Detailed Merge Person Profile Rules

Person profile tab

Field group

System action

Basic

Person information

• If any fields entries are different between the two profiles, the system displays them in the Person Record Comparison table.

• If the Safety Hazard check box is selected on either profile, the check box is selected on the retained profile.

• If the Restricted Profile check box is selected on either profile, the check box is selected on the retained profile.

AKA names

• The AKA names on both person profiles are merged into the retained profile.

• The primary name that is not selected in the Person Record Comparison table becomes an AKA name on the retained profile.

Demographics

Race

• All of the check boxes selected on either profile are selected on the retained profile.

Ethnicity/ancestry

• If Yes is selected Hispanic/Latino field on either profile, it is selected on the retained profile.

• Ancestries selected on both profiles are selected on the retained profile.

• If the Other Ethnicity field is completed on both profiles, the system keeps the entry on the retained profile.

• If the two profiles reflect different Indian tribe selections, they appear in the Person Record Comparison table.

• Languages selected on both profiles are merged in the retained profile.

• If the Interpreter Needed check box is selected on either profile, it is selected on the retained profile.

• If different religions were selected on the profiles, they appear in the Person Record Comparison table. If the Other Religion field was completed on both profiles, the system keeps the entry on the retained profile.

• If the Deceased Date was completed on both profiles, the dates appear in the Person Record Comparison area.

Marital details

• The marital records entered on either profile are merged into the retained profile. (The system ignores rules concerning overlapping dates.)

Address

Person address

• The addresses entered on either profile are merged into the retained profile.

• The primary addresses from the profiles appear in the Person Record Comparison table. Using the current date, the system end-dates the primary address not selected and adds that address to the address history. (The system ignores rules concerning overlapping date.)

Address history

• All addresses on both profiles are merged into the address history of the retained profile.(The system ignores rules concerning overlapping date.)

Phone/email

• All of the telephone and email records on both profiles are merged into the retained profile.

• The primary phone and email entries from both profiles appear in the Person Record Comparison table.

Add'l

Reference list

• All reference records from both profiles are merged into the retained profile.

Miscellaneous

• If the profiles reflect different entries in the Previously Adopted and Age Adopted fields, the selections appear in the Person Record Comparison table.

• All paternity records from both profiles are merged into the retained profile.

• If the profiles contain different entries in the Highest Level of Education field, the entries appear in the Person Record Comparison table.

• If any check box is selected on either profile, it is selected on the retained profile.

Background

Criminal history

• If Yes is selected in the Does the Person Have a Criminal History? field, it is selected on the retained profile.

• All offense records on either profile are merged into the retained profile.

Characteristics

• All characteristics records on either profile are merged into the retained profile.

Safety Hazard

• If a check box is selected on either profile, it is selected on the retained profile.

• Narratives on either profile are merged into the retained profile.

Education profile tab

Field group

System action

School Profile

Financially Responsible School District

• The system pulls this information from the removal and placement records. If any dates are in conflict, the system does not allow the merge until the placement information is corrected.

School History

• The system merges the schools listed on both profiles into the retained profile.

Reports

• The system merges the report histories from both profiles into the retained profile.

Performance

School Records

• This information is retained in the JFS 1443 reports. These reports become the historical record.

• If either profile indicates that records are available, the records are considered available on the retained profile and the Reasons narrative field is cleared.

• If both profiles indicate that records are unavailable, the records are considered unavailable on the retained profile and the narratives in the Reason are merged.

Academic Evaluation History

• The system merges academic evaluation records from both profiles into the retained profile.

Suspension/ Truancy/ Expulsion History

• The system merges records from both profiles into the retained profile.

Reports

• The system merges the report histories from both profiles into the retained profile.

Special Education

MFE History

• The system merges the MFE histories from both profiles into the retained profile.

IEP History

• The system merges the IEP histories from both profiles into the retained profile.

Special Education Designation

• The system applies the most recent record to the retained profile.

Medical  profile tab

Field group

System action

Provider

Health Care Provider History

• The system merges the historical records from both profiles into the retained profile.

Treatment

Medical Records

• If either profile indicates that records are available, the records are considered available on the retained profile and the Reasons narrative field is cleared.

• If both profiles indicate that records are unavailable, the records are considered unavailable on the retained profile and the narratives in the Reason are merged.

Childhood Illnesses

• If Yes is selected for a childhood illness on either profile, it is selected on the retained profile. The selection No supersedes Unknown.

• If Other is selected for a service type on both profiles, the system keeps the description entered on the retained profile.

Treatment History

• The system merges the histories from both profiles into the retained profile.

Reports

• The system merges the report histories from both profiles into the retained profile.

Medication

Medications

• The system merges the medications from both profiles into the retained profile.

Immunization

Immunizations

• If the field Child Will Not Be Immunized is selected on either profile, the system applies that selection and the narrative in the Reason field to the retained profile. If the field is selected on both records, the system merges the narratives.

• The system applies the Immunizations Are Up-To-Date selection on the retained profile.

• The system merges the immunization dates from both profiles into the retained profile.

Birth/Pregnancy

Birth Location

• If the profiles contain different entries in the Hospital of Birth field, the entries appear in the Person Record Comparison table. When you select a value from this table, the system applies all the fields on this screen to the retained profile.

Delivery and Birth Information

• The system transfers any completed fields from the profile selected on the Person Record Comparison table.

Results of Newborn Screening Test

• The system transfers any completed fields from the profile selected on the Person Record Comparison table.

Pregnancy Information

• The system applies the information on the retained profile. If fields are completed on the removed profile and not on the retained profile, the system transfers the entries in those fields to the retained profile.

Medical  profile tab

Field group

System action

Military

Military History

• The system merges the historical records from both profiles into the retained profile.

Medical  profile tab

Field group

System action

Employment

Employment History

• The system merges the historical records from both profiles into the retained profile.

Income

Income History

• The system merges the historical records from both profiles into the retained profile.

Expenses

Expense History

• The system merges the historical records from both profiles into the retained profile.

Resources

Resource History

• The system merges the historical records from both profiles into the retained profile.