuration before treating the missing email as proof that the import failed.
Read the completion email and reports
The Aeries completion email is the primary evidence for the SIRAS → Aeries Special Ed Data Import. Review the counts and attached actionable reports rather than treating “the job ran” as the only success criterion.
- For the normal review routine, use Aeries–SIRAS Production Monitoring.
- For Aeries' definitions of the completion email/report format, use Aeries Support — Completion Results Email for Special Ed Data Imports.
An older exit did not reach Aeries
An older inactive/exit record may no longer be present in a current SIRAS export, depending on the export population and the timing of the underlying event. Verify the SIRAS record and archive/history first. If the correct historical exit is outside the current file population while Aeries still shows the student active in Special Education, Aeries may require a manual correction.
A very recent exit did not reach Aeries
If a student was made Inactive and then transferred away or changed program/module before the nightly file was created, verify whether the Inactive record actually appeared in the applicable SIRAS export. Contact SIRAS Support when the file history needs review.
For the general SIRAS export population and field specifications, use Data Export: Special Education and Section 504 Data from SIRAS to SIS.
Matching & Duplicate Prevention
When an Aeries row does not update the expected student, review the Aeries source row and the applicable SIRAS API evidence before creating anything new.
- Compare SSID, Local Student ID, legal name, birthdate, school, and status.
- Search for an existing Current, Inactive, transferred, renamed, or near-duplicate SIRAS student.
- Review whether Aeries contains duplicate or dual-enrollment source rows.
- Expect an ambiguous/unsafe match to require review rather than automatic creation.
For the shared SIS matching and duplicate-prevention principles, use SIS Integration Troubleshooting: Matching & Identifiers.
The Job Ran, but an Aeries/SIRAS Value Looks Wrong
First determine which direction should own the field:
| Information | Common authority |
|---|---|
| District enrollment, school, grade, general demographics | Usually Aeries. |
| Contacts / Educational Rights Holder information | Usually Aeries when automated contact updating is enabled; otherwise the approved local SIRAS workflow. |
| Special Education participation, meetings, plans, services, disability, program information and exits | Usually SIRAS. |
| SSID/enrollment information used for CALPADS | District enrollment/CALPADS processes; coordinate with SEDS and SIS staff. |
Use Aeries → SIRAS API Reference: Fields, Defaults & Optional Mapping to determine whether Aeries is expected to update the field and what the normal/default behavior should be.
Do not assume a mapping problem just because a value is unexpected. Verify the Aeries source value, the standard SIRAS behavior, and the applicable job evidence first. Most districts should use standard behavior; document an override only for a confirmed local exception.
If Student History shows System as the updater, use Student History Help. System means an automated background process and does not by itself prove the change came from Aeries.
Aeries Credentials, URLs, Schedules & Configuration Changes
| Change | What to do |
|---|---|
| SFTP password changes | Update the approved Aeries/SFTP connection that uses the account, then retest manual SFTP access using Article 525. |
| Aeries API credential changes | Place the replacement credential securely in the district SFTP folder and notify SIRAS. Do not email the secret credential. |
| Aeries base/login URL or hosting changes | Provide SIRAS the new non-secret URL and arrange a connection/API retest. |
| Technical or monitoring contacts change | Update SIRAS contacts and the Aeries completion-report recipients. |
| School/site structure or local codes change | Review affected mappings/exclusions and test representative records before relying on the changed Production configuration. |
| Integration preferences change | Test material changes in Training before enabling them in Production. |
| Scheduled import timing changes | Confirm Aeries still runs after the current SIRAS export files are available and verify the next completion email/result. |
Use the district SIRAS SFTP workspace or another secure method approved by SIRAS.
Information to Send SIRAS Support
When the Aeries problem remains unresolved, provide enough context to identify the exact job and reproduce the investigation:
- district / LEA;
- data direction: Aeries → SIRAS or SIRAS → Aeries;
- the specific API job, Special Ed Data Import, file, or completion email involved;
- student SIRAS ID and/or SSID rather than unnecessary student-identifying details in unsecured email;
- date and approximate time of the run;
- whether the problem affects one student, one school, or many records;
- exact error/warning text;
- the applicable
api_import_log.csv, Aeries completion report, or other job evidence; - the expected value and where that source value was verified;
- Last Import Date when relevant; and
- recent credential, URL, schedule, school, mapping, contact, hosting, or configuration changes.
Email [email protected].
