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As steward of the student record, the Office of the University Registrar oversees the resolution of duplicate IDs. This process uses a hierarchy approach so that all data is moved from the duplicate to the keeper ID by the stewards who own that respective data. Because the data is moved by different individuals in a specific order, we’re unable to project a time to completion, as this system can be impacted by peak periods. We should keep individuals with a possible interest updated each step of the way. |
Identify the Banner modules with data
Add accounts receivable, financial aid, admissions, and registration data must be moved from the duplicate record to the keeper record. Modules with data are identified in GUASYST.
GUASYST
In GUASYST, enter the first ID number. Note the relevant modules with checks in the boxes.
Start Over. Enter the second ID number and note the relevant modules with checks in the boxes. Repeat for all possible duplicate IDs presented.
The only modules relevant are Accounts Receivable, Financial Aid, Admissions, and Registration.
If any of the IDs attributed to the person have AR data, that department identifies the duplicate(s).
If there is no AR data, but has FA data, FA identifies the duplicate(s).
If no AR or FA data, but has Adm data, Admissions identifies the duplicate(s).
If no AR, FA, or Adm data, but has Reg data, Registrar identifies the duplicate(s).
If no data on one record, it is a dupe; Reg (Denise Kidd) reconciles the general person data and marks the dupe.
Confirm DOBs match
Using the Biographical tab, confirm that all IDs have the same DOB. Any with a different DOB are not duplicates.
Determine employment status
Using the Biographical tab > More Information button, determine if any ID is indicated as WA in the Job Status field.
Data move by stewards
Accounts Receivable
The Accounts Receivable steward is Mike Pilman.
AR’s process:
Data is reviewed/moved over from TSAAREV and TSAACCT.
Financial Aid
The Financial Aid steward is stewards are Tess Passey and Al Gallardo.
Financial Aid’s process
SAAADMS and SGASTDN: Check for all terms the record might have data
RRAAREQ: Received documents (loaded to BDM, “BR-TREQ” cabinet)
RHACOMM: Comments and possible documents (loaded to “BR-ID” cabinet)
RNIAPPL: Profile or FAFSA data loaded onto the record
RPAAWRD: Any aid/funds
Admissions
Move data from SAAADMS, SAADCRV, SGAADVR, and SGASADDThe Office of the Registrar removes/adds admissions data for graduate students.
Move data from SAAADMS, SAADCRV, SGAADVR, and SGASADD
Registrar
Coming soon
General person - SPAIDEN
Inactivate and delete the TU email account
If the duplicate ID has an active Type 10 TU email address, inactivate it and then delete it in SPAIDEN.
If preferred, the person can request that a duplicate ID email address can be moved to the keeper ID by emailing accounts@tulane.edu.
Mark the duplicate ID as such
On the duplicate record, in SPAIDEN, change the first character of the ID to X. Save.
In the Last Name field, add the keeper ID number between asterisks. Save.
For example, if you have the duplicate as 123004567/Jamie Banner, and the keeper 234005678/James Banner:
Change 123004567 to X23004567
In the last name field of X23004567, enter *234005678* before the last name: *234005678*Banner
Add alternate IDs to the keeper and remove from the duplicate
Add all alternate IDs from the duplicate to the keeper. Delete all alternate IDs from the duplicate.
Mark the duplicate as confidential
In the SPAIDEN Biographical tab on the duplicate record, mark it as confidential.
Doing this hides the duplicate from the directory.
Add biographical data to the keeper and remove from the duplicate
Email - SPAIDEN
SSN - SPAIDEN
DOB - SPAIDEN/
Address, phone - SPAIDEN
Emergency contacts -SPAIDEN
IT - GOATPAD
Update the Third Party ID
In GOATPAD on the duplicate record, click the maintenance button on the Third Party ID field, which will update the value to the “X” (duplicate) ID.
In GOATPAD on the keeper record, verify that the Third Party ID field displays the correct email username.
If not, delete the value in the field and click the maintenance button, which will then display the correct username.
Close the loop
Inform Mike Pilman (AR), Tess Passey (FA), Al Gallardo (FA), and Georgia Whiddon (FA).Inform the student’s admitting department/school, admitting office (Adm), academic advisor.
Inform Carlos Le (email accounts) and Bobbie Garner-Coffey (Canvas) as needed.
Inform Gerard Mahlmeister (application support) as needed (for Gibson).
Inform HRIS if the student is also an employee.
On this page
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Duplicate ID Marking Procedures Best Practices
Identify all duplicates before processing. There may be more than one.
Duplicate Marking should be performed completely, one person at a time. Do not leave a person’s records partially processed, particularly overnight.
The “deactivation” of duplicate IDs should be completed before the “activation” of the keeper ID. This ensures that critical values do not become ambiguous during the correction process.
UG Admission should create all data on the new record except the commitment deposit/waive decision code.
After duplicates are completely processed, they will eventually be deleted, except for records containing Student account Receivable data.
Records containing Student Accounts Receivable data cannot be deleted even if all transactions are reversed. An audit trail to Finance must be maintained.
Print all the forms you are deleting first so you can be sure they are updated correctly on the good ID.