Managing Duplicate Student Records in School Pathways

Learn the appropriate steps to handle duplicate student records in School Pathways, including options for deleting records based on the presence of a Master Agreement and removing linked records when necessary.

Table of Contents:

• Identifying Duplicate Records
• Option 1: Handling Records with Archived Master Agreements
• Option 2: Deleting Records for New Students with No Master Agreement
• Important Considerations

Identifying Duplicate Records:
Before taking any action, ensure that the record in question is a duplicate by verifying key information, such as the student's name, date of birth, and other identifying details.

Option 1: Handling Records with Archived Master Agreements

• If a duplicate record has generated or archived a Master Agreement, that portion of the record is permanent and cannot be deleted entirely.
• To address this scenario, remove any linked enrollment records, teacher records, and other associated data. This helps ensure data integrity while preventing potential conflicts.
• Note: Be sure to document your actions and add a floating student note to indicate that this record is a duplicate (see "Adding a Floating Student Note for Identification" below).
  

Option 2: Deleting Records for New Students with No Master Agreement

• If the student record is new and no Master Agreement has been generated, you can delete the record completely. 
• To delete any Enrollment or Special Enrollment Records, please follow these steps:
  • Navigate to the Enrollment tab and click on the "Edit" icon.
  • Next, scroll to the bottom of the enrollment record and select the "Delete" option, which is highlighted in red.
    

• To remove the IS Staff Association, please proceed to the IS Staff Association assignment page:
  • Click on the "Edit" icon associated with the record you intend to delete, and then select the "Delete" button positioned at the bottom of the page. To confirm the deletion, you will be required to enter the word "confirm" in the designated box before finalizing the action.
  • 
• Then Navigate to the student’s profile.
  • Click on the Registration icon.
    
  • Scroll to the bottom and select the "Delete Student & Record" option (displayed in red).
    
  • You will be prompted to type "confirm" in the box before proceeding with the deletion.
  • If you encounter an error message, it will inform you of any linked records (e.g., enrollment or teacher records) that need to be removed before you can complete the deletion process.

Important Considerations:

• Carefully review all linked records before initiating deletions to avoid unintended data removal.
• Be mindful that permanently archived elements (such as Master Agreements) cannot be entirely deleted.