Overview

Duplicate cases may occur when an applicant starts or submits multiple applications using the same or similar identifying information. Admissions staff should review potential duplicates before assigning or continuing to process a case.

A duplicate disposition should be used when an applicant submits a new application while another application for the same applicant is still actively being processed.

Table of Contents

• Identify and Select Duplicate Indicator
• Identify and Select Duplicate when Indicator is not Present
• Existing Applicant Found during Readmissions Check
• Review Applicant History and Assess Previously Denied Applicants

Identify and Select Duplicate Indicator

A duplicate indicator appears next to the Applicant Tracking Number when the legal first and last names, email address, and date of birth match an existing case.

1. From your Home view, review the table of prospect under the Unassigned tab.

2. Identify a prospect with a red triangle indicator next to their Application Tracking Number.

3. Select the Search view. Use the search bar to search for the prospect's name to see if any additional duplicate cases appear.

Multiple prospects or applicants may have the same name, so make sure to check each case and look at the Summary tab.

4. Look at the Workflow Milestone and Submitted Application columns:

• If one of the cases indicates Application Submitted, select the case that shows 'Interest Expressed' or 'Application Started' in the Workflow Milestone and mark it as a duplicate. Do not mark the case as a duplicate if an application has been submitted.
• If an application has not been submitted for any case, mark the newest cases as a duplicate.

5. Select the Application Tracking Number of the case that will be marked as a duplicate.

6. Continue to the Make Determination section below.

Identify and Select Duplicate when Indicator is not Present

There can also be a duplicate case without the indicator. This may occur when an applicant or their parent/guardian begin applications using a different email address.

1. If you suspect a case to be a duplicate, select the Search view and in the search bar and search for their name to see if any other duplicate cases appear.

2. Look at the Application Submitted and Workflow Milestone columns:

• If an account was created for one of the cases, you will select the case that has not created an account.
• If an application hasn’t been submitted for any of the cases, contact the applicant and ask them what email address they will use when they complete their application. Identify the case that will be marked as a duplicate and select the prospect’s Application Tracking Number for that case.
• If the Workflow Milestone indicates Interest Expressed while the other shows Application Started or Application Submitted, mark the referred case showing Interest Expressed as the duplicate.

4. From the Actions menu select Mark as Duplicate. The case will be removed from your Home view.

Existing Applicant Found during Readmissions Check 

When running the Readmissions Check and are alerted that the applicant may already exist, review the information provided in the screen. 

If you determine that the linked case is the same person: 

• Select Confirm and ensure that all new information has been documented in the existing applicant file.
• The duplicate record will be removed from the Home view. You will still be able to view it under the Search view.

If you determine that the linked case is not the same person:

• Select the Cancel.
• Check the applicant's SSN for accuracy and re-run to validate the applicant's history

Review Applicant History and Assess Previously Denied Applicants

Applicants may reapply after being previously denied. When an applicant submits a new application after a previous denial, review the Applicant History tab before taking action. Confirm the prior denial date and review any available information regarding the denial or readmit waiver decision.

A new application submitted after a previous denial is not automatically a duplicate. Use the following process:

If the denial occurred within the past 60 days:

1. Do not initiate a new eligibility determination on the new application.
2. Contact the applicant and explain that they may not submit another application during the 60-day appeal period.
3. Inform the applicant that they may appeal the prior decision if they disagree with the denial.
4. Provide the applicant with a written explanation and information about the applicable appeals process.
5. Document the contact and written notification in the Communications Log.
6. Close the new application using the Withdrawn disposition, when appropriate.

Do not use the Duplicate disposition solely because the applicant submitted a new application after a denial. Do not use the Ineligible disposition unless an eligibility determination has been made on the new application.

If the denial more than 60 days ago:

If more than 60 days have passed since the denial, process the new application as usual. Complete the Readmissions Check and continue with the applicable eligibility and readmission procedures. If a readmit waiver is required, follow the readmit waiver process.

Updated October 23, 2026 19:40