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Aeries Student Groups Maintenance Workflow

Maintains selected Aeries student-group memberships for operational cohorts such as SPED, GATE, district groups, and other configured populations.

Internal-only entry. Do not publish externally without review.
Type
System
Lifecycle
Active
Last touched
2026-03-26
Visibility
Internal

Purpose

Maintain selected Aeries student-group memberships for operational cohorts such as SPED, GATE, district groups, and vaccination follow-up populations.

Current state

Repo evidence now confirms this is a concrete production-maintained Integr8r path: `AeriesStudentGroups` is `Enabled = $True` and `BatchRunEnabled = $True` in `Config/Config.ps1`, with five SqlExec scripts under `AeriesStudentGroups/SQL/`. Those scripts maintain group IDs `656` (SPED), `637` (GATE), `638` (GATE grades 4-6), `727` (district grades 3-6), and `922` (grade-6 missing vaccination criteria) using a repeatable soft-delete, restore, and insert sequence in `SGM` based on `ENR`, `CSE`, `GTE`, and `IMM` criteria. Scheduler artifact evidence now shows `Integr8r - Batch` task presence on `saw-01.bousd.us`, giving stronger cadence context for this batch-enabled job.

Next step

Use the [Owner, Escalation, and Fallback Matrix](../owner-escalation-and-fallback-matrix/) to close per-group role boundaries: technical operator, business sign-off owner, fallback operator, escalation owner, and approved change authority for SPED (`CSE`), GATE (`GTE`), district grade cohorts (`ENR`), and vaccination follow-up (`IMM`) definitions.

Interfaces

Inputs
  • Aeries program, enrollment, and group tables
Outputs
  • Aeries student-group membership state

Reality to Action trace

Reality Ingestion

Not in scope.

Canonical Storage

Not in scope.

Automation Engines

Not in scope.

Human Interfaces

Contributes in this stage.

Operational Adoption

Contributes in this stage.

Core workflow

TBD. Document the 5-10 steps that define the core workflow.

Data integrity and contracts

Source of truth rules

  • Aeries program, enrollment, and group tables remain the authoritative upstream inputs for this workflow.
  • Aeries student-group membership state is the downstream maintained output and should not be edited ad hoc outside approved workflows.

Safe handling

  • Protect credentials, generated files, logs, and any transient export artifacts.
  • Treat student identifiers, rosters, and related records as FERPA-restricted data.

Operational notes

Reliability posture

Enabled Integr8r SqlExec workflow with deterministic soft-delete/restore/insert pattern across group scripts. Runtime host/scheduler context is now partially evidenced via Integr8r Task Scheduler entries on `saw-01.bousd.us`; primary residual risk is governance drift (group-definition changes without clear business ownership).

Observability

  • Integr8r main runner logs (`logs/main.log`)
  • Job-level report metadata from `ReportDetails` in `Config/Config.ps1`
  • Downstream symptoms: stale or incorrect Aeries group membership

Security and privacy

district-admin SQL permissions. Classification: restricted student operational data. student program and cohort-grouping data.

Dependencies

Upstream
  • Aeries program logic and SQL-maintenance discipline
Downstream
  • Aeries student-group membership state

Ownership

Owners

Technology Services

Users

Technology Services, Educational Services and data-governance stakeholders

Aeries Student Groups Maintenance Workflow

Operational Notes

  • Method: direct SQL execution against Aeries group tables.
  • Implementation: Integr8r job key AeriesStudentGroups in Config/Config.ps1 with SQL under AeriesStudentGroups/SQL/.
  • Maintained group scripts: SPED (656), GATE (637), GATE grades 4-6 (638), district grades 3-6 (727), and grade-6 missing-vaccination cohort (922).
  • Governance signal from SQL dependencies: group logic is not one homogeneous owner domain; it spans SPED program state (CSE), GATE program state (GTE), enrollment cohorts (ENR), and immunization follow-up (IMM), so approval authority likely differs by group family.
  • Maintainability warning: at least one script comment label appears stale (SPED script comment still says “GATE Students”), reinforcing the need for explicit review ownership rather than comment-only governance.
  • Trigger / frequency: batch-enabled in Integr8r config. Windows Task Scheduler artifact evidence on saw-01 now shows an active Integr8r - Batch task with two daily start boundaries (07:00 and 17:00), which likely includes this job.
  • Ownership boundary: technical runtime/operator context is evidenced through Integr8r batch execution on saw-01, but business approval authority for criteria changes remains family-specific and unresolved.
  • Failure impact / fallback: stale or incorrect group membership affecting downstream reporting or operational workflows; technical fallback is direct Aeries group maintenance, but fallback executor and approval authority by group family remain unresolved.
  • Governance note: unresolved ownership/escalation/fallback fields are tracked in the Owner, Escalation, and Fallback Matrix.
  • Related references: README.md, Config/Config.ps1, AeriesStudentGroups/SQL/.

Registry Alignment

  • Mapped registry entry: INT-067
  • Registry clarified: The enabled AeriesStudentGroups Integr8r job runs multiple SQL execution scripts directly against Aeries group tables.
  • Validation gaps: baseline batch cadence and host context are evidenced; unresolved business sign-off, fallback, and escalation fields by group family are tracked in the Owner, Escalation, and Fallback Matrix, alongside downstream consumer mapping.