FAQs
What should I do with this information?
There are many steps that can be taken. We suggest contacting one of our client managers to discuss your specific grant reporting needs and requirements.
How accurate is the data that Scholars can provide?
The pilot program with U.C. Berkeley grant program with over 1,000 alumni resulted in an accuracy rate greater than 90 percent for addresses. Program requirements may differ. Our client managers will be happy to discuss available options with you.
How long does it take for us to get our information from Scholars?
Once Scholars receives the file to be updated, you can expect a 5 to 7 business day turn-around-time to receive the most current demographic data available. Expedited services are available upon request.
What does this cost?
Grant program administrators view our services as an investment in their programs rather than a cost. Program evaluation is a requirement in many grant programs and is an important tool when it comes to securing future funding. Our easy to use and secure web based process keeps this investment to a minimum.
Is my confidential data safe and secure?
Yes. Scholars’ web based process is encrypted using a Secure Socket Layer Interface and the latest internet security protocols. We require a double login process which allows only you to have access to your data. Scholars will not sell or share your data and operates with strict security procedures enforced.
Has the current process been tested?
Yes. The pilot program with U.C. Berkeley ensured Scholars’ process is simple to use, accurate, and secure. If questions or concerns should arise, we have client managers and our technical department available to assist you.
What do we need to send Scholars?
Program alumni full name, social security number, and student identification number (SID) or another unique record identifier is required to process a file.
We only use Student Identification Numbers (SID). What are our options?
We understand that each campus is different and many use SID. You may need to work within your campus to obtain SSN information. The Family Educational Rights and Privacy Act (FERPA) allows for the release of this information for the purpose of program evaluation. For best results, the SSN is required and will remain secure and confidential.
Is someone available for specific data questions?
Yes. Our client managers can provide assistance.
Is there a set format for the data?
Scholars’ uses a simple format for data exchange, a comma delimited file (CSV), which can be generated from most programs such as Excel and Access. We can support most interfaces. If you have any data exchange and data protocol questions, please contact our technical department.
How do I get my data to and from Scholars?
Once the Information Service Agreement (ISA) is complete, a password will be issued and you can securely login through our web site to your account. You will then be able to submit and receive your data securely. No outside parties other than you has access to your files.
What is the Information Service Agreement (ISA)?
The ISA is an agreement or contract for services Scholars Information Services provides. Created as a corporative effort between the U.C. Regents legal department, the U.C. Regents business contract department, and Scholars’ legal and compliance department, the ISA protects both your grant program and Scholars and ensures that the updated data is for program evaluation only. Please contact one of our client managers for more information.
What is the Statement of Work?
The Statement of Work (SOW) identifies the scope of work to be performed. This is a mutually agreed upon document submitted to you in a standard format. We have found that occasionally, program administrators request some changes which in turn may increase review and agreement time frames. After an agreed upon SOW is executed, this document is part of the ISA.
What is the ‘Self Certification”?
In order to be compliant with FERPA regulations, this certification is your commitment to Scholars that you are requesting the information we provide for the sole purpose of program evaluation. Use of information outside of this agreement is not allowed and will terminate the contract.
Is someone available to walk through any technical issues?
Yes. Our experienced technical department will be able to offer you assistance and walk through technical processes. This highly skilled team has years of experience working with school data and transmissions of security sensitive data. They understand the responsibility and are sensitive to your needs and data confidentiality and requirements.
Do you share the data provided by your grants programs clients with anyone else?
No.
If we still can’t find a former participant, can we re-run a subset of our first file?
Yes, our data is updated continuously. In fact, we have seen up to a 24% update in addresses in just an eight week period in our pilot programs. Other options and techniques are available for the “hard to find” alumni. Please contact one of our client managers for options.
Who is Scholars Information Services Inc. (Scholars)?
Scholars was founded to assist grant program administrators improve their program evaluation process. We provide current demographic information that will assist you in locating your program alumni.
What do you do?
Simply stated, we provide current demographic information on your program alumni.
- Addresses with a over 90% accuracy rate
- Phone numbers (Residential, Cell, Business)
- Name Changes
- Deceased record information, if an alumnus has passed on our records will provide the reported date of death.
What should I do with this information?
There are many steps that can be taken. We suggest contacting one of our client managers to discuss your specific grant reporting needs and requirements.
How accurate is the data that Scholars can provide?
The pilot program with U.C. Berkeley grant program with over 1,000 alumni resulted in an accuracy rate greater than 90 percent for addresses. Program requirements may differ. Our client managers will be happy to discuss available options with you.
How long does it take for us to get our information from Scholars?
Once Scholars receives the file to be updated, you can expect a 5 to 7 business day turn-around-time to receive the most current demographic data available. Expedited services are available upon request.
What does this cost?
Grant program administrators view our services as an investment in their programs rather than a cost. Program evaluation is a requirement in many grant programs and is an important tool when it comes to securing future funding. Our easy to use and secure web based process keeps this investment to a minimum.
Is my confidential data safe and secure?
Yes. Scholars’ web based process is encrypted using a Secure Socket Layer Interface and the latest internet security protocols. We require a double login process which allows only you to have access to your data. Scholars will not sell or share your data and operates with strict security procedures enforced.
Has the current process been tested?
Yes. The pilot program with U.C. Berkeley ensured Scholars’ process is simple to use, accurate, and secure. If questions or concerns should arise, we have client managers and our technical department available to assist you.
What do we need to send Scholars?
Program alumni full name, social security number, and student identification number (SID) or another unique record identifier is required to process a file.
We only use Student Identification Numbers (SID). What are our options?
We understand that each campus is different and many use SID. You may need to work within your campus to obtain SSN information. The Family Educational Rights and Privacy Act (FERPA) allows for the release of this information for the purpose of program evaluation. For best results, the SSN is required and will remain secure and confidential.
Is someone available for specific data questions?
Yes. Our client managers can provide assistance.
Is there a set format for the data?
Scholars’ uses a simple format for data exchange, a comma delimited file (CSV), which can be generated from most programs such as Excel and Access. We can support most interfaces. If you have any data exchange and data protocol questions, please contact our technical department.
How do I get my data to and from Scholars?
Once the Information Service Agreement (ISA) is complete, a password will be issued and you can securely login through our web site to your account. You will then be able to submit and receive your data securely. No outside parties other than you has access to your files.
What is the Information Service Agreement (ISA)?
The ISA is an agreement or contract for services Scholars Information Services provides. Created as a corporative effort between the U.C. Regents legal department, the U.C. Regents business contract department, and Scholars’ legal and compliance department, the ISA protects both your grant program and Scholars and ensures that the updated data is for program evaluation only. Please contact one of our client managers for more information.
What is the Statement of Work?
The Statement of Work (SOW) identifies the scope of work to be performed. This is a mutually agreed upon document submitted to you in a standard format. We have found that occasionally, program administrators request some changes which in turn may increase review and agreement time frames. After an agreed upon SOW is executed, this document is part of the ISA.
What is the ‘Self Certification”?
In order to be compliant with FERPA regulations, this certification is your commitment to Scholars that you are requesting the information we provide for the sole purpose of program evaluation. Use of information outside of this agreement is not allowed and will terminate the contract.
Is someone available to walk through any technical issues?
Yes. Our experienced technical department will be able to offer you assistance and walk through technical processes. This highly skilled team has years of experience working with school data and transmissions of security sensitive data. They understand the responsibility and are sensitive to your needs and data confidentiality and requirements.
Do you share the data provided by your grants programs clients with anyone else?
No.
If we still can’t find a former participant, can we re-run a subset of our first file?
Yes, our data is updated continuously. In fact, we have seen up to a 24% update in addresses in just an eight week period in our pilot programs. Other options and techniques are available for the “hard to find” alumni. Please contact one of our client managers for options.