This guide covers how to resolve exceptions after a student data import.
Exceptions occur when an error happens during the student data import. They prevent some applicants' data from importing and, in some cases, prevent their accounts from being created. Resolve exceptions so all student data imports and all accounts are created.
To resolve exceptions:
Log in to your admin account.
Open
<subdomain>.awardspring.com/AS/admin/settings/lastimport, replacing<subdomain>with your site's subdomain, then click the Exceptions for import on link for your most recent import to open its Import Summary page.Verify the import shows the Complete status. If the status shows an issue with your import, contact support@awardspring.com.
Click Manage next to Email Conflicts (if any). Email conflicts are accounts that already exist on your site with that email address and are being imported for the first time. Review them to verify that the record in the file and the account on your site belong to the same user before merging them and inserting the data from the import file.
Verify that the email address is correct and that the names match, and click Merge for that student (a check mark appears above Merge once selected). If the accounts should not be merged, click Skip for that student.
Once you’ve selected Merge or Skip for each student, click Reimport These Records to import the data into the merged accounts.
The import runs and returns you to the Import Summary page, where Email Conflicts now shows 0. This can take a few minutes.
Click Download next to Other 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
The data you are trying to import (Answer Option) does not exist for the question it is mapped to. To import this applicant, add the answer option to the application:
Click Application.
Locate the question where the answer option does not exist.
Click 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 for each answer option that needs to be added.
This is a duplicate student record with Student ID: “XXXXXXXX” within import file
There are two rows with the same student ID number in your data file. If the rows don't contain identical data, the first row for that student imports, and the second row causes the exception. The data in the first row displays in the application. You can concatenate the rows together; see the SIE FAQs for more detail. If the rows are truly duplicates, remove the duplicate rows when you create the file. Your IT team needs to facilitate this process.
Record matched on existing user email address, but Student IDs don’t match
An account with that email address exists in AwardSpring, but the student ID in the data file does not match the one initially imported with the account. Contact support@awardspring.com to resolve these exceptions. Support will ask you to complete and return a form to clear the exception.
Not a Valid Phone Number
The phone number field does not contain 10 numeric digits. Make sure the applicant's phone number is accurate in the SIS file so the next data load can update it.
Note: The cell in your file cannot contain any special characters, only numeric values.
Not a Valid Number
The data file is trying to import a non-numeric character into a numeric field. Click the source file link on the Import Summary page to download the data file and find which numeric field has non-numeric characters. The source file is the data file your team sent from your SIS for that day.
When you open the source file, add a filter and filter the numeric fields to locate the non-numeric values. Your IT team needs to remove these values from subsequent files so these applicants can import without exception. All addressed exceptions clear when the next import file is processed.