There is an inherent need for schools and districts to communicate with Incoming Students. This often includes Inter-district students which most often constitutes students promoting from elementary school districts, and Intra-district students which includes students promoting from a school within the district. In both cases, these students are pre-enrolled for the coming year in the incoming school/district. However, they are handled completely different in Aeries Communications.
Inter-district students, because they are not yet active in the incoming school/district, do not have an active student record, often indicated by an '*' code in the InactiveStatusCode (STU.TG) field. As such, schools and districts would not want to communicate with them for general and emergency announcements until their student records become active. But there is a need to communicate with them with information like upcoming registration announcements. Even though these students DO NOT have an active student record, they can still be managed with Aeries Student Groups, but they also require special handling during the Aeries Communications sync process. Students and guardians will have special "pre-enrolled" accounts that are not included by default in any school or district general or emergency announcement.
Intra-district students, on the other hand, already have active student records for their current school so they are treated differently in Aeries Communications and would not be designated as "pre-enrolled" in Aeries Communications. Staff members at the district and their current school need to be able to communicate with them normally for general and emergency announcements, and teacher outreach, in addition to special announcements from their incoming school. Since these students are already active members of the district and their current campus, they can easily be managed with Aeries Student Groups without the need for special considerations related to their district membership.
The Student Groups feature in Aeries is a powerful tool to manage, organize and target groups of students in Aeries. These groups can be shared amongst staff members given access, allowing them to have visibility over students they wouldn’t normally have access to. Student Groups can either be Static Lists of students, Dynamic Analytics Groups using Aeries Analytics (for active students), or Dynamic Database-driven Groups using SQL queries and/or stored procedures. Aeries Student Groups are synchronized as Private Groups in Aeries Communications. For more information related to creating and managing Student Groups, check out the Aeries Student Groups support articles that can be found in the Aeries Support Knowledge Base. To communicate with these Student Groups in Aeries Communications, you would simply need to add the Incoming Student Group as a recipient of your announcement like you would any other recipient.
1. To utilize Student Groups in Aeries Communications, they must first be enabled on the API Security page in Aeries
2. Make Student Group available in Aeries Communications
To make a Student Group available in Aeries Communications as a Private Group, the Communications box must be checked, and a data synchronization must occur. Currently, data synchronizations occur twice daily so the group may not become visible in Aeries Communications until the following day. However, if you need immediate access to the group, please feel free to submit a support request at any time. Our support team will initiate a data synchronization for you just as soon as we can attend to your request.
- Please ensure that each Student Group name is unique - No duplicate Group Names in Aeries Communications
- Group memberships in Aeries Communications will automatically update after every sync
- The Private Group will display in the left-navigation of a member’s feed in Aeries Communications
3. Associate Staff Members with Student Groups
Student Groups in Aeries Communications are automatically "owned" by the staff member that creates them. In cases where a school or school district would like other staff members to be able to communicate with the groups' members in Aeries Communications, they must first be associated with that group in Aeries. This is especially necessary for Incoming Student Groups in order to associate the staff of an incoming school to the group. To accomplish this, simply utilize the webform found under the Associated Staff Members tab. Once the tab has been selected, click on the Add Staff button to open the Add Staff bar where you can enter a staff ID. You can click on the Search Icon to access the search window where you can quickly search for available staff members by Name.
Staff members associated with the Student Group in Aeries will become "Owners" of the group in Aeries Communications and will be able to send announcements and DMs to members
4. Once the Student Group has been saved and synchronized, it will be available for use throughout Aeries Communications
School and District Admins have access to all Groups in the Dashboard and have the ability to send announcements to any Group within their purview.