Merging Duplicate Students

Learn how to merge duplicate students into a single student record.

What's included in this article?

• What is a Duplicate Student?
• How Do I Find Duplicate Students?
• Merging: Step-by-Step

What is a Duplicate Student?

A duplicate student is when multiple versions of a single student exist in the system, including in past years. Duplicate students are those with the same first name, last name, and date of birth. 

 

How Do I Find Duplicate Students?

In the Students module: 

• Use the "Show Duplicates Only" checkbox to display ONLY students who match as duplicates. 

• Select the two students to be merged and use the Bulk Action > Merge Students option 

Within a Student Profile:

• Use the Merge button to surface the Student Lookup pop-up modal 

• If needed, modify the student name and/or student ID fields and click Search 
• Select the student that you would like to merge with the Student Profile you are viewing, and continue to the Review Merging Fields step

Merging: Step-by-Step

Step 1: Review the student information at the top of the page to determine which version of the student will be your Source Student. The Source Student is the version that will remain in the system after the merge. 

Step 2: Select the individual guardians to be linked to the Source Student, or use the "All Guardians for this student" option.

Step 3: Review the list of individual fields and values to select which data should be kept.

• The list of fields displayed represents only fields that have conflicting or different data between the two versions of the student. 
• Selections can be made for each field individually or by using "All fields for this student". 
• Note: The system will not auto-select empty fields (no data present); instead, it will default to selecting the field with data. You are able to manually select the empty field, if desired.

Step 4: Click the "Save & Continue to Applications" button to review and select which Application forms should be merged into the Source Student. 

Step 5: On the second Merge Students screen, the system will display all application records to be reviewed and selected for merging, including records in prior or future years. All non-selected records will be set to withdrawn. 

• Application forms that are NOT selected will be moved to the Source student and marked as Withdrawn. This allows you to search and retrieve the withdrawn forms, if needed. 
• The withdrawn reason assigned to non-selected forms during the merge process will be: "Merged Student Record".
• "Current" refers to the year in which you are initiating the Merge Students action.
• "Next" refers to future year(s) where a version of the student exists.
• "Previous" refers to historical year(s) where a version of the student exists.

Step 6: If using the Registration module in Enroll, a "Save and Continue to Registrations" button will be available to continue to a third screen where you will complete the same review and selection process for Registration forms.

Step 7: Confirm the Merge Students action.