Complete a Review Person Update task

When DualEnroll cannot push a student's updated contact details to your SIS, it stops and asks a person to look. The task tells you what failed, and you decide whether to retry the update or let the workflow carry on without it.

Before you start

• This applies at colleges that connect DualEnroll to an Ellucian SIS through the Ethos integration, and that have the contact-update step in their per-term workflow. If you have never seen this task, your college most likely does not use it.
• You need access to your college's workflow queue.
• Nothing about this task changes what the student sees or asks them to do anything again.

What the task means

At the start of a term, students are asked to review and confirm their contact details. When they finish, DualEnroll sends the confirmed address, phone numbers, and email addresses to your SIS so your records stay current without anyone re-keying them.

Sometimes your SIS refuses the update. A missing student number, a record it cannot find, a value it will not accept. Rather than stopping the student's term workflow or failing quietly, DualEnroll hands the problem to you as a Review Person Update task. Nothing else in the student's term is blocked while it waits.

Steps

1. Open the Review Person Update task from your per-term workflow queue.
2. Read the Update Failed message at the top of the task. This is the reason your SIS gave for rejecting the update, passed through unchanged.
3. Check the Student Information panel below it. The address, phone, and email currently on the student's DualEnroll record. Use this to judge whether the data is the problem or the SIS record is.
4. Decide what should happen, then choose one of the two options.

   Warning: Choosing Retry immediately re-sends the student's contact details to your SIS. It writes to your system of record. Make sure the information is right before you retry.

5. Select Retry Student Information Update to send the update again. Choose this after you or the student have corrected whatever caused the failure. DualEnroll clears the error and runs the update from the start.
6. Or select Continue Without Updating to accept your SIS as it stands and let the term workflow move on. Choose this when you would rather make the change in your SIS yourself, or when the update is not worth chasing. DualEnroll keeps the student's confirmed details on their own record either way. Only the SIS copy is left alone.
7. Submit the task.

What success looks like

The task leaves your queue and the student's per-term workflow carries on. If you chose Retry and the update succeeds, nothing further appears. If it fails again, a new Review Person Update task comes back with the latest error message.

If this doesn't work

• The same error comes back straight after a retry. Retry re-sends exactly what DualEnroll holds now. If nothing on the student's record changed in between, your SIS will reject it for the same reason. Correct the underlying data first, or choose Continue Without Updating and fix the record in your SIS.
• "Student does not have a student number." DualEnroll has no SIS student number for this student at your college, so it cannot tell your SIS which record to update. Retrying will not help until that number is on the student's record.
• "Student person not found." Your SIS did not return a person record for the student number DualEnroll holds. Usually the number is wrong, or the record has been merged or removed on the SIS side. Confirm the number before retrying.
• The details on screen don't match what the student typed. The panel shows the contact information held on the student's account. What DualEnroll sends comes from their application for your college, and the two can differ. Check the application before deciding the data is wrong.
• The panel shows only the street address. That is a display limitation, not what was sent. City, state, ZIP, and county go to your SIS as well.
• You can't tell when the attempt happened. The task does not record a time. If a record has been sitting in the queue for a while, treat the error as possibly out of date and retry once before acting on it.
• Phone and email updated but the address did not. Address updates need your Ethos address mapping to be set up; without it the rest still goes through and nothing reports an error. Contact the Help Desk to have the mapping checked.

Contact the DualEnroll Help Desk if the error message is one you do not recognize, or if a student's updates keep failing after their record has been corrected.