renaissance-place

Merging Students

If you have imported your student records from different files, or if different users have added students from different locations, you may find that the same student has been entered into your database more than once. When this happens, you can follow the steps below to merge the student records into one record.

Who can do this with default capabilities?

School Network Administrators, School Administrators

  1. On the Home page, click Users.
  2. Click Merge Student Records.
  3. If there are already merge candidates (resulting from an RP import), the Merge Students--Merge Candidates page will open when you click Merge Student Records. Skip ahead to step 6.

    • Type the student's information in the appropriate blank fields. You do not need to fill in all the information or complete information; the software can perform partial matches.
    • You can also select the student's Year from the Year drop-down list. School administrators can also use the Class drop-down list to search by class.
    • Tick the Show Un-enrolled Students box to include students who do not have an assigned school in the search results. Un-enrolled students may have no school assignments, or they may have been deleted, but not permanently. If you are a school administrator or staff member, ticking this box only finds un-enrolled students who were previously enrolled in your school.

    School administrators can only search for students who are currently assigned to their school(s). If you are a school administrator who needs records merged that are outside your school, contact your Renaissance Place administrator to have the records merged.

  4. Click Search.
  5. The students who match your search will be listed at the bottom of the page. Find the two student records that you want to merge and click Select in the row for each record. When you do this, the student's name will be added to the list at the top of the page.
  6. You can only select two records. If both records are not listed in the results for your first search, select one of the records and do another search to find the other record.

    If you have accidentally selected a student record that you do not want to merge with another record, you can remove it by clicking Remove next to that record in the list at the top of the page.

  7. The next step depends on which page you are on:
    • If you are on the Merge Students--Merge Candidates page, click Compare at the end of a row to compare the students in the row.
    • If you are on the Merge Students--Student Search page, click Compare.
  8. The Merge Students--Details page provides detailed information from both student records. This comparison also shows you which school(s) and classes each student is enrolled in and whether the student has data for any of the Renaissance Place products used at your school. Review this comparison carefully.
  9. The bottom of the page lists the options that are available for merging the records.

    • Keep Both Students: Click this option if the records are actually separate students with the same name.
    • Delete Student A: Click this option if the first student you chose (student A) is a duplicate of the second (student B), and all the information you want to keep for student A is already included in student B's record.
    • Delete Student B: Click this option if the second student you chose (student B) is a duplicate of the first student (student A), and all the information you want to keep for student B is already included in student A's record.
    • Deleted records cannot be recovered.

    • Merge Students, with Student A as the primary: Choose this option to merge the two records, keeping the personal and demographic information from the student A record. The program merges the characteristics, class enrolment and any data specific to a particular product (such as Accelerated Reader quiz scores) from student B's record into student A's record.
    • Merge Students, with Student B as the primary: Choose this option to merge the two records, keeping the personal and demographic information from the student B record. The program merges characteristics, class enrolment and any data specific to a particular product (such as Accelerated Reader quiz scores) from student A's record into student B's record.

    Select the option you want. Then, click Next >.

  10. The next page will confirm the options you chose and provide detailed information about what the program is about to do. Read through this information carefully.
    • If you chose to merge students, click Merge to continue. The next page will confirm that the records have been merged. Click Done if you have finished merging student records. If you want to merge other records, click Merge Again.
    • If you chose to delete one of the students, click Delete to continue. The next page will confirm that the chosen record has been deleted. Click Done if you have finished merging student records. If you want to merge other records, click Merge Again.
    • If you chose to keep both records, click Keep Both to continue. If there are more merge candidates, you will be taken to the Merge Students--Merge Candidates page. If there are no more merge candidates, you will be taken to the Merge Students--Student Search page.