Scholarship Import

Scholarship Import

A Scholarship Import utility allows you to import scholarship data from an external source directly into FIMS.

In the Scholarship module, select File Maintenance > Scholarship Import.

TIP: If you have used the Grant Import functionality in the past, this will be very similar.

The form provides you a lot of flexibility as it is designed to handle multiple formats and update the appropriate student and/or application fields within FIMS.

The Scholarship Import utility reads comma-separated (.csv) files and creates unposted scholarship application records using values defined in the input file and/or specified on screen. This process reduces the amount of manual data entry, in turn reducing the potential for errors.

NOTE: Once you configure your import, you can click the Defaults button and save your configuration for use in future imports. If you name a configuration Default, it will be loaded automatically each time you run the Scholarship Import. You can still choose to run the import based on a different configuration, but the one named Default will load automatically.

NOTE: You can create a .csv file by opening the data you want to import in a spreadsheet, selecting File > Save As, and then selecting the .csv or comma-delimited file type.

1. In the Scholarship module, select File Maintenance > Scholarship Import. The Scholarship Import window opens.
2. In the Import File field, enter the path and filename of the spreadsheet file that contains your scholarship data.
3. (Optional) If you want to limit the number of rows that you import, enter the desired range of row numbers in the Import Row From > Through fields. The default values for these fields are 1 though 99999, which imports all rows.
4. In each drop-down, select one of the following. The available options vary depending on the field.
   • Select: Select this option if you did not include the data in the spreadsheet, and you want to apply the same information to all scholarships in this file. Once you choose Select, you will be able to enter the desired information or select it from a lookup.
   • Next ID: Let system generate the next unused number.
   • Column #: If you included the data in your spreadsheet, and your columns are numbered, select this option and then enter the desired number.
   • Column Letter: If you included the data in your spreadsheet, select the letter associated with the appropriate column.
   • Dup Chk: Select this option if there are scholarships in your spreadsheet that may already be in FIMS. When the import process runs, the system will check for duplicates before creating new Scholarship Profiles. This option is only available in the Student and Institution fields. The system checks the following data fields to determine if there is a duplicate:
   • Last Name (for students)
   • First Name (first two characters – for students)
   • Middle Initial (for students)
   • Institution Name (for organizations)
   • City
   • ID Code
   • Student, Institution, or FIMS Default: Set based on the profile record for the institution, the student or use the system default.
   • Open, Approved, Denied, Withdrawn, or Imported: Set the scholarship status to this value.

5. (Optional) Click the Defaultsbutton and save your settings for use in future imports.

   NOTE: If you enter the name Default in the Description field for your import settings, those settings will automatically be loaded the next time you run the utility.

6. When you are finished, click the Import button. A confirmation report opens in the FIMS Viewer, displaying information about the Profiles and Scholarships that will be imported.
7. Verify the Scholarship and Profile information in the confirmation report.

   NOTE: If Profiles in your data file have potential duplicates in FIMS, the potential duplicates will be displayed to the right of the Profile information from your data file. You can choose to use the suggested Profile, create a new Profile, or use a different Profile. Once you have confirmed the information on the report, click Create Scholarships. The system will add the appropriate Profile, Scholarship, and Application records to FIMS.