This lesson walks through how to utilize the Merge Student Records tool to resolve duplicate student accounts.
Required Permission: Merge Student Records
Occasionally, duplicate student records are imported into DnA, where multiple student accounts use different Local IDs, but the same State Student ID (SSID). This can happen due to students transferring between different schools and districts, leaving and re-entering a school district, old student IDs being recycled, or simple data errors. When these duplicate records are recognized by the DnA system, the data is not ingested, and an O188 error message is given. Further, the blocked student records can prevent the relevant student from logging in and completing online testing.
The Merge Student Records tool provides a way for users with permission to merge duplicate student records into one, resolving student account errors. Two student accounts with the same SSID can be merged into one under the appropriate Local ID, maintaining all associated historical data from both accounts, including enrollment, rostering, attendance, assessment data, grades, demographic data, and health and contact information.
Before You Begin
Receiving the O188 error message within the Core Data Import Logs is an indication that there are duplicate student records that need to be merged. Listed student records with the O188 error message can be used to identify duplicate student records, and merge student accounts as necessary.
Use the Student Search tool to search for existing student records with a duplicated State Student ID. Identify the Local Student IDs of the duplicate student records, and determine which ID should be retained, and which should be merged and deleted.
Copy and paste SSIDs and Local IDs instead of hand typing to avoid mistakes, and ensure that the correct student accounts are being merged.
Where to Start
- Select the Admin Gear icon.
- Under Data, select Merge Student Records.
Merge Student Records
- In the Student ID to Delete field, enter the Local Student ID of the student record to delete from the DnA system.
- In the Student ID to Keep field, enter the Local Student ID of the student record to keep, and to merge data into.
- Select Review Merge.
If one or both of the entered Student IDs are incorrect, an error message will appear at the top of the page. Ensure that the Local Student IDs are being used, as listed within the DnA system. Copying and pasting the IDs into the fields instead of hand typing can prevent typing mistakes.
- The Review Merging Student Records popup window will appear. The Student ID to be kept, with the associated name and date of birth, appears in green. The Student ID to be deleted and merged appears in red. Carefully review the listed student records to ensure that the correct records are being kept and deleted.
Once student records have been merged, the process CANNOT be undone. Ensure that the listed student records are correct, the Student IDs have been entered correctly, and the proper records are marked for retention and deletion. Merging incorrect student records may require student files to be re-imported, and may result in lost historical data.
- If the student records are not correct, or the incorrect records are labeled for keeping or deleting, select Cancel to return to the Merge Student Records screen.
- If the student records are correct, select Merge Student Records to continue.
- A success message will appear verifying the student record that has been updated, and the student record that has been merged and deleted.
- Select the updated Student record ID link or the Update link to access the updated Student Profile to check that the records have been properly merged, and to make any necessary edits.