Banner > Duplicate Record Checking

Policy for duplicate checking

Before a new record can be created in SPAIDEN (or any form) the duplicate checking process must be completed. Please note, searching for duplicates does not entirely depend on needing to know the SSN because it is a) not a required field and b) the system will give the user a warning if they attempt to create an account with an already used SSN. SSN is a heavily protected record and will not be available to every person creating new students or searching for student accounts.

Process for duplicate checking

Use GUIALTI (permissions may need to be updated to allow the use this form) or GYILOOK

TIPS

  • Search by the first three letters of the last name and the first three letters of the first name, use wild card (%) in front and in back of both names
  • Consider misspellings (Viktoria vs Victoria)
  • Consider full name alternatives and repeat step one
  • Reverse the first and last name
  • Consider hyphenated and married names (the wild card tool will help with this)

SEVEN REQUIRED STEPS

Step
Description
Example
1
SSN/ID
999985645
2
Last name, First name, Date of Birth
Doe, Jane, 14-May-1981
3
Last name, First initial + %, Date of Birth
Doe, J%, 14-May-1981
4
Last initial + %, First name, Date of Birth
D%, Jane, 14-May-1981
5
Last initial + %, First initial + %, Date of Birth
D%, J%, 14-May-1981
6
Swap First and Last names
Jane, Doe
7
% + Last name + %, % First name + %
%Doe%, %Jane%

If your search is successful with one or more names, verify that you have found the correct person using birth date and middle name.

If none of the names match, click on the Exit button , and proceed with creating a new name record

If, even after this extensive checking, a duplicate account has still been created please forward the issue to the support@cu-portland.edu so the duplicate consolidation process can be completed.