Diploma Rules

As part of release 2023.5.0 on 5/5/2023, a new business rule has been added to diplomas that are re-imported or integrated through Diploma Sender. A student must have the field FY 22 Confidentiality Release of Information on File set to YES to have a matched diploma added to their record. This rule only applies to GED, HiSET, and TotalTranscript diplomas. Manually entered assessments are NOT affected by this rule. 

This update also gave SEA Agency Read Only users access to the "Import Diploma/Credential (Ext.)" import located in the More dropdown at the All Diplomas/Credentials area at the SEA.

An imported diploma can be matched to a student based on the following criteria:

1. If any of the following fields are present and match, then the record is considered an exact match:

   • StudentID 

   • PersonID 

   • ExternalID 

2. If the following Vendor-supplied IDs are present, then a record is considered an exact match if both the field and Birthdate match:

   • DrcStudentID AND Birthdate

3. Other combinations that result in an exact match are:

   • Social Security Number AND Birthdate

   • First Name AND Last Name AND Birthdate AND any of the following:

     • Phone

OR

3. • • Address

OR

3. • • Email

The new rule consists of the following cases:

1. Once one of the matching criteria is met AND a Student has the field "FY 22 Confidentiality Release of Information on File" set to YES, then the diploma is successfully added to the student's record.

2. Once one of the matching criteria is met AND a Student has the field "FY 22 Confidentiality Release of Information on File" set to NO, then the diploma is NOT added to the student's record and remains as a "potential match".

Last update: 5/5/2023