Agencies can delete students themselves unless the student has a FY Record from a previous fiscal year. If they try to delete a student who has a FY Record from a previous fiscal year, they will get a message that the student cannot be deleted. They can then contact us in tech support so we can review the FY Records for the student in question.
If the student they want to delete was not reportable in a previous fiscal year, we will delete the FY Record so they can then delete the student. If the student was reportable in a previous fiscal year, the FY Record cannot be deleted because this will change the numbers on the NRS reports for that fiscal year, which can cause issues for the state office during an audit. The FY Records are not transferrable from one student record to another.
In the case of the specific students mentioned, they may first want to double-check to be absolutely the two students are not truly different students:
So, these may actually be two different students. There is no SSN listed, so I can't use that for additional comparison.
BUT, even if they truly are the same student, neither record will be able to be deleted.
This means both student records will need to remain in the database. What I typically recommend in this scenario is that the agency decide which record they no longer want to use for data entry and update the last name for this student to something like 'TLAST NAME DO NOT USE.' That way the student record will remain in the database for historical reporting purposes, but they will not accidentally put new data in that record.