Correcting an Incorrectly Merged Applicant

Written By: iSIMS Support

Last updated: August 13, 2026

Purpose

This guide explains how to correct a situation where an online application was incorrectly merged with an existing student record because the applicant's name matched an existing student.

The process involves:

1. Reprocessing the online application and saving it as a new applicant.
2. Deleting the incorrect application associated with the existing student ID.

Example Scenario

In this example:

• Existing student: Mary Jane
• Student ID: 261100139
• Existing programme: Associate in Business Studies
• New applicant: Mary Jane
• New programme: Pre-College 1 – Business Studies

The two individuals are different students, even though they have the same name.

Step 1: Reprocess the Online Application

The first step is to process the application again and save it as a new applicant.

1. Access Process Online Application

From the iSIMS menu, go to:

Application → Process Online Application

2. Select the Processed filter

On the Process Online Application screen, select the: Processed filter option. This will display applications that have already been processed.

3. Locate the applicant

Find the application for the applicant whose record was incorrectly merged. For this example, locate:

Maria Smith

4. Click Process

Click the Process button located next to the applicant's name.

5. Go to the Submit tab

Proceed through the application until you reach the: Submit tab.

6. Save as a New Applicant

On the Submit tab, select the option to: Save the applicant as a New Applicant

This will create the new applicant as a separate record instead of associating the application with the existing student.

Step 2: Delete the Incorrect Application

After successfully saving the applicant as a new applicant, the incorrect application associated with the existing student can be removed.

1. Open Merge Applicants

From the iSIMS menu, go to:

Migration → Merge Applicants

2. Locate Delete Applicant/Applications

On the Merge Applicants screen, locate the: Delete Applicant/Applications section.

3. Enter the Student ID

Enter the ID number associated with the incorrect application. For this example: 1700000139

Press Enter.

4. Review the Applications

The applications associated with the ID number will be displayed.

Carefully review the applications before deleting anything.

Identify the application that was incorrectly associated with the existing student.

5. Delete the Incorrect Application

Select the incorrect application and delete it.

Important: Ensure that you are deleting only the incorrect application. Do not delete the existing student's valid record or application.

Step 3: Verify the Records

After completing both steps, verify that the two individuals are now represented correctly in iSIMS.

Existing Student

The existing Maria Smith should retain her original student record and programme information:

• Student: Mary Jane
• ID: 261100139
• Programme: Associate in Business Studies

New Applicant

The new Maria Smith should now exist as a separate applicant with her application for:

• Programme: Pre-College 1 – Business Studies

Quick Reference

?? Important

Before deleting an application, carefully verify the applicant's ID, name, programme, and application details. Only the application created as a result of the incorrect merge should be removed.