Knowledge Base

5.3 Duplicate Students

5.3.1 Duplicate Student Proposals {SREGB-19} 

This program is used to identify possible duplicate numbers allocated to the same person and to print the records of these possible duplicates.

The program creates proposals, inserting them into {SREGB-22} with a status of ‘P’ – Proposed wherever two or latest registration records (current or old) are found to have either:

1. The same ID Number, or 
2. The same surname, initial and birth date. 

The program can be used to print duplicate student information which already exists in {SREGB-22}.  The program also checks against restriction ‘SREC’ in {SMNT-5} – Faculty Code.

Prompt text

Faculty Code or ALL: The ‘Faculty’ for which duplicate student numbers must be identified.

Sort by surname (S) or student number: Select how the program must sort the students:  (S) Surname or (N) Number.

The system selects: 

• Records with the same surname initial and birthdate which has an enrolment record or 
• Records the same RSA identification number which has an enrolment record 

The system then compares these records to other biographical records that also has an enrolment record. It selects the maximum year and qualification number.

If more than two duplications / associations exist for the same student, the program will display all combinations as in the example below. 

The first duplication / associated student number will display in {SREGB-22} and when it is merged with {SREGB-21} the record will not be displayed anymore.

When this program is run again the next associated record will be inserted into {SREGB-22} to be merged until all duplicated / associated records has been merged to only one student number.

Processing Rules

During the run of this program for ‘ALL’ faculties all duplicate students will be identified irrespective of the faculty the students are linked to.

If the run is for a single faculty, only duplicate students linked to that faculty will be identify.   In other words, if the old student is linked to ‘Faculty A’ and the latest student linked to ‘Faculty B’ and the run of the program is for ‘Faculty B’ the students will not be selected.

Therefor the recommendation is to run the program for single faculties, merge the students and thereafter run the program for ‘ALL’ faculties. 

Users restricted to ‘Faculty = 1’ and run the program for ‘Faculty = 2’ will received the following message:  ‘Error – you do not have access to Faculty 2’

5.3.2 Duplicate Student Report {SREGB-20}

This program is used to print duplicate student number information from {SREGB-22}. The user can run this program for a specific ‘Faculty’ or ‘ALL’ faculties and for all the ‘Statuses’ or only certain ‘Statuses’ linked to the students.

Prompt Text

Faculty Code: The ‘Faculty’ for which duplicate student numbers must be identified or ‘ALL’.

From / To Change Date: The ‘From / To’ date the user wants to identify the duplicate students. This ‘change date’ refers to the date of changes made to records in {SREGB-22}.

Print Proposed Entries? (Y / N): Print ‘the ‘proposed’ entries from {SREGB-22}

Print Entries marked as No Merge? (Y / N): If the selection is ‘Y’, only entries marked as ‘No Merge’ will be printed.

Print Entries Marked as Hold Required? (Y / N): If the selection is ‘Y’, only entries marked as ‘Hold required’ will be printed.

Print Entries Marked as Merge Required (Y / N): If the selection is ‘Y’, only entries marked as ‘Merged required’ will be printed.

Print Updated With Holds Entries? (Y / N): If the selection is ‘Y’, only entries marked as ‘Hold’ will be printed

Print Updated with Merge Entries?  (Y / N): If the selection is ‘Y’, only entries ‘Merged’ will be printed.