Duplicates and siblings

Data Leads use Students → Duplicates (/admin/duplicates) to resolve potential duplicate records. The page has two tabs:

1. Live students — sibling / duplicate pairs already in the system (merge, confirm, dismiss)
2. Legacy MDB import — scan the school’s uploaded ASISTS/MDB roster for garbage data and matches against live students

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Who can access

Admin and Data Lead only.

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How intake surfaces matches

During NEW registration, Intake checks in two stages:

1. Check ASISTS first — search by name, DOB (MM/DD/YYYY or YYYY-MM-DD), or both. A DOB-only search returns only students born that day.
2. After unlock — when personal info is filled, the system re-checks similar name (match %), related last names, and home address. Same calendar DOB is required for that panel, but a shared birthday alone is not enough.

Staff can:

• Use Same person sitting here — log returning when the match is the student at the desk
• Check Not the same person sitting here (ASISTS gate) or This is a different person with the same name (duplicate panel) to flag siblings for Data Lead review
• Notify the Data Lead with Copy alert message (Teams / Slack / paste into email) or Email with alert (opens mail with subject + body filled in)

Each match card shows a % match (name similarity) and a Same DOB badge when birthdays align.

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Intake alert message

The copied alert is written for Data Lead review. It includes:

• A clear Subject line (Possible duplicate student — Intake alert)
• School, who reported it, and when
• The NEW student being registered (name, DOB, phone, email, address — shows — if a field is still blank)
• Possible matches in this system and on ASISTS / legacy (DOB, Label ID, status, similarity, same-DOB / address notes)
• Short What to do steps and a link to /admin/duplicates

If intake already checked different person, the intro line says the registration was flagged as a sibling / coincidence path.

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Flagged section

Students marked by Intake Members with This is a different person appear here for review. Intake may flag a pair when names and DOB are similar but the student insists they are a different person — often siblings.

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Auto-detected section

The system scans students for:

• Same DOB + similar name (fuzzy match, including middle-name omissions), or
• Same DOB + same home address (even when names do not fuzzy-match)

On Intake, a same-DOB row appears when any of these is true: name similarity of about 50% or more, last names look related, or the home address matches. Unrelated people who only share a birthday (common ASISTS hits) stay off the panel. Pairs already confirmed as siblings, manually dismissed, or still flagged in the first section are excluded.

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Address comparison

Between each pair, a comparison block shows: Each student card also shows their formatted address (street + apt on one line, city/state/ZIP below) and a Verified badge when NYC Geoclient confirmed the record.

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Actions

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Merge field review

When you click Merge Records:

1. Select the primary student (the record that remains) — each card shows a completeness count (filled contact/address fields)
2. Read any warnings (e.g. secondary name looks more complete, DOB differs)
3. Review the field diff — each row shows Same / Conflict / Only primary / Only secondary
4. Click a value to keep it (defaults: primary wins on conflicts; secondary fills empties)
5. Home address is chosen as one group (street, apt, city, ZIP + verification)
6. If primary is unassigned and secondary has a drawer, optionally transfer drawer location to the primary (default on when available)
7. Confirm — secondary is deleted; drawer is transferred or freed depending on that option

Use All primary or Prefer secondary fills for quick defaults, then adjust conflicts after verifying with the student.

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Recent merges

The bottom of the Live students tab lists recent merges for your school (who merged, which names, field change count). Use Undo there while the 15-minute window remains.

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Legacy MDB import review

Upload the school’s ASISTS Access (.mdb / .accdb) or CSV roster under Admin → Schools (legacy roster upload). After upload, a quick quality scan summarizes error/warning rows and a Review import quality button opens the review tab for that school. Deep link: /admin/duplicates?tab=legacy&school=Your%20School%20Name Or open Students → Duplicates → Legacy MDB import. The review scans the school’s uploaded legacy roster against live students and reports: Use Export CSV to download the active bucket (for spreadsheet cleanup or ASISTS follow-up). This tab is read-only — it does not merge or delete. Use Intake / live Duplicate Review for filing actions. Re-upload the MDB from School Settings when ASISTS data changes.

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Related pages

• Intake workflow — how intake flags siblings and runs address-aware duplicate checks
• Address and NYC verification
• Data Lead tools — roster upload on School Settings