Resolving Check 99 errors

Below are the instructions to investigate any contacts identified on Check 99 of system diagnostics. Please note: Running database diagnostics Check99 again after taking remedial action will continue to highlight the records previously identified even though these items have been resolved.

Possible Missing Address, telephone and email addresses

  1. Check in Focus > Person > Contacts for the contact record shown in Check 99 (you may find multiple instances or a single record). All instances of the contact should be checked as below.
  2. On each contact check against existing records (e.g. paper copies or previous data collections) whether there should be an address, email and telephone number recorded for the contact. If there is and it is missing, put the information back into the contact record.
  3. Next, check if there are incorrect student links – the Student/Applicant status column on the output from Database Diagnostics Check 99 will advise whether the contact is linked to an on roll student, a leaver or an applicant and any application status.
  4. Check in Panel 4. Associated student links – remove any students / applicants that should not be linked to this contact.  If you remove any, make a note of any students / applicants whose links you have removed, open their records to check that their contact information is correct.

Possible Incorrect Address, telephone and email addresses

  1. Check in Focus > Person > Contacts for the contact record shown in Check 99 (you may find multiple instances or a single record). All instances of the contact should be checked as below.
  2. On each contact check against existing records (e.g. paper copies or previous data collections) whether the address, telephone number and email address are correct. If not, correct the details.
  3. Next, check if there are incorrect student links – the Student/Applicant status column on the output from Database Diagnostics Check 99 will advise whether the contact is linked to an on roll student, a leaver or an applicant and any application status.
  4. Check in Panel 4. Associated student links – remove any students / applicants that should not be linked to this contact.  If you remove any, make a note of any students / applicants whose links you have removed, open their records to check that their contact information is correct.

If you have contacts to investigate as a result of Check 99 but you do not have any manual records to check against we suggest you send out a data collection sheet to re-collect the details.  Please download and use this version which has blank addresses, telephone numbers and emails for contacts to avoid sending out incorrect information.  This is avoid any possibility of sending incorrect contact details which could constitute a data breach.

Limitations of Check 99

Note that Check 99 does not identify incorrect data included in a CTF file received from another school where that school has not made the necessary data corrections.This may have occurred where a student has moved school more than once since April 2017. If you believe you have sent a CTF containing incorrect information to another school, we recommend that you contact the recipient school to advise on the affected students or applicants. One method of identifying such students or applicants is to filter the Check 99 output for leavers where these students may have been exported to another school via CTF.

Resolving Duplicate Contacts

It is possible that from your investigations you may have found that you have duplicate contacts, i.e. the same person showing on your database multiple times.

  1. Decide which contact has the most up to date details and make sure that the contact is associated with the correct Students in Panel 3 – Associated Student links.
  2. Next open the duplicate contact/s and delete any incorrect Associated Student links.
  3. In Tools > Housekeeping > Delete Unlinked Contacts search for the duplicate contact/s (only the contacts with no associated student links will be showing).
  4. Delete these contacts.
  5. Go back to the contact browse and search for the contact.  You should only have one instance showing with the correct details and links.
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