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
Page 2 Portal Options Aeries Web Version
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.
Page 3 Portal Options Aeries Web Version
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.
Page 4 Portal Options Aeries Web Version
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.
Page 5 Portal Options Aeries Web Version
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.
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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.
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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.
Page 8 Portal Options Aeries Web Version
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.
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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
Page 10 Portal Options Aeries Web Version
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).
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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.
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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
Page 13 Portal Options Aeries Web Version
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.
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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.
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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.
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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.
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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.
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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.
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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
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