When "APAAR Generated" Does Not Mean What You Think

The SDMS dashboard showed "APAAR Generated" for all 340 students. You submitted. Two weeks later, the BRC sends data back. You open SDMS and check the APAAR status list — 28 students show "Deactivated," 12 show "Pending," 4 have a note that reads "Duplicate Record Found." The school operator generated all of them correctly. The status changed after submission.

"APAAR Generated" on screen during data entry does not mean the APAAR is in a final, valid state. APAAR status can change after submission, after BRC processing, after data unlock, and even after certification. Each status means something different and needs a different action.

This page explains what each APAAR status in SDMS means, why statuses change after BRC involvement, and how to resolve duplicate APAAR records — the one problem schools cannot fix without external help.

APAAR Status Guide: Generated, Pending, Deactivated, Duplicate, Not Generated

Problem: APAAR Deactivates After BRC Unlocks Data

You submitted with "Generated" for all students. BRC unlocked data for a correction. After BRC action, some APAARs show "Deactivated." Why?

When BRC unlocks and returns data, they sometimes correct student records from their end — especially if they noticed an Aadhaar mismatch or a student appearing in two schools. When they modify the linked Aadhaar or change the student's school association, the system may automatically deactivate the original APAAR as part of the correction process.

What to do after BRC returns data:

1. Check the APAAR status list in SDMS — look for any student whose status changed from "Generated" to "Deactivated"
2. For each deactivated APAAR, open the student's GP
3. Check if the Aadhaar number or name in GP has changed from what you entered
4. If changed: BRC corrected an error — re-authenticate with the corrected Aadhaar and regenerate APAAR
5. If unchanged: ask the BRC what caused the deactivation — they can tell you which system action triggered it
6. After regenerating, save and check the new APAAR ID before resubmitting

Problem: Duplicate APAAR Records — How They Form and Who Resolves Them

A duplicate APAAR record means the system has linked one Aadhaar number to two different SDMS student profiles. This almost always happens because:

• A parent handed the same Aadhaar card for two siblings and the data entry operator used it twice
• Two different schools registered the same student with the same Aadhaar — one school did not mark them as Transfer Out
• A student's Aadhaar number was entered with one digit wrong and coincidentally matched another real student's Aadhaar in the database

What schools can do:

1. Do not create a new entry. Do not delete any existing entry.
2. Note the student's name, class, and APAAR ID (if showing), and the duplicate notification details
3. Contact Block MIS Coordinator with this information
4. The BRC investigates at district level — they can see which school's record is the original registration and which is the duplicate
5. Resolution typically takes 3-7 days. In the meantime, save the student in SDMS without APAAR ID — do not leave data entry incomplete while waiting

Problem: APAAR Generates on Screen But Is Not Saved Permanently

Authentication succeeds. The 12-digit APAAR ID appears on screen. You close the student profile. When you reopen it, the APAAR field is blank.

Two causes:

• Consent checkbox was not ticked. In SDMS, you must check the parent consent checkbox before you click "Generate APAAR ID." If you leave it unchecked, most portals display the APAAR during the current session but do not save it to the database. When you close the tab or log out, it disappears. Fix: open GP, tick the consent checkbox, save GP, re-authenticate Aadhaar, generate APAAR again in one uninterrupted process.
• Session expired during the APAAR generation process. If the OTP took a long time to arrive and the portal session expired before you clicked Generate, the system orphans the authentication result. The system displayed a temporary APAAR ID that it never committed to the database. Fix: log out, log back in, re-authenticate Aadhaar with a new OTP, and generate APAAR in a single session without delays.

State-Wise SDMS Differences in APAAR Behavior

SDMS is the national portal at sdms.udiseplus.gov.in, but states customize its behavior. A few things that vary by state:

• Consent form requirement: Some states require you to upload a physical paper consent form as a scanned document before you can generate the APAAR. Other states only require the consent checkbox in the portal. If the portal blocks APAAR generation without showing an upload option, ask your BRC whether they require a scanned consent form upload in your state.
• OTP delivery: All states use OTP to the parent's Aadhaar-linked mobile for student APAAR generation. If the same mobile number is used across multiple children's Aadhaar cards, the OTP arrives for the Aadhaar being authenticated — make sure the parent knows which child's OTP to read out.
• State-specific login URL: Direct login links include a state-id parameter (for example, sdms.udiseplus.gov.in/p3/v1/login?state-id=109 for UP). Using your state's direct link sometimes resolves login timeouts that happen on the generic login page when server load is high. Ask your BRC for your state's direct SDMS login URL if you experience frequent timeouts.

For state-wise SDMS direct login links for all 36 states and UTs, visit our State-Wise SDMS Login page.

After Certification — Can You Still Generate APAAR for Missed Students?

After district certification, the district locks the SDMS data. However, you can sometimes still complete APAAR ID generation for students whom you missed — because the system treats APAAR generation as an ongoing requirement separate from the annual data certification deadline.

What is possible after certification:

• In many states, BRC can unlock specific student records for APAAR generation even after district certification — because APAAR completion is a continuous program requirement, not just an annual data field
• Contact your Block MIS Coordinator and ask specifically whether APAAR completion is possible for students who were missed. If yes, they will unlock those specific records.
• If you cannot generate the APAAR post-certification for the current year, you must complete it at the start of the next year's data entry before you apply any promotions to those students

Written By

Pooja Sharma

Teacher & Contributor 🎓 BSc. (Physics), MSc. (Physics) and BEd.

Pooja Sharma is a qualified physics graduate (BSc, MSc) and certified teacher (BEd). As an active educator and contributor, she simplifies complex school portal processes, student registrations, and educational data entry tasks for academic administrators.