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.
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
| Field | Description |
|---|---|
| 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:
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.
|
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
- Select which Schools to include in the report from the list of available schools.
- Select which Criteria to consider when looking for duplicates.
- Indicate whether the given criteria must be an Exact Match or a Soundex Match for first, last, and middle names.
- Indicate if the report should Search for students only (State Edition Only).
- Select the desired Report Option.
- Click Generate Report or Submit to Batch. The report is displayed in the selected report option.
Duplicate Students Search, PDF Format - All Criteria, Exact Match
Duplicate Students Search, CSV Format - All Criteria except Middle Name and Middle Initial, Soundex Match
Duplicate Students Search, HTML Format - Last Name, First Name, Gender, Exact Match
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 |
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 |
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 |
