Introduction

The Scholarship Awards import is a process that will allow you to import new and updated awards and back fill awards to scholarships you are adding to the application. This import will allow you to add a record for a student, their amount for each term, indicate how many renewals they have already had for this scholarship, and the current status of the award.



Due to the delicacy of the data, there are some preliminary steps that need to be taken before this file can be uploaded:


For back filling historical awards


1. You must ensure that your scholarships have been created in the system, whether created manually or through the bulk scholarship import process (see Related Articles).

2. Verify that your drafted scholarships have all of the necessary information as if it was going live, including Terms, Total Amount, and the Matching Requirements.

  • it is especially important to make sure the Total Amount is greater than or equal to the sum of all the awards given out for that scholarship

3. You will need to Publish your scholarships and close the cycles. Note for back filling historical awards during the onboarding process:

  • if you are using the same cycle for all of the onboarded scholarships, you can simply open the cycle used from Plan > Cycles and update the End Date to a past date, which will close out all of the scholarships
  • if you are using different cycle dates for your onboarding scholarships or sharing cycles with scholarships not going through this process, you may need to go through each scholarship and update the cycle to one with a previous date range to close out the scholarship

4. For any scholarship using an application, you will find in the Plan > Scholarship page, under the Review tab. You will need to open each scholarship and click on the "Start Awarding" or "Complete" button to move the scholarship over to either an Awarding or Completed status. You will want to push to Awarding status if a scholarship has a remaining budget to award and wish to continue awarding within the application.

5. For any scholarship not using an application, you will find in the Plan > Scholarships page, under the Awarding tab. You can optionally open each scholarship and click on the "Complete" button to move the scholarship over to Completed status.

6. As an Admin, you can navigate to PlatformManagement > Integration > File Imports and import your file as a Scholarship Awards import.

7. Once the process has been completed, you may begin rolling over scholarships that will contain the historical and renewal information (see Related Articles).


For ongoing new awards and updates


1. You must ensure that your scholarships have been created in the system, whether created manually or through the bulk scholarship import process (see Related Articles).

2. Verify that your drafted scholarships have all of the necessary information as if it was going live, including Terms, Total Amount, and the Matching Requirements.

  • it is especially important to make sure the Total Amount is greater than or equal to the sum of all the awards given out for that scholarship

3. Whether your scholarship has an application and goes through the review process, or does not require an application and skips any reviews, once a scholarship has moved to Awarding status you can begin importing new awards and updates.

4. As an Admin, you can navigate to PlatformManagement > Integration > File Imports and import your file as a Scholarship Awards import.



User Import File Specifications

The bulk user import process uses a CSV vertical file with the following fields and requirements:

  • Scholarship
  • StudentId
  • Student First Name
  • Student Last Name
  • Student Email
  • Award Amount - the amount disbursed for the term listed
  • Renewal - the amount of times the student has already renewed their scholarship; it should not count the upcoming renewal process used in the application
  • Term
  • Award Status - the status of the record in ScholarshipUniverse


* All fields are required for each record. Please note that while the Award Status column is optional, choosing to utilize it requires that each record has a value of “Ready to Post”, “Posted”, or “Removed”.


This example below is for students who received a separate disbursement for each term of the awarding year; the first two students have an award added/adjusted, while the third student has an award removed.


Please note the following requirements for the import file:

  • The user import file requires the headers given above for any situation, in the same format and in the order listed
  • If an existing Student ID is not found in the application, a student record will be created as a placeholder using the name given in the record
  • Else an existing Student ID is found in the application and will use the name registered to that ID, regardless of the name given in the file
  • Amounts need to be listed on a per term basis - the application will total all of the amounts awarded
    • i.e. If a student earns a $3,000 scholarship and is disbursed twice, each term would be $1,500 (or the equivalent to the two terms summing to $3,000); you would not list each term as $3,000, or the application will report a total of $6,000.
  • If a record that contains an Amount that exceeds the Total Amount reported for the scholarship will force an error
    • i.e. If the import file reports that a student had two disbursements for a scholarship, $750 each, but the Total Amount reported on the scholarship is $1,000, then the first record would process for $750 and the second record for $750 would fail due to the total amount going over $1,000. When reviewing the historical/renewal date of the scholarship once it has been rolled over, the awarded amount would display as $750 and the remaining budget would appear as $250.
  • The value of Renewals needs to be how many times the student has already been renewed for the scholarship and not include the upcoming renewal through the application.
  • Award Status is an optional column to include, but requires a value for every record if used.
    • Ready to Post will create/adjust the award and place it in the Ready to Post queue within the application.
    • Posted will create/adjust the award and have the award Posted, which does not require any further action.
    • Removed will cancel the award and push the existing award into a removed status with an amount of $0.
      • If Award Amount = 0, the Award Status must be Removed. Else, an error will be thrown for the record.
      • If Award Status = Removed, it will automatically treat Amount = 0, no matter what value is given.
    • Please note that if the Award Status column is utilized, any value other than Ready to Post, Posted, and Removed will error the record - including leaving the value blank/null.
    • If the Award Status column is not utilized, every record with an amount greater than 0 is treated as Posted, while an amount of 0 will cause an error due to not knowing if the award is being cancelled, or verifying a term on a new award is $0.



Related Articles

Scholarships: https://campuslogicinc.freshdesk.com/support/solutions/articles/5000783109-scholarships

Scholarship Import: https://campuslogicinc.freshdesk.com/support/solutions/articles/5000783100-import-scholarships

Bulk Scholarship Rollover: https://campuslogicinc.freshdesk.com/solution/articles/5000783112-rollovers