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How to Avoid Creating Duplicate Pupil Records in SIMS

For Primary and Secondary Schools

Duplicate pupil records in SIMS can cause many problems and care should be taken to avoid creating them.
 
Before adding a new pupil into SIMS, use the ‘Student Details’ section - click New and enter their surname, or first few letters of the surname, into the ‘Surname’ field, then click Continue to search for any existing record.
 
The student may have been on roll previously, or in a pre-admission group but not actually admitted.  It is very important that the school re-uses the record if it already exists.
 
When importing CTFs that contain student details already recorded in SIMS, at the Select the CTF Import Type panel choose the Add Data for Existing Pupils Only option. 
 
Use the CTF matching screens to avoid importing duplicate pupil records.  A green light next to the pupil indicates that the record in the CTF has been matched with a record in SIMS. 
 
If the indicator next to the pupil is not green, it means there is a discrepancy between the CTF and the SIMS record, e.g. legal names, date of birth, UPN.  Even a misplaced hyphen will prevent records from matching.  These instances need to be investigated and corrected before proceeding with the import.
 
If you require any assistance with this process, you can call The ICT Service Helpline on 0300 300 0000 or email support@theictservice.org.uk

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