Clearinghouse Enrollment Reporting

Note: Regulatory 13.1 renames the menu option "Clearinghouse Export" as "Clearinghouse Enrollment Reporting".

You can use the Clearinghouse Enrollment Reporting option in the Processes area to create export files for Clearinghouse reporting. Anthology Student extracts records from the database and generates the export files. This is a two-step process:

  • Step 1: On the Process tab, you specify the selection criteria and submit the job. You can create Clearinghouse export files by Campus, Area of Study, Program Version, or Program Version Group. 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 Hfile.

The History tab displays the final batches for Clearinghouse Enrollment Reporting and contains detailed information about the records included in a batch.

The Program Version Groups tab enables you to create and edit Program Version Groups that will be available for selection in the Selection Criteria section of the Process tab. A Program Version Group is defined by OPEID, Campuses, Program Version combinations, and Clearinghouse Assigned Branch Code (if applicable).

Note: When running Clearinghouse Enrollment Reporting by Program Version or Program Version Group, the process will only evaluate enrollments associated with the Program Versions set by the criteria. You must ensure Program Versions sharing the same OPEID, CIP Code, Credential Level, Published Program Length, and Measurement are grouped to ensure enrollments in these programs can be merged into a unique program for enrollment reporting purposes. This also applies to connected enrollments where the Clearinghouse uses the default enrollment to determine the CIP code.

For more information on when the Clearinghouse may recommend institutions generate a separate data file for each academic program and differentiate them using a Clearinghouse assigned branch code or the official branch code, go to https://www.studentclearinghouse.org/compliancecentral/reporting-data/ and access the Enrollment Reporting Programming &Testing Guide. (Note: These are external URLs that may change.)

Financial Aid Processes File Management

Anthology Student version 22.0 and later enables customers to manage files in Azure File Storage using the Financial Aid Processes File Management form under Processes > System Administration. Without this form, users cannot upload or download files to Azure File Storage due to security restrictions. The file management functionality enables you to place files in the location where specific financial aid processes (e.g., Application Data Export/Import, Clearinghouse, NSLDS Reports, and others) expect to find the files. For more details, see Financial Aid Processes File Management.

Prerequisites

You must have the following authorization:

  • Common - Processes - View

  • Financial Aid - Processes - Clearinghouse Export - Export Clearinghouse

You should be familiar with the Background for Clearinghouse Enrollment Reporting.

Access Method

Select the Processes tile > expand Financial Aid > select Clearinghouse Enrollment Reporting.

Procedure to Create a Clearinghouse Extract File

Process Tab

The Selection Criteria section of the Process tab enables you to select Campuses, Program Versions, or Program Version Groups for inclusion in the Clearinghouse Extract file.

  1. In the Export By field on the Process tab, select one of the following options:

    • Campuses

      With this option, all Program Versions associated with a selected OPEID will be included in the Clearinghouse extract.

      Campuses will be preselected based on the chosen OPEID, however, you can add or remove campuses.

    • Program Versions

      This option enables you to select Program Versions and specify a Clearinghouse Assigned Branch Code (if applicable). By default, all Program Versions are selected. You can clear all and select individual Program Versions.

      The Select Program Version popup provides the following columns with filter options:

      Code — Name — Academic Calendar — Last Export Date — Program Length — Program Length Type — Credential Level — CIP Code

      When you select the Program Versions, you need to report Program Versions sharing the same OPEID, CIP Code, Credential Level, and Published Program Length in the same extract order to follow Department of Education guidance related to unique program reporting.

    • Program Version Group

      Use this option to create a Clearinghouse extract for a Program Version Group that you previously defined on the Program Version Groups tab.

    • Area Of Study

      This option enables you to select one or multiple Areas of Study (Majors) and specify a Clearinghouse Assigned Branch Code (if applicable). By default, all Areas of Study are selected. You can clear all and select individual Areas of Study.

      The Select Area of Study window provides the following columns with filter options:

      Code — Name — CIP Code

      When you select the Area of Study, you need to report Areas of Study sharing the same OPEID, CIP Code, Credential Level, and Published Program Length in the same extract order to follow Department of Education guidance related to unique program reporting.

      Note: When you add or remove an Area of Study (AOS) on a student's enrollment, you can enter the effective date for the AOS change so that the effective date is used when reporting to Clearinghouse. Previously, when you assigned an AOS, the Begin Date of the term where the change took place was reported.

  2. If you selected Campuses or Area of Study in Step 1, specify:

    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.

    NameClosed The name or description of the batch.

    Report DateClosed The date of the record set.

    CampusesClosed The campus or campuses to which a person or item is assigned. The list is filtered to display the campuses where you have access.

  3. If you selected Program Versions in Step 1, specify:

    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.

    NameClosed The name or description of the batch.

    Program VersionsClosed Student program versions. Only students with enrollment in the selected program versions will be gathered.

    Report DateClosed The date of the record set.

    CampusesClosed The campus or campuses to which a person or item is assigned. The list is filtered to display the campuses where you have access.

    Clearinghouse Assigned Branch CodeClosed The Clearinghouse assigned branch code is a 2-digit numerical value that will be associated with each batch run if provided. It has no impact on the data gathered to be sent.

  4. If you selected Program Version Group in Step 1, specify:

    Program Version GroupClosed A user-defined group of program versions based on OPEID, Campuses, Program Version combinations, and Clearinghouse Assigned Branch Code (if provided). The Program Version Group is created on the Program Version Groups tab of the Clearinghouse Export form.

    NameClosed The name or description of the batch.

    Report DateClosed The date of the record set.

  5. Select the Extract Summer TermClosed When this option is selected, Anthology Student extracts the data of all students that attended, withdrew, or graduated during the selected Summer term(s). For the summer term, Anthology Student reports the student’s: - Spring enrollment status if the student was enrolled at least half-time in spring and is not enrolled in summer or is attending summer with a less than half-time enrollment status - Summer enrollment status if the student is enrolled at least half-time in summer. This is applicable if there is no reason for the institution to believe that the student will not enroll on an at least half-time basis for the fall term. check box to report summer enrollment data for Standard Term programs. When this option is selected, Anthology Student extracts the data of all students who attended, withdrew, or graduated during the selected Summer term(s).

  6. Select the Exclude NDS Students check box to exclude non-degree-seeking (NDS) students from the Clearinghouse Extract file.

  7. 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.

  8. When the job is submitted successfully, the message “The Clearinghouse Export Student Review was successfully queued.” appears.

  9. 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.

  1. Review the grid listing the temporary Clearinghouse export 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.

    Report DateClosed The date of the record set.

    NameClosed The name or description of the batch.

    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.

    Program VersionsClosed Student program versions. Only students with enrollment in the selected program versions will be gathered.

    Area of StudyClosed The various areas such as Major, Minor, or Concentration that the students have taken to complete their degree. The areas of study are configured by your institution.  ClosedSee Note.

    Program Version GroupClosed A user-defined group of program versions based on OPEID, Campuses, Program Version combinations, and Clearinghouse Assigned Branch Code (if provided). The Program Version Group is created on the Program Version Groups tab of the Clearinghouse Export form.

    Clearinghouse Branch CodeClosed The Clearinghouse assigned branch code is a 2-digit numerical value that will be associated with each batch run if provided. It has no impact on the data gathered to be sent.

  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.

    Grad DateClosed The date the student is scheduled to graduate.

    Term BeginClosed The date when the current term starts.

    Term EndClosed The date when the current term ends.

    Enroll StatusClosed The enrollment status included in the student's Enrollment record. For example, Full Time.

    Enroll Effective DateClosed The enrollment status date for the student.

    Class/CredentialClosed The academic degree.

    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:

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

    CIP YearClosed The CIP Year field is available in Regulatory 12.1 and later. The CIP Year can be 2010 or 2020.

    CIP DescriptionClosed The descriptive name of the Classification of Instructional Programs (CIP) code.

    Credential LevelClosed The credential level of the program.

    Program Start DateClosed The start date of the program version.

    Program Enrollment StatusClosed The enrollment status included in the student's Enrollment record. For example, Full Time.

    Program Effective DateClosed The effective date for the program enrollment status being reported.

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

  6. When the job is submitted successfully, the message “The Clearinghouse Export Student Review records were 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 export.

    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.

    Report DateClosed The date of the record set.

    NameClosed The name or description of the batch.

    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).

    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 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.

    Area of StudyClosed The various areas such as Major, Minor, or Concentration that the students have taken to complete their degree. The areas of study are configured by your institution.

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

    Program Version GroupClosed A user-defined group of program versions based on OPEID, Campuses, Program Version combinations, and Clearinghouse Assigned Branch Code (if provided). The Program Version Group is created on the Program Version Groups tab of the Clearinghouse Export form.

    Clearinghouse Branch CodeClosed The Clearinghouse assigned branch code is a 2-digit numerical value that will be associated with each batch run if provided. It has no impact on the data gathered to be sent.

  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.

    Grad DateClosed The date the student is scheduled to graduate.

    Term BeginClosed The date when the current term starts.

    Term EndClosed The date when the current term ends.

    Enroll StatusClosed The enrollment status included in the student's Enrollment record. For example, Full Time.

    Enroll Effective DateClosed The enrollment status date for the student.

    Class/CredentialClosed The academic degree.

    Batch IDClosed 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.

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

    CIP YearClosed The CIP Year field is available in Regulatory 12.1 and later. The CIP Year can be 2010 or 2020.

    CIP DescriptionClosed The descriptive name of the Classification of Instructional Programs (CIP) code.

    Credential LevelClosed The academic degree.

    Area of StudyClosed The various areas such as Major, Minor, or Concentration that the students have taken to complete their degree. The areas of study are configured by your institution.

    Program Start DateClosed The start date of the program version.

    Program Enrollment StatusClosed The enrollment status included in the student's Enrollment record. For example, Full Time.

    Program Effective DateClosed The effective date for the program enrollment status being reported.

  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 file out of an existing batch.

    The message “The Clearinghouse Export Student Review 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.

Program Version Groups Tab

To streamline the process of running Clearinghouse Enrollment Reporting with various OPEID, Campus, Program Version, and assigned Branch Code combinations on a reoccurring basis, you can create Program Version Groups so that you do not have to define them every time the process is run. A Program Version Group is defined by OPEID, Campuses, Program Versions, and a Clearinghouse Assigned Branch Code (if applicable).

  1. Review the grid listing previously created Program Version Groups.

    NameClosed The descriptive name of the item.

    Last Modified DateClosed Indicates the date the item was last modified.

    Last Modified ByClosed The name of the staff member that last modified the item.

  2. To edit a Program Version Group, select a link in the Name column. The Edit Program Version Group - <Name> form will be displayed.

  3. To create a new Program Version Group, select the New button in the grid toolbar. The New Program Version Group form will be displayed.

  1. Specify the attributes of the Program Version Group:

    Group NameClosed Name of the group.

    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.

    Clearinghouse Assigned Branch CodeClosed The Clearinghouse assigned branch code is a 2-digit numerical value that will be associated with each batch run if provided. It has no impact on the data gathered to be sent.

    CampusesClosed The campus or campuses to which a person or item is assigned. The list is filtered to display the campuses where you have access.

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

  1. If you want to save and: 

    • Continue making changes, select the Save button

    • Close, select the Save & Close button

  1. To close the New Program Version Group form, select Cancel.