In this guide we’ll look at how you can resolve a situation where you have duplicate records for the same Student.
- Student Details
- Contacts
- Enrolments
- Behaviour
- Documents
- Class Memberships
- Assessment Data
- Club Memberships
- Balances
- Other areas of the Student Profile
- Processing the Student as a Leaver
- Merge Attendance
- Deleting the Student
Access: The minimum permissions required to access Merge Attendance can be found in the Framework module from within Config > Setup > Roles & Permissions.
See Also: How to Manage and Add Contacts, How to use Merge Attendance
First, select Students from the left hand menu.
Next, locate the duplicate Students in the list.
You may find it useful to open each of the Student Records in different tabs so you can easily switch between the 2. To do this, click on the first of the duplicates so it highlights blue and then click View.
This will open the Student Record in a new tab, switch back into the Student List by clicking on the tab at the top of the screen.
Then select the next duplicate Profile and click View to open the second Profile in a new tab.
You should now have 2 separate tabs each containing one of the duplicate Student Profiles.
Next you will need to identify which of the Profiles you are going to keep. This will usually be the Profile with the most up to date information in terms of Attendance, Behaviour, Group Memberships and Assessment Data.
Student Details
Once you have both Student Profiles open and you know which you intend to keep, the first thing to check is Student Details. On each Profile, hover over the Students Name and click on the Pencil Icon that appears.
In the Basic Details tab, ensure that all the information on the Student Profile that you intend to keep is correct and up to date.
Next, move on to Additional Details and ensure that all the information that you want to keep from the Profile that you intend to delete is copied over paying particular attention to Service Children in Education, Young Carer Indicator and Post Looked After Arrangements.
Then, move on to the Previous Names section and ensure that any Previous Names are recorded on the Student Profile you intend to keep.
If you make any changes to any of these pages, ensure you click Save.
Contacts
Once you’ve identified which Profile you will be keeping you’ll need to check that the correct Contacts are linked to the Profile you intend to keep. First, check whether the same Contact Profiles are linked to each Student Profile you can check this using the Contact ID’s which can be found in the Contacts panel.
If the numbers are the same on each of the Student Profiles, that means that the Contact Profiles are the same and you do not need to move over any information.
If the numbers are different you will need to ensure that the Contact Profile with the most up to date information is linked to the Student Profile you intend to keep. If the Contacts linked to the Profile you are keeping are not the most up to date ones you will need to Remove the existing Contact Profiles and Add the correct ones. To do this, on the Student Profile you are keeping, in the Contacts panel, hover over the contact and click the Pencil icon.
Go to the Linked Students tab across the top, hover over the Student you are removing the Contact from and click the Bin icon.
click Proceed on the confirmation message.
Then, click the + icon in the top right corner of the Contacts panel.
Select Click to Link to an Existing Contact.
Search for the Contact you would like to add, pay attention to the ID numbers on the right hand side of the drop down, ensure you select the Contact with the correct ID Number.
Update the Relationship, then double check that you have all the necessary tick boxes selected, check the Contact Priority and once you’re happy click Save.
Enrolments
Next you’ll need to check the Students Enrolment Status, Year Group Memberships and Tutor Group Memberships. To do this, on the Student Profile you intend to keep, select Enrolment from the menu on the left.
In the Enrolment Status panel ensure that their Enrolment Status is correct, that the Start Date is correct and that they have Enrolment Status’ covering the length of time that they have been at the school. If not you can click the + button in the top right hand corner of the panel to add a new Enrolment Status.
In the pop-up that appears, select the correct Enrolment Status from the drop down and enter the correct Start Date then click Save.
Important Note: Be careful when amending Enrolment Status as this will affect any existing Attendance as well as what Attendance you are able to merge over later in this process. You should have an Enrolment Status covering the entire length of their time at the school and if they have periods with different Enrolment Status’ but have not left the School the End Date of the previous Enrolment Status and the Start Date of the next should be consecutive, without any gaps. For example if they were Dual Registered until 01/02/24 and then became Single Registered, the start date on the Single Registration Enrolment Status should be 02/02/24.
Next, scroll down to the Year Group Memberships panel. Ensure that the Year Group and the Start and End Dates are correct. They should have Year Group Memberships covering the entire time they have been at the School. If necessary, you can add a new Year Group Membership by clicking the + button at the top of the panel.
In the pop-up that appears, select the Year Group from the drop down, enter the Start Date, if known you can also enter the End Date, then click Save.
You can also Edit an existing Year Group Membership by hovering over the year group and clicking the Pencil icon.
In the pop-up that appears, make the necessary changes to the Dates and click Save.
Next, scroll down to the Tutor Group Memberships panel. Ensure that the Tutor Group and the Start and End Dates are correct. They should have Tutor Group Memberships covering the entire time they have been at the School. If necessary, you can add a new Tutor Group Membership by clicking the + button at the top of the panel.
In the pop-up that appears, select the required Tutor Group from the drop down, enter the correct Start Date and click Save.
You can also Edit an existing Tutor Group Membership by hovering over the Tutor Group and clicking the Pencil icon.
In the pop-up that appears, amend the Dates as required, you can also edit the End Date by unticking Track Group End Date. Once you’re happy click Save.
Behaviour
With both Student Profiles opened side by side select Behaviour in the left hand menu on both profiles.
You will need to manually re-enter any Behaviour Events from the Profile you intend to delete on to the Profile that you intend to keep. Ensuring that the Dates, Staff Members, Comments and all other fields are duplicated correctly. For more information on how to do this please see How Teachers can enter Behaviour Data.
If you have Actions linked to your Events that have triggered on the Profile that you are moving the information over from then these will trigger again as you add the Events. For example if the Action results in a Referral being sent to a Staff Member, they will receive the Referral again. If the Action triggers a Detention then the Detention will be scheduled again and you will need to manually edit the schedule of the Detention to match the original detention and ensure that you enter the correct Attendance mark. You can do this from the Detentions panel, by double clicking on the Detention to be edited.
Then in the pop-up make the necessary changes and click Save.
Any Detentions that are not created automatically from Actions linked to Behaviour Events will also need to be moved over manually. To do this click the + button in the top right of the Detentions panel.
Select the Detention Type from the drop down
Select Manual Schedule then enter the rest of the information as per the Detention from the other Student Profile and click Create.
Next, you’ll need to make sure that you move over any Exclusions, for more information on adding Exclusions please see How to Add Exclusions/Suspensions to a Student.
Finally, you’ll need to make sure that any On Report records are moved over. For more information on how to do that please see How to Create an On Report Card
Documents
From within the Student Profile that you intend to delete, select Documents from the menu on the left.
You can download any Documents you wish to keep by hovering over the document in the table and clicking the Download icon.
You can then go to Documents on the Student Profile you intend to keep and upload the Documents by clicking the + icon in the top right hand corner of the Documents List panel.
In the pop-up that appears select the Document Type and Document Status Type from the drop down, then click on Select Files and choose the downloaded file. Once you’re happy click Save.
Class Memberships
If the Student Profile you are removing has Class Memberships that need to be moved over to the Student Profile you are keeping, you can copy them across from the Student List Page. Click Students on the left.
Find the Student Profile that you want to copy the Class Memberships from and click on them once to highlight them, then go to Actions > Class Assignment.
Use the tick boxes on the left to select which Classes to Copy over then click Copy.
On the next screen, click the Blue Magnifying Glass to open the student selector.
Find the Student in the list, if necessary you can use the Filters on the left to refine your search. If you enter information into any of the Filters, click Find to update the list. Once you locate the Student, select the Student Profile you are transferring the Class Memberships to using the Admission Numbers to ensure that you are selecting the correct Profile. Click on the Student once to highlight them then click Done.
The Student will appear in a floating window, depending on your screen it may obscure some of the options, if this happens you can move it by clicking on the Selection List title and dragging it into place. Check the Start Date, this will need to be the date that they originally started in the Class, not the date that you are copying the Classes across. Once you’re happy click Save.
Assessment Data
If the Student Profile you intend to delete has Assessment Results attached to it you’ll need to move them over to the Profile you intend to keep. To do this go to Modules > Assessment > View/Amend Assessment Data.
Next to Student Name click Find to open the student selector.
In the Student Selector select both of the Student Profiles and click Done. If necessary you can use the Filters on the left to refine your search, if you enter information into any of the Filters, click Find to update the list.
Then, in the Columns section, select whether you want to look at Tracking Assessments or Stage Assessments and click Add.
In the pop-up that appears select any Assessment Types, Terms, Year Groups and Subjects that you would like to move over and click OK.
Click View.
Move along the table copying any required Assessment Results over to the Student Profile you intend to keep, you can either copy and paste the information which will retain the information on both Student Records, or you can click and drag which will remove the information from one Student Record and move it to the other. Once you’re happy click Save.
Club Memberships
Club Memberships will need to be moved over manually. You can check this from the Student Profile by selecting Clubs & Trips from the left hand menu.
This will display a list of any Clubs or Trips that the Student is a member of. You can then go to the Group page for the Club and manually add the correct Student Record as a member of the club, ensuring that you enter the correct Start Date. For more information on how to do this please see How to Create a Club or Trip .
Balances
If the Student Profile you will be deleting has a positive Balance in and Running Balance Clubs or in their Dinner Money, you can transfer these by going to Modules > MyChildAtSchool > View Balances.
Select the Student you would like to transfer the Balance from in the table by clicking on them once to highlight them. Then click Transfer.
In the pop-up that appears, select which Balance you are transferring in the From drop down. Select the Student Profile you are transferring the Balance to in the Student drop down, and then which Balance to transfer into in the To drop down. In the Amount field, enter how much to be transferred (in most cases this will be the full amount), then in the Comment section enter the reason for the transfer. Once you’re happy click Confirm.
Click Proceed on the confirmation message.
If the Student Profile you intend to delete has negative balance attached to it, you will need to manually amend the balance. For more information on how to do this for Dinners please see How to Remove Credit from a Students Dinner Balance and for Running Balance Clubs please see How to Make a Running Balance Payment from the Student List Page.
Note: Orders other than Running balance clubs and Dinners cannot be transferred, you will need to either leave the orders on the Duplicate Student Profile or Refund the Parent and have them make the Order again on the correct Student Profile.
Other Areas of the Student Profile
You need to ensure that all other areas of the Student Profile have been checked and any information that you want to keep has been moved over. All of the areas mentioned in this section will need to be manually copied, we recommend working through each area of the Student Profile, going panel by panel to ensure everything is captured. Some key areas to consider:
- Profile – You will need to check all areas in the Profile section of the Student Record that are not individually covered in this guide. This includes but is not limited to Siblings, Ethnicity and Religion, Funding & Allowances, Meal & Transport and Parental Consent.
- Health Background – It is important that you ensure that all Medical Conditions, Dietary Needs & Disabilities are copied over as well as any information listed in Health Overview and Doctors Surgeries. You may also wish to copy over any Medical Events, Medical Notes and Health Documents.
- Special Educational Needs – You will need to ensure that any information listed in SEN Details is copied over, you may also wish to copy over any SEN Documents.
- Communication – If there are any important messages you wish to move over you can do this manually by clicking the + button at the top of the panel and recording the message. Alternatively if you just wish to keep a record of the communication and don’t need to see it on the Student Profile, consider using the Communication Reports to save a log of the Communication (Reports > Communication > SMS History Report & Email History Report)
- Safeguarding – You will need to ensure that all Looked After and Child Protection details are moved across.
Processing the Student as a Leaver
Once you’ve worked through each of the sections and moved over any required information, you’ll need to process the Student Profile that you intend to delete as a Leaver before we can move over the Attendance.
To do this, go back to the Student List page by selecting Students on the left. Then, select the Student Profile you intend to Delete, (Note: Its a good idea to double check that you have selected the correct Student Profile using the Admission Number, Student ID, or UPN) then go to Actions > Process Leaver.
In the pop-up, set the Leaving Date to Yesterday and in the Reason drop down select Other Reason. Then select Process.
You will receive the following confirmation in the top right hand corner.
Merge Attendance
Next you’ll need to move over any Attendance records from the Leaver profile to the On Roll profile. To do this go to Modules > Attendance > Merge Attendance.
In the Target Student field, start typing the Students name and then select them from the list that appears.
Note: The Target Student field should contain the Student Profile you intend to keep. It is automatically filtered to only display On Roll students so only the On Roll Student Record should appear.
Next, start typing the students name in the Source Student field and select them from the list that appears.
Note: The Source Student should contain the Student Profile you intend to Delete. The field is automatically filtered to only display Leavers so only the Leaver record should appear.
The Students name will then appear in the Source Student field. Once you have both the Target Student and Source Student selected click merge in the top left.
You’ll then see the following confirmation message, click Proceed.
You will then receive a message confirming the number of Attendance records that have been transferred. Click OK.
Deleting the Student
Now that you’ve Merged the Attendance you can Delete the Student Profile you don’t wish to keep.
Important Note: Deleting a Student Record is not reversible, only do this once you are absolutely certain that you have transferred all of the information you require from the Student Profile you are deleting on to the Student Profile that you are keeping. If you are at all unsure, please contact the Bromcom Helpdesk prior to deleting the duplicate Student Profile.
To do this, select Students from the left hand menu. Then, select Search Filters in the right and change the Status dropdown to Leaver.
Select the Student from the list, then select Actions > Delete.
In the pop-up that appears, tick the box to confirm that you are not making the Student a Leaver, then click Permanent Delete.
On the next page, tick the box to the left of the student details, then click Permanent Delete.
Click Proceed on the confirmation pop-up.
On the next screen, tick the box that says This will delete 1 Students. The data will be permanently lost to confirm that you are happy for the profile to be deleted. Then enter your Password or Pin and click Permanent Delete.
You will then receive the following confirmation in the top right hand corner. This completes the process.