Center for Student Information, Alamo Colleges

Updated July 2022

When more than one Banner ID exists, how it is created and different types of IDs:

Multiple IDs occur due to inconsistencies in biographical data, human error in processing records and/or weak/different Common Matching rules for automated processes.

There are two kinds of multi‐ID’s: Same SSN and “Found” ID’s that do not have the Same SSN but match on other data fields and are identified in the WDUPBAT Report.

“Found”  IDs that do not contain matching SSNs are usually found through footprint/staff members

To verify that the two records identified are a Duplicate ID, check to make sure the information is the same in the “SPAIDEN – General Person Identification” screen. Verify the data in the various tabs such as Date of Birth, SSN, Addresses, Telephone numbers and email addresses (non‐Alamo) are the same to determine that they are the same person record.

Below is the “GUASYST – System Identification” screen that is an informational screen that indicates where in Banner® data resides. Use this screen to guide you in determining the “Good” and “Bad” record and the data that needs to be merged.

In the “SOAHOLD – Hold Information” screen add a hold to the “Bad” ID using the “ZBDuplicate PIDM Error” hold code. Adding a hold will help to stop any additional processing of data as the duplicate ID records are merged. In the Reason field indicate what ID this record is being merged with.

In the "From" Date field, adjust the date to reflect tomorrow's date to give you enough time to access data without restrictions.

Move the non-duplicated hold records from the “Bad” record to the “Good” record and delete those hold codes.

In the “SPACMNT – Person Comment” screen add a comment to the “Bad” ID using the “GEN –General Comment” comment type and “CSI‐CSI District” Originator code. Indicate the name of the “Bad” record and the ID that it was merged to.

Move the non duplicated comments from the “Bad” record to the “Good” record and delete those comments that were moved.

Record remove the admissions information from the “Bad” record. The data should be removed in the following order:

1. SAAQUAN – Applications Questions and Answers
2. SZACASI – ApplyTexas CA Supplemental Information.
3. SZACARI – ApplyTexas CA Residency Information
4. SOATEST – Test Score Information
5. SOAHSCH – High School Information
6. SOAPCOL – Prior College Information
7. SAADCRV – Admissions Decision
8. SAAADMS – Admissions Application

Access the “SAAQUAN – Application Questions and Answers” screen on the “Bad” record. Create/Move ALL the Admissions data attached to the “Bad” record and create it in the “Good” record. Once all of the records are moved delete the entries from the “Bad” record.

Access the “SZACASI – ApplyTexas CA Supplemental Information” screen on the “Bad” record. Create/Move ALL the data attached to the “Bad” record and create it in the “Good” record. Once the records are moved delete the information for the “Bad” record.

Access the “SZACARI – ApplyTexas CA Residency Information” screen on the “Bad” record.

Create/Move ALL the data attached to the “Bad” record and create it in the “Good” record. Make sure to move the information in the tabs on the screen. Once all of the information is moved, delete the record for the “Bad” ID.

Access the “SOATEST – Test Score Information” screen on the “Bad” record. Move ALL the data attached to the “Bad” record and create it in the “Good” record. Once all of the records are moved delete the test entries from the “Bad” record.

Access the “SOAHSCH – High School Information” screen on the “Bad” record. Move ALL the data attached to the “Bad” record and create it in the “Good” record. Once all of the records are moved to the “Good” ID, delete the transactions from the “Bad” record.

Access the “SOAPCOL – Prior College” screen on the “Bad” record. Move ALL the data attached to the “Bad” record and create it in the “Good” record. Once all of the records are moved to the “Good” ID, delete the transactions from the “Bad” record.

Access the “SAADCRV – Admissions Decision” screen for the corresponding application.

Create/Move ALL the Admissions decisions in the “Bad” record to the “Good” record. Make sure that the decisions are entered in the “Good” record in the appropriate sequence as they were originally created. Once all of the records are moved to the “Good” ID, delete the transactions from the “Bad” record.

Access the “SAAADMS – Admissions Application” screen and identify the term where an admissions application exists in the “Bad” record. Create/Move ALL the Admissions data attached to the “Bad” record and create it in the “Good” record.

Note: Make sure that all of the information in the tabs is also moved to the new record. Once all of the records are moved to the “Good” ID, delete the transactions from the “Bad” record.

Record must be removed from Academic History and Registration recreated from the “Bad” record. The record should be processed in the following order:

1. SHACRSE – Course Summary (Query only no deletion)
2. SFASTCA – Student Course Registration Audit (Obtain status Date)
3. SZAREGS – TCC Student Course Registration
4. SFASLST – Class Roster
5. SHAINST – Student Term Course Maintenance
6. SHACRSE – Course Summary (Query only no deletion)
7. SHATCKN – Student Course Maintenance
8. SHATRNS – Transfer Course Information
9. SHATAEQ – Transfer Articulation Evaluations

10.SHADEGR – Degree and Other Formal Awards

11.SHADIPL ‐ Diploma

12.SGASADD – Additional Student Information

13.GOAIMMU – Immunization Information

14.SGAADVR – Multiple Advisors

15.SPAAPIN – Alternate Personal Identiofication Number

16.SGASTDN – General Student

Use the “SHACRSE – Course Summary” screen to display all the courses in Academic History for the “Bad” record. Click on the “Select” icon next to each course that will be recreated to access the SHATCKN screen. Make a note of the oldest term, CRN’s and grade assigned to each section in the term. NOTE: This process will need to be repeated for all terms for which Academic History exists.

Access the “SFASTCA – Student Course Registration Audit” screen. For each of the sections in the term for the “Bad” record and make a note of the most recent Course Status and Status Date.

Access the “SZAREGS – TCC Student Course Registration” screen. Enter the Banner ID for the “Good” record, enter the term code and the status date in the “date” field. Register the student for the appropriate CRN and assign them the correct registration status code. Perform the same action for all the CRN’s for the term.

Access the “SFASLST – Class Roster” for the CRN where the “Good” record was registered. Enter the term code and CRN for each of the sections the student was registered for. Check the “Roll” checkbox and click the “Go” button to access the class roster. Enter the grade that was assigned to the student for the corresponding term and CRN and perform a “SAVE”. This action will assign a grade to a student and will roll it to Academic History. This process will need to be done for all CRN’s for the term where the “Good” record was registered.

Access the “SHAINST – Student Term Course Maintenance” screen for the “Bad” record for the term being processed. Copy the information to the “Good” record and re‐create the SHAINST entry.

Access the “SHAINST – Student Term Course Maintenance” screen for the “Good” record for the corresponding term code. Click on the “Stored GPA by Term Calculation” tab. Then click on the Recalculate GPA button so that the GPA for the term is calculated for the “Good” record. This will need to be performed for each term where courses were transferred into the “Good” ID.

Use the “SHACRSE – Course Summary” screen to display the courses in Academic History for the “Bad” record for the corresponding term code. Enter the Term code in the header block for the term that is being cleaned for the “Bad” record. Click on the “Select” icon next to each course that will be recreated to access the SHATCKN screen.

For each courses in academic history that were moved to the “Good” record, delete the record from Academic History in the “Bad” record. When prompted, make sure to select “Remove Grade”

Access the “SHAINST – Student Term Course Maintenance” screen for the “Bad” record once the courses have been deleted from Academic History. Delete the SHAINST entry for the corresponding term code.

Access the “SZAREGS – TCC Student Course Registration” screen. Enter the Banner ID for the “Bad” record, enter the term code and in the “Date” field enter the day before the start date for the term (start date = POT 1 start date from SOATERM). When the registration is accessed click on the checkbox next to “Delete All CRNs” and access the next section. Once the changes are saved the registration records should now be deleted.

Access the “SHATRNS – Transfer Course Information” screen to determine if transfer work exists in the “Bad” record. Recreate the “Transfer Institution Number” and “Attendance Period Number” in the “Good” record for each institution and attendance period.

Access the “SHATAEQ – Transfer Articulation Evaluation” screen for the “Bad” record and the institution code. Click on the Tools menu to access the “Equivalent Roll Info” submenu from the drop down. Select the “Delete From History” from the “History Indicator” drop down and save the record to unroll the transfer work from Academic History.

SHATAEQ cont..

From the “SHATAEQ – Transfer Articulation Evaluation” screen recreate the transfer courses from the “Bad” record to the “Good” record. Once the “Good” record is updated, perform the Transfer Articulation and make sure that it matches the articulation in the “Bad” record. After adjustments are completed in the “Good” record perform the “Roll to History” function.

SHATAEQ cont..

Access the “SHATAEQ – Transfer Articulation Evaluation” screen for the “Bad” record. Delete all of the sections that are in the “Transfer Articulation Evaluation” and save the changes.

Access the “SHATRNS – Transfer Course Information” screen for the institution that was copied to the “Good” record. Delete the “Transfer Attendance Period” and the “Transfer Institution” section for the institution code and attendance period.

Access the “SHADEGR – Degree and Other Formal Awards” screen for the “Bad” record and verify if degree records exist. If degree records exist recreate the degree records in the “Good” records and verify that all the information is created. (Process must be completed for each degree sequence number in the “Bad” record.

Access the “SHADIPL – Diploma” screen for the “Bad” record. For the corresponding degree sequence number. Update or maintain the corresponding Diploma record in the “Good” record including the address information. Once the data is moved perform a record remove function of the Diploma for the appropriate sequence number.

Access the “SHADEGR – Degree and Other Formal Awards” screen for the “Bad” record and the corresponding degree sequence number. Perform a record remove of the Learner Outcome record.

Access the “SGASADD – Additional Student Information” screen and review the entries that exist for the “Bad” record. Recreate the entries in the “Good” record. Purge the entries for the “Bad” record.

Access the “GOAIMMU – Immunization Information” screen for the “Bad” record. Recreate all the Immunization Information to the “Good” record. Once the records are moved to the “Good” record delete the transactions from the “Bad” record.

Access the “SGAADVR – Multiple Advisors” screen for the “Bad” record. Recreate the Advisor entries in the “Good” record. Once the records have been moved delete the entries from the “Bad” record.

Access the “SPAAPIN – Alternate Personal Identification Number” screen for the “Bad” record. Move over the entries to the “Good” records for those term that do not have entries in the “Good” records.

Access the “SGASTDN – General Student” screen for the “Bad” record. Recreate the terms that do not exist in the “Good” record. Make sure to move over all corresponding information from the tabs in the screen. Once ALL of the tab information and ALL of the terms have been recreated delete the ALL of the General Student records from the “Bad” record.

NOTE: If registration exist for a term and the system does not allow you to create the General Student record, make sure that the updates for the term is done in the SZAREGS screen.

Access the “SPAIDEN – General Person Identification” screen for the “Bad” record. Compare all the information in the tabs and move over the necessary information from the “Bad” record to the “Good” record. Once the data is moved from each tab make sure to delete the information from the “Bad” record.

Update the name information for the “Bad” record in SPAIDEN. Set the record as follow:

Last Name = *** DO NOT USE ***

First Name = SEE  ID of the Good Record  

Middle Name= BLANK If middle name present clear out