Template Support & Troubleshooting: Data Points that can Produce Second / Duplicate Records

Owned by IDOE
Last updated: Feb 16, 2024
1 min read

When records for the same data set is provided where one of the data fields is considered a “Unique Identifier Key” is updated and the first record is not deleted, it will create a second record (commonly called a “duplicate” record, despite the data being different).

If your school utilizes an SIS Vendor, please check with your vendor to understand their policies and practices regarding second or duplicate record deletion and/or updates where changes are made to a ‘unique identifier’ field.

If your school utilizes templates and updates are required to a ‘unique identifier’ field on a previously reported record IDOE support will need to be contacted to assist with deletion of the incorrect data.

Example Scenario:

  1. A student has a Student School Association (enrollment) entry date (which is an Unique Identifier Key) of April 13th, 1991 by Alphabet Elementary.

  2. Alphabet Elementary submits a new Student School Association (enrollment) entry date of April 15th, 1991, creating a second record.

  3. Alphabet Elementary now has two enrollment records with no exit date provided on either record.

 

API Resource

Data Field

Unique Identifier (Key)

Calendars

CalendarCode

Y

SchoolId

Y

SchoolYear

Y

Calendar Dates

SchoolId

Y

Date

Y

CalendarCode

Y

SchoolYear

Y

CalendarEventDescriptorId

Y

Grading Periods

SchoolId

Y

GradingPeriodDescriptorId

Y

SchoolYear

Y

Sessions

SchoolId

Y

SchoolYear

Y

SessionName

Y

GradingPeriodDescriptorId

Y

Course Offerings

SchoolId

Y

LocalCourseCode

Y

SchoolYear

Y

SessionName

Y

Sections

SchoolId

Y

LocalCourseCode

Y

SchoolYear

Y

SectionIdentifier

Y

SessionName

Y

Staffs

StaffUniqueId

Y

StaffIdentificationSystemDescriptorId

Y

RaceDescriptorId

Y

ElectronicMailTypeDescriptorId

Y

EletronicMailAddress

Y

Staff Education Organization Employment Association

EducationOrganizationId

Y

StaffUniqueId

Y

EmploymentStatusDescriptorId

Y

HireDate

Y

Staff Education Organization Assignment Association

EducationOrganizationId

Y

StaffUniqueId

Y

StaffClassificationDescriptorId

Y

BeginDate

Y

Staff Education Organization Contact Association

EducationOrganizationId

Y

StaffUniqueId

Y

ContactTitle

Y

Staff Section Association

StaffUniqueId

Y

SchoolId

Y

LocalCourseCode

Y

SchoolYear

Y

ClassroomPositionDescriptorId

Y

SectionIdentifier

Y

SessionName

Y

Students

StudentUniqueId

Y

Student Education Organization Associations

StudentUniqueId

Y

EducationOrganizationId

Y

AddressTypeDescriptorId

Y

StreetNumberName

Y

City

Y

StateAbbreviationDescriptorId

Y

PostalCode

Y

Begin Date

Y

RaceDescriptorId

Y

ElectronicMailTypeDescriptorId

Y

ElectronicMailAddress

Y

Parents

ParentUniqueId

Y

Student Parent Associations

StudentUniqueId

Y

ParentUniqueId

Y

Student School Associations

StudentUniqueId

Y

SchoolId

Y

EntryDate

Y

Student Education Organization Responsibility Association

StudentUniqueId

Y

EducationOrganizationId

Y

ResponsibilityDescriptorId

Y

BeginDate

Y

SchoolCorpId

Y

SchoolCorpResponsibilityDescriptorId

Y

Student Section Associations

StudentUniqueId

Y

SchoolId

Y

LocalCourseCode

Y

SchoolYear

Y

SectionIdentifier

Y

SessionName

Y

Student School Attendance Events

StudentUniqueId

Y

SchoolId

Y

SchoolYear

Y

EventDate

Y

AttendanceEventCategoryDescriptorId

Y

SessionName

Y

Student Academic Records

StudentUniqueId

Y

EducationOrganizationId

Y

SchoolYear

Y

TermDescriptorId

Y

DiplomaLevelDescriptorId

Y

DiplomaTypeDescriptorId

Y

DiplomaAwardDate

Y

RecognitionTypeDescriptorId

Y

Course Transcripts

StudentUniqueId

Y

EducationOrganizationId

Y

CourseEducationOrganizationId

Y

SchoolYear

Y

TermDescriptorId

Y

CourseCode

Y

CourseAttemptResultDescriptorId

Y

Student Program Associations

StudentUniqueId

Y

EducationOrganizationId

Y

ProgramTypeDescriptorId

Y

ProgramName

Y

ProgramEducationOrganizationId

Y

BeginDate

Y

Student Curricular Material Program Associations

StudentUniqueId

Y

EducationOrganizationId

Y

ProgramTypeDescriptorId

Y

ProgramName

Y

ProgramEducationOrganizationId

Y

BeginDate

Y

Student Special Education Program Associations

StudentUniqueId

Y

EducationOrganizationId

Y

ProgramTypeDescriptorId

Y

ProgramName

Y

ProgramEducationOrganizationId

Y

BeginDate

Y

DisabilityDescriptorId

Y

Student Title I Part A Program Associations

StudentUniqueId

Y

EducationOrganizationId

Y

ProgramTypeDescriptorId

Y

ProgramName

Y

ProgramEducationOrganizationId

Y

BeginDate

Y

ServiceDescriptorId

Y

Student Alternative Education Program Associations

StudentUniqueId

Y

EducationOrganizationId

Y

ProgramTypeDescriptorId

Y

ProgramName

Y

ProgramEducationOrganizationId

Y

BeginDate

Y

ProgramMeetingTimeDescriptorId

Y

Education Organization Other Personnels

LocalEducationAgencyId

Y

OtherPersonnelCategoryDescriptorId

Y

OtherPersonnelTitleDescriptorId

Y

Assessment Accommodations

AssessmentIdentifier 

Y

AcademicSubjectDescriptorId

Y

AccommodationDescriptorId

Y

Student Education Organization Assessment Accommodations

StudentUniqueId

Y

EducationOrganizationId

Y

AssessmentIdentifier 

Y

AcademicSubjectDescriptorId

Y

AccommodationDescriptorId

Y

Student Cohort Association

CohortIdentifier

Y

EducationOrganizationId

Y

StudentUniqueId

Y

Discipline Incidents

IncidentIdentifier

Y

SchoolId

Y

Student Discipline Incident Behavior Associations

IncidentIdentifier

Y

SchoolId

Y

StudentUniqueId

Y

Discipline Actions

DisciplineActionIdentifier

Y

StudentUniqueId

Y

ResponsibilitySchoolId

Y

IncidentIdentifier

Y

SchoolId

Y

Surveys

Namespace

Y

SurveyIdentifier

Y

EducationOrganizationId

Y

SurveyCategoryDescriptorId

Y

Survey Questions

Namespace

Y

QuestionCode

Y

SurveyIdentifier

Y

QuestionFormDescriptorId

Y

Survey Response

Namespace

Y

SurveyIdentifier

Y

SurveyResponseIdentifier

Y

Survey Response Education Organization Target Associations

EducationOrganizationId

Y

Namespace

Y

SurveyIdentifier

Y

SurveyResponseIdentifier

Y

Survey Question Responses

Namespace

Y

QuestionCode

Y

SurveyIdentifier

Y

SurveyQuestionResponseValueIdentifier

Y

SurveyResponseIdentifier

Y