Exceptions occur when there is an error during the student data import process. These exceptions cause some applicants' data to not be imported into the application and in some cases prevents their account from being created successfully. Resolving these exceptions is vital to ensure all student data is imported and that accounts are created successfully.
To resolve these exceptions follow these steps:
- Make sure you are logged into your administrative account.
- Access your most recent Import Summary page via this link: {domainname}.awardspring.com/Admin/HelpCenter/lastimport
Note: Make sure to change/update your domain name in the URL before you use the link.
- Review your current data file mapping to ensure all fields are being mapped as desired. The column on the left are the columns being sent from your institution to AwardSpring and the columns on the right are the questions on the application that data is being placed into.
- Click on ‘Exceptions for import on XX/XX/XXXX’ at the top of the page.
- Ensure that the import completed successfully by verifying the ‘Complete’ status.
Note: If the status states there was an issue with your import, please contact support@awardspring.com.
Click on the ‘Manage’ button next to Email Conflicts (if any). Email conflicts are accounts that already exist in your site with that email address and are being imported for the first time. This allows you to verify that it is the same user account before merging the accounts and inserting the data from the import file.
Verify that the email address is correct and that the names match and click on ‘Merge’ for that student. If the accounts should not be merged, click ‘Skip’ on that student. Once all students have been checked and ‘Merge’ or ‘Skip’ is selected, click on the ‘Reimport These Records’ button to import the data into these merged accounts.
The import will run and you will be re-directed back to the exception management screen. This may take a few minutes.
Click on the ‘Download’ button to download an Excel file of students who failed to import for other reasons.
Possible exceptions and how to handle them:
- Question “Question Text” has no matching option for Answer Option - this exception means that the data (Answer Option) you are trying to import does not exist for the Question it is mapped to. In order to import this applicant, you will need to add this answer option to the application.
- Click on the Application tab
- Locate the question where the answer option does not exist
- Click on the question text to expand the list of answer options and scroll to the bottom of the list
- Add the answer option. Format it exactly as it is formatted in the data file from your SIS.
- Repeat this process for each answer option that needs to be added.
- This is a duplicate student record with Student ID: “XXXXXXXX” within import file - this exception means there are two rows that have the same student ID number in your data file. This may be problematic if the rows do not contain identical data. If the rows do not have identical data for that student ID, the first row that contains the student will import and the second row will cause the exception. The data in the first row will display in the application. You can concatenate the rows together (click here to view SIE FAQs for more detail). If the rows are truly duplicates, removing duplicate rows upon file creation is recommended. Your IT team will need to facilitate this process.
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Record matched on existing user email address, but Student IDs don’t match - this exception means that an account with that email address exists in AwardSpring, but the student ID in the data file does not match the one that was initially imported with the account. Please contact support@awardspring.com so we can help you resolve these exceptions. We will ask you to complete and return a form to us so this exception can be cleared.
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Not a Valid Phone Number - this exception means the phone number field does not contain 10 numeric digits to comprise a phone number. Ensure the applicant phone number is accurate in the SIS file, so that the next data load can update this accurately.
Note: The cell in your file cannot contain any special characters, only numeric values.
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Not a Valid Number - this exception means that the data file is trying to import a non-numeric character into a numeric field. Download the ‘Source File’ to determine which numeric field has non-numeric characters. The source file is the data file your team sent from your SIS system for that day.
When you open the source file, add the filter option and filter numeric fields to locate the non-numeric values. These non-numeric values will need to be removed by your IT team in subsequent files for these applicants to import without exception.
All exceptions that have been addressed will be cleared when the next import file is processed.