Merge Duplicate Pell Records

You can use the Merge Duplicate Pell Records page to identify students who have more than one Pell record in the database and resolve the duplication so that origination information is reported correctly for the student.

A Pell record in Anthology Student contains a combination of information related to a Pell grant for a student (such as Pell information from their ISIR and about the Pell award). For example, a duplicate Pell record might be created when a student transfers to a campus where they were already registered.

If the information in the duplicate records is:

The same, you can have Anthology Student automatically delete the duplicate for one student or all the students in the list
Different, you can select the correct values from the records to merge (Once you save the changes, Anthology Student will also delete the duplicate records.)

For information about current FAFSA, ISIR, and COD processing, see the Regulatory help topics in this help system.

Prerequisites

You must have:

Common - Processes - View authorization

Financial Aid – Processes – Merge Duplicate Pell Records authorization

Access Method

Select the Processes tile > expand Financial Aid > select Merge Duplicate Pell Records.

Procedure to Resolve the Duplicates

Select the following values.

Award Years The financial aid award year.

Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

Select the Apply Filters button. Anthology Student displays a list of students with Pell records that contain the same student ID, award year, and attending Pell ID. It includes up to 3 duplicates and includes records with blank award years.

Review the students in the list.

Attending Pell The Attending Pell ID that is used when processing Pell grants for students who are attending this campus. It is also used on ISIRs.

Award Year The financial aid award year.

Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

Take the appropriate action.

Data Status	Methods Available	Actions to Take	Result in Anthology Student
Same in both records	Have Anthology Student delete the duplicate for one student	Select the name of the student in the list.	Anthology Student deletes duplicate records.
Have Anthology Student automatically delete the duplicates for all students in the list	1. Select the records for students that you do not want to merge. (Do not select the name of the student.) 2. Select the Remove button. 3. Select the Resolve All button
Differences in the records	Merge the records by selecting the values you want to use from each record	1. Select the record for the student. Anthology Student displays the differences in the Pell records. Only fields where the values are different are in the list. 2. Review the values in the Pell records. All the values in the first Pell record are selected to include by default. 3. If you want to use: • All values from a record because they are correct, select the Select All n Record button (where n is First, Second, or Third) • Select specific values from each record, select the check box next to the field name for the value that is correct. (A check mark is required for each field in the list. Anthology Student marks the top, left corner of the fields without a check mark with a red indicator.) 4. Select Save to save the changes.	Anthology Student: • Merges the selected fields into one Pell record • Deletes duplicate records

Data Status

Methods Available

Actions to Take

Result in Anthology Student

Same in both records

Have Anthology Student delete the duplicate for one student

Select the name of the student in the list.

Anthology Student deletes duplicate records.

Have Anthology Student automatically delete the duplicates for all students in the list

1. Select the records for students that you do not want to merge. (Do not select the name of the student.)

2. Select the Remove button.

3. Select the Resolve All button

Differences in the records

Merge the records by selecting the values you want to use from each record

1. Select the record for the student. Anthology Student displays the differences in the Pell records. Only fields where the values are different are in the list.

2. Review the values in the Pell records. All the values in the first Pell record are selected to include by default.

3. If you want to use:

• All values from a record because they are correct, select the Select All n Record button (where n is First, Second, or Third)

• Select specific values from each record, select the check box next to the field name for the value that is correct. (A check mark is required for each field in the list. Anthology Student marks the top, left corner of the fields without a check mark with a red indicator.)

4. Select Save to save the changes.

Anthology Student:

• Merges the selected fields into one Pell record

• Deletes duplicate records

Anthology Student also:

Updates the Pell ID for the remaining Pell record in the other locations in the product where the Pell ID is referenced
Removes the students who were resolved from the list
Redisplays the list with the students with duplicates so that you can continue making changes (If you selected Resolve All, the remaining students in the list must be merged manually because the values in the records are not the same.)
Updates the number of students above the list so that you know how many still need to be resolved