Important Note: This feature is available only to customers who do not have SIS integration enabled. If you have purchased an SIS integration and receive automated data files, updates must be made through your integration process. This typically involves reviewing or updating the automated file being sent to AwardSpring.
The import feature is used to update applicant information in AwardSpring (such as GPAs and/or unmet financial need). Any response to a qualification or question can be imported.
To use this feature, you will need to create a CSV file and include the following required fields: the student’s unique ID, email address, first name and last name. You will need to add a column for each additional piece of information you’re importing.
What is a student ID?
The student ID is used as a unique identifier for each student (or applicant) in AwardSpring. Imports must reference a student ID in order to ensure that the data you're importing is loaded into the right account.
What should I use as student ID?
- If you are an organization that does not have a database of student or applicant information, such as a community foundation, an educational foundation or a credit union, you should use the applicant's email address as the student ID. Your import file might look like this:
- If you are a college, university, or other organization that uses a student information system (SIS) such as Colleague, Banner, Peoplesoft, etc, you should use the student IDs in your SIS. Your import file might look like this:
Note: During your first ever import, regardless of what you're using for student ID, AwardSpring will use email address as the unique identifier in order to match applicants in the system with applicants in your file. They will then be assigned the student IDs you have included in the file and student ID will be the primary identifier thereafter.
Once your file is formatted properly, click on Settings > Import in AwardSpring.
Click on 'Choose Import File' to browse for your import file and select it. You will then see the file name, indicating the file is ready for import, then click 'Next'.
The next screen prompts you to map the data you’re importing (Columns in File) to their respective questions in AwardSpring (Question in AwardSpring). For each column in your file, select the question in AwardSpring from the list of questions using the dropdown menu.
Note: What is displayed below is just an example.
When you’ve mapped each data point to a question in AwardSpring, you’re ready to import the file, you can click the 'Next' button.
Note: You can create new accounts by checking the Create New Accounts If They Don’t Already Exist box. Check this box if you’d like to create new records in cases when the data you’re importing doesn’t already exist in AwardSpring. Do not check this box if you wish to update existing records only.
While your file is importing, you’ll see the Import Summary screen.
The first time you perform an import to update existing user information, you will receive Email Conflicts.
This is normal. AwardSpring is informing you that there are accounts in the system that are using the same email address as the records in your file. Click 'Manage' to review the conflicts.
Review the conflicts to confirm that the accounts match. Click 'Merge All Conflicts'.
This will bring you back to the Import Summary page, and you'll notice that the Email Conflicts got cleared once the import completes. You'll know that is it done as it will have a 'Complete' status.
Note: If the status states there was an issue with your import, please contact support@awardspring.com.