Aeries Student Information System Free and Reduced Modifications September 24, 2010

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1 Aeries Student Information System Free and Reduced Modifications September 24, 2010 The Free and Reduced program has had major enhancements done to the form and the table structure. Prior to these changes Free and Reduced data was either entered at the District into the FAR table and only available to the District, or entered at the school into the FRM table and only available to the school. Some Districts entered their data and wanted school sites to view this information. On a regular basis they manually converted their FAR table into the FRM table for schools to view. The Free and Reduced program has been modified to utilize only one table which is now the FRE table. This will allow the data to be entered either by the District or the School. The data can then be accessed by the District or School if given permission to the FRE table. The old Free and Reduced program could only store one record per student but now prior years Free and Reduced records can be stored in the FRE table. The data in the FAR and/or FRM table will need to be converted. A conversion macro will need to be generated to convert the data into the FRE table. Until the data is converted a message will display any time the Free and Reduced form is accessed. After the macro has been generated a flag will be set indicating that the data has been converted and a message will no longer display. If the data is only stored in one table FAR or FRM there will not be any issues with the conversion process. However there are Districts that have entered records into the FAR table and the Schools have entered their own data into the FRM table. There will need to be some decisions on how the District wants to convert their data prior to running this macro. Some Districts import their data from an outside source and will not need to convert any data. However the Flag FRE table as Converted macro will still need to be generated. If this macro is not generated the Free and Reduced form will display a message indicating that the data must be converted. Please be aware that Eagle Software s objective is to provide their users with documented procedures, such as the one that follows, in an attempt to expedite the steps necessary to accomplish certain tasks within Aeries. However, Eagle Software recognizes that each school and district using Aeries has established their own unique guidelines and policies. By using these procedures you assume full responsibility for the appropriate application, the results of their use, any impact upon your database and conforming to all guidelines and policies that have been established by your school or district.

2 Page 2 Aeries Student Information System FRE TABLE AND AUDIT REPORT The new FRE table and the Audit Report were posted in the 9/3/2010 version. Permissions need to be setup for the users who will be accessing the FRE table. The Audit Report can be printed to give you a listing of all students who currently have Free and Reduced records either in the FAR or FRM tables. The Audit Report can also be used to print out students who currently have multiple records in either the FRM and/or FAR tables. This report can help you determine how you want to handle converting your data and what will be the outcome. FAR & FRM PRE- CONVERSION AUDIT REPORT Prior to converting the FAR and FRM tables it is highly suggested that the Print FAR and FRM Pre-Conversion Audit report be generated. This report has the option to print ALL students with a record in the FAR and FRM tables or to ONLY print the students that have more than one record in either the FAR and/or FRM tables. If All Students is selected a listing will be generated of ANY student with a record in the FAR and/or FRM table. When the conversion macro is generated if ALL records are converted to the FRE table all records listed on this report will be converted. If Students with more than 1 record is selected a listing will be generated of ANY student that has more than one record in either the FAR and/or FRM table. When the macro is generated if Only the CURRENT records are converted to the FRE table this report will print students with more than one record and will flag with an X on the report which records will be converted by the macro.

3 Page 3 Aeries Student Information System The following is an example of the report with records in the FAR and FRM tables. This report will give you the Perm ID, current school the student is enrolled, student name and FAR/FRM information. When the macro is generated, if only the option to convert the Current School is selected the only records converted into the FRE table will be the records printed with an X under Current Record. However more than one record can be converted. There are two examples above: Allan Abbott is enrolled in school 9. He has a record in the FAR table and it has an X under the Current Record field. He also has 2 FRM records from different schools. The FAR record displays 000 under the school field since there is no school code loaded. When the conversion is processed the FAR record will be converted into the FRE table but the two FRM records will not be loaded since the school code for FRM does not match the Current School. Lori Abbott is enrolled in school 2. She has a record in the FAR table and it has an X under the Current Record field. She also has 1 FRM record from school 2 where she is enrolled. Both records are flagged to be loaded since it cannot be determined which record should be the Current School. It was determined that instead of having the program only load one record it was best to load both records and have the district decide if a record will be manually deleted or if both records will be kept.

4 Page 4 Aeries Student Information System CONVERTING FAR TABLE TO FRE The macro for converting the FAR table can only be utilized from the District version of Aeries. But the Client Server version of Aeries can only access this macro from AdminCS. If you are on the Client Server version of Aeries the FAR data will be downloaded to the AdminCS cache database and the macro can be run to convert the data to the FRE table. Permission will need to be given to the users who will be accessing the FRE table. If you are on the Access version of Aeries and converting the FAR table you will run the macro to convert the FAR data to the FRE table from the District. If you want the School to have access to this data you will need to Push the FRE table out to the Schools database after the data is converted. CONVERTING FRM TABLE TO FRE The macro to convert the FRM table will be available from the School and District versions of Aeries. But the Client Server version of Aeries can only access this macro from AdminCS. If you are on the Client Server version of Aeries the FRM data will be downloaded to the AdminCS cache database and the macro can be run to convert the data to the FRE table. Permission will need to be given to the users who will be accessing the FRE table. If you are on the Access version of Aeries and converting the FRM table you will need to decide if you will be converting data from the School or District version of Aeries. If you are going to convert the FRM data to the FRE table from the District you will need to Update the District Database with the FRM table from the Schools and run the macro to convert the FRM data to the FRE table from the District. If you want the Schools to have access to this data you will need to Push the FRE table to the Schools database. CONVERTING FAR AND FRM TABLES TO FRE The macro for converting the FAR and FRM tables can only be utilized from the District version of Aeries. But the Client Server version of Aeries can only access this macro from AdminCS. If you are on the Client Server version of Aeries the FAR and FRM data will be downloaded to the AdminCS cache database and the macro can be run to convert the data to the FRE table. Permission will need to be given to the users who will be accessing the FRE table. If you are on the Access version of Aeries and converting the FAR and FRM tables to the FRE table you will need to Update the District Database with the FRM table and then run the macro to convert the FAR and FRM data to the FRE table. If you want the School to have access to this data you will need to Push the FRE table out to the Schools database.

5 Page 5 Aeries Student Information System ADMINCS OR DST VERSION - COPY FAR AND FRM TO FRE The Copy FAR and FRM to FRE macro will convert the FAR and/or FRM tables from the AdminCS in Client Server or District version in Access. From View All Forms click the mouse on View All Macros. Click the mouse on the Copy FAR and FRM to FRE macro. The following option box will display. This will allow you to select Only the FAR, Only the FRM or BOTH the FAR and FRM to be converted to the FRE table. COPY FAR TO FRE If only the FAR table will be converted to FRE table click the mouse on FAR and click the mouse on the OK button. The conversion process will run and a message will display indicating the number of FAR records converted to the FRE table. If there are codes setup in the COD table the total number of copied to the COD.FRE will display.

6 Page 6 Aeries Student Information System DST ACCESS FRM TABLE In the Access Version, if all FRM records will be converted into the FRE table in the District database the FRM records must first be updated into the DST. The District Database Update options will allow you to select the FRM table for the schools selected. The Update District database option will update the District with the FRM records. NOTE: This does not apply to the Client Server version of Aeries COPY FRM AND/OR FAR TO FRE Select the FRM or the FRM and FAR tables to be copied to the FRE table. Click the mouse on the OK button. If the FRM option is selected OR both the FAR and FRM are selected the option will display to allow you to Convert ALL records or to Convert ONLY for the Current School.

7 Page 7 Aeries Student Information System After selecting the tables click the mouse on the OK button. The conversion process will run and a message will display indicating the number of FAR and FRM records were converted to the FRE table. If there are codes setup in the COD table the total number of copied to the COD.FRE will display. If Convert ALL records was selected ALL records will be copied over to the FRE table. If the Convert ONLY for the Current School is selected only the records where the student is enrolled will be copied. However if a student has an FAR and FRM record for the current school both records will be copied. The following are two examples: Allan Abbott is enrolled in school 9 and has a record in the FAR table. He also has 2 FRM records from other than school 9. When the conversion is processed the FAR record will be converted into the FRE table but the two FRM records will not be loaded since the school code for FRM does not match the Current School. Lori Abbott is enrolled in school 2 and has a record in the FRM table from school 2 where she is enrolled and an FRM record from school 9. When the conversion is processed the FRM record from school 2 will be converted into the FRE table but the FRM record from school 9 will not be loaded since the school code does not match the Current School where she is enrolled.

8 Page 8 Aeries Student Information System SCH VERSION - COPY FRM TO FRE From the School Version of Aeries the Copy FRM to FRE macro will convert the FRM tables into the FRE table for only the enrolled students. Click the mouse on the Copy FRM to FRE macro and the records will be converted. A message will display indicating the number of FRM records copied to FRE. A message will also display indicating the codes copied into the COD.FRE table. FLAG FRE TABLE AS CONVERTED Some Districts import their data from an outside source and will not need to convert any data. However the Flag FRE table as Converted macro will still need to be generated. If this macro is not generated the Free and Reduced form will display a message indicating that the data must be converted. From View All Macros click the mouse on the Flag FRE table as Converted. A message will display indicating the flag has been set.

9 Page 9 Aeries Student Information System FREE AND REDUCED FORM The Free and Reduced form has been redesigned. Additional fields have been added to the form which includes the Declined to Participate, Received Date and Comments. There is also additional data displayed at the top that is stored in the STU table which includes the Mailing Address. A list box will also display on the right hand side of the form to allow you to display each Free and Reduced record. NOTE: The User MUST have permission to the FRE table in order to access these records If FAR or FRM data has not been converted over to the FRE table the following message will display when you first access the form.

10 Page 10 Aeries Student Information System ADD FREE AND REDUCED RECORD To add a new Free and Reduced record click the mouse on the Add button. The school code will automatically default to the current school or a zero will be loaded for the district. Enter all information. The Lunch Type field will be automatically determined by the information loaded into the specific fields. Press Enter and the record will be secured. CHANGE FREE AND REDUCED RECORD To change a Free and Reduced record click the mouse on the Change button. Press Tab to the field to be updated and enter the new data. Press Enter. If you have added information to a field that is BLANK the following message will display to ensure that you only want to update the current record or instead create a new record. Click the mouse on the No button to only update the current record.

11 Page 11 Aeries Student Information System To create a new record click, the mouse on the Yes button. The following Date Input box will display to enter an ending date for the current record. Enter the date and click the mouse on the OK button. The prior record will now contain an ending date in the NSLP Eligibility field and will display under the Elig End Dt column in the list box. The new record will copy all information from the prior record and all new changes.

12 Page 12 Aeries Student Information System FREE AND REDUCED REPORT The Free and Reduced Report can now be printed for the student displayed on the Free and Reduced form by clicking the mouse on the Print button. This report can also be printed for all students with FRE records from View All Reports.

13 Page 13 Aeries Student Information System PUSH AND PULL STUDENT DATA After the data has been converted into the FRE table the Push and Pull Student Data form can be used to either pull the data from the School to the District or push the data from the District to the Schools. NOTE: This does not apply to the Client Server version of Aeries