Create a Batch to Merge Student Profiles

You can use the Merge Student Profiles page to create a batch for merging multiple student profiles. In cases where duplicate student profiles exist, usually as a result of clerical error or name changes, the profiles are updated in the institution's records.

Warning: Take extreme care when using this feature. The process of merging student profiles is not reversible. Once you merge the student profiles into your current student profile, the original student profiles are deleted.

Anthology Student merges the following information.

Admissions deposits
Audits records
Do not call (DNC) status
Documents
Enrollment records and enrollment related information (such as attendance). It also recalculates the GPAs.
Ethnic information
FAFSAs/ISIRs and Pell records. If there are duplicate PELL records, Anthology Student displays a message asking you if you want to resolve them.
Financial aid estimates. If there is more than one record with the same academic year sequence, Anthology Student displays a message asking you if you want to delete the record for the student selected to be merged.
Inquiries. If your institution selected the Track Multiple Inquiries check box when it configured Contact Manager and Admissions settings for the campus, all inquiries are merged. If it is not selected, Anthology Student keeps the most current inquiry.
Roommate information
School statuses. Anthology Student uses the highest school status in the status hierarchy as the current status.
Student Accounts records. It also recalculates the accounts receivables balance and increments the transaction number to the next highest number. Merged transactions will be listed on the Ledger Card Transactions tab when the "All Program Versions" option is selected. You will have to associate these transactions with the appropriate program versions once the merge is completed.
Student status history
Veteran information

Anthology Student will remove applications for the student selected to be merged.

Anthology Student also:

If Anthology Student is integrated with CampusNexus CRM, updates CampusNexus CRM
Updates Portal

Prerequisites

You must have:

Common - Processes - View authorization

System Administration - Processes - Merge Student Profiles - Queue authorization

The campus for the students must not be configured to use a servicer to process financial aid (such as Global Financial Services).

The students must not have:

School defined fields in both student records. If there are school defined fields in both records, you must delete the school defined fields from one or both student records and then process the merge again.
Incompatible lock statuses on the 1098-T batches. You must verify that the lock status for each batch in the same calendar year is in the same state (locked or unlocked) for both students and then process the merge again.
Financial aid documents with the same award year. You must delete one of the documents and process the merge again.

Access Method

Select the Processes tile > locate System Administration > select Merge Student Profiles.

Procedure to Create and Queue the Batch

Select the Process tab.

Specify the values under Selection Criteria to filter the list.

Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

Select the Add button on the toolbar. Anthology Student displays the Select Student dialog.
Select the student and select the Select button. Anthology Student adds a grid for the selected student.

In the grid, select the one or multiple students with the profile that contains information that you want to merge. Anthology Student validates the duplicate PELL record.

If duplicate PELL record exists, Anthology Student displays the dialog to resolve the conflict. Select the Resolve button. Anthology Student displays the Merge Duplicate Pell Records dialog with the following values.

Attending Pell The attending Pell ID.

Award Year The financial aid award year.

Primary Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can click the link and it will take to their Student Profile or a page available from their profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If it takes you a page available from their profile, you must have authorization for that page. For example, if it displays their Documents list, you must have Contact Manager - Student Document - View authorization.

Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

Select the award year link to merge the ISIR detail and then select the Save button.

If you want to remove a student, select the required student record and select the Remove button on the toolbar.
Select the Queue Merge button.
On the Queue Merge dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch and merges the student profiles.

When the batch completes, Anthology Student displays the results on the History tab so that you can review the results of merged student profiles.