UAConnect: Search/Match

The Search/Match functionality is used when looking up records for a person in the UAConnect database. Before entering a new prospector applicant into the system, search the database using Search/Match to see if a record already exists for the person.
Note: Although many departments and offices use the Search/Match function, the information contained in this document specifically addresses Graduate Admissions procedures.

Navigation: Use one of the navigation paths below to access Search/Match. Your UAConnect security will determine which path you use.

  • Main Menu > Campus Community > Personal Information > Search/Match
  • Main Menu > Campus Community > SEVIS > Search Tools > Search/Match
  • Main Menu > Student Recruiting > Maintain Prospects > Search/Match
  • Main Menu > Student Admissions > Application Entry > Search/Match
    1. Select Person from the Search Type drop-down menu.

    2. Input UA Traditional in the Search Parameter field. Or, click the magnifying glass icon to select that value.

    3. Once your search parameters are defined, click the Save Search Criteria link. You will then be able to access this search without re-entering the parameters each time

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    4. After the search is saved, click the Use Saved Search drop-down menu to select your search. The search fields are then populated.

    5. Click Search to open the Search Criteria page. This will vary for each search type.

Enter Search/Match Criteria

When conducting a search, you have the choice of selecting a Search Result Code in the Search Result Rule group box. The Search Result Code contains all of the information regarding how to display the University ID numbers retrieved by the Search/Match and what data to return to help you quickly determine whether a University ID number already exists for the person you are looking for.

The Search Result Code field should default to UA_TRADITIONAL. If not, click the magnifying glass icon and select that value.

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Variations Using Search/Match

First Name, Last Name, Date of Birth and National ID (SSN) are the recommended fields to use when conducting a search/match. Additional data like Address and Gender should be used to help identify possible matches when looking at your search results.

When conducting a search/match, all name combinations should be tried. In addition to the first and last name, there may be additional names you can include, such as Middle, Previous, or multiple first and last names.

Examples:

  1. First/Last Name: If the person’s name is John Smith,
      • Enter John in the First Name field and Smith in the Last Name field.
      • Then conduct a second search by switching the names, John in the Last Name field and Smith in the First Name field.

  2. Previous Name: If a previous name is known, include that in your search combinations. If Jane Smith lists a previous name as Jane Miller, you will need to conduct four separate searches.
      • Enter Jane in the First Name field and Smith in the Last Name field.
      • Then enter Smith in the First Name field and Jane in the Last Name field.
      • Enter Jane in the First Name field and Miller in the Last Name field.
      • Enter Miller in the First Name field and Jane in the Last Name field.

  3. Middle Name: If a middle name is provided, it can be entered in the Middle Name field. However, it is recommended that a middle name be treated as an additional name. If your person is John James Smith, conduct a search according to Example 1. Conduct additional search as follows:
      • Enter John in the First Name field and James in the Last Name field.
      • Enter James in the First Name field and John in the Last Name field.
      • Enter James in the First Name field and Smith in the Last Name field.
      • Enter Smith in the First Name field and James in the Last Name field.

  4. More than Three Names: If more than three names are given, the steps listed above should still be followed. Use every name given in the first name field in combination with every other name in the Last Name field. For Jane Judith Smith Washington, your searches will look like:
      • Enter Jane in the First Name field and Judith in the Last Name field.
      • Enter Jane in the First Name field and Smith in the Last Name field.
      • Enter Jane in the First Name field and Washingtonin the Last Name field.
      • Enter Judith in the First Name field and Jane in the Last Name field.
      • Enter Judith in the First Name field and Smith in the Last Name field.
      • Enter Judith in the First Name field and Washington in the Last Name field.
      • Enter Smith in the First Name field and Jane in the Last Name field.
      • Enter Smith in the First Name field and Judith in the Last Name field.
      • Enter Smith in the First Name field and Washington in the Last Name field.
      • Enter Washington in the First Name field and Jane in the Last Name field.
      • Enter Washington in the First Name field and Judith in the Last Name field.
      • Enter Washington in the First Name field and Smith in the Last Name field

After entering your search criteria, available searches will turn yellow.

Note : At the top of the page is a generic Search button. Do not use this search alone. It will search until it finds the first match and then stop regardless of whether or not there are additional matches found in the system. 

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Use only the available active searches found in the bottom half of the page. Don’t use any one of these searches alone unless only one of the search buttons is active (yellow).

Search by each available active button. Compare the results you find from each search to make sure that you are getting the correct match. This will also help identify if duplicate University ID numbers exist in the system. 

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If a duplicate University ID number is found in the system, notify your supervisor of the duplicate number so that it can be resolved. Do not continue until you have been notified that the duplicate has been resolved.

Updated 09/18/2017


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