Santa Ana Unified School District

Santa Ana Unified School District
Educational Technology Department
Version 10.08.24
Training and Support
You may contact the District’s Help Desk for assistance with the Aeries system:
SAUSD Aeries Help Desk
714.480.4747 or Extension 74747
Also, resource information is posted on the SAUSD Aeries webpage under “Contents” in the ABI
section.
Table of Contents
INTRODUCTION ............................................................................................................................................................ 1
Prerequisites .................................................................................................................................................................. 1
Conventions Used in the Handbook ............................................................................................................................... 1
ABI ACCESS.................................................................................................................................................................... 2
LOGGING IN.................................................................................................................................................................... 3
THE HOME PAGE ............................................................................................................................................................. 4
TAKING ATTENDANCE ....................................................................................................................................................... 5
CHANGING THE DATE........................................................................................................................................................ 7
ATTENDANCE CODES ........................................................................................................................................................ 8
REPORTS...................................................................................................................................................................... 10
Daily Attendance Summary Report .............................................................................................................................. 10
Monthly Attendance Report .......................................................................................................................................... 12
NOTIFICATION OF STUDENT HEALTH PROBLEMS.................................................................................................................... 13
Introduction
This handbook is based on the Aeries Browser Interface (ABI) System.
All rights reserved. No part of this publication may be reproduced or used in any form or by any
means – graphic, electronic, or mechanical, including photocopying, recording, taping, or in
information storage and retrieval systems – without written permission from Santa Ana Unified
School District – Education Technology Department.
This publication is for internal distribution only.
This user guide is intended to teach you how to navigate within ABI, record student attendance, and
produce reports.
Prerequisites
A basic understanding of the Windows environment is a prerequisite in utilization of this material. It
is assumed that you can use a mouse; that you are familiar with basic Windows elements such as the
title bar, menu bar, and scroll bars; and that you can select menu options and applications. It is also
assumed that you have completed the basic ABI training.
Conventions Used in the Handbook
You will see this symbol when additional information is provided about the current topic. It
will also appear when a tip, trick, or shortcut is available.
You will see this symbol when you need to be aware of a potential problem.
Please check with your supervisor regarding any SAUSD guidelines and procedures that may
relate to information in this handbook.
The information in this document is subject to change as the ABI software evolves and as
SAUSD practices and processes change.
ABI Minimum Requirements
The minimum requirements for the Aeries Browser Interface are:
• An Internet connection.
• A browser. The preferred browser for PCs is Internet Explorer.
(The preferred browser for Mac computers is Mozilla Firefox.)
• Cookies and JavaScript must be enabled.
• Adobe Reader must be installed in order for the ABI reports to run.
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ABI Access
The Aeries™ Browser Interface (ABI) is an application that is accessed through a web browser and
that can be used by classroom teachers to update student attendance in the Aeries™ database. ABI can
be accessed from any SAUSD computer with Internet access. However, the user must be set up by
SAUSD in order to log in to ABI.
There are several ways to access ABI.
Go to: http://iportal.sausd.us/abi/
OR
Access the District Aeries Webpage and click on the ABI access icon.
OR
Go to the Staff Portal on the District Website and click on the ABI link.
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Logging In
Login Username
The login username is the 6-digit SAUSD employee number.
Where an individual has only 5 digits, the number must be prefaced with a 0 (Zero). In other words,
45678 would become 045678.
Login Password
The password format is:
first name initial + last name initial + DDYY (Date and Year of Birth) + last digit of SSN.
** first name and last name initials are in lower case.
Once you access the ABI log in screen,
•
enter Username and Password,
•
select School, and
•
click the Log In button.
If the numeric passcode has been activated,
•
use your mouse to click in the passcode, and
•
Click the Log in button.
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The Home Page
The home page will display.
On the left side of the screen, in red, is an Attendance Reminder for the teacher.
 At the top of the screen, tabs permit access to Attendance, Student Info, and various Resources.
“Hovering” over the tabs will generate a drop-down menu.
 Click on the Take Attendance option under the Attendance tab to post student attendance.
The class roster will display. The SAUSD class rosters will appear with different attendance codes and
will not display Ethnic Code or Home Language.
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Taking Attendance
With the class roster open, you will notice:
 a drop-down menu to facilitate period/class selection
 a reminder about submitting today’s attendance
 a reminder, where appropriate, about yesterday’s attendance
 the date defaults to the current date and is highlighted in yellow
 the previous dates display with any previous absence codes indicated
 the radio buttons display in an empty column to the left of the attendance codes
 initially, there are no absence codes recorded for the current date unless the Attendance Technician
has already input codes for anticipated absences (Suspension, Ill, Excused, etc.)
To post student attendance, click on the radio button in the appropriate column.
As visual verification of selected students, rows will be highlighted in green.
Finally, click the
SAUSD – ABI Attendance for Secondary Schools
button.
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After submitting attendance, you will notice:
 the time of the last attendance update for this period is recorded
 the attendance reminder has changed to show which periods still require your attention
 students’ attendance codes have been recorded
 the radio buttons once again display in the empty column
Please be reminded that the screenshots shown so far do not reflect SAUSD’s configuration with
regard to Absence Codes or student information.
You did not submit attendance for any period yesterday . . .
•
•
This message will require you to contact the Attendance Technician who will need to enter
any codes for the previous day, unless a substitute teacher submitted attendance to the
Attendance Technician.
Please note that this message will appear even the Attendance Technician entered
attendance for your classes as submitted on paper by a substitute teacher. (So, if you were
absent the previous day, ABI is merely advising that attendance for your classes was not
submitted on your behalf via ABI.)
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Changing the Date
To view previous attendance, the Change Date option is used. Click on Change Date to open a date
selection window with a drop-down menu to access various months. All dates are color-coded.
Currently, the drop-down menu appears as a small window. You will see:
 the drop-down menu, and
 color-coded dates which can be selected by clicking on them.
The date you selected will display in yellow and previous dates will display with any previous
attendance codes entered. If the date selected is too far in the future, as in the sample below, you will
be unable to input attendance codes. (Notice that there are no radio buttons present!)
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Similarly, if you select a date in the past (as in the sample below), you will be unable to edit
attendance codes. (Again, note that no radio buttons are visible.)
Although ABI will allow you to view attendance for any date, attendance
codes can only be entered for the CURRENT school day!
Attendance Codes
Currently, for SAUSD Secondary Schools, the attendance codes display as:
A
P
K
L
Y
Absent
Present
Tardy (U)
Tardy (E)
Tdy Truant
ABS
TDU
TDE
TDT
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The table below shows all of the SAUSD absence codes currently available for secondary school use.
The codes that are actually accessible through ABI are checked. The remaining codes are utilized by
the school site attendance technicians.
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Reports
Daily Attendance Summary Report
To access ABI reports,
 click Resources, and
 click Reports.
Select a report type.
Configure the report.
 Choose the period (or All)
 Click the required codes
 Select the desired date range
 Click
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This particular report would display as:
This report can only be printed by using the print function of your browser.
Do NOT exit the report by clicking the Windows Close button
Doing so will close your ABI session!
Instead, use your browser’s back button
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Monthly Attendance Report
The monthly summary report is currently found under Class Rosters.
Select the desired configuration
 Choose the period
 Select the date range
 Click
The report would display as:
Do NOT exit the report by clicking the Windows Close button
Instead, use your browser’s back button
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Notification of Student Health Problems
Health problems for some students will be visible in the attendance roster in the Health column.
(Please see below.)
Significant health problems will be codified in the following manner:
Description
Diabetes
Cardiac
Asthma-med
Allergy-med
Seizure
Activity Restricted
Heart
Vision
Bleeding Disorder
See Nurse
Code
D
C
AS-Med
AL-Med
SZ
AR
HE
V
BD
SN
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