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Introduction:
During the admissions process, sometimes multiple IDs are created in error for new applicants. This can happen for many reasons and can be due to student error or system error. This causes confusion in PeopleSoft as there are multiple active PeopleSoft IDs that are linked to the same applicant/student. To help solve this problem, the Duplicate ID Log was created on the Campus Solutions Services SharePoint site. The Duplicate ID Log is where people can log the duplicate IDs for a student, in order for them to be reviewed and processed by CSS. CSS then conducts an investigation after reviewing the Duplicate IDs and determines which ID is correct and will remain active, and which ID was created in error, and should be deactivated. Follow the steps below to learn how to submit a Duplicate ID.
Step 1: Navigating to the CSS SharePoint website
The purpose of this step is to navigate to the CSS SharePoint Site to begin the Duplicate ID Logging process. The link for the CSS SharePoint site is: https://uofh.sharepoint.com/sites/css/Lists/Duplicate%20IDs_2/Active%20Duplicate%20IDs.aspx
On the left hand side of the page, there is a column with various links linking to other sub-sections of the CSS SharePoint. Under the “EMPS Logs” tab, is the “Duplicate IDs Log”. Click on that link to proceed to the Duplicate IDs Log.
Step 2: Adding a New Entry to the Duplicate Log
After clicking the Duplicate IDs Log link, you will be brought to the active Duplicate IDs log. To log a new duplicate ID case go to the tool bar on the top left hand side and click on '+ New'. Clicking on this allows the user to add a new entry.
Step 3:
All fields with a red star (*), as well as the Duplicate ID fields need to be filled out. The important fields are as follows:
Student Name: This is where you will put the student’s name, you can put the variations of the student’s name if they are different on each ID
Duplicate ID type: Indicate if it is an admitted student, an applicant or a staff member.
Student Admit type: Indicate whether the student is domestic or international.
Assigned To: This is the person who the request will be assign to, usually it will be assigned to Melissa K. Lopez
Requester: You type in your name.
Campus: Select UH from the drop-down list
Duplicate ID1 – Input the 1st ID associated with the student
Duplicate ID status: This is not a required field. If you are sure which ID is valid you can indicate so here. If you are unsure, leave blank.
Duplicate ID2 – Input the 2nd ID associated with the student
Duplicate ID3 – Input the 3rd ID associated with the student (if necessary)
Duplicate ID4 – Input the 4th ID associated with the student (if necessary)
Issue Reason: Choose the reason that best matches the situation from the drop-down list.
Description: Write a brief description of the issue.
Date Submitted – Choose the date this form is being submitted.
Attachment: If you have any evidence of name change or the issue, attach the evidence here.
*Note: Some fields will already be filled out once you open the form, those fields should be left alone because they are set as defaults by CSS.
Step 4: Duplicate ID Log Form
After you are finished filling in all required fields, the form is ready to be submitted. This can be done by clicking on the “Save” button at the bottom of the screen, as well as the “Save” button on the bottom of the screen.
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