Introduction

Data Fields allows institutions to map imported SIS information that can be shared and used with CampusLogic products. For ScholarshipUniverse, this can be used to auto-answer student questions to assist matching to scholarships. For StudentAdvisor, this can be used to provide specific information in responses when students ask VirtualAdvisor questions. Admin users can setup the Data Fields in PlatformManagement > Integration > Data Fields. This is the only place to manage Data Fields and is shared across each product.



Determining Data Field Mapping

Institutions will need to begin mapping the selected data fields coming from the SIS file to a display name that will be used in CampusLogic products (to help translate SIS column names that may not be user friendly). Users can include as many fields from the file as needed, ensuring the Field Name matches the column names from the file. The only requirements are that the Student ID is used as a unique identifier in order to associate the data to your students and it the file must include the Award Year, First Name, and Last Name.


The Data Fields screen 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

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.



Managing Data Fields

The Data Fields screen allows Admins to manage data fields expected and used from SIS import files. Here additional fields can be added, edited, or marked as discontinued if no longer needed.



  • Click the Add button to generate a new SIS data field to be brought in from the SIS import file   

  • Enter the Field Name that matches exactly what the column name in the SIS import file is
  • Enter a Display Name to show the user friendly name that will appear within the CampusLogic products
  • Select the Data Type of the field
    • 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; 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
      • Example: 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"}
  • Sensitivity Tier: Users in VirtualAdvisor and ScholarshipUniverse can be assigned different Sensitivity Data roles on the Employee Roles screen.  This field defines the level of sensitivity in which the data will be shown to specific users. 
    • Low- All users can view this data
    • Medium- Only users with the Medium Sensitivity Data Manager role can view this data
    • High- Only users with High Sensitivity Data Manager role can view this data.
    • A StudentAdvisor role "Sensitive Data Manager" grants access to see all sensitive data
  • Click the Delete (Trash Can Icon) for any record to discontinue using it; you can go into the Discontinued tab and re-enabled a data field by clicking Restore (Recycle Icon)


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 CSV format within a text file. The data types supported in this process are strings, numbers, objects, dates and booleans. 


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
  • firstname
  • lastname


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.