WATCH SCREENCAST HERE
In the Review tab of OLR, a record (address/household, parent/guardian, student, etc.) should be linked to the one that is already in Infinite Campus. Every existing record that is not linked will create a duplicate record in IC. The only time you will not link a record is when it is a new address/household, parent/guardian, emergency contact or student.
Things to note – under each entry you may see the following warnings:
- Red notifications indicate a high risk of data duplication if record not linked
- Orange (looks like unbold Red in OLR) Moderate risk of data duplication
- Blue Minimal risk of data duplication
A Red warning can be a returning student, parent/guardian and should be linked. This is critical to successfully merging OLR to IC.
An Orange or Blue warning requires that you look closely at the application. This is where you might find a parent with the name of Kim Smith on an OLR but Kimberly Smith in IC or Bill Smith in an OLR and William Smith in IC (other name variations you might see are Joseph/Joe, Michael/Mike, Matthew/Matt, Elizabeth/Beth, etc). Most of the time you can update the name in OLR but if you find that the legal name is wrong in IC then you will need to update the person record in IC by creating a new identity in IC before linking. *If the birth certificate is available then verify which is the legal name
Even if there aren’t any warnings it is best practice to click on all Link icons to verify
At the top of the review page, there might be a warning under the Application Review: The submitter has indicated that a household member has previously attended the District. Please take extra care to verify that any non-linked information does not exist in Campus. Please link all records that do have a match so as to not create duplicate records.
This appears because the person who submitted the application checked the Student Previously Attended this District box when they first entered their enrollment online (see image below).
The warning is important because it states that if a record isn’t linked then duplicates will likely be created.
At the bottom of the review page, there might be a warning about an Emergency Contact being removed from the household under the student pleat.
This appears because the person who submitted the application did their online registration through the portal. Parents have the option to remove an emergency contact in the portal. In the application, it will say that This person is no longer an Emergency Contact for any students in this family. If you process an application with this warning there are three steps to follow:
- Verify the Emergency Contact is end dated on the student you are processing
- Make sure to end date the Emergency Contact for all students in this household – this is not automatic and you need to do this manually
- In the Emergency Contact’s demographics<comments for each student note that Emergency Contact was end dated on OLR #
(Example: XXX XXXXX is no longer an Emergency Contact for any students in this family OLR 18023 mj)