The IT Director & Tech Team Guide

Part 4 of a 4-Part Afterschool Series

Part 1: Data, Partnerships, and Compliance
Part 2: The Site Coordinator & Program Leader Toolkit
Part 3: The Meticulous Attendance Specialist Guidebook
Part 4: The IT Director & Tech Team Guide

A Note on Purpose and Approach
This article is the fourth installment in our four-part series exploring the various roles that support afterschool programs. We want to emphasize that our purpose is not to dictate how you should work—instead, we recognize that you are the expert. What follows is an overarching structure, a set of insights and best practices designed to serve as a reflective mirror for your own methods. As you read, you might find yourself thinking, ‘Yes, I do that,’ or, ‘Yes, that is a good idea,’ and at times, wondering, ‘I don’t do that… why is that?’ This playbook is intended as an opportunity for you to evaluate your own systems, identify strengths and weaknesses, and consider what might be tweaked or expanded. No program is perfect; and yet this playbook might illuminate ways your program can continue to grow.

Integrating Aeries with Your After-School Program Platform: A Practical Guide for California Districts

School administrators running an after-school program often manage critical data under funding guidelines such as CA ELO-P, ASES, or 21st CCLC. Balancing day-to-day data entry, teaching responsibilities, and compliance reporting can become challenging when multiple systems are out of sync. If your schools rely on a Student Information System (SIS) like Aeries, linking it to an after-school platform can simplify workload, strengthen data accuracy, and help fulfill the district’s mission. Below is an overview of key considerations, drawn from real experiences and best practices.

Why an Integrated Approach Matters

Many school districts in California already use Aeries to keep track of student enrollment, attendance, and demographic details. At the same time, after-school programs are required to submit detailed data for funding compliance. Without integration, the school district it director or director of technology may field constant requests for manual data updates. An automated connection allows both systems to share information seamlessly.

• Consistency of Records: When students change addresses or phone numbers, updates in Aeries can appear in the after-school platform within minutes (source: imsglobal.org).

• Unified Attendance Tracking: After-school attendance can flow back to the SIS, reducing the department’s data entry burden and making it easier to create combined reports.

• Time Saved: Administrators, coordinators, and teaching staff can refocus energy on development of engaging programs rather than duplicating spreadsheets.

• Confidence in Compliance: With improved data management, audit and grant reporting for CA ELO-P, ASES, and 21st CCLC becomes far more efficient.

Early Steps Toward a Successful Integration

1. Assess Compatibility

Before committing to a platform, review each vendor’s capacity for data exchange. Aeries frequently supports APIs and standards such as OneRoster (source: imsglobal.org). Confirm that the chosen after-school software can exchange files securely and handle the same data fields.

2. Plan for Growth

A district technology department may oversee multiple schools, and new campuses sometimes join after-school programs each year. Make sure the integration approach can handle incremental increases in user and data volume without performance breakdowns.

3. Involve All Stakeholders

Everyone from the director of technology to site coordinators should have a chance to weigh in. When administrators feel heard, they’re more likely to support changes in daily workflows. Consider forming a small review group to check initial solutions and submit feedback.

4. Budget for Resources

Integration might require licensing fees, server upgrades, or staff training. It’s wise to clarify costs—especially if your district plans to develop custom solutions—to avoid surprises. If the district’s mission includes innovative uses of technology, these investments often pay off through streamlined operations.

Data Privacy, Security, and Reliability

When student records move between multiple systems, security must be maintained. School administrators must also follow federal and state regulations, including FERPA and COPPA (sources: studentprivacypledge.org, www2.ed.gov, ftc.gov). California state laws such as SOPIPA, AB-1584, and Education Code 49073.1 further reinforce data protection (sources: leginfo.legislature.ca.gov, codes.findlaw.com).

• Encryption in Transit: Ensure both the SIS and after-school platform transfer files over secure channels like HTTPS.

• Access Controls: Use multi-factor authentication or single sign-on to limit who can view sensitive information.

• Uptime Guarantees: If attendance is logged in real time, request service-level agreements that specify high availability.

• Ownership of Data: Confirm that the district retains ownership of student records, and that any vendor contract spells out security requirements and breach responses.

Common Challenges and Ways to Address Them

Maintaining Data Accuracy

An SIS such as Aeries acts as the single source of truth for enrollment and personal details (source: aeries.com). To avoid confusion, configure the after-school platform to rely on that same source. Periodic audits help confirm alignment between systems. This approach can assist administrators who have to produce compliance reports on short notice.

Syncing Attendance

Many programs track attendance on tablets or laptops, but results must still be merged with the district’s main SIS. An automated feed removes the need for staff to re-type rosters. Ideally, the system can sync data nightly or in real time. If connectivity is lost, look for offline features that let staff record attendance and upload it later.

Minimizing Staff Workload

Manual backup logs can negate the benefits of automation if people feel they must double-enter everything “just in case.” With thoughtful training, site coordinators can trust a new process. If a glitch does occur, IT teams can step in and facilitate a quick fix, rather than requiring everyone to keep separate files.

Suggested Phased Implementation

Pilot a Small Number of Schools

Start with one or two sites. Train staff, gather feedback, and confirm that everything—especially attendance syncing—works smoothly. This short-term pilot gives the information technology department concrete data to refine processes.

Expand Gradually

Once the pilot succeeds, roll out the new platform to additional schools in phases. Provide training in multiple languages if staff or families need it. Encourage each site to submit requests for help early, and assign an on-call support person during the first few days of usage.

Ongoing Maintenance

Even the best setup needs periodic checkups. Software updates, staff turnover, or changes in funding requirements can affect the integration. Continual management ensures that workflows stay streamlined, the curriculum remains supported, and staff get the assistance they need.

Creating Better Conditions for School Communities

A reliable SIS and after-school data link unlocks opportunities to develop deeper engagement strategies. When administrators have quick access to daily attendance, they can spot patterns and plan interventions for students who might be struggling. A director might also use integrated data to shape a shared vision for after-school enrichment, with fewer hours lost on spreadsheets.

• Data for Funding and Planning: Grants such as ASES or 21st CCLC demand thorough documentation. Automation makes those quarterly or annual reports more accurate and easier to produce.

• Timely Communication: Up-to-date contact details let the district send important alerts or announcements without delay.

• Smoother Collaboration: Coordinators, teachers, and staff can rely on the same records, leading to stronger teamwork.

Final Thoughts

An after-school program can transform daily operations if it aligns well with Aeries. The school district it director and the director of technology are key players in shaping this path. By thoughtfully implementing secure data exchange, designing user-friendly processes, and keeping everyone—administrators, staff, and families—informed, your district can maintain a streamlined system that supports both educational goals and compliance needs.

If you want to learn more or need specific details about how these connections work, feel free to visit Aeries’ official site (source: aeries.com) or talk to your selected vendor about integration steps. A well-managed SIS-after-school link can help schools strive for better outcomes, reduce staff frustration, and provide a welcome foundation for program development and teaching excellence.