What is a duplicate ID?
‘Duplicate ID’ refers to times when multiple Banner IDs exist for the same person. This means one person has two (or more) separate records in the SPAIDEN/PPAIDEN screens. Duplicate IDs are completely separate records, they do not refer to 300 numbers that are already listed in the ‘Alternate Identification’ tab in SPAIDEN.
I noticed a duplicate ID record. What do I do?
To determine which ID should remain active, check both IDs and see which one has the most history. Generally, the older ID will have the most history. For the ID with the less history, please add a warning to the name (e.g. Smith – DUPLICATE DO NOT USE) so that no one uses the record. Most duplicate IDs do not require a Service Request, see below.
Should I submit an IT Service Request to merge duplicate IDs?
In general, most duplicate IDs will not be merged and do not require a Service Request. The main reasons for merging IDs are:
- A student has an academic history on two records and their transcripts, credits, etc. are needed for official records.
- An employee has an old student record with a different ID (whether these are merged depends on the specific situation).
- The duplicate ID is a vendor.
This list is not exhaustive and may not apply in all cases. If you have noticed a duplicate ID that you think should be merged for one of the reasons above, or for any other reason, you can submit an IT Service Request to have your request evaluated.
Can a duplicate record be disabled so that no one else can use it?
Unfortunately, Banner does not currently offer this functionality. The best option is to add a warning to the name of the duplicate record. It may also be useful for future reference to add a comment with the correct Banner ID.
Why are duplicate IDs created? Why is there no better system in place to prevent this?
Banner has measures in place to prevent the creation of duplicate IDs. However, students who have changed their name, contact information and other details may reapply and a new account may be created. In addition, Banner receives information from third party systems such as Destiny One, which may have fewer safeguards to prevent duplicate accounts.
Why aren’t all duplicate IDs merged?
As long as duplicate IDs are marked as such and are not associated with academic or employee records, they do not cause problems. In addition, merging IDs is a time-consuming and high-risk task. Errors or mistakes made during the process can have cascading effects and lead to other issues. Therefore, IDs are only merged when absolutely necessary, such as for the reasons listed above.
I’m not sure if a duplicate ID should be merged. Who can I ask about this?
Others in your department may have experience of similar situations and can offer advice. You can also submit an IT Service Request. IT will evaluate your request and help decide whether or not to merge the IDs.