Application Data Import

Process Tab

Use the Process tab to specify the selection criteria for manually queued import jobs. For automated imports, use the Schedule tab to specify the import options.

1. Select an Award Year or accept the session default.

2. Select a File Type.

   • Select ISIRs (default) to import any ISIR file type (e.g., IDAPxxOP, IDNRxxOP, IDRExxOP, IDSAxxOP, IGCOxxOP, IGNRxxOP, IGRExxOP, IGSAxxOP, IGSGxxOP, and ISRFxxOP; where xx represents the award year)

   • Select Error Report File to import files sent from the CPS to inform the institution that ISIR corrections submitted by the institution are not accepted. An error report file may indicate that an entire batch was rejected or any detail records were rejected.

   For more details, see Export and Import File Types.

3. When importing ISIR files, select Yes (default) or No in the Update Now drop-down list.

   Importing ISIRs involves two phases. In the first phase the ISIR records are inserted into the Anthology Student database. In the second phase, the ISIR data is matched and student records are updated.

   • Select Yes if you want both phases of the ISIR import to be executed immediately.

   • Select No if you want the second phase to run as a background process using a Window service that runs at specific intervals (e.g., nightly).

4. The Campus EDE Path of the user's default campus is displayed.

5. Click the search icon () in the Selected Files field and select the files you want to import.

   The available files list shows only ISIR files even though the EDE path may contain other files. When multiple ISIR files are available, you can select and process multiple files.

   Note: Do not alter the file names of the ISIR files to be imported; otherwise Anthology Student may not recognize the files as ISIRs.

6. Click the Queue Import button.

   The Submit Batch window displays the default Batch Name. You can edit the Batch Name.

7. Click Submit in the Submit Batch window.

   This starts the background job to process the data and create batches from the selection criteria. For each file to import, one job is created.

   The selected file is read from the local Campus EDE path and copied to the System EDE Path.

8. When the job is submitted successfully, the following message is displayed: “The Application Data Import records were successfully queued.”

   The processed import files are renamed to BK.

   Example: IDAP18OP.001 will be renamed to IDAP18BK.001.

   The extension of the import file (e.g., 001) indicates the transaction sequence number.

   Tip: Use Notepad⁺⁺ to view the raw text files.

9. When the job is completed, a notification appears in the command bar. The number of failed jobs will be indicated in red ().

   Continue with the History tab.

History Tab

Batches

The History tab displays the results of manually queued jobs and scheduled jobs.

1. Review the grid listing the final batches for the Application Data import.

   Name The name or description of the batch. Batch ID The batch ID of the transmission file. File Type Indicates the imported file type (ISIR or Error Report File). Started The start time of the background job. Duration The duration of the background job (hours minutes seconds). Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed and ALL job states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be at Succeeded state, but at least one of the jobs is at a Deleted state. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Results Indicates the result of the processing for the student or item in the job. If they were successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed. Import File Name Name of the import file. Campus The campus associated with the logged in user's session.

   Award Year The financial aid award year. Update Now Indicates whether the Update Now option was selected for the ISIR Import. Campus EDE Path The UNC-compliant file path used for file transfers between Anthology Student and the CPS system. The Campus EDE path is used for campus-specific file transfers. Date Queued The date and time when the batch job was queued Imported By The name of the staff member who submitted the background job or batch for processing. Number of Records The number of records in the batch. Records Imported Number of records imported Date Imported The date and time when the batch job succeeded.

   To view the process report, go to Regulatory Process Results. Find the batch and inspect the records included in the batch.

2. Click the refresh icon () in the footer of the grid to retrieve the current status of the background jobs.

3. If the job status is "Completed" and there is a "Details" link in the Results column indicating that the job did not succeed, you can click the Retry Batch button in the grid toolbar to resubmit the job.

   This option can be useful if an error occurred after the job was submitted (e.g., network issues, SQL cannot be reached).

4. To remove a batch, click the Cancel Batch button in the grid toolbar.

5. For a job with a status of Succeeded, click the link in the Batch ID column to review the records contained in the batch.

   The ISIR Import Report section is displayed.

ISIR Import Report

1. The fields above the ISIR Import Report grid display the following information about the batch:

   File Name File name of the generated file. Batch ID The batch number. Based on the selection criteria, the job processes data and creates batches asynchronously in the background. Award Year The financial aid award year.

   Process Date The date and time when the job was processed School Code Unique codes assigned by the Department of Education for schools participating in the Title IV federal student aid programs. Students can enter these codes on the FAFSA to indicate which schools they want to receive their financial application results. The School Codes are configured in Anthology Student under Campus Setup > Locations. A Federal School Code is always six characters: 0 (zero), G, B, or E, and a 5-digit number. Anthology Student supports only numeric school codes. If the Federal School Code for your institution contains letter G, B, or E, replace the letter with a 0 (zero). User Name The last and first name of the staff member or process that added or created the item.

2. The ISIR Import Review grid has the following fields:

   Student Name The last and first name of the student. SSN The person's Social Security Number (SSN). You must be authorized to work with SSNs. PEFC Primary Estimated Family Contribution (PEFC) is the EFC calculated by taking the income information provided by the student, based on his/her dependency model and whether or not he or she meets Simplified Needs, and applying it to the formula written by Congress. Reject Codes Reject Codes can be alphabetic or numeric. Some reject reasons are verifiable—that is, the student can confirm the questionable data by reentering the same value or correcting it to a different value. Other reject reasons are not verifiable; the questioned data must be changed or provided. In all reject situations, the questioned information is highlighted on the SAR, and an EFC is not calculated.

   Verification Indicates whether the student’s ISIR is selected for verification. After the student is selected, he or she will remain selected for the current processing year. This data comes from the 'Student Is Selected for Verification' field on the ISIR record layout. Y = selected for verification N = Not selected for verification * = Selected for verification on a subsequent transaction CPS Pushed ISIR Flag Identifies transactions that were sent automatically to the institution. blank indicates that the transaction was not automatically sent. Y indicates that the transaction was automatically sent. SAR C Change Flag This field will be populated if the SAR C Flag is set or removed from the previous transaction. blank indicates that the SAR C Flag has not changed; Y indicates that SAR C Flag has changed Process Date The date and time when the job was processed

3. To view the Student Profile for a record, click the link on the student name. The Student Profile page for the selected record is displayed in a new browser tab if you have permissions to view student data.

You can also view the ISIR Import Report in the Regulatory Process Results.

Schedule Tab

Use this tab to create, edit, activate, deactivate, delete schedules, and specify import options (i.e., selection criteria). You can also view detailed information on the last 5 runs of a scheduled import process and manually trigger the execution of an import process.

1. Review the grid listing the previously created schedules for the Application Data import.

   Name The name or description of the schedule. Active Indicates whether the schedule is active or not. Frequency Indicates the frequency with which the schedule is run. Selecting from Daily, Specific Date, or Monthly will update the frequency details to be defined.

   Next Run Indicates the date and time when the schedule is expected to run again. Last Run Indicates the date and time when the schedule was last run.

2. To remove a schedule, select the schedule and click Delete.

3. To activate an inactive schedule, select the schedule and click Activate.

4. To prevent an active schedule from running, select the schedule and click Deactivate.

5. To trigger a scheduled import process to run immediately, select an active schedule and click Run Now.

6. To view details of a previously scheduled job, click the expand icon () in the left column. The following details are displayed:

   Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job completed with no errors. Deleted indicates the job completed with errors. Result Indicates the result of the processing for the student or item in the job. If they were successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

   Job Triggered The start time of the background job. Completed The date when the item was completed.

7. To edit a schedule, click the link in the Name column. The Edit Schedule - <Name> form is displayed below the grid.

8. To create a schedule, click the New button in the grid toolbar. The New Schedule form is displayed below the grid.

9. Specify or edit the following Schedule properties:

   Name The name or description of the schedule. Active Indicates whether the schedule is active or not. Frequency Indicates the frequency with which the schedule is run. Selecting from Daily, Specific Date, or Monthly will update the frequency details to be defined. Days The days of the week. Specific Date Month/Day/Year or Year-Month-Day Monthly The schedule is run every month.

   Recurrence Select the recurrence pattern of the schedule, either "Occurs every" (Hour) or "Occurs once at" (H:MM:TT). Start Date The date that an item starts or the first day it can be used. Not applicable if Specific Date is set as the Frequency. End Date The date when an item ends or the last day it can be used. Time Zone A region that observes a uniform standard time for legal, commercial, and social purposes. Notify Staff Optionally, select staff members to be notified when the schedule is executed.

   Application Data Import Options

   Award Year The financial aid award year. File Type Indicates the imported file type (ISIR or Error Report File). Update Now Indicates whether the Update Now option was selected for the ISIR Import.

   Campus The campus(es) for which the schedule is associated. Created By The last and first name of the staff member or process that added or created the item. Campus EDE Path The UNC-compliant file path used for file transfers between Anthology Student and the CPS system. The Campus EDE path is used for campus-specific file transfers.

If you want to save and: 

• Continue making changes, click the Save button

• Continue to add another item to the list, click the Save & New button

• Close, click the Save & Close button

10. To close the New Schedule or Edit Schedule form, click Cancel.