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StudentDuplicates

Rudy
IhaveastudentwithtworecordsintheDB.Hisfirstsetofinformationisgrades911.Thisyear(hissenior
year)someoneenrolledhimasanewstudent.So,whatdoIdoaboutthis?Iwouldimaginewewouldwant Posts:360
tokeephisoldrecordwithallofitsdata,butisthereawaytotransfercurrentenrollments,grades,and
attendancetohisoldrecord?Doesanyonehaveanysuggestions?
Re:StudentDuplicates

HiRudy,
Beforeyoudoanything,you'llwanttoinvestigatethenew/duplicatestudentrecordtofindoutwhatdatais
associatedwiththe"duplicate".PowerSchooldoesn'thavea"mergeduplicates"featuresomigratingthe
datafromonestudent(duplicate)toanother(oldoriginalrecord)willinvolvemanualwork.

RobertCavanna
PearsonStaff

Posts:1447

Doesthestudenthaveanycourseenrollments?Ifnot,thismakesthingsmucheasierbecausethatmeans
youdon'thavetomigrateanycurrentgradesormeetingattendance.Otherwise,youmaywanttostartby
justclickingsomeofthekeystudentscreens:
HistoricalGrades
HonorRoll
Standards
TestScores
FeeTransactions
LogEntries
Lunch
Etc...

Anotherwayofreviewingyourdatabasetofindoutwhatdataisassociatedwiththeduplicatestudentisto
searchforthestudent'sIDinvarioustablesusingDDE.Thestudent'sIDcanbefoundontheTeacher
Commentsstudentscreen.Onceyouhavethat,thenextstepistoidentifyallpossibletablesthatare
relatedtotheStudentIDfield(IDifyouareintheStudentstable).IfyougototheStartPageyoucanadd?
ac=structuretotheendoftheURLtoviewalistoftables.
http://<myserveraddress>/admin/home.html?ac=structure
YoucansearchthetablelistingsforStudentIDandnotewhichtablesaredirectlyrelatedtotheStudents
table.Thisdoesn'tencapsulateALLdatathatisrelatedtoastudent,butitisathoroughstart.
ThebestadviceIcangiveyouisdon'tdeletetheduplicatestudent.Instead,renamethestudent,perhaps
byaddingthewordDUPLICATEtothestudent'slastname,thenmakethestudentinactivebychanging
thestudent'senroll_statusto1.Thisway,ifseveralmonthsdowntheroad,yourealizethatsome
informationwasn'tmigratedfromtheduplicatestudenttotheoriginalstudent,youcanstillgettothat
information.
Ihopethishelpspointyouintherightdirection.

Re:StudentDuplicates

PowerSchoolForums<powerschoolforum+1763@pearsonschoolsystems.com>
writes:
>Topic:UsingPowerSchool
>Thread:StudentDuplicates
>Rudyposted:
>IhaveastudentwithtworecordsintheDB.Hisfirstsetofinformation
>isgrades911.Thisyear(hissenioryear)someoneenrolledhimasanew
>student.So,whatdoIdoaboutthis?Iwouldimaginewewouldwantto
>keephisoldrecordwithallofitsdata,butisthereawaytotransfer
>currentenrollments,grades,andattendancetohisoldrecord?Does

BethDegnan
TechnicalContact

Posts:45

>anyonehaveanysuggestions?
>
IcarefullymergetherecordsinDDAfindtheinternalstudentIDthen
fromthereenrollmentstablechangethestudentIDtothefirstrecord
withthemosthistory.Idothisforthehistoricalgradesalsothen
whenIamsureIhavealltheinfotransferredthenIdeletethe
duplicatenewerrecord.Iamnotsureifthereisasaferwaytodoit
butthisistheonlywayIknow.Itwouldbeniceiftherewerea"merge"
tworecordsfeature...
BethDegnan
DataSpecialist
ISD701HibbingMN
2182620487
2182620471(fax)
bethdegn@hibbing.k12.mn.us

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Re:StudentDuplicates

Thanksforyourresponses.

Rudy
Posts:360

Beth,
Whenyousayhistoricalgrades,doyoumeantheStoredGrades(31)table?Ifso,Ishouldn'tneedtodothis
sincethisisthefirstsemesterforthisstudentandtheywon'thaveanyhistoricalgrades.Isthiscorrect?Are
thosetheonlytwotablesyouchange?Ifso,doesitkeepstillkeepthestudent'sattendancerecordforthe
currentterm?Thanks!
AcceptedAnswer:RE:StudentDuplicates

You'llneedtoswitchoverattendanceaswell.ThetablesI'vehadtohitare:
Attendance
CC
CustomText
CustomVarChar
StoredGrades
HonorRoll
PGFinalGrades(thisisimportant)
PhoneLog(doesn'treallyrefertophonesskipifyoudon'thaveparentaccessopen)
ReEnrollments(youwon'tneedthisone,butnormallyIcheckitjustincase)
ScheduleConstraints
ScheduleCC
ScheduleRequests
SectionScores
SectionScoresID(yes,that'satable)
StandardsCurrent
StandardsGrades
StateEventQueue(I'mnotsureifweneedthisornotbutIcheckit)
StudentTest
StudentTestScore
VirtualTablesData(lookforforeignKey=studentIDyoudon'twanttokeep)

JasonTreadwell
Posts:474

VirtualTablesData2(lookforforeignKey=studentIDyoudon'twanttokeep)
VirtualTablesData3(lookforforeignKey=studentIDyoudon'twanttokeep)
Tableswedon'tusebutifyoudothenyoushouldcheckthem:
Fees
Fee_Balance(table,notafield)
Fee_Transaction
PGStudents(ifyoustillhaveanyPowerGradeusers)
StudentRace(ifyouusethenewstudentraceidentifiersin6.0.0.1)
OnceyouaresureyouhaveremovedalltracesofthebadrecordandconvertedtheIDtothegoodrecord,
THENyouneedtoResyncPowerTeachersothegradebooksallgetfixed.
THENyoucandeletethebadstudentrecordfromstudentstable.
JasonTreadwell
DatabaseManager
DepartmentofStudentInformationServicesand
Research,EvaluationandAssessment
SpencerportCentralSchoolDistrict

Ourmissionistoeducateandinspireeachstudenttolovelearning,
pursueexcellenceanduseknowledge,skillsandattitudestocontribute
respectfullyandconfidentlytoaneverchangingglobalcommunity.

OriginalMessage
From:powersource@pearson.com[mailto:powersource@pearson.com]OnBehalfOfPowerSchool
Forums
Sent:Friday,September11,200912:36PM
Subject:Re:StudentDuplicates[inPowerSchoolForums]
Topic:UsingPowerSchool
Thread:StudentDuplicates
Rudyposted:
Thanksforyourresponses.
Beth,
Whenyousayhistoricalgrades,doyoumeantheStoredGrades(31)table?Ifso,Ishouldn'tneedtodothis
sincethisisthefirstsemesterforthisstudentandtheywon'thaveanyhistoricalgrades.Isthiscorrect?Are
thosetheonlytwotablesyouchange?Ifso,doesitkeepstillkeepthestudent'sattendancerecordforthe
currentterm?Thanks!..

Re:StudentDuplicates

ItwoulddefinitelybehelpfulifPowerSchoolcouldcameupwithamergerecordsforduplicatestudents!!
NomatterhowmanytimesItelltheofficetobecarefulwhenenrollingandcheckthepossiblematch
screen,theystillcreatenewrecords.From2000to2008wehadPowerSchoolon2separateserversand
in2008wemigratedtheserverstoone.Ihavelotsofstudentsthatendedupwithrecordsonbothservers
with2differentstudentnumbers,nowI'mtryingtomergethemtogetheranditisarealnightmare.
Re:StudentDuplicates

WeareregisteringprekstudentsandPowerSchoolisassigningIDnumbersthatbelongtostudentsin
SASIthatgraduatedorleftacoupleofyearsago.Isthisjustcoincidenceorarewedoingsomething
wrong,andhowcanwefixthisissue???
WearejustthinkingaboutchangingtheIDnumberonDDA,isthisthewaytocorrecttheproblem?

TrishBehlings
TechnicalContact

Posts:422

MayraVazquez
Posts:29

Thanks,

Re:StudentDuplicates

Mayra,

Lorenzo
PearsonStaff

Posts:586
AreyoureferringtotheSASIPermNumandcomparingthattothePowerSchoolStudent_Numberorare
youactuallyreferringtotheIDfieldinthestudentstable?
IjustwanttoprewarnyouthatyouNEVERwanttochangetheIDfieldinthestudentstable.Thatfieldis
theequivalenttotheStulinkinSASIandifyouchangeit,thenitwillbreaklinkstoothertablesin
PowerSchool.
Ifyouaretalkingaboutthestudent_number,youcanfeelfreetochangethat.It'sadefaultfieldonthe
demographicspageunlessyouhavecustomizedthatpage.Thereisawaytochangethe"nextassigned"
studentnumberandthatinformationisoutlinedinarticleID8350
Ifyouhaveanyquestions,letmeknow.
Re:StudentDuplicates

IknowIhaveafewduplicatesthatwerejustentered.HowdoIdeleteinDDE?IseetherecordbutIdon't
seeanythingthatsays"deleterecord"

Re:StudentDuplicates

Youhavetohaveadminaccesstodothis.

Re:StudentDuplicates

YoucandeletestudentrecordsfromDDA(DirectDatabaseAccess).TheURL
is:

CachetCurrie
TechnicalContact

Posts:4

Mrs.DawnBailey
Posts:107

WilsonTan
TechnicalContact

Posts:42

http://yourPSaddress/admin/tech/usm<http://yourpsaddress/admin/tech/usm>
WilsonTan
GallaudetUniversity
OnThu,Jun2,2011at12:13PM,PowerSchoolForums<
powerschoolforum+1763@pearsonschoolsystems.com>wrote:
>Topic:UsingPowerSchool
>Thread:StudentDuplicates
>CachetCurrieposted:
>
>IknowIhaveafewduplicatesthatwerejustentered.HowdoIdeletein
>DDE?IseetherecordbutIdon'tseeanythingthatsays"deleterecord"
>.
>

RE:StudentDuplicates

JasonTreadwell
DDAaddressisnotpublicknowledgeandshouldn'tbediscussedinaopenforum.WhilePowerSourceisa
Posts:474
closedcommunityit'sopenenoughthatpeoplewhomaynotunderstandthedangersinDDAwouldbe
abletoseeyourpost.Ibelievethat'swhythequestionwasn'tansweredearlier.IknowIheldbackbecause
itwasaskingfortheaddress.DDAisopenbydefaultandifadistricthasn'tlockeditdown(whichIwould
bet70%ofdistrictshaven'tlockeditdown)thensomeonemightdeletesomethingthatneedstobethere
andcausemajorproblems.Ialwaysdirectpeopletodocumentationasthatismorerestrictive.Article6167
tellsyouhowtogettoDDAbutit'srestrictedtotechnicalcontactsforareason.
ForthosereadingthisandneedingtolockdownDDApleaserefertoarticle6014.

Re:StudentDuplicates

Also,beadvisedthatnewinstallationsofPowerSchoolhavedefaultsecurityaroundDDAonlyallowing[a
certaingroup]tohaveaccesstoit.

Re:StudentDuplicates

Lorenzo
PearsonStaff

Posts:586

AparticularstudentIamtryingtomergewithdrewingrade2andagainthisyearingrade5.Intryingto
mergethesetworecords,IwentthroughallthetableslistedinJason'spostaboveandchangedtheNEW
studentIDtotoOLDstudentID.Everything"looks"merged,butwhenIsearchforthisstudentbyname
fromthedistrictlevel(asgrades2and5arenotinthesameschool),Istillseetwostudentslisted.What
amImissing?

LianeRegister
TechnicalContact

Posts:56

Re:StudentDuplicates

TammyTodd
IfallofthedatahasbeenmovedoverthenyouwouldneedtodeletetheNEWeststudentrecordtoremove
TechnicalContact
theduplicatefromyourlist.Besuretofirstmovethecontactinformationoverfromthenewrecordtothe
Posts:74
oldone.Thatwillgiveyouthelatestaddressandphonenumbersifneeded.
Re:StudentDuplicates

SandyDear
Hadtomergestudentenrollmentrecordsfor2differentstudentsaccordingtoJason'slistoftables(Thanks
Posts:29
somuch).Atthispointintheyear,IhaveonlyhadactualrecordsinAttendance,CCStudentID
&StudYear),PGFinalGrade,StudentRace,SectionScoresIDthatweresuccessfullychangedbutsome
thingsarenotshowingonthestudentscreens.
QuickLookUp,ListView&MatrixViewarenotshowingschedule.
AttendanceTablemessagesaysNotEnrolledinanyClasses
BellSchedule&AllEnrollmentsarecorrectandI'veverifiedthatthefollowingtablesshowthecorrect
StudentID:CC&Attendance
Thoughts?IhavealsoResyncedPowerTeacher.
Thanks

Re:StudentDuplicates

@SandyIhavethesameproblem.Didyougetananswer?

JudiCarlson
TechnicalContact

Posts:30

Re:StudentDuplicates

DebbieDavila
Thereisawaytomergethem,butitinvolvesDDAandyouREALLYhavetobecarefulandknowwhat
TechnicalContact
you'redoing.BelowaremynotesforthetablesandfieldsIchangetomergeduplicatestudents.Youmay
haveothertablesofdatayouusethatwedon'tsobeforeyouattemptthisdosomeresearchtoseeifthisis Posts:40
whatyoureallywanttodo:
MergingStudents
Onlydothisifyouabsolutelyhaveto
Whenthereareduplicatestudentsinpowerschoolitispossibletomergethesestudentsbymanipulating
datainseveraltables.Thisshouldonlybedonewhenthereismultipledatainbothstudentidssuchas
storedgrades,assignments,reenrollments,etc...
Keepthestudentwiththemostrecentrecord.Modifytherecordsfortheoldestrecords.
setatomicsynctooff
Tablesandfieldstochange:
CCchangethestudentid
andthestudyear.Thestudyearisthestudentidplusthe2digitschoolyear
you'llhavetosearchforandchangeeachsetofstudyearrecordsseparately
Attendancechangestudentid
PGfinalgradeschangestudentid
Storedgradeschangestudentid
Standardsgradeschangestudentid
SectionscoresIDchangestudentid

logchangestudentid
Iftherearetestscoresyou'llalsohavetochangethestudentidinthesetables:
StudentTest
StudentTestScore
reenrollstudent,searchreenrollmentsagainandchangestudentid
thiswillputthecurrentenrollmentrecordintothereenrollmentstable
Reenrollmentschangestudentid
finally,deletetheinvalidstudent
turnatomicsyncbackon
Re:StudentDuplicates

Thankyouverymuchforthis!Ithinkit'sprobablytheyearonthecctablethatismessingmeup.

JudiCarlson
TechnicalContact

Posts:30

Re:StudentDuplicates

@Sandy@Judi
FoundtheanswerinPSUG(h/tLindaPorterfrom2008):YouneedtoupdateCC.StudYearforallthe
recordsyouchanged.InExcelspeak,it'sCONCATENATE(StudentID,YearID).OnceIdidthis,allthose
pagesupdated:QuickLookup,ListView,MatrixView,Attendance.

AdamRoberts
TechnicalContact

Posts:20

ThenIranthisquerytofindalltheotherstudentswithmismatchedCC.StudYearvalues:
SELECTs.lastfirst,CC.studentid,CC.termid,CC.studyear
FROMCC
JOINStudentssONs.id=CC.studentid
WHERECC.StudYear!=CC.StudentID||SUBSTR(ABS(CC.TermID),0,2)
ORDERBYs.lastfirst
Thenmakesureyou'reusingtherightYearIDandmaketheappropriatechangesinDDA.

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