Award Letter File Specifications


A vertical (or stacked) file is the newest, and most recommended, file format accepted by the AwardLetter application. In a vertical file, the data for each student has multiple lines, rows, or records. In this format, each line, row, or record has information for only one cost or fund type, along with the necessary information to identify the student. These files are easily created as comma delimited value (CSV) files.


An example of a vertical file looks like:


STUDENTID
FIRSTNAME
LASTNAME
EMAIL
TEMPLATETYPE
AWARDYEAR
FUNDCOSTNAME
FUNDCOSTAMOUNT
FUNDCOSTTERM
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
Tuition
12000
Fall
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
Tuition
12000
Spring
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
Housing
4000
Fall
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
Housing
4000
Spring
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
Transporation
2000
Fall
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
Transporation
2000
Spring
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
Books
1000
Fall
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
Books
1000
Spring
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
CLU Scholarship
2500
Fall
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
CLU Scholarship
2500
Spring
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
AZ Grant
250
Fall
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
AZ Grant
250
Spring
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
FWS
750
Fall
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
FWS
750
Spring
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
DL SUB STA
1750
Fall
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
DL SUB STA
1750
Spring
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
DLUNSUBST
800
Fall
111222333
Zack
Morris
zack.morris@baysidehs.edu
NEW
2017
DLUNSUBST
800
Spring


You'll notice you see multiple rows for the same student, but each row breaks out a different fund type by terms.


While additional fields may be added to use on the award letter template, there are nine fields required for each student. Please note that the name of the column must match the list and is case sensitive. The fields are:


STUDENTID - your SIS student ID number

FIRSTNAME - student's first name

LASTNAME - student's last name

EMAIL - student's email address (used as primary address to send award letter to)

TEMPLATETYPE - used to separate type of template created for student (i.e. new student, return students, program specific students, etc)

AWARDYEAR - award year

FUNDCOSTNAME - name of Cost or Fund type, based on its code in your SIS (i.e. your SIS may have the Federal Pell Grant appear as PELL)

FUNDCOSTAMOUNT - amount of the Cost or Fund type

FUNDCOSTTERM - term of the Cost or Fund type


Optional Fields:


ALTEMAIL - used to send a copy of the original email to a student's alternative email address - if more than one alternative email address is desired, you must append additional emails to the field, separated by a semicolon

PHONENUMBER - used to send SMS text message with link to award letter (note that if a valid ten digit number is not found for the student, a text message will not be sent)

Parent Email Address - used to send a copy of the letter to a parent email address




Frequently Asked Questions:


Can I add additional columns to use?


Additional fields may be added to the file and named anything you want. Examples of additional fields used by clients include alternative emails, parent emails, estimated balance, etc. You will need to contact your Customer Success Manager to determine in what context the field will be used.



Do you have to use every column that we produce in the file?


No. We will only use the relevant information pertaining to the award letter and/shopping sheet. For example, if you have an extra column for the student’s middle initial and don’t want to display it, we can ignore it.



What happens if I want to add new columns after going live?


You will need to reach out to your Customer Success Manager before adding any new columns to your award letter import file. If you add columns to the import file and upload it into the system, those columns will be ignored. Because the new column isn't defined in the system, it won't know if the new column is a cost, fund type, or miscellaneous field to use. Please make sure to allow CampusLogic time to update the system to expect any new columns.


Once this is complete, please move on to the next guide here: Create/Identify Network Folders - Award Letter