Portal Options Aeries Web Version - Aeries Online Help Show Check Marks for Assignment Scores to Parents and Students – with this ... TCH.LO and TCH.HI . Portal Options Aeries Web

Portal Options

Aeries Web Version January 23, 2017

Page 1 Portal Options Aeries Web Version

1. Portal Options

2. Translations

3. Attendance

4. Grades

5. Gradebook

6. Physical Fitness – PFT

7. Scheduling

8. Miscellaneous **

9. Parent Data Changing

Full documentation on how to set up Parent Data Confirmation can be found in the Parent Data

Confirmation Setup document on our website at:

Aeries Parent_Data_Confirmation.pdf

** = New or updated information

http://www.aeries.com/downloads/docs.1234/AeriesNet/Aeries.net_Parent_Data_Confirmation.pdf


The following information will provide the options available for administration when setting up the

Aeries Web Version Portal. This information provides the different variables that are available for

the many different users for each school.

Options for the Teacher, Parent, & Student Portals, are integrated into the Aeries Web Version and

are controlled through security access permissions and the Portal Options page.

The Portal Options page can be accessed from the navigation tree under the School Info | Portal

Management node.

Portal Options

The Portal Options page displays a school list on the left side of the form. There are 7 tabs for

various options: Attendance, Grades, Gradebook, PFT, Scheduling, Miscellaneous and Parent

Data Changing.

Security changes may not take effect for up to 5 minutes due to caching.

NOTE: After changes are made to any of the pages the Save button must be clicked to submit the

changes.


Translations

The Portal Options page has the ability to translate custom text areas. A language selector has been

added to the top of the Portal options page.

Once custom text translations are entered they will display to the portal when a parent logs in with

one of the corresponding languages. The default language is English. If no translations have been set

up for other languages the English text that has been entered will display to the portal as the default

text.

The current custom text areas that translations can be added for the portal include the following tabs

and fields:

Miscellaneous Tab

• Graduation Status Form Disclaimer

Parent Data Changing Tab

Full documentation on how to set up Parent Data Confirmation and translations can be found in the

Parent Data Confirmation Setup document on our website at:

Aeries_Parent_Data_Confirmation.pdf

To set up a translation, select a school from the list on the left side of the Portal Options page. Select

a tab to translate text on. Next use the language selector at the top of the Portal Options page to

select a language to translate for.

Note: Numeric field information will apply to all languages and cannot be translated.



Enter the translated text into the text box. After the text has been entered click the mouse on the

Save button at the bottom of the page.

The translated text will now display in the data confirmation area when the corresponding language is

selected by the parent when logging into the portal.


Attendance

The Attendance tab will display the various attendance options. Verify the correct school is selected

from the school list on the left hand side of the page.

# Days Teachers can Back Post – The number of days prior to today that a teacher is

allowed to post attendance.

# Days Teachers can Forward Post – The number of days beyond today that a teacher is

allowed to post attendance. Note – use zero (0) in both of these fields to limit teachers to just

the current day.

# Days to Display Add & Drops – Students who have been added and dropped from a class

will display to the teacher for the specified number of days.

Attendance Codes – These codes are displayed on the Attendance page for teachers to see.

o Unverified Absent (usually ‘A’) – This is the absence code used to mark a student

absent by a teacher.

o Tardy (usually ‘T’) – This is the tardy code used to mark a student tardy by a teacher.

o Present (usually ‘P’) – This code is only used when doing Positive Attendance

Reporting. When doing Negative Attendance Reporting, this code is not used because

choosing the P option on the Attendance page will blank out the current absence code.

o Additional Att Codes – This option will display additional attendance codes for

teachers to use.

Student (STU table) Fields on Attendance Screen – these fields will display next to the

students name on the Attendance page. Enter the field code and Description.


Other Attendance Options

Enable Lunch Count

o This option is only available for Daily Attendance school types.

o Codes must be added to the Code Table for Lunch Type (LNC.TY)

Disable Attendance if Site Is External (set via AppSettings on your externally facing

instance of Aeries Web Version being configured to be "External". This is done by modifying

your AppSettings.config file and adding an XML element for "External" with a value of "True"

like in the example below:

<External>True</External>

If you do not have an AppSettings.config file on your external Aeries web server, please

contact Aeries Support for assistance.

Take Attendance For Each Period in a Blocked Section (MST.BL) – When this option is

On, attendance must be taken for every period of a blocked section. If Off (default),

attendance taken in the main period will be applied to all the periods in that section’s block.

Allow teachers to override verified absences – When this option is On, teachers will be

able to override a verified absence code on the attendance screen. Note: This option is not

normally advised and can have attendance auditing complications.

Teachers can Add & Update Attendance Note – With this option On, teachers can Add and

Update attendance notes on the Teacher Attendance page. Appropriate permissions need to

be granted for the Portal Group of Teachers for Attendance Notes in Security.

Teachers can View Attendance Notes Add by Others - With this option On, teachers can

view attendance notes added by other users on the Teacher Attendance page. Appropriate

permissions need to be granted for the Portal Group of Teachers for Attendance Notes in

Security.

Allow Teachers to Setup Seating Charts Before Attendance is Initialized – With this

option on, teachers can arrange their seating chart before attendance is initialized.

Positive Attendance Options

Post Attendance by Month – This option will allow teachers to take attendance on a monthly

basis. Teachers can click on the check mark for each day to enter the Present code. It is

intended for Independent Study-Type schools and is not normally advised. This option will

disable the logging of Attendance Submits.

Mark Absent if not Present – This option is designed for schools taking attendance by

month. Selecting the check box at the top of the date column will submit an Absent code

where the Present check box is not selected for all students in the class for that date.

Enable “Mark All Students Present” button – This option is for Positive attendance schools.

When this option is selected, a “Mark All Students Present” button will display on the teacher’s

attendance page. When the button is clicked, the Present code will be populated for all

students. This option cannot be used with the Attendance by Month option.

Attendance Times

Attendance cannot be posted outside of the following times (leave empty to always

allow) this range of time specifies the absolute times every day when teachers are allowed to

update attendance. Outside of the times specified, attendance is read-only.


Do Not Allow Attendance to be Taken Before or After the Class Period (according to

the Bell Schedule in Aeries) This option will restrict the attendance page to only allow the

current period of attendance to be updated. Outside of the start and end times, a period will be

read-only for attendance. This option will be disabled in Daily Attendance schools. Note: If

this option was never turned On, it will no longer show as an option to select. If it

was previously turned On, it will continue to display until deselected and will

override the two options listed next.

Attendance cannot be taken before a period starts - When this option is On, attendance

cannot be taken for a period before its start time (according to the Bell Schedule in Aeries).

Attendance cannot be taken after a period ends – When this option is On, attendance

cannot be taken for a period after its end time has occurred (according to the Bell Schedule in

Aeries).

Supplemental Attendance Options - The Security for the Portal Groups of Teachers needs Read

and Update permissions to Supplemental Attendance Data Security area.

# Days Teachers Can Back Post Attendance: The number of days prior to today that a

teacher is allowed to post Supplemental Attendance.

# Days Teachers Can Forward Post Attendance: The number of days beyond today that a

teacher is allowed to post Supplemental Attendance. Note – use zero (0) in both of these

fields to limit teachers to just the current day.


Grades

The Grades tab will display the various options and date windows for GRD and SBG.

Support Standards-Based Grade Reporting – supports standard based grades grade

reporting on the Grades page and in the gradebook.

Allow Teacher to Print SBG Report Cards – allows the teacher to print the Elementary

Standards Based Report Cards.

Allow Teachers to Print HIS Transcripts – allows the teacher to print the student

Transcript.

Allow Teacher to Change Credit in GRD – allows the teacher to update the Credits -

GRD.CR field.

Allow Teacher to Change Absences in GRD – allows the teacher to update the Absence -

GRD.AB field.

Hide Current Info from Students and Parents when Teachers are Updating Grades –

This option will hide the current grade reporting mark, citizenship, work habits, absences,

credits, and comment fields while the teacher grade posting window is open.

Start and End Dates – This is the date range that teachers are allowed to update grades via

the Portal. This is NOT the start of the grade reporting period (quarter or semester). This

option needs to be maintained and updated each grade reporting cycle.

Require Comment – With this option checked, a teacher is required to enter a comment in

addition to a mark. The missing mark listing report will honor this new option and include

students where a mark was entered, but no comment.

Can Mark Page as Complete? – allows teachers to click a button to mark the page as

complete. This is useful for progress reports where not every student may receive a mark. The

Missing Mark Listing can be run to ignore pages marked as complete, even if a mark is

missing. A GRD record is considered “complete” if there is an “X” in the GRD.TG field.


Gradebook

The Gradebook tab will display the various gradebook options.

Only Show Check Marks for Assignment Scores to Parents and Students – with this

option selected, a check mark will display in place of the students assignment score.

Below is an example of Parent Portal Gradebook with the option selected. Check marks

display in place of scores.

Allow Teachers to Import Any Student in their defined Grade Range into their

Gradebook – On the Manage Gradebooks screen in Manage Students tab, the Add

Students Not in Your Classes button will display with this option selected. The Add

Students window will honor the Teachers low and high grade ranges - TCH.LO and TCH.HI


Below is the Manage Students screen with the option selected displaying the Add Students Not in

Your Classes button.

Allow Teachers to Add Students to Gradebook Before Attendance is Initialized – This

option will allow teachers to import students before the school year starts into their gradebook.

# Decimal Places to Display in Assignment Scores – Calculated scores can display up to 4

decimal places. This option does not apply to manually entered scores. Manually entered

scores will display as entered up to 4 decimal places.

Hide Trend Graph in Gradebook Summary View from Parents and Students – with this

option selected, the Parent/Student Portal will not display the gradebook trend icon or

assignment graph to parents or students. They will still be viewable to other users such as

teachers, counselors and admin.

Enable Backpack (allows students to upload files) – with this option selected, the student

Backpack will appear on the Student Portal Home page. This will allow students to view a

list of assignments from the Home page along with any teacher documents attached to the

assignments. If the teacher activates the Dropbox for an assignment the student will also be

able to upload a single document to that assignment. A file size limit can be entered for the

student documents to ensure that students do not upload extremely large files. The default file

size per file is 15 MB. Also, certain file types can be restricted from being uploaded, such as

.exe and .bat files. A default set of restricted files is provided in the Restricted File Types

box. When adding or removing restricted file types the period before the extension and the

comma afterward are required. For example, to restrict a WAV file type, enter “.wav,” to the

end of the list.

Enable Briefcase (allows teachers to upload files) – with this option selected, the teacher

Briefcase will appear on the Teacher Portal Home page. This will allow teachers to display a

list of assignments for their gradebooks from the Home page along with any documents they

have attached to those assignments. If the teacher activates the Dropbox for an assignment

and students have uploaded files, it will also display a count of students that have submitted

files for that assignment (at this time students are limited to submitting one file per

assignment).


A file size limit can be entered for the teacher documents to ensure that teachers do not

upload extremely large files. The default file size per file is 15 MB. Also, certain file types can

be restricted from being uploaded, such as .exe and .bat files. A default set of restricted files

is provided in the Restricted File Types box. When adding or removing restricted file types

the period before the extension and the comma afterward are required. For example, to

restrict a WAV file type, enter “.wav,” to the end of the list (see above screen shot).

Allow Teachers to Hide Gradebooks from Parents and Students – with this option

selected, an option will display in the Teacher Portal in the Gradebook/Options area as shown

below to Hide this gradebook from Parents and Students.

If the teacher selects this option for a gradebook, that gradebook will no longer display to the

Parent/Student portal.

Allow Teachers to add standards that are associated to existing standards and linked

to their courses (Secondary Schools Only) – this option will add a Standards screen in

the teachers gradebooks. The Standards screen will allow teachers to add custom teacher

standards to existing standards linked to the courses they are teaching. This option is only

available to Secondary schools where the Support Standards-Based Grade Reporting

Portal Option is turned on and the Standards Based Coursers (SBR) table is populated to link

standards to courses.


Physical Fitness PFT

The PFT tab will display the option and date windows to allow teachers to enter PFT results. The

Security for the Portal Groups of Teachers also needs permissions to Physical Fitness Test

Results.

Full documentation on how to set up Physical Fitness can be found in the Physical Fitness Multiple

Testing Administrations document on our website or at the following link:

Physical_Fitness_Multiple_Testing_Administrations.pdf

http://www.aeries.com/Downloads/Docs.1234/Testing_Assess/Physical_Fitness_Multiple_Testing_Administrations.pdf


Scheduling

The Scheduling tab allows students and parents access to the Course Request Entry page in the

Parent Portal. The Scheduling tab will display an option and date windows per grade level for

Parents and Students to update course requests and other scheduling options.

The security for the Portal Groups of Parents and Students requires Update permissions to

Course Requests.

The Portal Groups page can be accessed by clicking on the Portal Groups link from the Course

Request tab.

The option Allow Parents/Students to edit Alternate Course Reqs will allow Parents and

Students to add Alternate Courses if selected.


The Course Request Entry page can be accessed from the Student Info dropdown in the Portal.

Below is an example of the Parent/Student Portal Course Request Entry page. This page

displays the Course Request (CRQ) table by grade level. The CRQ table must be set up in the

Scheduling Cycle for parents and students to view.

The students existing course requests, if any, will display on the left side in the Course Requests

area of the page in order of Subject Areas.

Click the mouse on the Information icon to display Course information. Click the mouse on the

Exit icon to exit.


Click the mouse on the Remove icon to remove a Course Request. The icon will only display if

the course is not locked or scheduled with a section.

The Filter Courses area in the center of the page can be used to filter for a specific course or a

specific Subject Area. Enter the name, partial name or course number into the Name or Nbr field.

Hit the Enter key or click the mouse on the Search button to search. Click the mouse on the

Remove Filter button to clear the filter fields.

There are 2 ways to request a course. Click the mouse on the course and the following message will

display.

Click OK to add the course or Cancel to exit. A course can also be requested on the

Information popup.

Click the mouse on the Request button to add the course or the Exit icon to cancel. Once a course

has been requested, it will display on the left side of the Course Request Entry page in the Course

Requests area.


In the example below, the subject area of Fine Arts is filtered displaying only the courses with subject

area of Fine Arts for the students grade level. Acappella Choir is requested.

After the course is requested it will now display on the Course Requests area on the left side of the

page in the Fine Arts subject area. Acappella Choir now displays with Art 1 in the Fine Arts Subject

Area.

If the option Allow Parents/Students to edit Alternate Course Reqs is selected, the Parents or

Students can add Alternate Requests. The page will display with an Add Alternate option next to the

Primary Requests.


When the Add Alternate option is selected, the page will display highlighted in the Filter Courses

area.

The Parents or Students can Search and add another Course Request. The Alternate Course will

display in italics.

Scheduling Options

Hide Scheduling Results from Parents and Students - This option prevents parents and

students from seeing preliminary scheduling results online. They will only see the Course

Requests if they have permissions to View Course Requests

Hide Currently Scheduled Classes For Future Terms from Parents and Students – This

option will prevent any scheduled classes for a future term from being seen in the parent and

student portals.


Miscellaneous

The Miscellaneous tab will display the various miscellaneous options.

Hide Student Contact Info (STU & CON) – when this option is selected, contact information

(such as phone numbers, street addresses, and email addresses) is not available to Teachers,

Parents and Students. A red message will display on the Student Demographics page.

Most fields on the Emergency Contacts page will not display at all.

Do Not Show Teacher/Counselor Field to Parent/Students - when this option is selected,

the Teacher or Counselor field is not available to Parents and Students. It will display as N/A.

Disable Session Keep-Alive for Teachers – When this option is selected, the session keep

alive will be disabled for teachers on certain keep alive pages like Gradebook and Attendance

by Month. Selecting this option will display the session time out messages to the teacher if

their Aeries Web Version session reaches the time out setting.


Discipline entry notification email address (for tchr adds) - When a teacher enters new DIS

records (if security permissions allow), an email is now sent to the email address identified in this field

Graduation Status form disclaimer (if any): text can be added that will display on the

Graduation Status section of the Students Profile, on the students Graduation Status page and

also on the Graduation Status report. Below is an example of the text that will display.

Hide students in parent portal: Students will be hidden from the parent and student portal

if their status tags match what is specified here. These students will not be displayed on the

Change Student menu in the portal. Status tags are entered as a comma-delimited list. You

may specify any status tags to hide. The example below would hide Inactive, Pre-enrolled, and

No-show students. To hide the active tag, add a comma followed by a space to the end of the

string. This setting can be different for each school. Leaving this field blank will allow all status

tags to be shown to parents and students for that school.

Parent Data Changing

Parent Data Confirmation is a feature of Aeries Web Version that allows parents to modify or enter

student demographics, contacts, medical conditions, and authorization information. It also allows

documents to be available to parents.

Full documentation on how to set up Parent Data Confirmation can be found in the Parent Data

Confirmation Setup document on our website at:

Aeries_Parent_Data_Confirmation.pdf


Documents

Portal Options Aeries Web Version - Aeries Online Help Show Check Marks for Assignment Scores to Parents and Students – with this ... TCH.LO and TCH.HI . Portal Options Aeries Web