Obtaining and Merging Student NSNs

NSN merging is necessary to ensure that a student only exists once in Hero.

The enrolment acceptance performs student merging as part of the enrolment process as soon as the NSN is selected.  If the NSN exists already in Hero the option to merge is presented to the administrator.  

The merging of students via their NSN is a complex process and requires accuracy and certainty.  As an administrator, if you get the option to merge a student and you are unsure that it is the same person, reject the NSN and ask the Customer Support team to carry out the process for you.  

NB:  When in doubt, CANCEL and seek help.

MERGING RULES AND HIERARCHY

These are the rules that will be applied when merging students, bearing in mind that the NSN is used for the merge so both students SHOULD be the same person.   

When both student records are in the same school.  In this situation all information is merged i.e. posts, attendance records, enrolment records, enrolment application forms.

• A Current student can merge with a Former student.  (i.e. the student has left and returned to the school and exists twice in your site).   The information on the Current student trumps the information on the Former student as is more up to date.
• A Current student cannot merge with a Current student (i.e. the same student has been enrolled twice and both show as Current).  If both have learning information, the most out of date can be made a Former to action the merge.    If one contains very little, the student with the least information can be archived or made Former and the merge can still happen.
• A Pre-Enrol cannot merge with a Current student.   If we have the student already as a Current Student then the pre-enrol shouldn't exist.  It is best to archive the pre-enrol.
• A Pre-Enrol can merge with a Former.  (i.e. the student has left and returned to the school and been enrolled a second time).   The information on the Pre-Enrol trumps the information on the Former as is more up to date.  The school has the option to reinstate the Former and archive the Pre-Enrol OR merge the Pre-Enrol with the Former.  The advantage to merging vs reinstating is that both enrolment applications are retained.

When the student records are at different schools.  In this situation the school retains the information they hold.  There is no cross-over of information due to student/school privacy.

• A Current can merge with a Former.  i.e. The student has left the previous school and joined your school.
• A Current cannot merge with a Current.
• A Pre-Enrol can merge with a Current.   i.e. The student in the other school hasn't left yet but is pre-enrolled at your school who is able to process the enrolment.
• A Pre-Enrol can merge with a Former.  i.e The student in the other school has left and the new school is processing the enrolment.

OBTAINING THE NSN

Note:  Some details in the following screenshots have been intentionally blurred.

If the merge did not take place when the enrolment form was accepted and processed, it can be done from either the individual student's Ministry tab or Admin > Enrolments > Process Pre-Enrolled Students.  As long as the school is connected to ENROL, both will have a button to REQUEST NSN FROM ENROL.   

It is also possible, when in the student's Ministry tab, to type the NSN directly into the field if it is already known to you or your school is not an NZ MOE school so not connect to ENROL. 

1.  Start by clicking REQUEST NSN FROM ENROL if it exists.  Before actioning a student merge it is important to confirm that the NSN is correct.  Using an ENROL check will verify the Legal Name, Date of Birth and Gender.  

2.  If this check returns 'No results found on ENROL', this will be for 1 of 2 reasons.  

      a.  The student is a new entrant and does not yet exist in ENROL.   Click ENROL to log in and add the student.  Then try again or apply the NSN created.

      b.  The name or date of birth provided is different enough to not find the student in ENROL.  Click ENROL to log in ENROL and check the details for the student.  Update Hero with the correct information and try again or apply the NSN found. 

3.  If the request finds a match or near-match the VIEW RESULTS FROM ENROL button will become available.

4.  Click this to view the results.   If all details match, the popup will confirm this.  Click SAVE THIS NSN to accept the NSN.

5,  If the First Name (legal), Last Name (legal), Date of Birth or Gender differ you will be presented with a selection screen.  All details in bold match Hero.  Details not in bold, difference between Hero and ENROL.   Note:  The First Name will often not match as ENROL includes the middle name and if Hero doesn't have a middle name this will happen.   

6.  If the details are different enough to create doubt that it is the correct person,  click REJECT THE RESULTS.   This will be followed by the need to confirm the rejection. 

Check the student to see if the student's Legal Name differs from their Preferred Name.  Hero uses the Preferred Name to find the student but ENROL has the Legal Name.  Temporarily change the Preferred Name and try again.

7.  If the details confirm that it is the same person, click SELECT to proceed.

8.  The next screen will be displayed if the details did differ slightly.  In order to accept the NSN they need to match.  If you are still sure it is the correct student click VISIT ENROL TO UPDATE THESE DETAIL to log into ENROL to update the details there, or alternatively, click UPDATE HERO WITH THESE DETAILS to update the student in Hero.  This action will not update the student's Preferred Name.   If in doubt click REJECT THE RESULTS.

9.  If the NSN is NOT already in use, it will be applied to the student.  Click SAVE if prompted to do so.  If the NSN already exists in Hero the merge process will begin.

MERGING STUDENTS IN HERO

1.  If the student exists but the Legal Name or Date of Birth differs, you will be unable to complete the merge.  If the incorrect record is in your school, change the details and start again.   If the incorrect record is in another school, contact Hero Support to assist.   Click REVERT to exit the process.

2.  If the student exists in Hero and the required details match, click MERGE RECORDS to complete the process.  If in doubt click REVERT > REJECT THIS RESULT.

3.  Click OK.