Duplicate Students Search

Tool Search: Duplicate Students Search

The Duplicate Students Search displays student records with a match in demographic information based on either an Exact Match or a Soundex Match. This report is useful in maintaining clean student data.

Please also refer to the Duplicate IDs article for more information.

screenshot of the duplicate students search

Report Logic

The report consults student Identity and Demographic records. Logic uses data from the transactional database tables, not a view. This allows all possible existence of a duplicate record to be returned, including any student records marked as No Shows.

Report Editor

FieldDescription
Which schools would you like to include in the report?

Only selected schools will be included in the data results. The school selected in the Campus toolbar is automatically selected, but additional schools can be chosen. When the All Schools option is selected, student data from the entire district is returned.


When using this report in State Edition, a list of districts can be selected.

Which criteria would you like to use to consider the duplication?

Data is verified for duplication using the following demographic fields:

  • Name fields - Last Name, First Name, Middle Name, Middle Initial
  • Gender
  • Birthday 
  • Social Security Number
  • Race/Ethnicity

When a user selects multiple criteria, only duplicate information that matches ALL of the marked options reports.

Exact Match vs. Soundex Match

Duplication of students using name fields (last name, first name, middle name) can be searched by either an Exact Match or a Soundex Match.

  • An Exact Match returns data when all of the selected fields are entered in the exact same manner.
  • A Soundex Match returns data when the selected fields are similar but not exact, as in Olson and Olsen.

Search for Students Only


This option is available when generating from State Edition.


When marked, the report only looks for students (those who have an enrollment record). If not selected, all persons in Campus, including staff and parents, are referenced when looking for duplicates.

Report Options
The selected option determines the format in which the report is generated. The options are PDF, CSV, HTML, or DOCX.
Report Generation

Use the Generate Report button to display the report results immediately. 


Use the Submit to Batch button to select a time when the report will be generated. This option is helpful when generating reports for many schools, all schools, or a district. See the Batch Queue article for more information.

Generate Duplicate Students Search Report

  1. Select which Schools to include in the report from the list of available schools.
  2. Select which Criteria to consider when looking for duplicates.
  3. Indicate whether the given criteria must be an Exact Match or a Soundex Match for first, last, and middle names.
  4. Indicate if the report should Search for students only (State Edition Only).
  5. Select the desired Report Option.
  6. Click Generate Report or Submit to Batch. The report is displayed in the selected report option.

Screenshot of the Duplicate Student Search Report in PDF format. Duplicate Students Search, PDF Format - All Criteria, Exact Match

Screenshot of the Duplicate Student Search Report in CSV format.Duplicate Students Search, CSV Format - All Criteria except Middle Name and Middle Initial, Soundex Match

Screenshot of the Duplicate Student Search Report in HTML format. Duplicate Students Search, HTML Format - Last Name, First Name, Gender, Exact Match

Screenshot of the Duplicate Student Search Report in DOCX format.Duplicate Students Search, DOCX Format - Last Name, First Name, Gender, Exact Match

Duplicate Student Report Layout

Element Name

Description

Location

Name

The student's legal name, Last Name, First Name Middle Name/Initial.


Alphanumeric, 50 characters

Demographics > Last Name, First Name, Middle Name


Identity.lastName
Identity.firstName
Identity.middleName

SSN

The Social Security number of the person


Numeric, 9 digits

Demographics > Soc Sec Number


Identity.ssn

Student Number

The identification number of the student.


Numeric, 9 digits

Demographics > Person Identifiers > Local Student Number


Person.studentNumber

Birthday

The student's date of birth.


Date field, 10 characters (MM/DD/YYYY)

Demographics > Birth Date


Identity.birthDate

Gender

The gender of the student.


Alphanumeric, 1 character (M or F)

Demographics > Gender


Identity.gender

Race

The student's state-defined Race/Ethnicity.


Numeric, 1 digit

Demographics > Race/Ethnicity > State Race/Ethnicity


Identity.raceEthinicityFed

District

The district in which the student is enrolled.


Alphanumeric, 50 characters

District Information > Name


District.name

School

The school in which the student is enrolled.


Alphanumeric, 50 characters

School > Name


School.name

Year

The school year of the student's enrollment, the start and end year of the enrolled calendar.


Date field, 5 characters (YY-YY)

Calendar > Start Date, End Date


Calendar.startDate
Calendar.endDate

Grade

The current grade level of the student.


Alphanumeric, 2 characters

Enrollments > Grade


Enrollment.grade

Start-End Date

The start and end dates of the student's enrollment.


Date field, 20 characters (MM/DD/YYYY - MM/DD/YYYY)

Enrollments > Start Date, End Date


Enrollment.startDate
Enrollment.endDate