Duplicate Student Records in Verity SIS: Hiding or Requesting Removal

Symptom

A student has two records in the Verity SIS with different Verity IDs. Merging is blocked because one record has an active enrollment that would remove the student from the enrollment process if merged.

Why Merging is Sometimes Blocked

Merging two student records when one has an active enrollment carries a risk of disrupting the student's active workflow. In these cases, hiding the unwanted record is the recommended first step rather than merging.

Resolution Step 1: Hide the Duplicate Record

1. Identify which Verity ID is the correct record to keep (typically the one with the active enrollment or more complete data)
2. Contact Portico Support and request that the other (duplicate) record be hidden, providing both Verity IDs and specifying which to keep and which to hide
3. Hiding removes the record from normal workflows and daily CORE file transfers without permanently deleting it
4. Monitor the next scheduled CORE file transfer to confirm the student is no longer generating errors

Resolution Step 2: Request Full Deletion (if Hiding is Insufficient)

If hiding the record does not resolve downstream issues (such as continued CORE file transfer errors), contact Portico Support to request full deletion of the unwanted record. Support will coordinate with the data engineering team to remove it from the database.

When Submitting a Request

Always include both Verity IDs and clearly specify which record to keep and which to hide or remove. This prevents the wrong record from being affected.