Introduction

The Scholarship Data import is a bulk add/edit management of scholarships in ScholarshipUniverse.


The import feature allows you take the following actions:

  • Create new scholarships
  • Edit existing scholarships


Warning: Importing Scholarships should be one of the last steps in the setup process. In order to successfully import process with as much information as possible, you must setup the following requirements beforehand:



User Import File Specifications

Scholarship data can be imported in a CSV format within a text file.


  • Navigate to the PlatformManagement > Integration > File Imports page to import the Scholarship Data 


The file requires the following fields:

  • Scholarship Name
  • Status
    • New - Required to create a new scholarship
    • Update - Required to edit an existing scholarship
  • Start Date - date available to the student to apply
  • End Date - deadline date for the student to apply
  • Cycle - the existing timeline for and open and deadline date for the scholarship
  • Organization - the school/college/organization that the scholarship belongs to
  • Department - the specific department under a school/college/organization that the scholarship belongs to
  • Application Method
    • "No Application - Direct Award" - a scholarship that is awarded without students needing to apply
    • Internal Application - a scholarship requiring an application to apply
    • Continuous Award - a scholarship requiring an application to apply and can be awarded during the application process (see here for more information)
  • Application - the application used to apply to the scholarship; only needed if Application Method = Internal Application
  • Award Year
  • Term
    • For multiple Terms, you may use the pipe deliminator ( | ) to separate the terms; i.e. "Fall 2019 | Spring 2020")
  • Max Applicants - the max number of applicants that may apply to the scholarship
  • Donor
    • For multiple Donors, you may use the pipe deliminator ( | ) to separate the donors; i.e. "Donor 1 | Donor 2")
  • Fund Code - the information system code associated to the scholarship
  • Fund Code Alternate(s)
  • Acceptance Required- flag to determine if an awarded amount must be accepted by the student before going into posting
    • Y = Yes
    • N or null = No
  • Thank You Required- flag to determine if an awarded amount requires a thank you letter from the student before going into posting
    • Y = Yes
    • N or null = No
  • Thank You Approval Required - flag to determine if the required thank you letter from the student needs approval before sending to the donor(s)
    • Y = Yes
    • N or null = No
  • Thank You Template - the Thank You Template used for students to complete where a thank you letter is required
  • Shared Amount- flag to determine if the scholarship funding is shared with other scholarships
    • Y = Yes
    • N or null = No
  • Total Amount - an integer value of the total amount of funding tied to the scholarship and can be awarded
  • Max Number of Awards- an integer value that divides into the Total Amount to show students potential opportunity when completing matching questions; i.e. if the Total Amount = 1000 and Max Number of Awards = 5, the opportunity value displayed to the students is $200 (5 awards equaling $200 = $1,000 total)
    • Note: This calculation doesn't appear anywhere in the scholarship view to the students. It is only an estimate of potential opportunity to the student.
  • Amount Displayed - text field that allows you to show the display amount to the students, whether you want to show a currency value (i.e. "$1,000"), a range (i.e. "$1,000 - $5,000), or even text for an undetermined amount (i.e. "TBD" or "Varies")
  • Renewable to Student- flag to determine if this scholarship is renewable over multiple cycles (i.e. semesters, award years, etc)
    • Y = Yes
    • N or null = No
  • Max Renewals - indicates the maximum number of times a scholarship can be renewed for a student
  • Renewal Criteria - information on the requirements for students to be eligible for the scholarship at renewal time
  • Description - a general description of the scholarship displayed to the student
  • Awarding - optional awarding instructions, not displayed to the student
  • Student Award Notification - optional award notification instructions, not displayed to the student 
  • Donor Specification - optional donor specifications, not displayed to the student
  • Internal Comments - optional comments, not displayed to the student
  • Index Tags - index tags tied to the scholarship that can be used to assist student to search for scholarship
    • For multiple Index Tags, you may use the pipe deliminator ( | ) to separate the tags; i.e. "Tag 1 | Tag 2")
  • Check-Back Date - an optional date as a reminder to check-back and determine if scholarship needs to rolled over for reuse
  • Eligibility - additional eligibility of requirements displayed to the student
  • Notify Award Loss - Optional column that determines if notifications will be sent to students that were not awarded any funds from this scholarship.
    • Y= Yes
    • N or null = No
  • Award Approval Required (optional column) - flag to determine if the scholarship's awards require an additional approval before being queued for notification
    • Y= Yes
    • N or null = No
  • Public Scholarship (optional column) - flag to determine if the scholarship is should be marked as public to be viewed on the school's non-authenticated public page
    • Y= Yes
    • N or null = No
  • Acceptance Criteria - optional acceptance criteria to display to students at the time of accepting an award


Note: Matching Requirements are not handled through the import process and must be done manually. Please refer to Scholarships article.


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 you are creating/editing a scholarship where the name contains quotes (i.e. "You Deserve It" Scholarship), you must ensure that the entire scholarship is in quotations, and that the quoted part of the name uses double quotes (i.e. """You Deserve It"" Scholarship").

  • When creating New scholarships, the following fields are required:

    • Scholarship Name
    • Status = New
    • Start Date
    • End Date
    • Organization
    • Description

  • New scholarships require the Start Date and End Date in order to create a new cycle in case one does not already exist for that timeline. If one cycle exists for that timeline, the scholarship will be attached to that existing cycle. If more than one cycle exists for that timeline, the scholarship will attach itself to a random existing cycle for that timeline. If no cycle exists for that timeline, the scholarship will create a new cycle with the Start Date and End Date indicated, naming the cycle "{{ Start Date }} - {{ End Date }}", each date formatted as mm/dd/yyyy.

    • i.e. when creating a new cycle where the Start Date = 1/1/2019 and End Date = 4/1/2019, the cycle created would be named "01/01/2019 - 04/01/2019"

    • Note: Start Date must be before the End Date. You will receive an error for a record if the End Date is set before the Start Date.

  • When UPDATING existing scholarships, the following fields are required:

    • Scholarship Name
    • Status = Update
    • Cycle
    • Organization
    • Description

  • Updating a scholarship requires finding a match to both the Scholarship Name and the Cycle. Since scholarships can be rolled over (reused) over multiple cycles, the match needs to be found to determine which version of the cycle is being updated.

  • WARNING: When updating a scholarship, leaving a field blank/null will update the scholarship to reflect that information as well. Leaving a column out of the import file will also cause all existing values in that column to revert to blank/null.  When generating a file to edit existing scholarships, please review to ensure you are not erasing fields or turning off flags that should exist.

  • When creating a New scholarship, all fields are open to edit. When Updating a scholarship, certain fields may be updated depending on the current status of the scholarship. Note that Completed and Archived scholarships can never have any information edited. Please review the chart below - "x" indicates that the field may be edited at that status.


 
Draft
Published
Open
On Hold
Ready to Review
Reviewing
Ready to Award
Awarding
Name
x
x
x
x
x
x
x
x
Organization/Department
x
x
x
x
x
x
x
x
Cycle
x
x
x
x
x



Is External
x
x
x
x




Application Method
x
x






Application
x
x






External URL
x
x
x
x
x
x
x
x
Donor
x
x
x
x
x
x
x
x
Award Year
x
x
x
x
x
x
x
x
Terms
x
x
x
x
x
x
x
x
Max Applicants
x
x
x
x




Acceptance Required
x
x
x
x
x
x
x
x
Thank You Required
x
x
x
x
x
x
x
x
Thank You Approval Required
x
x
x
x
x
x
x
x
Thank You Template
x
x
x
x
x
x
x
x
Display Contact Info
x
x
x
x
x
x
x
x
Fund Code
x
x
x
x
x
x
x
x
Fund Code Alternate(s)
x
x
x
x
x
x
x
x
Total Amount
x
x
x
x
x
x
x
x
Shared Amount
x
x
x
x
x
x
x
x
Max Number of Awards
x
x
x
x
x
x
x
x
Amount Displayed
x
x
x
x




Renewable to Student
x
x
x
x
x
x
x
x
Max Renewals
x
x
x
x
x
x
x
x
Renewal Criteria
x
x
x
x
x
x
x
x
Description
x
x
x
x
x
x
x
x
Awarding
x
x
x
x
x
x
x
x
Donor Specification
x
x
x
x
x
x
x
x
Internal Comments
x
x
x
x
x
x
x
x
Index Tags
x
x
x
x
x
x
x
x
Check-Back Date
x
x
x
x
x
x
x
x
Matching
x
x
x
x




Eligibility
x
x
x
x
x
x
x
x
Applicants Tab


x
x
x



History Tab
x
x
x
x
x
x
x
x
Renewal Tab
x
x
x
x
x
x
x
x


  • In most cases an edit to a field that cannot be changed at a certain status will just be ignored and commit the changes for any field that can be edited. There are a few exceptions that will cause specialized errors:
    • A Donor missing (or trying to be removed) will cause an error if a thank you letter has already been associated to the Donor. Once a Donor has been associated, they cannot be removed.
    • Max Applicants can never be lower than the actual amount of applicants already applied to the scholarship.
    • Total Amount can never be lowered than the actual amount awarded to students.
    • Once an award has been created for the scholarship, the award year may not be edited as it is already tied to the award record.
    • Once an award has been created and associated to a term, that term cannot be removed from the scholarship as it is already tied to the award record. If an award has not yet been associated to a term, the term may be removed. New terms can always be added.