Duplicate students can occur when students are transferred or added in error. Administrators and service providers should work together to clean up duplicate students.
Indicators of a Duplicate Student:
Symptoms of a duplicate include:
- More than one student with the same or similar name (Mike Smith, Michael Smith and Mikey Smith).
- An error message indicating that a student's email is already in use.
- An error message indicating that a student ID is already in use.
When a service provider experiences any of these scenarios they should contact their Administrator and provide the name of the student, any known nicknames or aliases, their correct email and student ID to begin investigating the cause.
Locating Duplicate Students:
Service Providers:
Service providers can search for existing students from the My Students page. n2y recommends that the service provider adds and seats all students to their n2y classroom that they believe may be a duplicate. Service providers should try searching by:
- Variations of the student's name.
- Consider nicknames, alternative spellings, or a piece of the student’s name.
- Student ID
- Student Email
If a student is listed as being on another service provider’s roster, reach out to your Administrator to move the student. Your Administrator will need to know the name of the student, and the name of the service provider whose roster they are on.
Please note that when adding students to your classroom you will need to select a grade band in order to add them. Simply select the grade band best suited for the student you are finding duplicates of. If you find this is the wrong student later and then drop them, the grade band will be removed. It will not have a negative impact on the student data.
For each potential version of the student that is located, simply edit the student to reflect their correct name, student ID and email preceded by “Duplicate1,” and increase the number for each potential duplicate. Please note that your Administrator may have done this as well. If you get a message that the name is not unique, simply increase the number.
Helpful articles to complete this step:
Administrators and Subscription Managers:
If you are an Administrator, n2y recommends that you also have the Subscription Manager role for all of your school’s subscriptions. Students should be managed from the student tab of the User Dashboard. If you have multiple subscription groups, students currently or previously seated in multiple applications may appear as duplicated if they existed before a student ID or email was required.
To determine if they are actual duplicates the Administrator should search for variations of the student’s name and the student’s email address in each subscription.
For each potential version of the student that is located, edit the student to reflect their correct name, student ID and email preceded by “Duplicate1,” increasing the number for each potential duplicate. Please note that your service provider may have done this as well. If you get a message that the name is not unique, simply increase the number.
All potential versions of the student should be moved to the desired service provider to explore further. Please note that they will need to have access to all of your purchased solutions in order to seat the student to review any potential data.
Helpful articles to complete this step:
Managing Duplicate Students:
Service Providers:
Service Providers should seat each version of the student in all available solutions. Each version of the student should be examined and any recorded data should be printed. This may include but is not limited to:
- Reports
- Profiles
- Checkpoint Assessments
- Benchmark Assessments
- Other n2y GPS records (options vary by grade band)
After any relevant data has been recorded, the service provider should select the version of the student with the most complete data and edit it to remove any indication that it is a duplicate. All other versions of the student can be dropped. Notify your Administrator that you are ready for them to remove the duplicate versions of the student.
Helpful articles to complete this step:
Administrators and Subscription Managers:
After your service provider has reviewed all versions of the student and has recorded any desired data, search for that student in the dropped students list. Select the student record(s) and then select remove. Please note that this is a permanent action.
Helpful articles to complete this step: