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  • Overview

    From a family’s application to a usable student record

    Aeries Online Enrollment collects information from families new to a district. School staff review the submission and bring selected information into Aeries SIS. Its main data relationship is the handoff from family-supplied information to the district’s maintained student record.

    A completed application still needs a reviewed handoff.

    The district supplies the decisions, staff ownership, and follow-up that turn intake into dependable student information.

    Input
    Family information and requested documents.
    Transformation
    Staff review, matching, and selection.
    Output
    Imported SIS data and intake status information.
    View the complete SDLA ITO diagramSDLA Input, Transformation, Output diagram showing family information and documents, staff review and selection, import into Aeries SIS, and intake progress tracking.

    Simplified main path. Questions or discrepancies return to staff and family follow-up before import.

  • What enters the process?

    Families supply information through the district’s configured enrollment pages. The district determines what is collected and how families are guided through intake.

    1. 1. Family information

      Families enter student, household, contact, and other information requested in the district’s configured form.

    2. 2. Supporting documents

      When enabled, families upload the documents requested by the district. Available questions and uploads depend on local setup.

    What the district must put in place

    • Configure intake: choose pages, questions, language options, and document requests; review the wording, codes, and school/year settings.
    • Prepare family support: provide clear instructions and a way to resolve incomplete forms, upload problems, and language or access needs.
    • Maintain each cycle: review requirements and confirm that changed forms still collect usable information before intake opens.

  • How does a submission become ready for import?

    Staff review connects what the family submitted with the student identity and information the district needs to maintain.

    1. 3. Review and match

      Staff check the submission and potential student matches. Unclear identity or missing information needs follow-up.

    2. 4. Resolve and select

      Staff resolve discrepancies and review the information selected for import. Existing-record rules affect which values can change.

    What the district must put in place

    • Assign review: name who checks submissions, resolves identity questions, contacts families, and authorizes the handoff.
    • Control access and changes: give reviewers appropriate permissions and define escalation for discrepancies or protected existing values.
    • Test the process: verify import behavior with fictional records in a properly isolated test arrangement, and train staff on exceptions.
    A small issue with a real consequence: a repeated contact

    A parent enters the same adult as a guardian and an emergency contact. The reviewer must decide how those entries should appear in the student’s contact record. Aeries provides contact-selection controls during import.

    The district decides who resolves the duplication, how staff handle it consistently, and who checks the result. The family-facing form, office reviewer, and SIS data owner meet at this handoff.

    Illustrative example.

  • What leaves—and where does it go?

    The main destination is Aeries SIS. Intake status information also supports the staff managing outstanding enrollment work.

    1. 5. Import student data

      Authorized staff import reviewed information into Aeries SIS, creating or updating the student record as applicable.

    2. 6. Track intake progress

      Application status and available Excel list exports help staff review intake work and identify records needing attention.

    What the district must put in place

    • Verify the destination: check which submitted values reach which SIS fields and confirm the resulting student and contact records.
    • Monitor unfinished work: review intake status, follow up on unresolved submissions, and route corrections to the appropriate owner.
    • Maintain the next handoff: use the maintained SIS record as the basis for later school operations and configured downstream exchanges.

    A submitted application, an imported record, and an active enrollment are distinct states. Connections to learning applications and reporting systems sit beyond this SIS handoff; they are not modeled as direct Online Enrollment feeds.

  • Who owns this work?

    These three roles connect application setup, the enrollment process, and the receiving SIS.

    Application owner

    Online Registration Administrator

    Leads setup of forms, document collection, staff access, and review workflows. Maintains the annual configuration, tests changes, trains users, and coordinates application support.

    Process owner

    Enrollment Coordinator

    Defines how applications are reviewed, questions are resolved, and families receive help. Coordinates the annual enrollment calendar, school-office procedures, escalation, and the quality of completed enrollment work.

    SIS and technical owner

    SIS Administrator

    Verifies that reviewed information reaches the correct SIS records. Maintains relevant configuration and permissions, tests imports and releases, and investigates discrepancies between submitted information and the resulting student record.

    These are three areas of responsibility, not necessarily three additional employees. Districts may combine assignments, with clear ownership and coordination.

  • Scope and working notes

    Product scope
    Aeries Online Enrollment for new-to-district intake. Returning-student reactivation and data confirmation are separate workflows. Enroll Path is a separate offering.
    Local responsibilities
    Districts establish staffing, approval responsibilities, configuration, and operating procedures locally.
    Testing caution
    Aeries warns that import testing can change status in the registration database even when performed from a sandbox. Coordinate test isolation before importing fictional records.

    Primary documentation