Occasionally, when a Slate contact record and its corresponding applications are submitted to Colleague, the system generates a new Colleague ID for the individual instead of updating the existing record. When this happens, you have to mark the new record as a duplicate in Colleague, cancel the associated applications, and update the original record accordingly.

There are times when a Slate contact record and its corresponding application(s) are submitted to Colleague and the system creates a new Colleague ID number for the person instead of updating the existing record.  When this occurs, we want to mark the new record as a duplicate in Colleague, cancel the applications associated with it, and update the original record.

Steps for correcting the duplicate record

1. Log into Colleague
2. Go to the APPN screen
3. Enter a name search and jot down the 2 ID numbers for this person
4. Select the ID number deemed duplicate
5. Go into each application (if there is more than one), drill into the application status field, and append an application status of C (Cancel) to it (do not overwrite the existing status).  Note the start term and academic program of each application.
6. Save/Update out of the application(s)

Complete the following steps next in this order:

• Ask someone in Admissions (UG, GR, or ESL depending on the academic program of the application) or Admin IT Level 2 Support Person:
• Log into Slate and have them change the ID number associated with the person to the one we will use moving forward
• Submit the application to Colleague again

Once completed, then go back to Colleague and follow the steps in this KB article: How to Mark a Person, Institution, or Vendor Record as a Duplicate in Colleague