Introduction

This guide will give you an overview of setting up SIS integration with ScholarshipUniverse in order to transmit data to be used for review, awarding, and auto-answering matching requirements for students.


Your SIS data will be passed to Platform Management for processing, whether through CL Connect or manually uploaded into Platform Management, and your data is translated to Display Names that you will view throughout ScholarshipUniverse. That data is then transferred to ScholarshipUniverse and can be mapped to matching questions used to qualify students to scholarships and used to display information in the review process.




Data Field Mapping

In order to get started, an Admin user will need to begin mapping the date fields coming from your SIS file to a display name that will be used in ScholarshipUniverse. You can include as much information in the file as you want, the only requirements being that it contains the student ID to use as a unique identifier in order to associate the data to your students and it must include the award year, as data may change year-over-year.


To plan your mapping strategy, you should consider the following scenarios where your SIS data may be used within the application:

  • What data may be used to auto-answer matching questions on behalf of your students?
  • What data would you like the ability to display to your reviewers as they view applications?
  • What data may be needed to assist an award manager in disbursing awards?


ScholarshipUniverse comes loaded with pre-built mappings you may want to use. Almost all of the fields can be edited, in case you want to tweak a field or display name, or even change the data type of a field.

Field Name

Display Name

Data Type

admitted

Admission Complete

boolean

awardyear*

Award Year*

number*

courses

Course Schedule

object

cumgpa

Cumulative GPA

number

currgpa

Current GPA

number

degree

Degree Program

string

dob**Date of Birthdate**

efc

Expected Family Contribution

number

email**

E-mail Address

string**

enrolled

Enrollment Complete

boolean

firstname*

First Name

string*

grade

Grade Level

string

hsgpa

High School GPA

number

lastname*

Last Name

string*

loans

Awarded Loans

number

passedcredits

Credits Passed

number

pell

Awarded Pell

number

studentid*

Student ID*

string*

totalcredits

Credits Taken

number

* This is required and cannot be edited.

** Either fields "dob" OR "email" is required to create verified student records. For more information, please review this article.



The following instructions will guide you through the data field mapping process. If you have an Admin role assigned to you, you'll find access to Platform Management in your profile drop down located on the top right of each application.

  • Click on the Profile Drop Down on the top right corner
  • Select Platform Management
  • Using the left navigation menu, select Integration
  • Select the Data Fields tile


As mentioned, ScholarshipUniverse has pre-loaded data fields mapped for convenience.

  • If you wish to edit any of these map records (or any you create in the future), click on the Edit icon for that record.
    • You can then edit the Field Name, Display Name, and Data Type. Please note for the pre-built mappings, the Data Type cannot be edited.

  • If you wish to add a new mapping record, click on the Add button on the top right corner.

  • If you wish to remove a mapping record, click on the Delete icon. Mapping records will not be deleted in most cases, but moved to the Discontinued tab. From there, you click on the Restore icon if you wish to reactivate a record.


NOTE: You’ll notice that once you’ve made your first update, whether editing or deactivating an existing record or creating a new one, that a new button will appear next to the Add button called Restore Defaults. If used, this will restore all of the data field mapping back to the original defaulted mapping records and erase any custom mapping records you have added.



File Layout

Your SIS data can be transmitted to ScholarshipUniverse in a JSON format within a text file. The data types supported in this process are strings, numbers, objects, and booleans. 


  • String - field containing text, which can include numbers and special characters
    • Examples: Arizona, Johnson, 111-222
  • Number - field that can only contain numbers, along with a decimal
    • Examples: 4, 3.8
  • Boolean - field that can only have one of two possible values; in ScholarshipUniverse this is in the form of Y/Yes and N/No
    • Examples: Yes, Y, No, N
  • Date - field can only support date format values such as mm/dd/yyyy
    • Examples: 1/1/2000
  • Object - is a grouping of fields contained in curly bracers ( { } ); objects contain pairings of a "key" and a "value", paired with a colon ( : ); the values can be strings, numbers, Boolean, and even another object within the object
    • Example: {"Address 1":"123 Main Street", "City":"Phoenix, "State":"Arizona"}


The file and format is very flexible, as it only requires the following fields:

  • awardyear
    • for award year 2018-2019, the following formats can apply: 2018-2019, 2018/2019, 2019, 19, 9
  • studentid
    • this is a string value to handle any ID format you use


Everything else added can be used as long as it has been mapped in the Data Fields page in Platform Management. Anything not mapped will be ignored and will not create an error when uploaded.


See the attachment at the bottom of this article for an example.



ScholarshipUniverse SIS Field Mapping

With the Data Field mapping complete in Platform Management, all active data fields are now carried over to ScholarshipUniverse to begin mapping to questions and review application sections.

  • In ScholarshipUniverse, navigate to Settings > Integration > SIS Field Mapping
  • The grid is filtered by Active and Unmapped. You will want go through the Unmapped tab to view all of the data fields you wish to use in ScholarshipUniverse

  • For each field you want to activate for use, click the Map icon to move it to the Active status
    • Moving a field to active status will open then Map SIS Field modal
    • Select the Category of SIS data this field belongs in (Academic, Admissions, Personal, Financial Aid, Finance, Miscellaneous)
    • By default all fields will display in the review application sections in alphanumeric order, but you may choose the display order by selecting “Let Me Choose”, which will then allow you to select a value from 1-999; if more than one value have the same display order, the tie-breaker will be based on alphanumeric
    • You can select a Question that the SIS data will answer on behalf of the student
      • The Question Search will allow you to find and select the question you wish to associate to
      • Document and text field answers are not used for matching and cannot be mapped to
      • The following SIS data types can be mapped to specific question types:
        • Boolean Data: Yes/No question type only
        • Numeric Data: Numeric and Integer question types
        • String Data: Yes/No, Numeric, Integer, Date and List question types
        • Date Data: Date question types only
        • Object Data: object data cannot be mapped to any question types
    • If you map your SIS Field to a question, a few additional options appear:
      • You can use Select Question to map to a different question
      • You can use Remove Question to unmap a question from the SIS field
      • You can determine whether the student can override SIS data by answering question or not using the Answer Option selection
        • SIS Data Locks - does not allow student to edit the question if SIS data has already answered the question
        • Allow Student Override - allows student to edit the question if SIS data has already answered the question
    • Additionally, if you've mapped you SIS Field to a list type question, an additional tab called Answer Mapping will become available. Because SIS data not result in an exact match to the list values found in ScholarshipUniverse, you can use this tab to map the expected SIS values to the ScholarshipUniverse values.
      • From the top, you have a drop down you can choose which ScholarshipUniverse value you wish to map to. Clicking Add will bring that value down to the list. From there you can type in the SIS Value.
      • You may click Add All to add a record for each ScholarshipUniverse value to map to.
      • At any time you may select the Trash Can icon to remove any mapped records.
      • You can map as many SIS Values to a ScholarshipUniverse Value as needed, but you cannot map multiple ScholarshipUniverse Values to the same SIS Value.
    • Click Save to commit your selections and move the field to Active
  • The Active tab will summarize each active field, the category it belongs in, the display order (if any), and the question it is associated to (if any)

  • Click on the Edit icon if you wish to make changes to a data field
  • Click the Unmap icon if you no longer want to use the field for anything


You won’t be able to add or remove data fields from this grid, but can manage what’s available by clicking the Data Field Definitions link on the top right corner, which will navigate directly to the Data Fields mapping page in Platform Management.


NOTE: You’ll notice that once you’ve made your first update, whether editing or deactivating an existing record or creating a new one, that a new button will appear next to the Add button called Restore Defaults. If used, this will restore all of the data field mapping back to the original defaulted mapping records and erase any custom mapping records you have added.


Related Articles:

Question Personalization: https://campuslogicinc.freshdesk.com/support/solutions/articles/5000783110-question-personalization

Manage Pools (review process): https://campuslogicinc.freshdesk.com/support/solutions/articles/5000783116-manage-pools

Review Application: https://campuslogicinc.freshdesk.com/support/solutions/articles/5000783117-review-applications

Award Views: https://campuslogicinc.freshdesk.com/support/solutions/articles/5000783102-award-views