Frequently Asked Question
The Student Registration System has a tool built in that will help you find duplicate students and individuals and merge their accounts together. This is helpful if you have families who submit multiple applications for students hoping to circumvent the lottery by having additional applications in place. It is important to run this check before you do your lottery to ensure you have an accurate count of number of students who have applied to the school. You can access the tool by going to
[Student Registration] - [Tools] - [Merge Duplicates]
When you first open the Merge Students Tool, you will receive a form asking whether you want to check for students, parents or other people for duplicates. The next two fields identify how close the matches need to be. First, you need to identify how many fields need to match, and then the second is how close of a match (as a percentage of 100) you want them to be in order to be identified as potential matches. Then you select which fields you want to check. So the image to the left means that it will check five different fields (first, middle and last names, the cohort and birthdate). If 4 of those 5 fields are 85% the same, it will flag the two people as a potential match.
You will then receive a list of the potential matches from the system. It will list each student who meets the criteria you indicated on the previous form. Next to each pair you will find two buttons.
Not a duplicate, remove
Pressing this button will tell the system to permanently remember that the individuals listed on this line are not the same person.
Show Merge Options
This button will load each of the potential matches and allow you to compare the data associated with each person and decide what to save as part of the merge.
Show Merge Options
When you click the Show Merge options you will receive the details for each of the potential matches. You will see the first column identifies the data label, the second column is the data that will be kept as part of the merge, and each subsequent column are the data associated with each person. If you click on any piece of data, it will copy that data to the second column to keep the data as part of the merge. The rows that are highlighted in light red have data that do not match between the people, so those are the rows you should pay the closest attention to. You can also manually enter or change the data you want to keep.
Scroll down to the bottom of the data list and click on the "Merge People Together" button when you're ready to complete the merge.
If there are more than two people in a potential match, when you open the merge options, you will notice a "Not Equal" button at the top (and bottom) of each column. You can click that button to exclude that individual person from the merge, but continue with the merge for the existing people.