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Scholarship Award Amounts in Bulk

Update total awards, scholarship value, and number of payments for many scholarships at once with a FundID template and validation report.

This article covers updating the award amounts of many scholarships at once with a CSV file. For setting the amounts on a single scholarship, see Creating a Scholarship.

Feature Overview

The feature aims to simplify the process of updating scholarship amounts: new values can be uploaded directly into the system without the need to manually re-enter data for each opportunity.
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The CSV file can be used to update the following values:

  • Total number of awards

  • Scholarship Value

  • Number of Payments

Note: The reference field is FundID. The system utilizes FundID to identify the scholarship for updating. Only scholarships with a unique FundID per cycle can be updated using the CSV file.

This article aims to guide you through the main steps of this scenario and explains the feature limitations.

Step-by-step guide

To update scholarships in bulk using a CSV file:

  1. Click the Kebab menu icon.

    The Scholarships nav item and the kebab menu icon in the table header highlighted, where the bulk award amount tools are found.

  2. Download the template. This step is designed to help administrators to get started with a properly formatted file that can be updated with new values.

    The open kebab menu on the Scholarships list, with the 1 - Download Template step boxed, above the 2 - Upload Amounts step.

    The downloaded award amounts template in Excel, with FundID, total awards, scholarship value and number of payments columns pre-filled.

  3. Update your template with new numbers and save the file on your computer.

  4. Click the 2—Upload Amounts button. Once a browser window opens, select the file and confirm.

    The kebab menu on the Scholarships list with the Upload Amounts step highlighted.

    The bulk upload step, where the administrator selects the completed award amounts file to upload.

  5. Review the validation report generated after uploading your file.

    The validation banner after uploading an award amounts file, showing how many rows can be updated and a link to the full validation report.

  6. If you agree with the report and expected updates, confirm your choice.

    The confirmation banner before a bulk update, warning that saving overwrites previous values and cannot be undone.

    The success confirmation shown after a bulk award amounts update completes, before the scholarships list refreshes to reflect the new values.

The template file
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The file contains valid column headers and pulls the current scholarship numbers from the system. Additionally, if certain FundIDs cannot be uploaded using this feature, the template provides a brief explanation for the issue.
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The file structure is as follows:
[FundID (Main Reference Field)], [#Total number of awards], [Scholarship Value], [Number of Payments]
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Important:

  • Please do not modify the table headers.

  • Scholarships that already have awards made cannot be modified using this tool.

  • Scholarships with a shared FundID in the same cycle cannot be modified using this tool. To proceed with changes, ensure that each scholarship has a unique FundID assigned.

Validation report spreadsheet with the GEN-002 message, Multiple Scholarships associated, boxed in the awards column above passing rows.

Prepare file for upload

  • Please maintain a file structure similar to the original template.

  • Acceptable file formats: XLS, XLSX, and CSV

  • If you choose not to update a certain value, simply leave it unchanged.

Validation file

The validation report summarizes the records that can be successfully updated in the next step and identifies any rows that cannot be modified. An error description is provided for each exclusion to explain the reason for the exclusion.

The report is designed to preview changes. The changes presented in the report are not effective until you confirm.

Errors explained

Most errors appear in the Details column as "Failed Validation: ..." followed by the cause. Two exclusions work differently: for a shared FundID or an award already made, the reason is written in the #Total number of awards column and Details reads "Failed Validation: Format not accepted".

  • "Failed Validation: FundID has been duplicated" - FundID is listed two or more times in the uploaded file

  • "Failed Validation: FundID not found" - FundID has no matches in the current cycle

  • "Multiple Scholarships associated" - Multiple scholarships are associated with the FundID

  • "Failed Validation: Format not accepted" - Total number of awards, number of payments, or scholarship value have invalid format

  • "Awarding is in progress" - FundID is associated with a scholarship that has at least one awardee.

Validation report spreadsheet with two rows boxed, COM-001 and SOC-002, each reading Awarding is in progress in the awards column.
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