Merge Duplicate Pell Records

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 on 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, refer to the Regulatory help topics in this help system.

Prerequisites

Authorizations:

Common - Processes - View

Financial Aid – Processes – Merge Duplicate Pell Records

Access

Processes > Financial Aid > Merge Duplicate Pell Records

Resolve the Duplicates

Select the following values.

Award Years The financial aid award year associated with the record.

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 Apply Filters. 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 record values.

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 associated with the record.

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.	Anthology Student deletes duplicate records.
Have Anthology Student automatically delete the duplicates for all students	Select the records for students that you do not want to merge. (Do not select the name of the student.) Select Remove. Select Resolve All
Differences in the records	Merge the records by selecting the values you want to use from each record	Select the record for the student. Anthology Student displays the differences in the Pell records. Only fields where the values are different are on the list. Review the values in the Pell records. All the values in the first Pell record are selected to include by default. To use: All values from a record because they are correct, select Select All n Record (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. Anthology Student marks the top, left corner of the fields without a check mark with a red indicator.) Save your 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.

Anthology Student deletes duplicate records.

Have Anthology Student automatically delete the duplicates for all students

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

Differences in the records

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

Select the record for the student. Anthology Student displays the differences in the Pell records. Only fields where the values are different are on the list.
Review the values in the Pell records. All the values in the first Pell record are selected to include by default.
To use:
- All values from a record because they are correct, select Select All n Record (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. Anthology Student marks the top, left corner of the fields without a check mark with a red indicator.)
Save your 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 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

This feature applies to U.S. compliance only.