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[a]What do I need to know if I am using the Aeries Integration?

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Q: What do I need to know if I am using the Aeries Integration?

A: If you are considering, or are already set up with, the Aeries Integration, it is important to review the following information. 

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About the Aeries Integration

Import (Available now):

  • Data Imports: Users, Classes and Rosters will automatically be imported from Aeries into PowerSchool Learning.  
  • Import Frequency: Data imports are scheduled to take place three times a day, at 4:22 AM, 11:22 AM and 7:22 PM Eastern Standard Time.
  • Parents: Parents cannot be imported via our Aeries Integration at this time. You can instead add them using an alternative method.
  • Authentication: This is not available in the integration.

Grade Export (Closed Beta):

  • Attendance Push: This is not available in the integration.
  • Grade Push: Yes, you can push Gradebook scores from PowerSchool Learning to Aeries.
  • Grade Push Frequency: Immediate.
  • Grade Pull: No. Any scores that are edited or changed in Aeries will not be synced back into PowerSchool Learning.
  • Premium Import & Export, in addition the the Grade Push, also includes the automatic imports of users, classes, and rosters from Aeries.

Contact us at community@haikulearning.com and we're happy to talk through any questions.

Important Considerations

Below are points to consider before getting started with the Aeries integration.

When should I switch to the Aeries integration?

  • We recommend that you transition to the Aeries integration during Summer break. It is often difficult to map Class import_ids already in PowerSchool Learning to new IDs in Aeries.  Switching over during the summer ensures that you can simply leave your old Classes as-is and bring in new Classes for the new school year via import.

What if I have existing user Accounts already in PowerSchool Learning?

  • If you have connected a Google Apps domain with PowerSchool Learning, please make sure that Google Apps email addresses in Aeries are in the appropriate email field.  You can see which field this is per user type at the bottom of this article.
  • If you are not using Google Apps there will most likely be a need to map import_ids in your live domain to what is coming over from Aeries.  Because Account import_ids in your live domain are different from those in Aeries, without a mapping process, duplicate accounts would be created, and the current records deactivated/deleted.
  • Please note: This mapping process does not need to be completed if you are a Google Apps enabled domain and all of your imported users are using Google to sign-in to PowerSchool Learning.

What if I don't have Sections for my Elementary Schools in Aeries?

  • At this time, Classes in PowerSchool Learning as imported through the Aeries integration are imported from Sections.  Please speak with your Integration Advisor if this is the case to help figure out a solution.

Which Classes will push Grades to Aeries?

  • Only Classes, Teachers, and Students that have been imported via the Premium Import & Export will send Gradebook scores to the Aeries Gradebook.

How do I get started with the Aeries integration?

  • It is easy to get started. Just drop a note to integrations@haikulearning.com. We can get you set up with the free Basic Import that automatically imports Users, Classes and Rosters from Aeries into PowerSchool Learning. If you would like to learn more about the Premium Import & Export that gives you automatic grade return to Aeries, integrations can connect you to your Account Manager to discuss pricing.

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Configuring Aeries Integration

  • To take advantage of the integration, you will need Aeries.Net.
  • To set up Aeries Integration for your domain, our Integrations Team will need the following details:
    • Your full Aeries URL (i.e. https://demo.aeries.net/aeries.net/
    • Your Aeries Certificate. To read more about the Aeries Certificate, see the API Documentation.
    • To create a certificate in Aeries, navigate to the Aeries.NET Security module and then click API Security.  Click Add, enter the appropriate information, check the appropriate boxes (see image and text below for boxes to check), and select Display Certificate Details to see the number.  This is what you will need to send us.
  • When you generate your Aeries certificate, you will need to enable the following permissions (see screenshots below)
    • Student Data
      • Student Data
      • Contacts
      • Class Schedules/History
    • Scheduling
      • Staff Data
      • Teacher Data
      • Master Schedule
      • Course Data
    • (To use the Grade return, optional)
      • Gradebook
        • Gradebook Data (Read and Update)
        • Gradebook Scores (Read and Update)

 

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    • If you are not sure how to generate this certificate, please reach out to Aeries Support for further information.
  • As a fail safe for this integration type, once a user is set to use Google Apps SSO authentication in PowerSchool Learning, their authentication type can only be adjusted manually.  If a user is not automatically set to this authentication type via the import, the user can be set manually from within your domain, and following imports will not change their authentication type.

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PowerSchool Learning Domain Settings

  • First, you'll need to set up your Aeries Config page.  To do so, navigate in your domain to Manage Domain (gear icon) -> Aeries Config.  You will be setting up the following information:
    1. Schools
    2. Year for Classes
    3. Teacher Email to Import (Staff or Teacher)
    4. Default Passwords for user type you wish to use PowerSchool Learning Authentication

  • If the Years for Classes box is grayed out, you will need to add an active school year by navigating to Manage Domain (gear) -> School Years -> Add New School Year.  All classes that are pulled from Aeries will be based on the dates in the school year menu. Also, if the new school year is not showing, the LearningMaster needs to add a new School Year within their PowerSchool Learning domain (Manage Class > School Years > Add).
    • Note: In order to add years you will need to make sure first that the Allow Administrators to edit all imported data via the web box is checked - to do so, navigate to Manage Domain (gear) -> Settings, check the box, and click Save.
  • If you ever make changes in Aeries (for example, adding a new School) and you don't see it in the Aeries Config in PowerSchool Learning, click the Refresh Cached Values button in the bottom right.
  • Make sure the “Autogenerate usernames at time of import” option is turned on while using the Aeries Integration (through the Manage Domain > Domain Settings > General tab). Checking this option will ensure that an imported user without a username or Google email address will not fail to be imported.  If the user fails and is the owner of a class, roster and class creation will also fail. This setting acts as a failsafe for users who do not have a username stored in Aeries.

  • Passwords are not passed via the Aeries Integration. PowerSchool Learning can set default passwords for you.  Be sure to check the option reads: "Imported passwords are temporary" prior to running an import if you would like imported passwords to be temporary.  This option can be adjusted through the Manage Domain > Settings > Users area.

Troubleshooting

If you are running into issues with the Aeries integration, here are some steps to try:

  • If you are using AD authentication it may be necessary to set up a separate URL for API users. Please check with Aeries support to see if you need to set up a separate URL for API users and the steps necessary to complete this task.

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Mappings

 

Student Mappings 

We will bring over any Student with a Status of Active in Aeries.

PowerSchool Learning Values Aeries
user_id students.PermanentID
first_name students.FirstName
middle_init students.MiddleName 
last_name students.LastName 
nickname students.FirstNameAlias
login students.NetworkLoginID (STU.NID)
password  ''
email students.StudentEmailAddress (STU.SEM)
user_type "S" 
organization_id students.SchoolCode 
blocked "0" 
sso_id email if email matches google apps domain 

 

Users Levels (Students)

PowerSchool Learning Values Aeries
user_id students.PermanentID
level_id students.Grade 

 

Teacher Mappings 

We will bring over any Teacher with a Status of Active in Aeries.

PowerSchool Learning Values Aeries
user_id teachers.TeacherNumber
first_name staff.FirstName (if blank, teacher.FirstName)
middle_init staff>MiddleName 
last_name staff.LastName (if blank, teacher.LastName)
nickname  ''
login staff>UserName 
password '' 
email staff.EmailAddress  (if blank, teacher.EmailAddress)
user_type "T" 
organization_id teachers.SchoolCode 
blocked "0" 
display_id  ''
sso_id email if email matches google apps domain 


Organizational Mappings

PowerSchool Learning Values Aeries
organization_id schools.SchoolCode
name schools.Name 
parent_organization_id  

 

Class Mappings

We will bring over any Class with at least one Section and a Status of Active in Aeries.

PowerSchool Learning Values Aeries
class_id schools.SchoolCode-sections.CourseID-SectionNumber-Period-Year
name Course>Title
description Course>LongDescription 
code sections.CourseID-SectionNumber
year Taken from the Aeries config UI
teacher_id sections.TeacherNumber1 
organization_id sections.SchoolCode 

 

Roster

PowerSchool Learning Values Aeries
class_id schools.SchoolCode-sections.CourseID-SectionNumber-Period-Year
user_id sections/students.PermanentID/TeacherNumber
role "T" or "S"

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