Clearinghouse Degree Verify

Regulatory 13.1 introduces the menu option "Clearinghouse Degree Verify". You can use this option to extract a Degree Verify file based on a date range and gather data for students who graduated during that period. To determine students who graduated within the date range, the system checks that the Graduation Date for the student's enrollment falls within the report date range selection criteria and the student's School Status has the NSLDS Status of Graduated configured. The Clearinghouse Degree Verify process creates a file that meets the specifications defined in the Degree Verify Programming & Testing Guide at https://www.studentclearinghouse.org/colleges/degreeverify/.

Regulatory extracts student records from the database and generates the Clearinghouse Degree Verify files. This is a two-step process:

  • Step 1: On the Process tab, you specify the selection criteria and submit the job. The job will run in the background and create a temporary batch.

  • Step 2: On the Student Review Batches tab, you review the batches and remove student records that do not need to be exported. You then create the final batch and export the file.

The History tab displays the final Clearinghouse Degree Verify batches and contains detailed information about the records included in a batch.

Prerequisites

You must have the following authorization:

  • Common - Processes - View

  • Financial Aid - Processes - Clearinghouse Degree Verify - Export Clearinghouse Degree Verify

Access Method

Select the Processes tile > expand Financial Aid > select Clearinghouse Degree Verify.

Procedure to Create a Clearinghouse Degree Verify File

Process Tab

The Selection Criteria section of the Process tab enables you to specify the data set for the Clearinghouse Degree Verify file.

  1. Select an OPEID. The drop-down list contains all configured OPEIDs in the Anthology Student database to which you have access.

    Note about School Code, Branch Number, and OPEID

    Anthology Student supports institutions that use a numeric School Code and Branch Number, as well as institutions that use an OPEID.

    If your institution uses a School Code and Branch Number, Anthology Student processes will append the 2-digit Branch Number to the 6-digit School Code (also known as Pell ID) and create the 8-digit OPEID.

    The OPEID must be used instead of the School Code and Branch Number in the following processes:

    • Clearinghouse Export
    • COD Export
    • Enrollment Reporting (SSCR Processing)
    • FISAP
    • Transfer Student Monitoring

    When Financial Aid Automation is used and the School Code for your institution contains the letter G, B, or E, replace the letter with a 0 (zero).

  2. Specify the Degree Period Name.

    The Degree Period Name describes the period for which the degree population is being reported (e.g., Spring 2021, Summer 2021, etc.). This is for informational purposes only. Individual degree award dates are indicated in each detail record.

  3. Specify a date range in the Date From/To fields.

  4. Select one or more Campuses.

  5. Select the Queue Student Review button in the grid toolbar.

    This starts the background job to process the data and create a batch based on the selection criteria.

  6. When the job is submitted successfully, the message “The Queue Degree Verify Export Review was successfully queued.” appears.

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

    Continue with the Student Review Batches tab.

Student Review Batches Tab

The Student Review Batches tab enables you to review the student records included in a temporary batch. Before creating the final batch, you can remove student records that do not need to be exported for degree verification.

  1. Review the grid listing the temporary Clearinghouse Degree Verify batches. These batches will remain available for 7 days.

    Batch NumClosed The batch number. Based on the selection criteria, the job processes data and creates batches asynchronously in the background.

    OPEIDClosed Office of Postsecondary Education Identification (OPE ID) assigned to the institution. If the 8-digit OPEID for your institution is different from the 6-digit school code appended with the 2-digit branch code, your institution can specify the OPEID when financial aid is configured for a campus. It should only be configured if it is different. For Regulatory, the OPEID is used instead of the school code and branch code in Enrollment Reporting, COD export, Clearinghouse export files, and FISAP.

    From DateClosed Begin date of the Clearinghouse Degree Verify record set.

    To DateClosed End date of the Clearinghouse Degree Verify record set.

    Degree Period NameClosed The Degree Period is the time period for which degree population is being reported (e.g., Spring 2021, Summer 2021, etc.). This is for informational purposes only. Individual degree award dates are indicated in each detail record.

    Exported ByClosed The name of the staff member who submitted the background job or batch for processing.

    StartedClosed The start time of the background job.

    DurationClosed The duration of the background job (hours minutes seconds).

    StatusClosed 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.

    ResultsClosed If the job succeeded, the field is empty. If the job failed, the field has a "Details" link. Select the link to view the reason for the failure.

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

  3. To remove a batch, select a batch and select the Cancel Batch button in the grid toolbar.

  4. If the job status is Completed, select the Retry Batch button in the grid toolbar to resubmit the job.

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

    The Job Results section is displayed.

  1. The label of the Job Results grid indicates the name of the selected batch and the number of records in the batch.

    StudentClosed The last and first name of the student.

    Student NumberClosed If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

    DOBClosed The date of birth (DOB) in the format MM/DD/YYYY.

    Program VersionClosed The program version associated with the student or item.

    Grad DateClosed The date the student is scheduled to graduate.

    Credential LevelClosed The credential level of the program.

    Batch NumClosed The batch number. Based on the selection criteria, the job processes data and creates batches asynchronously in the background.

    OPEIDClosed Office of Postsecondary Education Identification (OPE ID) assigned to the institution. If the 8-digit OPEID for your institution is different from the 6-digit school code appended with the 2-digit branch code, your institution can specify the OPEID when financial aid is configured for a campus. It should only be configured if it is different. For Regulatory, the OPEID is used instead of the school code and branch code in Enrollment Reporting, COD export, Clearinghouse export files, and FISAP.

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

  3. Review the records in the Job Results grid. Select the expand icon (Expand icon) to view the following additional information about each student record:

    MajorClosed The major for the student.

    Major CIP CodeClosed The Classification of Instructional Program (CIP) code associated with the record.

    MinorClosed The minor included in the student's degree.

    ConcentrationClosed A concentration is a specific area of emphasis within a student's chosen major.

  4. Select individual student records to be included in the Clearinghouse Degree Verify export file.

    — OR —

    Select the check box in the header row to export all records in the batch. This is the default selection.

  5. Select the Queue Export button in the toolbar of the Job Results grid.

    This starts a job to create the final batch and Clearinghouse Degree Verify export file.

  6. When the job is submitted successfully, the message “The Clearinghouse Degree Verify File Batch was successfully queued.” appears.

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

    Continue with the History tab.

History Tab

The History tab contains detailed information about the records included in a batch. You can review the details and decide whether to regenerate or cancel a batch.

  1. Review the grid listing the final batches for the Clearinghouse Degree Verify export.

    Batch NumClosed The batch number. Based on the selection criteria, the job processes data and creates batches asynchronously in the background.

    Degree Period NameClosed The Degree Period is the time period for which degree population is being reported (e.g., Spring 2021, Summer 2021, etc.). This is for informational purposes only. Individual degree award dates are indicated in each detail record.

    OPEIDClosed Office of Postsecondary Education Identification (OPE ID) assigned to the institution. If the 8-digit OPEID for your institution is different from the 6-digit school code appended with the 2-digit branch code, your institution can specify the OPEID when financial aid is configured for a campus. It should only be configured if it is different. For Regulatory, the OPEID is used instead of the school code and branch code in Enrollment Reporting, COD export, Clearinghouse export files, and FISAP.

    From DateClosed Begin date of the Clearinghouse Degree Verify record set.

    To DateClosed End date of the Clearinghouse Degree Verify record set.

    StatusClosed 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.

    Exported ByClosed The name of the staff member who submitted the background job or batch for processing.

    File NameClosed File name of the generated file.

    Record CountClosed The number of records in the batch.

    StartedClosed The start time of the background job.

    DurationClosed The duration of the background job (hours minutes seconds).

    ResultsClosed 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.

  2. For a job with a status of Succeeded, select the link in the Batch Num column to review the records contained in the batch.

    The Job Results section is displayed.

  1. The label of the Job Results grid indicates the name of the selected batch.

    StudentClosed The last and first name of the student.

    Student NumberClosed If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

    DOBClosed The date of birth (DOB) in the format MM/DD/YYYY.

    Program VersionClosed Student program versions. Only students who are enrolled in the selected program versions will be gathered.

    MajorClosed The major for the student.

    Grad DateClosed The date when the student graduated or is scheduled to graduate from the program version.

    Credential LevelClosed The credential level of the program.

    Major CIP CodeClosed The Classification of Instructional Program (CIP) code associated with the record.

    MinorClosed The minor included in the student's degree.

    ConcentrationClosed A concentration is a specific area of emphasis within a student's chosen major.

    Batch IDClosed The batch ID of the transmission file.

    OPEIDClosed Office of Postsecondary Education Identification (OPE ID) assigned to the institution. If the 8-digit OPEID for your institution is different from the 6-digit school code appended with the 2-digit branch code, your institution can specify the OPEID when financial aid is configured for a campus. It should only be configured if it is different. For Regulatory, the OPEID is used instead of the school code and branch code in Enrollment Reporting, COD export, Clearinghouse export files, and FISAP.

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

  3. If the job status is Successful, you can select Regenerate Batch in the grid toolbar to create a new batch and export the file out of an existing batch.

    The message “The Clearinghouse Degree Verify records were successfully requeued.” appears.

  4. If the job status is Completed, select the Retry Batch button in the grid toolbar to resubmit the job.

  5. To remove a batch, select the Cancel Batch button in the grid toolbar.