Duplicate EMPLIDs for Same Person
Purpose: Guidance for managing multiple EMPLIDs (sometimes called "duplicate EMPLIDs") that belong to the same person.
Audience: Student Records and Admissions staff
A person should have one and only one EMPLID. This protects the integrity of our shared state-wide data and ensures that the person's records (educational, financial, employment, and otherwise) are complete and easily accessible.
Multiple EMPLIDs can be unintentionally created for an individual. Many of these EMPLIDs come from converted Legacy records, but they can also originate from OAAP applications (i.e., when a student applies under a different name or with information that does not match their existing record) or from staff error (i.e., not running Search/ Match prior to manually admitting a student).
Steps to Identify and Report Students with Multiple EMPLIDs
SBCTC Support relies on college users to identify and report instances where a single individual has multiple or "duplicate" EMPLIDs. The following steps describe how to identify and report students with multiple EMPLIDS and how SBCTC Support resolves multiple records.
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Confirm that the EMPLIDs belong to the same person. When a college identifies multiple EMPLIDs that appear to belong to the same individual, the college is responsible for verifying that the EMPLIDs belong to the same person before reporting to SBCTC Support.
- Many individuals in ctcLink have the same name and date of birth. Multiple data points should be reviewed to ensure that the EMPLIDs belong to the same person (especially if the individual has a common name). Data to review includes names (first, middle, and last), DOB, SSN, addresses, contact information, and student records.
- Unmerging data that should not have been merged is a complicated and time-consuming process. It usually results in creating brand new EMPLIDs for all impacted records. Do not submit a ticket if you are unsure if all EMPLIDs belong to the same individual.
- Submit a Support ticket to report the individual's multiple EMPLIDs. Submit one ticket per student and include all of the individual's EMPLIDs under the following request type: ctcLink Support > Campus Solutions > Duplicate CS ID.
Do not include SOCIAL SECURITY NUMBERS in tickets. We do not need or want to see student/employee SSNs in the original request detail of the tickets. When an SSN is included in a ticket, we must take additional time to work with our administrators to remove it. If you need to provide more information about an SSN, use more discreet strategies such as referring to “the SSN on X EMPLID" instead of providing full or partial SSNs in tickets.
Once you have submitted a ticket, do not add or remove data from the reported EMPLIDs unless directed by a Support team member.
- If the ticket resolution is time-sensitive, please update the ticket to let the Support team know instead of attempting to move data yourself.
- Some colleges identify EMPLIDs submitted to SBCTC Support with a service indicator. This service indicator can prevent students from enrolling under any of their multiple EMPLIDs. At the same time, the EMPLIDs are being reviewed and can also assist the college in tracking which EMPLIDs have already been submitted to the Support team.
- Do not report more than one person's records per ticket. If multiple individuals are included in a single ticket, the ticket will be closed, and the college will be asked to reopen one ticket per person.
- Do not submit multiple tickets to report the same individual. The college is responsible for tracking which EMPLIDs have already been reported to SBCTC Support.
Warning: Submit one ticket per person. SBCTC Support will close any tickets that report more than one person's multiple EMPLIDs and instruct the college to reopen one ticket per person.
- SBCTC will determine which EMPLID will be retained and which EMPLID(s) will be retired. In our multi-college system, data can exist for multiple colleges on a single EMPLID. The Support teams review the quantity and type of data associated with each EMPLID (including student records, financial information, financial aid records, and employment data) and determine which EMPLID will be maintained. The ticket will be updated to indicate which EMPLID will be maintained.
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Data will be moved from the retired EMPLID(s) to the retained EMPLID. Data is "moved" by manually recreating the record on the retained EMPLID. Each Support team (HCM, FA, SF, and CS Core) moves its associated data. A ticket may be routed to several teams before all data is transferred.
- To prevent changes to the student's record as data is being moved, the SDI service indicator is assigned to the student's duplicate EMPLID and is copied to all colleges with a JobSet. This service indicator is used to prevent enrollment, transcript generation, student financial activity, and financial aid disbursement at all institutions. College users should not assign or remove the SDI service indicator or modify how the SDI service indicator is configured.
- A Support team member may instruct the college to move certain data, such as Canvas records or student financial information.
- The college may be asked to provide additional information or verify a record when there is a discrepancy in the data being moved. Examples include differences between bio demo data (i.e., differing SSNs, names, etc.) or conflicting data (i.e., term activation or residency differences between EMPLIDs).
- To make it easier to visually differentiate the record of a retired duplicate EMPLID from that of a standard EMPLID, the name on the retired EMPLID is updated to contain words like "Do Not Use" and "Duplicate." However, please note that the name change may not occur until the final stages of the merge process.
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Duplicate EMPLIDs are retired or deleted. Once all data has been moved to the retained EMPLID, most data from the duplicate EMPLID(s) is deleted.
- EMPLIDs that do not contain employment, financial, or financial aid data are entirely deleted from ctcLink.
- EMPLIDs that contain employment, financial, or financial aid data are not deleted. All data unrelated to employment, finances, or financial aid is deleted. The EMPLID is changed to begin with, "X."
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The ticket is resolved when data movement is complete, and duplicate EMPLIDs are retired or deleted. The ticket will be updated when the work on resolving the duplicate is complete. At this point, the ticket will be resolved by the CS Core Support team.
- The CS Core Support team does not work with students. It is the college's responsibility to inform students of which EMPLID has been retained for their records.
- The college should reopen the ticket if there are any questions about the duplicate resolution.
Please keep in mind that our processes evolve over time, and each duplicate scenario is unique, with some circumstances requiring deviation from the standard merge process. For colleges wanting to identify records at some stage in the merge process, here are some tips:
- While reported duplicates are in the ticketing queue prior to the determination of the EMPLID to be retained, which may require input from multiple parties, EMLPIDs that will eventually be retired will not be distinguishable from those that will be retained.
- After a determination has been made on which EMPLID will be retained, the record designated to be retired can best be identified by the presence of the SDI service indicator.
- At the conclusion of the merge process, an EMPLID beginning with a single character of "X" can be considered a retired duplicate ID.
Duplicate EMPLID Ticket Freeze
Beginning Winter 2023, Duplicate EMPLID Ticket Freezes have been implemented for currently enrolled students. Information about this change can be found below and how it impacts Duplicate EMPLID tickets
Approximately three weeks prior to the term’s Enrollment Snapshot, the CS Pillar Support teams will not work on new Duplicate EMPLID tickets for currently enrolled students.
Duplicate EMPLID tickets for currently enrolled students received prior to the freeze (that are already in progress) will continue to be worked on. This work must be completed before the term’s enrollment snapshot.
As SBCTC’s CS Pillar Support teams work with colleges to move certain data from the retired EMPLID to the kept EMPLID, it is imperative that college staff also prioritize this work so that all data is moved before the snapshot to ensure accurate reporting for that term.
We want to help make sure your data is being reported accurately! As you may know, resolving Duplicate EMPLID tickets often requires colleges, CS Core, FA, and SF to work together and coordinate the movement of data from the “retired” EMPLD to the “kept” EMPLID.
The Duplicate EMPLID Ticket Freeze only applies to currently enrolled students; meaning, students enrolled during the same term when the ticket is submitted to SBCTC.
This work is central to reporting, which is reflected on the Data Warehouse Snapshot Schedule. (https://www.sbctc.edu/colleges-staff/data-services/data-warehouse-documentation)
Colleges can still file Duplicate EMPLID tickets to SBCTC during the Duplicate EMPLID Ticket Freeze. We will reply to the ticket stating the freeze start/end date and let you know the ticket is on hold until the freeze ends. However, tickets filed within this time for currently enrolled students will not be worked on until after the freeze ends.
If a Duplicate EMPLID ticket involving a currently enrolled student cannot wait until the freeze ends, colleges should include a detailed explanation of the situation in the ticket. We will consider the request. Please note that this may delay the Data Services’ snapshot, so please ensure this is truly a critical/urgent situation.
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