Resolving duplicate TUIDs

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.

  1. If any of the IDs attributed to the person have AR data, that department identifies the duplicate(s).

  2. If there is no AR data, but has FA data, FA identifies the duplicate(s).

  3. If no AR or FA data, but has Adm data, Admissions identifies the duplicate(s).

  4. If no AR, FA, or Adm data, but has Reg data, Registrar identifies the duplicate(s).

  5. 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 stewards are Tess Passey and Al Gallardo.

Financial Aid’s process

  1. SAAADMS and SGASTDN: Check for all terms the record might have data

  2. RRAAREQ: Received documents (loaded to BDM, “BR-TREQ” cabinet)

  3. RHACOMM: Comments and possible documents (loaded to “BR-ID” cabinet)

  4. RNIAPPL: Profile or FAFSA data loaded onto the record

  5. RPAAWRD: Any aid/funds

Admissions

The 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), Georgia Whiddon (FA), 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


IT reference


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.