How to Locate Duplicate Student Records

Student's Name (Last, First MI)

Enter the student's name (last, first, then middle initial or name). Names that include spaces (such as Mary Jo) can be included in any of the three fields. The maximum number of characters and spaces is 20 for the last name field, 20 for the first name field, and 15 for the middle name field.

DOB

Enter the student's date of birth using the format mm/dd/yyyy or mm-dd-yyyy. If you enter a date of birth, students with the same name and the same date of birth will appear as potential duplicate student records. If you enter a date of birth that does not match any existing student records with the same name, the new enrollment will not be considered a potential duplicate.

If you do not enter a date of birth, only the Name, Phone Number, and Social Security Number fields are considered when checking for duplicate students.

Student Number

If available, enter the student number. If you leave this blank, one will be assigned to the student. If the student has already been assigned a student number, that number will be used in place of the one entered here. The Student Number and State Student ID are the same number.

Gender

Select the student gender from the pop-up menu.

Social Security Number

Enter the student's Social Security number.

Phone Number

Enter the student's phone number.

Enrollment Date

If it is not the date displayed, enter the student enrollment date using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.

Full-Time Equivalency

TBD

Grade Level

Choose the grade level the student will be in when he or she enters your school from the pop-up menu.

Entry Code

Choose the reason the student is entering your school from the pop-up menu.

Track

Choose the student's track from the pop-up menu.

Note: For more information, see Calendar Setup.

District of Residence

Choose the district in which the student lives from the pop-up menu.

If you have the appropriate permissions, you can click District of Residence to access the Districts of Residence page.

Note: For more information, see Districts of Residence.

Fee Exemption Status

Choose the student's fee exemption status from the pop-up menu in the School Fee Information section:

• Student not Exempted
• Student Exempted from Course Fees
• Student Exempted from School Fees
• Student Exempted from All Fees

School and course enrollment fees are automatically assigned to students when they enroll in school or in a course. Students can be exempted individually from having these fees assigned to them automatically by using the Fee Exemption Status pop-up menu. While you can indicate to the system that school and/or course enrollment fees are not to be assigned automatically, this does not prohibit fees being assigned manually.

Note: For information about exempting a group of students, see School Information.

School

The school in which you are enrolling the student.

Enroll without Linking or Copying Information

Select this option to skip all linking and copying functions. All other standard enrollment functions occur when you click Submit. Use for students with no known siblings in the district.

Search for Family Members to Link to and Copy Information From

Select this option to initiate a search for potential family members from which shared data can be copied when you click Submit.

Note: The search for siblings performs an “or” search. Students with active or inactive status who match any of the search criteria display on the search results page as a potential sibling. For example, if you enter the mother’s name along with the street address, a student who has the same mother’s name or the same street address displays on the resulting search page.

Family ID

Enter the family ID, if applicable.

Note: This field is provided only for districts and schools that used it previously to associate related students. Family management functionality is based upon relationships stored in the Relationships table.

Mother’s Name

Name of the enrolling student’s mother.

Father’s Name

Name of the enrolling student’s father.

Guardian’s Name

Name of the enrolling student’s guardian.

Sibling’s Name
(Last, First)

Name of a sibling who is also a student within the district. There are two separate fields since a student’s name is stored as unique fields for last name and first name.

Include Student’s Last Name in Search

Select the checkbox to include the last name of the enrolling student in the family match search. All students who share the same last name will be included in the search results.

Street, Apt/Suite

Enter the street address in the first field, and apartment or suite number in the second field, if any.

City, State, Zip

Enter the city, state, and zip code for the street address.

Geocode

The latitude/longitude pair that represents the geographical location of the home address. This field is read-only and is automatically generated when the address is validated or imported. For more information about geocodes, see Address Management.

Click Validate to perform address validation. For more information about performing address validation, see Perform Interactive Address Validation.