How to reconcile two students having the same ID number in separate databases, now causing an overlap. 


If a student is added to a database other than the default database, and cannot be added to the current year default database because their Student ID has been issued to a different student, one of the records needs to be updated with a new, unique ID number. This can happen if a student is added to a prior year database after the rollover or if a student is added to a separate database group, such a summer school, with the next available ID overlapping with the default database.


The steps differ depending on which student is decided to keep the ID number. 


Option 1 - The student record in the current year, default database keeps the existing student ID

  • In the source, non-default database (typically the prior year database, but could be a summer database or similar 
    • Set School Options > Next Student ID to +1 more than the highest Student ID in the Current Year Database
      • Use this query to find the highest Student ID: LIST IDN ID BY ID  ^ 


         
    • Create a new student record from Demographics for the student requiring the new Student ID. Add this record to a different school, such as the inactive school..
    • Combine the existing student record and the new student record using Combine Student Records
      • Keep data from the "old" record and the ID number from the "new" record
      • Delete the record that is no longer needed after combining the records (optional) 
  • In the Current Year Database
    • Pull the newly combined record forward using the Copy Many Students feature with the Only Copy These Student ID's option selected
    • Increase School Options > Next Stu ID by 1.


Option 2 - Older Student record in Last Year's Database Keeps the Existing Student ID 

  • In the Current Year Database 
    • Create a new student record from Demographics for the student requiring the new Student ID. Add this record to a different school, such as the inactive school.
    • Combine the existing student record and the new student record using Combine Student Records
      • Keep data from the "old" record and the ID number from the "new" record
      • Delete the record that is no longer needed after combining the records (optional)
    • Pull the student from Last Year's Database into the Current Year Database using District Student Lookup



NOTE: If there are no duplicate Student IDs but the student cannot be found in District Student Lookup to pull forward, please refer to this article.