FAQs

Frequently Asked Questions (FAQs)

The following frequently asked questions (FAQ) are organized into categories:

		Aeries and SIF Compliance
		Aeries Browser Interface (ABI)
		CALPADS
		CELDT corrected GRT file
		Client Server
		CSIS - General
		CSIS - Identifiers
		CSIS - Fall Submission
		General Questions
		Installation and Updating
		MS Access 2002 (XP) / 2003 / 2007 and Aeries
		Network Configuration
		Printer Setup
		Software Questions
		Terminal Services


Aeries and SIF Compliance			Back to Top

	Q: Is Aeries SIF compliant? How can I get more info on SIF compliance?
	A: Aeries is SIF Compliant. If you would like to implement the Aeries SIF Agent, they need to contact CPSI at www.vcasel.com.


Aeries Browser Interface (ABI)			Back to Top

	Q: Where do I put my student pictures so that they are seen in ABI?
	A: Within the web server's ABI directory, place the photos in a \images\school#\ folder (where school# is your school code without leading zeros). All of your photos must be in JPG format.

	Q: Why is it that when I connect to my ABI website, I am prompted to login using a Microsoft Windows login window.
	A: The MS Windows login prompt identifies the problem as permissions to the web folders. Verify that the "IUSR_MACHINENAME" account has explicit, full control permissions to the \INETPUB\WWWROOT folder, including all child folders and files.

	Q: How do I increase (or decrease) the auto-logout time in ABI?
	A: This is a feature of IIS (Internet Information Services) - which is the webserver that ABI runs on. You have to go into the IIS Manager on the server. Right-Click on the Default Website (or whatever website ABI is run under) Click on Properties Click on the Home Directory tab Click on the Configuration button On the Options tab, you can adjust the Session Timeout

	Q: Why do I get the error message "Cannot Open Database ". when performing an update to my ABI?
	A: This error message is specific to ABI setups using Access 2000 or Access XP. The ABI install update program that is loaded on your server is the version used for Access 97. This program can be uninstalled and the correct version can be downloaded (UpdateABIXP.exe) and installed to clear up the error.

	Q: Why cant I see the "Overwrite Valid Marks?" checkbox when entering grades into ABI?
	A: The checkbox will only appear when the active, valid mark selected is identical in both Aeries and ABI.

	Q: When I try to view last year’s Database/records in ABI it gives the following error: Microsoft VBScript runtime error 800a01b0 File name or class name not found during Automation operation ABIadovbs.inc, line 139
	A: In addition to checking the box that allows access to last year's database(read only) on the Other 2 tab in the ABI Options interface, you must also create a UDL for last year’s school database. (e.g. SchoolData1.udl points to the current year school database SCH07xxx.MDB. You will need to create SchoolData1Last.UDL for last year's database SCH06xxx.MDB)

	Q: On ABI with AeriesCS, when accessing the Contacts, testing, or transcripts modules in ABI I get a message that starts with “Invalid Column Name..."
	A: Open the AdminCS interface and run the "Define Student Table Relationships" module Exit the module by selecting “Close Form and Apply Changes”. This will rewrite the records in teh TFR table, which will clear the error.

	Q: How do I clear up the following erros in ABI? /GradebookStuScores.asp, line 467 /abi/GradebookClassScores.asp, line 1086
	A: ABI Users receiving these errors are experiencing the same issue. Follow these steps to resolve:< It is recommended that the user load the latest ABI Update. Query the GBA table for any assignment number that is greater than "1900" Aeries XP sample query: · LIST GBA IF AN > 1900 · AeriesCS (Query Analyzer) sample query: · SELECT * FROM GBA WHERE AN > 1900 Note each grade book number (GN) for each record listed. Determine the next available assignment number by querying the GBA by gradebook number to see all assignment numbers currently in use. Aeries XP sample query: · LIST GBA IF GN = XXXXXXX · AeriesCS (Query Analyzer) sample query: · SELECT * FROM GBA WHERE GN = XXXXXX Change the 19XX assignment number to the next available assignment number (AN) for each gradebook. Aeries XP sample query: · CHANGE GBA AN TO XX IF GN = XXXXXX AND AN = 19XX · AeriesCS (Query Analyzer) sample query · UPDATE GBA SET AN = XX WHERE GN = XXXXXX AND AN = 19XX

	Q: How do I setup the option for importing Blackboard data into ABI Gradebooks?
	A: New Page 1 Follow these steps for connection file setup: 1. Create a file named Blackboard.UDL in the C:\ABIConn\ folder 2. Use these variables for the new UDL file: Provider – Miscrosoft OLE DB Provider for SQL Server Connection Information: Blackboard server name Blackboard user name Blackboard database Teacher email addresses in Blackboard need to match the teacher email addresses in AeriesCS

	Q: How do I clear out the workstation IP Addresses that are locked out due to invalid login attempts.
	A: You can delete the IP address information from the GBL table.

	Q: Some of my teachers report that page breaking doesn't work properly on ABI reports.
	A: The global way to help this situation is to change the Default page for the ABI directory in the IIS Manager to "login.asp" from "default.htm". That may help some people. If that does not work for all your users, it may be their version of Internet Explorer. If there are using IE8, they will need to enable "Compatibility Mode" when using the ABI website.


CALPADS			Back to Top

	Q: When I submit data to CALPADS, I get errors about "invalid characters". What could be causing this?
	A: There is a known bug in CALPADS that generates errors when the Parent/Guardian field in Aeries contains non-alpha characters like "/". Until CALPADS corrects this problem in their system, you need to open the SINF file using Notepad and replace all slash characters with blanks.

	Q: When doing the ODS Audit process, I click on the "Evaluate Records and Create New SENR File" button. Then I get a message: "SENR File created. 0 Records Extracted". Why?
	A: You probably selected the wrong File Delimiter when you imported the file. Change the selection and re-import the file. It might also be that you did not have any schools selected from the list on the right-hand side of the form. The ODS Audit process will only evaluate the schools selected.

	Q: What do I put into the "STU.ED Use Date" field on the Create CALPADS Extracts form?
	A: Start first by reading the description of this field on the Help tab of the form. Here is also another way to explain the use of that field: You need to first, figure out how good your ENR data is. Determine the date after which data in ENR is good. Put that date into the "STU.ED Use Date" field. Determining the "goodness" of your ENR table is not something that Aeries support can do for you. You need to do that on your own. You need to figure out how long you have been on Aeries and how long you have been updating your district database. If you have incomplete ENR data, you can go back into prior years, build the ENR data in that year and then use the form: "Pull ENR From Another Database" to copy it into the following school year. Continue to do that until you get to the current year. Then you have good ENR data going back to the school year you started with.

	Q: How do I import my SEIDs?
	A: In the Aeries District software, open the Create CSIS Data Files form. There is a tab called "Load SEID" that can be used to import the SEID values into the Aeries Staff (STF) table.

	Q: How do I know if I need to perform the "Data Reconciliation" process?
	A: All districts need to perform a "Data Reconciliation" when you start using CALPADS and should be done at least once every two months thereafter. Please refer to the "Getting Started with CALPADS" document: www.aeries.com/Support/downloads.asp?catid=886914049.

	Q: What are the quick steps for performing the Reconciliation process.
	A: In Aeries, this is called the "ODS Audit". The first step in the process is to go to CALPADS and get the file from them. Then you import the file into Aeries, let Aeries process the data and create a new file. Then take that new file and send it up to CALPADS to fix their data. You can find more detailed information in the "Getting Started With CALPADS" document here.

	Q: Do I need to enter an NSLP Free and Reduced Start Date?
	A: No. If you leave the Eligibility Start Date empty, Aeries will use the current enrollment range and school year to extract that information.

	Q: Can I do an Identifier Request without getting all the code translations and the STU.ED Use Date in?
	A: Somewhat. Code Value Translations and all options need to be populated before performing any CALPADS Extracts. But for new students, the "STU.ED Use Date" won't be a factor because for new students, their STU.ED date should be very recent and the ENR data for those students should be valid for this school year.

	Q: Can you explain why both Student Enter Date (STU.ED) and Enrollment History (ENR) are used for reporting Student School Enter Date to CALPADS?
	A: Student School Enrollment Start Date is the single most important value in CALPADS Reporting. If the system can't figure out when a student started attending a school, nothing else matters. That is why Aeries gives you the option of having either good ENR data or good STU.ED data and provides a threshold for determining when to use these two resources. Your ENR data should always be accurate for the current year because it is managed on the fly by Aeries. It is getting good data for prior years that can be difficult.

	Q: How do we manage the local mapping of our courses to the Course Group State codes as provided in the CALPADS code sets?
	A: On the Course table in the bottom right you will see a CBEDS number field. That is the Course Group State field for CALPADS and the numbers are correct but many are listed that say “No Longer Used” because they were dropped. Also, you can use 6012 for courses you do NOT want to report and Aeries will know not to extract them.

	Q: Is there any documentation to explain what the codes mean for MST.HQT, the Highly Qualified dropdown?
	A: You can use the CALPADS Code Sets document and various NCLB documents to determine which value to use. You should also consult with the person in your district in charge of credentialing.

	Q: What are the Deadlines for CALPADS?
	A: You can find this information on the CALPADS Website: www.cde.ca.gov/CALPADS.

	Q: Do I need to delete Classified staff from the STF Table and leave Certificated only?
	A: No. As long as they do not have any STJ (Staff Job Assignments) records, they will not be extracted.

	Q: For Student Primary Residence Code (SSD.HMT) do I have to populate this field for every student?
	A: This is a Required Field in CALPADS, but using the Code Value Translations tab on the Create CALPADS Extracts form, you can translate a Blank to "200" (Permanent Housing). This information is not analyzed by CALPADS until the end of the year, so by the end of the year, you do need to evaluate all of your students and populate actual values for the sake of accuracy.

	Q: How to set up security for site users who now need access to District for CALPADS access?
	A: Your schol level users should not need access to the district database because all information can be input from the school level. Eventually, Aeries will allow site-level users to create their own SSID Request files, but this will only be enabled after CALPADS stabilizes.

	Q: I am trying to add new SSID #s received from CALPADS into Aeries and getting an error that this is not a valid CSIS number. Why am I getting this and how do I fix this?
	A: SSIDs assigned by CSIS used a different validation algorithm than is being used by CALPADS now. Eagle Software is working with CALPADS to determine their validation rules and will implement them into Aeries as soon as possible. Until then, you need to import the SSID results into the system using the batch method, or use the Query Change form to enter the value.

	Q: If we currently house our NSLP (Free and Reduced Meals) eligibility data in the FRM table at the school level, does the CALPADS extract look at the FRM table for data? Or do we need to move this data to the FAR table at the district level?
	A: Currently the CALPADS extract only looks at the FAR table in the district database. This information is not currently be used by CALPADS. An option will be added to the extract form to pull this information from either the school level FRM table or the district level FAR table.

	Q: I don't want to use code "F" and "R" for Free and Reduced Meals Eligibility. Can I use different codes?
	A: Currently only the "F" and "R" codes are acceptable for CALPADS reporting. This might be translatable later as the extract system is enhanced.

	Q: Do you know if there is a code for teacher assignments for grades 9-12 Special Ed self-contained? Also, where are Elementary course assignments now coded?
	A: There is an Other Fields Tab on the TCH table....that is where you add a CBEDS code of 1000 to all Self-Contained Classes and the on the Instr. Strategy there is a flag for Sp Ed.

	Q: What CBEDS Code should we use for "Lunch"?
	A: Use code "6012" and Aeries will automatically skip this course and not extract it.

	Q: What do I do if I have a course section that falls into more than one Instructional Strategy and one of those is Special Education?
	A: For the 09/10 reporting year, if you have a course section that falls into more than one Instructional Strategy and one of those strategies happens to be special education (special day class), then you should select special education. Special education should trump all other strategies. In future years we will revise the CALPADS specifications so that you can submit these independently. Additionally, if the choice comes down to choosing between the EL strategies and home and hospital strategies, then select Home and Hospital.

	Q: What if the Instructional Strategy is English Learner?
	A: The CALPADS English Learner Accountability Office decided that they did not want to establish a "ranking order" for the EL strategies, so please use the one code you feel is most appropriate for the 09/10 school year. This is a local call. CALPADS will amend their program for the 10/11 school year so that they can capture that multiple strategies are taught in one course section. In addition, if the choice comes down to choosing between the EL Strategies and Home and Hospital strategies, then select Home and Hospital.

	Q: Do we have to report Infants in CALPADS?
	A: School Districts each make a local determination of whether to track infants or not. Once you start tracking a student, you will always need to track that student.

	Q: During the ODS Audit/Reconciliation process, I import 2000 records into Aeries, but only 500 get extracted into the SENR file. Is this correct?
	A: Yes. Only records that need to be changed are extracted into the SENR file you upload back to CALPADS.

	Q: Do I need to run the CBEDS Reports in Aeries?
	A: No. CALPADS reporting is based completely off of student enrollment information. The old "Counted in CBEDS" flag no longer applies for CALPADS reporting. You can still run these reports for your own information, but these reports will be changing soon to reflect how CALPADS breaks down students during Fall 1 Aggregations. When these reports are adjusted, they will also use student enrollment data to determine which students were enrolled on Information Day.

	Q: How do I handle my Graduates and Matriculating students in last year?
	A: If you didn't update these students with End Of Year and Graduation Status values last year and submit these students to CSIS, you need to now go back into last year and populate the Grad Status (STU.HSG) and the Date Graduated (STU.DG) fields. You do not have to populate End Of Year (STU.EOY) values unless you want to. Aeries will automatically extract the correct Exit Reason for students with the STU.HSG field populated. Then you need to complete the Reconciliation / ODS Audit process in last year to report these students to CALPADS.

	Q: When I import the CALPADS ODS Download file into Aeries for the ODS Audit process, it tells me that some record were removed because of unmatched SSIDs? Is this something I should be concerned with?
	A: No - do not worry. The CALPADS ODS Download file often contains students who are no longer in your district. This is perfectly normal. The message is simply letting you know how many records the system found in the file and how many will be evaluated by the ODS Audit process. There is nothing you need to do to fix anything. This is all normal.

	Q: Which Exit Code should I use when exiting a student from a "Secondary Enrollment?"
	A: CALPADS recommends using code "400 - Other".

	Q: Do I need to work from a "Snapshot" database?
	A: NO. Make a backup of your database(s) on Info Day and place it aside, just in case you need to come back to it. You shouldn't need this backup, but it doesn't hurt to have it. Continue to work out of you live database and extract data from your live database.

	Q: Which Reconciliation Approach should I use?
	A: Aeries districts should use Approach #1. Aeries has a built-in reconciliation process called the ODS Audit. Refer to the Getting Started with CALPADS document for more information.

	Q: What do I do if I did not do the End of Year Enrollment Update in CSIS?
	A: First check with CALPADS to find out what they will require. Because the Start Date values for last year's students will probably not match what Aeries thinks the Start Date should be, you need to be able to do a ODS Audit process for last year's students or you need to manually update that information in CALPADS. The only alternative is to do an Enrollment Update from Aeries and manually adjust the file to make sure the Start Dates match. But that process would probably be more cumbersome than just updating the records in CALPADS. The easiest way would be if the ODS Audit process could work against last year's data, but you need to verify that CALPADS will accept it in "batch" format.

	Q: What is Reconciliation?
	A: In Aeries, we call this process the “ODS Audit”. It will take data from CALPADS and compare it against the data in Aeries. It then creates a file to be submitted to CALPADS to correct the data in the CALPADS ODS. That way, subsequent enrollment update submissions will be more successful. See “Getting Started With CALPADS” documentation for steps to complete the process.

	Q: Do I need to convert my existing Ethnicity information to the new Race and Ethnicity fields?
	A: No. The CALPADS extract from Aeries will convert this information on the fly. But for certain reports in Aeries, you need to convert your existing data to the new fields. You can do this by using the Macro called: "Populate New Race and Ethnicity Fields."

	Q: Where do I find the ART (CSIS Academic Records Transfer) extract form in Aeries?
	A: Records Transfer is still a CSIS function of the SRRTS systems. At the school level in Aeries, go to View All Forms, add filter, type in "CSIS", Open Create CSIS Data Files, "Create Records Transfer File" tab. Also, on our website under Support, Documents and Downloads, in the CSIS category, look for Records_Transfer_File_Layouts_K12_to_K12.pdf. This will give you K12-K12 Records Transfer Submission File Layouts.

	Q: Special Ed enter date/ I have been putting in the date that student first received services in Special Education instead of the date they enrolled in my program. Do I need to change this?
	A: No, you should enter the date of their initial IEP.

	Q: If the Race and Ethnicity for a student is "Intentionally Left Blank" do we have to create a code in the Code Table for this item or can we just leave it blank?
	A: Eagle Software advises that you create a code in the Code Table for this so that you can make sure that the field is populated correctly. Leaving it blank makes it difficult to determine if the field was left blank intentionally or in error. But, blank values will be correctly extracted to CALPADS if they are there.

	Q: What student grade levels need to be translated on the Code Value Translation tab in Aeries?
	A: The extract from Aeries will automatically translate grade 0 to "KN" and will automatically add the leading zero to grades 1-9. You only need to enter translation values for grades higher than 12.

	Q: What Date Range should I use when creating the ODS Extract in CALPADS?
	A: The Start Date you should use should be "7/1/2003". It is important to use a date that encompasses all the enrollment information that CALPADS has on your students. Otherwise, you will end up getting errors in CALPADS about Overlapping Enrollments.

	Q: How do I generate the extract from CALPADS for the Reconciliation/ODS Audit process?
	A: Go into the CALPADS website. Then navigate to: Reports > Extracts > ODS Extracts. Select the "SSID Enrollment ODS Download". DO NOT use the "SSID Enrollment –Data Reconciliation", even though CALPADS instructions may tell you to. Choose a Start Date of "7/1/2003". Here is a screen shot:


CELDT corrected GRT file			Back to Top

	Q: How do I handle loading the CELDT Corrected GRT file that I received from the testing vendor???
	A: Please refer to the attached document for information. This document will explain the current issues in detail: CELDT Corrected GRT File


Client Server			Back to Top

	Q: I uploaded my data from AeriesXP to AeriesCS and the supplemental data from my AeriesXP files is not there. What do I do?
	A: When uploading the data to AeriesCS from AeriesXP, if there are custom fields to upload, the process for redefining the SUP table in the CS database needs to be done by clicking on the "ReDefine SUP" button and selecting a database that contains the customized layout. This step will modify the SQL database to mirror the layout of the traditional Aeries SUP table.

	Q: What procedures do I need to follow to optimize my MS SQL server for use with AeriesCS?
	A: You should perform these modifications on your MS SQL server to maximize performance for AeriesCS. If you have implemented ABI on another server other than the SQL server, these modifications should be performed on the ABI server as well. Note: Modifications to a server and registry should only be handled by a System Administrator or Technician that is proficient with server maintenance and registry modifications. Install all operating system (O/S) service packs and patches that are available from the Microsoft Updates website. Make sure that your MS SQL Server has been updated with the latest service pack. There have been issues with both Standard and Enterprise versions of MS SQL Server when the latest service pack has not been applied. Insert the following registry entries on the MS SQL server. The registry entries shown below have helped to make “timeout” or “dropped connection” errors stop on a MS SQL server: [HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\Tcpip\Parameters] "TcpTimedWaitDelay"=dword:0000000f "MaxUserPort"=dword:00009c40 Update the MDAC to version 2.8 from the Microsoft Downloads website. Restart all servers (SQL and ABI) after the modifications have been completed.

	Q: My users want to be able to practice procedures on a test SQL database. How would I set one up for AeriesCS?
	A: The usage of a test SQL database is recommended by Eagle Software and pretty common with AeriesCS users. The setup of a test database is a little different than with the traditional MS Access Aeries. The process involves backing up the live database with Enterprise Manager and then restoring the backed up data to a new database with a different suffix name. The most common suffix used is to give the same suffix as the live database with the addition of the word “Test” at the end (example DST05000DistrictNameTest). When a user wishes to use the test database, on the login screen, the new suffix of “DistrictNameTest” would be inserted in lieu of the live “DistrictName” suffix. This gives the user a test area to work in. You can further enhance this feature and also help users to avoid confusion between databases by changing the district and school names in the LOC table of the test database to something that would prompt the user to visually realize that he/she is not working in the live database. This is pretty important to do so that the user does not inadvertently work in the test database by mistake inserting or updating live data.

	Q: How do I distribute a new update to my AeriesCS users without visiting each Aeries workstation?
	A: The update process can be setup to automatically check a public file location that the extracted files reside in. Typically, this location is on a server and all users need full control to the folder. It can be setup as a drive mapping or a UNC, or a share. On each instance of Aeries workstation, you can go to View All forms and select the form "Aeries Variables For Current User". The form contains location that the update location is placed (Updates Path). Once an update that is newer than what is on the workstation is in the location, the update process is started automatically, copying down the necessary files to the local workstation. This works for both the Aeries School Access interface (SCH) as well as the District Access Interface (DST). One thing that MUST be accomplished by the database administrator (dba) is to update the SQL databases by using the AdminCS from the update that is being distributed. This is done by accessing all Aeries databases on the SQL server with the AdminCS and the file is updated automatically upon authentication. NOTE: Because AdminCS changes the database structure (Updates the database with new fields, table/index changes, etc), AdminCS MUST be the first thing run when implementing a new version of AeriesCS!

	Q: AeriesCS is taking a long time to start up each time my users login. What can I check to see if there are problems?
	A: There are four (4) common possibilities. 1. Not knowing what version of Access you are using, the problem suggests MS Access 2007. If that is the case, there is a fix for the flashing screen on the Microsoft Office Support website. It is a known problem. 2. If you had a previous version of Aeries on the workstations, you may have residual data paths in the old eagle1.ini. Verify that the Eagle1.ini is NOT in the c:\windows folder. Delete all instances of eagle1.ini and allow Aeries to create a new one in the default Aeries folder (usually c:\eagle). Additionally, delete all extra copies of Aeries.mde that are not in the default Aeries folder as well. 3. You have an incorrect path specified for the update, photo, or PAC path. Aeries is trying to connect to the invalid path and finally gives up. 4. You have orphan records in the system that are not taken care of by the AdminCS functions OR you have not run the AdminCS cleanup functions in a while (Force Delete Cascade Records and Database cleanup). You should be running those two functions a minimum of once every two weeks. If none of these rectify the issue, you will want to contact Eagle Support for additional help.

	Q: When my users of Aeries start the interface, they get an error that states “Item Not Found In This Collection”. How can I solve this issue?
	A: "Item Not Found In This Collection" refers to the database being accessed by Aeries as having an object (table) that is not part of the Aeries database model structure. When Aeries loads data, it downloads the table data necessary and also the structure. When a table has been created by the district to import data or perhaps store data outside of Aeries, and the table name is less than 5 characters in length, Aeries produces the “Item Not Found in the Collection” error. The easiest method to find the offending table is to go to the database table view in the Management Studio for SQL interface and sort the tables by date in descending order. Most likely the offending table will be in the top two or three tables listed. Rename the table with a name longer than 5 characters in length (6 recommended i.e. FARxxx) or delete the table if not needed, and Aeries will ignore the table when loading data.


CSIS - General			Back to Top

	Q: How do I populate student withdrawals, including: Summer Withdrawals, Mid-Year Withdrawals, Dropouts, and No Shows?
	A: See our Student Withdrawal Data Population Guide at http://www.aeries.com/Support/DecisionGuides/WithdrawalGuide.asp


CSIS - Identifiers			Back to Top

	Q: How do I get my New CSIS ID Numbers Loaded back into my school databases?
	A: The recommended method for CSIS identifier procurement is to create the extract files for new numbers at the school level, and to load the DID Force ID files into the district database. The reasoning is that the school level files are smaller in record quantity and create "virtual batches" of information to work with through the validation and confirmation processes. When the DID Force ID file is loaded into the district, the CSIS ID numbers are immediately pushed out to each school database. This process assumes that the UNC paths are properly set for each school in the District LOC table so that the push can occur. There is no further need to "push" the IDs out to school sites.

	Q: If I have a new student that comes to our district with a CSIS identifier already, the field is locked so no data can be input. Where do I input that identifier?
	A: The process for populating student identifiers for students who transfer from another district to your district is no different than requesting a new number. The student is extracted and goes through the locater process. The confirmation process should produce a 100% match with the identifier printed on a student transcript. This process needs to be followed to trigger the "home school" notation for each student. When you request the number to be included in your batch, the home school is updated with your district and the student is then identified in CSIS as being in your district and not in the previous district. For this reason, the fields are "locked down" in Aeries. This also eliminates the possibility of data entry errors.

	Q: What do I need to do to notify CSIS of a name change for one of my students?
	A: The registration of a legal name change is handled by the Enrollment Update (EU) or Fall Submission (FS) process. As the extract is processed by SRRTS during the CSIS Enrollment Update process, name changes are registered in the CSIS Identifier Locator Database. Alternatively, LEAs may use the on-line "Identifier Locator Corrections" functionality in DataGate to update individual names. Before the next Fall Submission (0607), the legal names in the EU and FS transactions must match the names in the CSIS ID Locator Database. After this baseline collection year, LEAs will only be able to change student names in the "Identifier Locator Corrections" functionality in DataGate. Per CSIS, this information will be valid only for this fall. After this baseline collection year, LEAs will only be able to change student names in the "Identifier Locator Corrections" functionality of SRRTs. After this Fall Submission, the names in the Enrollment Update and Fall Submission files must match the CSIS ID locator database.

	Q: When I download my identifier file (DIDForceID), I have three choices for a download delimiter. Which one do I select?
	A: Aeries uses the Caret delimited format for the identifier file.


CSIS - Fall Submission			Back to Top

	Q: Why is it that when I extract my files for Fall Submission, Data is included for staff tagged as "Inactive"?
	A: The TG (tag) field in the STA table does not have anything to do with extracting a teacher’s data. The logic of the extraction process looks to the Staff Hire Date and Leave Date to determine if the record needs to be included or excluded from the extract.

	Q: How can I easily populate the Highly Qualified Teacher (HQT) data in the Master Schedule (MST) area?
	A: If you’ve populated the STH (Staff Highly Qualified Areas) table and the CRS.CA1 and CRS.CA2 (NCLB Core Areas) fields, there is a macro called “Populate MST HQT from STH” which will populate the MST.HQT fields in your Master Schedule. The process will only overlay a blank or an “N” value. It will not overlay “E” or “H” codes. There is also a button on the Staff form on the Highly Qualified tab for updating just a single teacher at a time.

	Q: How do I enter a single staff id into Aeries at a school that does not have the staff record?
	A: The proper process to follow for a teaching staff member at multiple sites is to determine which school site is the “primary” school. This would usually be the school that the teaching staff member is at the most. The trick for entering the staff id in the teacher record on one of the “secondary” sites requires the client to enter the staff ID into the database table directly. The client is not able to type the staff id into the TCH form presently. When it comes to loading assignments, the client will have to enter the “secondary” site assignments manually and add the school id that the assignment pertains to. The loading of assignments only looks at the current school record and does not check for assignments in other site databases.


General Questions			Back to Top

	Q: What causes Database Corruption?
	A: Click here to see the most common causes of Database Corruption.

	Q: How do I report a problem or submit a feature request?
	A: Both can be done online at our support page: http://www.aeries.com/support

	Q: How do I append fix length files together?
	A: By using DOS copy you can create a single file from multiple fixed length files while keeping the same record layout. For more information type “copy /?” from a command prompt. The following is a sample statement, from the DOS command prompt: copy file1.dat/b+file2.dat/b+file3.dat/b combinedfile.dat/b. The “/b” is to denote "Binary", which will keep ALL formatting information (CR/LF, etc).

	Q: How do I setup a new Aeries account to force a password to be changed upon the first login?
	A: When setting up a new user account in Aeries (all versions), using the temporary password of "welcome" will force the user to re enter a different password. The user can continue to use the "welcome" password, but will continue to be prompted to change the password until the user selects another password.


Installation and Updating			Back to Top

	Q: Installing access 97 and 2000 on the same machine
	A: Refer to this Microsoft help page. http://support.microsoft.com/support/kb/articles/Q241/1/41.ASP?LN=EN-US&SD=gn&FR=0

	Q: How do I install AERIES?
	A: Use the following link for printed instructions. CD Installation Instructions.

	Q: What should I do if I get the "File sharing lock count exceeded" Error in Aeries?
	A: Modifications to the registry should only be handled by a System Administrator or Technician that is proficient with registry modifications. However, Eagle Software has created a script file that will make the change to the registry and increase the MaxLocksPerFile. To download the script file Click Here and run it on the affected machine(s). This file will work on a WIN2k or WIN XP operating systems. For all other Windows operating systems the System Administrator must manually edit your registry.

	Q: How does the automatic updating work?
	A: The update process can be automatic and seamless. The files from the weekly update file (UPDATECS.EXE) are to be extracted to a folder that all users have RUADC permissions. From the school version of access (SCH), in the Aeries form Aeries Variables for Current User the Update Path is to be keyed in the appropriate field. The next time a user logs in to Aeries, the software will run a comparison routine that checks a date field in a table called USYSVER within the SCH.MDE (or DST.MDE) application file. If the latest date on the new files is more recent than the latest date in the workstation copy of SCH.MDE, an application called UPDATE.MDB will run a routine that copies the new files to the proper locations on the workstation. Most districts and clients use this automatic update function, but it is not required. Districts can establish their own update/copy routines if they wish. If you are going to create a custom Aeries updating routine, please contact Eagle Software support for details about which files need to copied where for the various versions of Access and Aeries.

	Q: My Terminal Services user sessions started having problems after an update from Microsoft. What is the problem?
	A: The problem presents itself by logging into Aeries and connecting to the wrong school. The problem persists even when connecting to the proper database and year. Other things noticed are that the Eagle1.ini has the correct parameters in the Terminal Services. The problem has been tracked down to two security updates from Microsoft, and can be resolved by uninstalling the security updates, 917422 and 921883


MS Access 2002 (XP) / 2003 / 2007 and Aeries			Back to Top

	Q: Which version of Aeries do I use?
	A: Microsoft’s latest version of Access 2003 has a minimum of changes needed to be used with Aeries. The preliminary discussions at Eagle Software has concluded that given the fact that MS Access 2003 uses the same file structure as MS Access 2002, Eagle Software has no immediate plans to create an MS Access 2003 specific version of Aeries. The recommended version of Aeries to use for MS Access2003 would be Aeries v10 (XP/2002)

	Q: When running Aeries in Access 2003, I get a message about macro security. What does this mean?
	A: Microsoft has implemented a position on security that keeps exposure to viruses, parasites, and hackers at a minimum. As with previous products (Excel 2002) Microsoft has defaulted the setting for Macros to a “medium” security setting. • The “High” setting will stop all databases/macros not “certified” by Microsoft from executing automatically. • The “Medium” setting consistently reminds the user of the threat of potential problems from non-certified data sources. The user is prompted each time a macro is executed about the potential threat and requires the user to confirm the desire to continue the macro execution. • The “Low” setting will allow the software to work properly without interrupting messages. Eagle Software recommends for our clients to change the setting to the lowest setting. To complete this task, simply click on Tools, Macro, Security, Low. The warning messages will stop appearing and Aeries XP/2002 will function properly.

	Q: How do I hide / restore the database window for Aeries?
	A: From the MS Access menu, select Tools, Startup, and toggle the checkbox for "Display Database Window"

	Q: Is Aeries compatable with Access 2007.
	A: Aeries fully supports Access 2007. There are a couple of issues being encountered that are related to configuration and updating of MS Access 2007. While there has already been a service pack released for Office 2007, it does NOT include a necessary hot fix to address flashing on forms within Access 2007. We highly recommend that this hot fix be applied to rectify this issue. First, you can access the service pack at Microsoft Office Support Downloads and then you should install this specific HotFix. For details on the additional system configurations that are necessary to run Aeries in Access 2007, please refer to the Aeries and Access 2007 document.


Network Configuration			Back to Top

	Q: What files should be shared on the File Server, and what files should be on the hard drive?
	A: All files contained in the Aeries update file (Update99.exe, Update2K.exe, or UpdateXP.exe) should be placed in a shared folder on the file server. This includes but is not limited to the following files: SCH.MDE, AERIES.MDE, SCHMODEL.MDB, UPDATE.MDB, SYSTEM.MDW and EAGLE.HLP. The file server should also have any school datafiles that are sharable. i.e. SCH98001.MDB. All other installation files reside on the local hard drive. (C:\)

	Q: No computers can connect to AERIES (we share data on the server).
	A: Make sure you are being attached to your server (’s) at start up. Click on the My Computer icon on your desktop, look for your network drive i.e. F:\ . If you are not finding the network drive, try closing out and logging back on, or reboot your workstation.


Printer Setup			Back to Top

	Q: How do I set up a dot-matrix/ line printer with Aeries?
	A: In order for a report that has "generic" in the title to print, you must have the following set up: 1. You need the Generic Text printer driver loaded on your machine. This should not be your default printer. 2. Under the properties for the generic text printer, you need to go to the details tab, spool settings, and select Print directly to printer. 3. Under the Paper tab of the printer settings, the page size should be US Standard Fanfold. 4. Also, under the Paper source tab the paper needs to be set to Continuous - No page break. Aeries will automatically set the driver to the generic text when using one of our "generic" reports, all you have to do is have the driver installed on the system and have the settings as described above.

	Q: I cannot get my printer to print barcodes as barcodes under the Print Student ID/CARD form. Instead it prints the barcode as @0005000011@. All computers print to the same printer and i tried reinstalling the print driver. thanks
	A: The font that is used to print barcodes is not present on the workstation. You will need to download (available from our website in each update file distributed (UPDATE99.EXE, UPDATE2K.EXE, UPDATEXP.EXE, UPDATECS.EXE) and install the RSWIDE39.TTF font. Go to Control Panel, Click on FONTS, Then INSTALL NEW FONT, browse to whereever you saved the downloaded file and choose the RSWIDE39.TTF font to complete the installation. This will need to done on each work station or on the network print server.


Software Questions			Back to Top

	Q: How do I convert my Aeries database from Access 97 or Access 2000 to Access 2002(XP)/2003?
	A: Use the following link for instructions. Upgrade Access 97 or Access 2000 to XP

	Q: Why do I get the message "Not a valid name or password" when trying to login.
	A: AERIES security login passwords are case sensitive. Make sure you are using lower case, (Caps Lock off) if that is how your password is supposed to be entered. If you still can not log in, please contact your local system administrator.


Terminal Services			Back to Top

	Q: How do I setup Aeries to work with Terminal Services?
	A: AeriesCS is not designed as a “Terminal Services Application”. Eagle Software does not promote usage of AeriesCS as a TS App. This does not mean that AeriesCS will not work in a terminal services environment, it merely means that the support group does not assist in this type of setup. As a workstation oriented application, the files used to start the AeriesCS workstation interface are not to be shared across multiple workstations. Each user logging in needs to use their own set of files (specifically, SCH.mde, SCHMODEL.mdb, UPDATE.mdb, AERIES.mde, and SYSTEM.mdw). Eagle Software’s 2nd level support team members do have background experience in the usage of AeriesCS in terminal environments. This type of setup can be accomplished by setting up the AeriesCS interface for each user profile as if the virtual workstation is a local PC. There are two ways to setup an AeriesCS workstation: 1. Run the installation package available from our website (InstallCS.exe) for each individual user profile. The installer prompts for file placement locations, which I am sure you have seen previously. This may be a lengthy process if you have several (more than 20) users. Run the installer once on the server (or some other designated location) and then copy the installed files in the designated drive:\fioldername\ location, as well as the Icon created in the AeriesCS group, to each user profile folder utilizing Windows login scripting. The installation package extracts the necessary files into designated folders (typically the C:\eagle folder) and creates an icon for starting the AeriesCS School interface. No changes are made to any config files or the registry during installation. If desired, you can create an EAGLE1.ini file to distribute during the scripting process by starting AeriesCS on the “installed” designate and then copy the EAGLE1.ini file to each virtual workstation profile. This file can contain the necessary login credentials, as well as the updated file location to perform the automatic update process. Hopefully this helps you to accomplish what you want to do. At present, there are no immediate plans to develop a terminal services setup process. The above details would be the best course of action to follow to accomplish a terminal services setup.