Financial Aid Application and Award Amount Import Type

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Overview

The Veracross Data Importer allows schools to import financial aid applications and award amounts for future students. This import type is considered an importer only — it allows you to insert new records but cannot updates values on existing records. You can import the following records:

  • new financial aid application records
  • new financial aid application records with new award amount records attached
  • new award amount records attached to existing financial aid application records

Uploading Financial Aid Applications and Award Amounts involves the following three steps:

  1. Ensuring that both Financial Aid Types and FInancial Aid Categories are already set up — you cannot create new Financial Aid Types or Financial Aid Categories with this import type.
  2. Preparing the data for upload using the Financial Aid Applications and Award Amounts import type template, which is provided before data import on the Importer site.
  3. Uploading the data using the Veracross Data Importer.

Preparing the Data for Upload

The user must prepare a comma separated value (CSV) file containing all data to import. This file must contain all columns in the order listed below, even if no content is populated in the columns. If there is no content in a column, that row must be left blank.

Fields in the Import Type Template

Rather than a number of required fields, this template has several combinations of "either this field or that field are required" scenarios. See the notes in the table below for more information.

Required fields:
vc_fa_application_id (if attaching a new award amount record to an existing financial aid application record)
OR
vc_person_id and application_school_year (if inserting a new financial aid application record)
OR
person_reference_type and person_reference_value and application_school_year (if inserting a new financial aid application record and you'd prefer to use the person reference type/value combination over the person ID value)
vc_fa_application_idNumeric format. The ID of the financial aid application record you want to attach a new award amount record to. This can be found in the "Financial Aid Application ID" column on this Find Financial Aid Applications query.

This should only be populated if you are attaching a new award amount record to an existing financial aid application — otherwise, it should be left blank.
vc_person_idNumeric format. The person_id can be found in the Person ID field in a standard Find Person query.
person_reference_typeMust be an already existing person reference type. This information can be found in a Person Reference Type query. Must be either of the following:
  • person reference type id (numeric)
  • person reference type description (text/numeric)
person_reference_valueText/numeric format. This value is the reference value in a Find Person Reference Number query.
application_school_yearText format. The admission year that this financial aid application is for. This value can be found on the Years query on the System homepage as the Year or School Year column.

This field must be populated if you are inserting a new financial aid application record.
application_grade_levelText format. The grade level the future student is applying for. This can be found on the Grade Levels query on the System homepage. Options include:
  • ID
  • Grade Level
  • Long Description
application_resident_statusText format. The future student's resident status. This value can be found in the Resident Status List query on the System hompage. It can be populated by either of these values from the above query:
  • ID
  • Description
application_student_groupText format. The student group this future student should be a part of. This value can be found in the Student Groups query on the System homepage. It can be populated by either of these values from the above query:
  • ID
  • Description
application_statusText format. The status of the financial aid application. This value can be one of the following options:
  • <Not Specified>
  • In Process
  • Complete
  • Offered
  • Soft Accepted
  • Accepted
  • Appealed
  • Declined
  • Denied
  • Waitlisted
  • Did Not Qualify
  • On Hold
  • Closed
application_decision_dateDate format. The date when the application status was determined for this financial aid application. This appears as the "FA Decision Date" field on the General tab of the Financial Aid Application record.

Must be in MM/DD/YYYY format.
application_tuitionNumeric format. The total tuition for the student to be considered for this financial aid application. This appears as the "Tuition" field on the General tab of the Financial Aid Application record.

Must be a numeric value seperated by a decimal point if applicable. Though Veracross stores decimal values, when looking at the Tuition field, the decimal is truncated.
application_parent_contributionNumeric format. The amount that the parent is able to contribute toward tuition. This appears as the "Total Parent Contribution" field on the General tab of the Financial Aid Application record.

Must be a numeric value seperated by a decimal point if applicable. Though Veracross stores decimal values, when looking at the Total Parent Contribution field, the decimal is truncated.
application_needNumeric format. The amount that is needed through Financial Aid. This appears as the "Need" field on the General tab of the Financial Aid Application record.

This field is intended for special circumstances when the amount needed is something other than the tuition minus what their parent can contribute. Otherwise, this is automatically calculated as the "Calculated Need" field. 

Must be a numeric value seperated by a decimal point if applicable. Though Veracross stores decimal values, when looking at the Need field, the decimal is truncated.
application_notesText format. Any additional notes for this financial aid application. This appears as the "Notes" field on the General tab of the Financial Aid Application record.
If any of the following three fields are populated, all three must be populated:
  • amount_category
  • amount_type
  • amount
amount_categoryText format. The award category that this particular award falls under. Find acceptable values in this Find Financial Aid Award Categories query — viable options are either:
  • ID
  • Description

amount_typeText format. The type of award being granted (e.g. stipend, loan). Find acceptable values in this Find Financial Aid Award Types query — viable options are either:
  • ID
  • Description
amount_scholarship_idNumeric format. The ID of the scholarship this award is associated with, if any. You can find this value as the ID column in this Find Scholarships query.
amount_meritBoolean format. Whether or not this award should be designated to be "awarded on the basis of merit". Acceptable options are:
  • Yes, Y, or 1
  • No, N, or 0
If left blank, this field defaults to "No".
amountNumeric format. How much money is awarded with this financial aid award. Find this value as the "Total Award Amount" column of this Find Financial Aid Awards query.

Must be a numeric value seperated by a decimal point if applicable. Though Veracross stores decimal values, when looking at the Total Award Amount field, the decimal is truncated.
amount_notesText format. Any additional notes you'd like to store about this award.
This field has allows for a maximum of 500 characters.

Q&As

In addition to the criteria set in the table above, this import type has a number of additional considerations that should be taken into account.

Question
Answer
Are there any prerequisites for using this import type?Yes — prior to using this import type, you must make sure the following are configured:
  • Financial Aid Types
  • Financial Aid Categories
You cannot create new Financial Aid Types or Categories using this import type.
How does this import type associate awards with financial aid applications?This import type associates award records with financial aid application records using the following logic:
  • if the FA application ID is indicated, that record is used
  • if person/year matches an existing application and there is only one application for that person/year, that record is used
  • if person/year matches an existing application and there is more than one application for that person/year, a validation error is thrown.
  • if person/year does not match any existing records, a new application is created
What should I do if I have additional questions about this import type?If you have additional questions about this import type, please reach out to us by generating a ticket in the client support portal. Be sure to include:
  • Which import type the question pertains to
  • Your question
  • Any error messages received (if applicable)