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Students are associated with the wrong High School

Updated
Watermark Support

Overview

In most cases, the reason that a student is associated with an incorrect high school on their student record, or associated with multiple high schools in SS&E while only associated with one high school in the SIS system, is that in the SS&E database the student is "currently attending" multiple high schools that include the incorrect high school.

  • When there are incorrect high school(s) associated with a student record, the student may also be assigned an incorrect high school tag assigned by an automated tag filter, and/or appear incorrectly on a high school filter/report.
  • If the student record includes an incorrect high school, this indicates that at some point in the past, an incorrect Person High School record imported for the student person ID from the SIS system.
      • Since the Person High School data feed does not integrate data deletion with the SIS, if someone accidentally entered an incorrect high school on a student record in the SIS system, and later deleted or modified the record to the correct high school, the "bad data" would not be automatically removed/edited in SS&E just because it is no longer present in the data feed.
  • High Schools are removed from the student record based on the "end date" imported from the SIS system on the person high school record via the Person High School data feed.

Unfortunately, at the present time there is no way to automatically remove person high school records from displaying in SS&E when deleted in the SIS system. To remove a high school record from displaying on the UI, the options are to:

  1. Review the data extract definitions to ensure that the SIS Import process will import an end date on the Person High School record when the high school should be removed from the UI.
  2. Enter a support ticket requesting to remove specific person high school records from the SS&E database. 
    • Note: This is a temporary solution as it will only remove records included in SS&E while missing from the Person High School data extract as they are no longer exporting from the SIS system.
    • To prevent this from happening in the future, person high school records should import with an end date when they are to be removed from the UI.

High School Tag is Incorrect

From the "Automated Tag Filters" knowledge base article found here, the following automated tag filter applies a high school tag to a student when certain conditions apply:

Apply when a student has a specific student type and is attending selected high schools -

The system applies this tag when:

1) A student has one or more active student types from the selected list

2) The student is currently attending one or more of the selected high schools

How to check if a student is currently attending more than one high school in SS&E:

  1. From SS&E Administration -> SIS Integration Administration -> Datafeeds, scroll to the Person High School Data Feed - Imported Data - View in order to check what Person High School associations are currently saved in the SS&E database -  https://yourInstitution.avisoapp.com/aviso/datafeed/list
  2. Enter the Student Id in the person_src_system_id, then click on Search from the top menu bar.
    • If the Student Id returns no results, make sure that there is no "space" following the Id.
    • If the Student Id still has no results, find the student's "Person Id" by searching the Person Data Feed - Imported Data - View - by the student's institution Id. https://yourInstitution.avisoapp.com/aviso/datafeed/dataShow?name=person
      • Verify the student's first name, last name, and email address in case there are multiple students with the same name.
      • Once the student is identified, copy the Student's Person record src_system_id to the Person High School search.
  3. View the "start_date" and "end_date" displayed on the Person High School record results. 
    • If there are multiple Person High School records listed in the results, and more than one high school has an end date in the future, this explains why the student is associated with multiple high schools/HS tags in SS&E.
    • The reason for this is that according to the Person High School data feed, the student is "currently attending" multiple high schools based on Person HS records that must have imported at some point in the past.
  4. In order to remove the incorrect high school from the Student record in SS&E, the Person High School Data Extract must "expire" the incorrect high school association by end-dating the Person High School association in the source data.
  5. To verify the Person High School data in the data extract, download personHighSchool.json from the Person High School Data Feed - Download Extract - Right click to "save link as".
  6. Search personHighSchool.json by the "incorrect" Person High School record src_system_id to check what is displayed in the data extract.
      • If the data is missing, this means that it was removed from the data extract instead of end-dated.
          • To fix this, the Person High School record must either be added back with an end-date or you can request that the ticket be escalated to the Professional Services team for an engagement to remove the "incorrect" person high school record from the SS&E database. To escalate, please send the exact record that needs to be removed.
      • If the data extract includes a past end-date, which is not displaying correctly in SS&E, please open a ticket with Aviso Support for further assistance.
      • If the data extract shows a future end date as displayed in SS&E, this must be corrected in the source data.
  7. Once corrected in the SIS, this should be verified on the Person High School data stream Informer report/csv file so that it will import into SS&E and display accurate High School information on the student Profile tab.
  8. After the Person HS data imports correctly, the Automated Tag Filter job will remove the "old" high school tag the next time the job runs and the student will no longer be associated with the incorrect HS tag.

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