Duplicate Student Records

Modified on Mon, Jan 29 at 12:34 PM

Q:  We created a duplicate student record.  Can we merge the 2 student records together?

A: There is no "merge" tool/feature for student records within Genesis.

The district would need to determine which student record they want to keep/maintain and then delete the erroneous duplicate student record.

These are the basic steps:

- Decide which record to keep, decide which record to delete

- Reenter the appropriate student record (if it is inactive) into the correct school via Registration>Reentry

- Manually update/copy the student record with the various pieces of student information from the one you will be deleting

- Delete the erroneous duplicate student data record via Admin>Students>Delete Student.

Q:  How can I prevent registering duplicate students in the system?

A: The Registration module has a built in warning for users when attempting to register the same student (or another student with same last name and date of birth.)  

After you enter the preliminary info for the student (such as Name, Birth Date etc) - you can click the “Does Student Exist?” button at the bottom of the Registration screen.

If a student matching this student’s basic information exists, a warning will be displayed.

Q:  What happens if a parent reregisters their student through the Open Reg portal if the student has previously attended the district (and is inactive)?

A "Merge" feature does exist for the Open Reg module. Please review our documentation on this here.

When registering or pre-registering a student from Open Registration, they can be merged with an existing student if they are inactive, and have the same last name and date of birth. 

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