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Scope: This article covers tips to keep in mind when looking for duplicate IDs.
Purpose: This article provides Pro Tips in performing searches in order to identify duplicate IDs.
Detailed Information
The below tips can be used when searching HR and Student information.
Name Search Tips
- For First Name Search you should limit it to the first three or four letters of the name to bring up more possible matches.
- Make sure to tab out of the fields to activate the buttons that appear in the lower section.
- You can do a ctrl+F search in your browser to highlight anybody that was born a certain year, or month/day if that is helpful.
- You can hit the Detail button next to the individual’s Empl ID to display some extra information not included in the table, like telephone number.
“Less is more” examples:
- JENNIFER X was created when JENNY X was already in the system. The duplicate would have been prevented if the search had been done on the first name JEN or even JENN.
- If ROBERT Y returns no results, look again under BOB Y.
- If DON MACKAY returns no results, look again under DON MCKAY.
- Students whose last name may have changed may sometimes be found with the First Name, Birthdate search (if you know the birthdate).
- Unusual last names, notably foreign names spelled phonetically because the originals are from a different alphabet or use different characters, are best approached one syllable at a time.
- Don’t rush. Think. This will get easier. And your colleagues who process duplicates will shower you with appreciation.
Common first names that get different search results:
Usually the nickname is received first, as a prospect.
- Abe, Abraham
- Al, Alan, Allan, Allen
- Alison, Allison, Allyson
- Andrew, Andy, Drew
- Alex, Alexander, Sandy
- Bill, Billie, Billy, William
- Bob, Bobbie, Bobby, Robert
- Charles, Chuck
- Dick, Dickie, Richard
- Eddie, Eddy, Edward, Ned, Ted
- Jennifer, Jenny
- Joe, Joey, Joseph
- Richard, Richie, Dick
- Robert, Bob
- Steffi, Steph, Stephanie
- Stephen, Steve, Steven
- Ted, Theodore
- Thomas, Tom, Tomas, Tommie, Tommy
- William, Bill, Will
Last name possibilities
- Hansen, Hanson (-en, -on applies to many names: Jensen, Larsen, Andersen, etc.)
- Johnson, Johnston
- McXXX, MacXXX
- Thibeau, Thibault, Thibeault
Applies To
- UMS employees engaged in creating IDs for new students or employees.
- System-wide
- Applies to:
- Campus Solutions
- PeopleSoft