SIS INTEGRATION
Accurate student data, straight from your SIS
More than 40% of AwardSpring customers use SIS Integration, and it's easy to see why. It pulls student data directly from your Student Information System into AwardSpring, so awarding is faster, easier, and more accurate. Here's what it does and how it helps scholarship administrators.
WHAT IT DOES
Accurate data, less busywork
-
Keep student data accurate
SIS Integration pulls student data straight from your system of record, so you're not depending on applicants to enter it correctly.
-
Keep data in sync across platforms
Pull details like a student's major, class schedule, or GPA and use them to maintain scholarship eligibility, and cross a few administrative tasks off your list.
-
Make scholarship applications easier
Pre-filling applications with data from your SIS can dramatically cut the time it takes a student to finish applying.
HOW IT WORKS
From your SIS to AwardSpring, daily
- 1
Export from your SIS
Your SIS generates a CSV export of the student fields you choose.
- 2
Secure transfer
A scheduled job sends the file to AwardSpring's secure SFTP server.
- 3
Daily import
AwardSpring imports the file into your site once a day.
- 4
Accounts stay in sync
New student accounts are created and existing ones are kept up to date.
FAQ
Frequently asked questions
What is SIS Integration?
SIS Integration automatically pulls student data from your Student Information System into AwardSpring on a set schedule. That data does two jobs: it matches and qualifies applicants for the right scholarships, and it keeps the student records in AwardSpring accurate and up to date.
How does it work?
You and your IT team set up a scheduled transfer of a CSV file from your SIS to our secure SFTP server. We import that file into your AwardSpring site once a day, creating new student accounts and updating existing ones.
What can be imported?
Almost anything. Any response to a qualification or application question can be imported. Every file needs four fields at minimum: the student's unique ID, email address, first name, and last name. Keep each student's email, username, and ID unique. Don't reuse them over time. A typical import file looks like this:
| Number | First Name | Last Name | Email Address | GPA | Major | Grade Status | Credit Hours | EFC | Phone Number |
|---|---|---|---|---|---|---|---|---|---|
| A1111-11 | Jane | Doe | jdoe@school.edu | 3.73 | Physics | Junior | 61 | 3500 | (555) 555-1234 |
| B2222-22 | John | Doe | jdoe1@school.edu | 3.74 | Theater | Senior | 93 | 4000 | (555) 555-1235 |
How should fields be formatted?
Our system does minimal validation on imported data, but a few fields have required formats:
| Data type | Format | Notes |
|---|---|---|
| Date | 2015-01-01 | Standard UTC date format, YYYY-MM-DD |
| Phone | (555) 555-5555 | This phone format is recommended |
| Numeric | 3.45 | Must be a valid decimal or whole number |
Some AwardSpring fields only accept specific valid responses. For example, if the Major question allows only "Math" or "Biology", then only "Math" or "Biology" should be imported. If a value doesn't match a valid response (say, "Physics" shows up as a major), the entire row fails to import and the AwardSpring team is notified. Fields that accept more than one value can be separated with a pipe ( | ), for example "Biology | Chemistry" for a double major.
How should we format our files?
Import files must follow RFC 4180, the standard for comma-separated value (CSV) files, including proper field encapsulation and escaping. File names can't contain spaces.
Can AwardSpring integrate with my SIS?
Yes. AwardSpring works with any system that can generate a CSV file.
Do I have to use Single Sign-On (SSO)?
We recommend it. Pairing SIS Integration with SSO makes signing in smoother for you and your applicants. It isn't required, though.
Can I change the file format after initial setup?
Yes, as long as you're not in the middle of an award cycle. We'll work with your IT team to update the import configuration when the timing is right.
Is anything special required of me?
Yes. You'll work with your IT team to build the CSV export and the scheduled job that transfers the file to our servers. Generating and transferring the export files must be fully automated.
What happens if something goes wrong with an import?
Our team monitors every automated import and works with you and your IT team to resolve any errors that come up.
How long does implementation take?
Plan on about 1–2 months. That covers the time you, your IT team, and AwardSpring support need to work through these steps:
| Task | Owner |
|---|---|
| Determine data fields to import | Scholarship Administrator / IT Staff |
| Create export file | IT Staff |
| Test and rework the export file | AwardSpring / IT Staff |
| Configure AwardSpring | AwardSpring / IT Staff |
| Review imported data | Scholarship Administrator |
| Schedule automatic transfer of the export | IT Staff |
Better data, better results.
Bring accurate student data into AwardSpring and let SIS Integration keep it current, automatically.