Clearing Duplicates from MAP Data

If you have existing student and teacher information in the MAP site, you need to ensure there are no duplicate records. For example, a District Proctor could have added a student without realizing a profile already existed.

If you do not have existing MAP information, continue to Determining Which Clever Identifiers to Use.

Find Potential Duplicates

There are two operational reports you can use to find duplicate student or teacher profiles. Run each report twice—once for students and again for teachers (choose the User profile).

 

Report Name Format Recommendations
Profiles with Shared IDs Spreadsheet (CSV)

Start with this report because it only checks for individuals using the same ID or having no ID.

However, avoid this report if your schools have re-used student IDs because all re-used IDs will appear as duplicates.
Potential Duplicate Profiles PDF

Generate this report after you have fixed issues found in the first report. (This report checks several characteristics for similarities, not just ID.)

Allow a few hours for the report to process.

Note: After NWEA enables the Automated Roster, you will no longer have access to Potential Duplicate Profiles report, because it is not compatible with the Match on ID rule. However, you will still have access to the Profiles with Shared IDs report.

Fix Duplicate Student Profiles

For duplicate student profiles, you will use the merge feature.

  1. In the left navigation pane, select Manage Students.
  2. Enter search criteria for the student profiles you want to merge, and then click Search.
  3. For each student profile you want to merge, use the View/Update button to examine their information.

  4. Ask yourself: Which student profile has the most correct information?

    You will make this profile the master profile.

  5. Ask yourself: For the student profile you want to designate as master, do the terms that appear match the terms of the other profile or profiles? If not:
    1. Add the missing terms (using the Add Term button). Also include applicable reporting attributes, like class. You need to do this so that test events appear as expected on reports.
    2. Example: If the other profile you want merged has test events for last fall, then that same fall term must also apply to the master profile. If not, then those test events last fall will not appear on reports after the merge because the master profile was not associated with that fall term.

  6. Return to the student search results, and select the profiles you want to merge.

    Note: Some profiles may have already been merged and designated a master profile, as indicated under the Master column. You can merge another profile with it, but you cannot merge multiple master profiles.

  7. Select Merge.

  8. Select the profile you want to designate as the master profile.

    Or, if a profile already appears as the Master Designate, make sure it is the correct one.

  9. Choose Designate as Master.

    The selected profile will move to the Master Designate table.

  10. Select Submit.

    A confirmation message will appear.

  11. If needed, also update your student information system to eliminate duplicate profiles.

Fix Duplicate Teacher Profiles

For duplicate teacher profiles (users with the Instructor role), you will need to choose the best profile and delete any others. However, you cannot delete an Instructor that has existing class assignments. In those situations, consider contacting NWEA Support for help. You can also refer to guidance under the NWEA community site: How to correct duplicate users.