Enrollment Reporting

All educational institutions are required to report the enrollment status of students who received Title IV aid to the National Student Loan Data System (NSLDS). You can use the Enrollment Reporting page in Anthology Student to create Enrollment Reporting files for the NSLDS.

  • Use the Roster File tab to import and export a Roster file.

  • Use the Error/Acknowledgement File tab to import, edit, and export an Error/Acknowledgement file.

  • Use the History tab to view Roster and Error/Acknowledgement files that have been exported.

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

Permissions

You must have the following authorization:

  • Common - Processes - View

  • Common - Student - View

  • Financial Aid - Processes - Enrollment Reporting - Report Student Enrollment

You should also be familiar with Enrollment Reporting Process Cycle.

Status Configuration

Before processing Enrollment Reporting files, perform the following steps to ensure that your institution is ready for Enrollment Reporting:

  • Select the applicable Student Status Reporting and Default Withdrawal Date Settings options in Anthology Student before processing the Enrollment Reporting file. See Enrollment Settings for Campuses.

  • Ensure that status codes are set up to map your institution's statuses to NSLDS statuses.

    ClosedStatus Mappings

    Enrollment Reporting Status Mappings
    SyStatusID Code Description Status Category NSLDS interprets this as:
    1 NEW New Lead (L) Lead N/A - no enrollment
    2 SCHED Interview Scheduled (L) Lead N/A - no enrollment
    3 INT Interviewed (L) Lead N/A - no enrollment
    4 APPREC Application Received (C) Applicant Processing N/A - no enrollment
    5 FUT Future Start (E) Enrollment (X) Never Attended
    6 BP Being Processed (E) Enrollment (X) Never Attended
    7 REENTRY Re-Entry (E) Enrollment Calculates Previous School Status
    8 FROMPROG Transfer From Other Program (E) Enrollment (X) Never Attended
    9 FROMCAMP Transfer From Other Campus (E) Enrollment (X) Never Attended
    10 NOSHOW No Show (N) Never Attended (X) Never Attended
    11 CANCEL Cancel (N) Never Attended (X) Never Attended
    12 APPREJ Application Not Accepted (N) Never Attended (X) Never Attended
    13 ATT Attending (A) Active Calculates Enroll Status
    14 PROB Probation (A) Active Calculates Enroll Status
    15 LOA Leave of Absence (T) Temporary Out (A) Approved Leave of Absence
    16 SPN Standard Period of Non-Enrollment (T) Temporary Out Calculates Enroll Status
    17 GRAD Graduate (P) Permanent Out (G) Graduated
    18 COMPLETE Complete (P) Permanent Out (G) Graduated
    19 INC Incomplete (P) Permanent Out Calculates Enroll Status
    20 DROP Drop (P) Permanent Out (W) Withdrawn
    21 TOPROG Transfer To Other Program (P) Permanent Out N/A - will find a more recent enrollment
    22 TOCAMP Transfer To Other Campus (P) Permanent Out N/A - will find a more recent enrollment
    23 NP Not Yet Placed (G) Graduate-Placement N/A - career services status
    24 PLACED Currently Placed (G) Graduate-Placement N/A - career services status
    28 NA Not Available (G) Graduate-Placement N/A - career services status
    29 NDS-ATT NDS: Attending (Y) NDS-Active Calculates Enroll Status
    30 NDS-PROB NDS: Probation (Y) NDS-Active Calculates Enroll Status
    31 NDS-FUT NDS: Future Start (X) NDS-Enrollment (X) Never Attended
    32 NDS-BP NDS: Being Processed (X) NDS-Enrollment (X) Never Attended
    33 NDS-RE NDS: Re-Entry (X) NDS-Enrollment Calculates Previous School Status
    34 NDS-COMP NDS: Complete (Z) NDS-Permanent Out (G) Graduated
    35 NDS-INC NDS: Incomplete (Z) NDS-Permanent Out Calculates Enroll Status
    36 NDS-DROP NDS: Drop (Z) NDS-Permanent Out (W) Withdrawn
    37 NDS-NO NDS: No Show (W) NDS-Never Attended (X) Never Attended
    38 NDS-CAN NDS: Cancel (W) NDS-Never Attended (X) Never Attended
    39 NDS-REJ NDS: Application Rejected (W) NDS-Never Attended (X) Never Attended
    40 PENDAPP Pending Applicant (C) Applicant Processing N/A - no enrollment
    41 ISPLACED InSchool Placed (I) In School-Placement N/A - career services status
    42 ISNP InSchool Not Yet Placed (I) In School-Placement N/A - career services status
    43 ISNA InSchool Not Available (I) In School-Placement N/A - career services status

  • To verify that the statuses are mapped correctly, check the Date/Status of the Enrollment (Select the Students tile > select the name in the Students list > expand Academic Records > select the Enrollments tile.). The Enrollment Reporting process uses the enrollment status credits or hours when calculating enrollment status (not the academic credits hours). For more details, see Student Status History.

    • Note: The logic that calculates enrollment statuses within the Enrollment Reporting and Clearinghouse processes by Term also supports Term Groups.

  • Prevent and, if necessary, correct status change discrepancies. Status changes are marked with an effective date and time. The enrollment reporting process checks the timestamps. Discrepancies can occur if a more recent status change has an earlier timestamp than a previous status.

    Example:

    A student is reported as active to NLSDS but the student has withdrawal dates. The status history shows that an Attending-Pending Graduate status was added on 7/30/2021 at 11:12 AM with the same effective date and time. Then, on the same day, the Withdrawn-Drop status was added with an effective date of 7/29/2021 at 12:00 AM. The effective date of the Withdrawn-Drop status should have had a later date and time than the Attending-Pending Graduate status. The Effective Date for the Withdrawn-Drop is the true date. You can perform the following steps to correct this discrepancy:

    1. Select Processes > Academic Records > Update Student Statuses.

    2. Search for and select the Student record.

    3. On the line with the Attending-Pending Graduate status on 7:30/2021, select the link in the New Status column.

    4. Change the Effective Date to 7/28/2021 which is one day before the withdrawal effective date and select Save.

      Now the withdrawal status will be reported to NSLDS since it has the most recent effective date.

    Anthology Student provides a report to identify similar status discrepancies. See Status Change Discrepancies. You can run the report without parameters to see all of the discrepancies. We recommend that you export it to Excel for analysis.

Access Method

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

Procedure to Process Enrollment Reporting Files

Roster File Tab

  1. The Campus EDE Path of the user’s default campus is displayed.

  2. From the Roster File drop-down, choose the file to import.

    The processing of Enrollment Roster files from NSLDS uses the message class name of EFRFLEOP that allows Regulatory to generate files to be sent to NSLDS using the message class name of EFSFLEIN. The processing of an Enrollment Roster file generates a backup file named EFSFLEBK.

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

  4. Select the Queue Export button. A message confirms that the file is queued for export.

    Continue with the History tab.

Error/Acknowledgement File Tab

  1. The Campus EDE Path of the user’s default campus is displayed.

  2. From the Error/Acknowledgment File drop-down, choose the file to import.

    The processing of Error Notification files and Enrollment Roster files from NSLDS uses the message class name of EFRFLEOP allowing Regulatory to generate files to be sent to NSLDS using the message class name of EFSFLEIN. The processing of an Error Acknowledgement file and Enrollment Roster file generates a backup file named EFSFLEBK.

  3. Select the Next button.

    The Selection Criteria section will be collapsed and the File Editor section will be expanded. The name of the selected file is displayed in the File Editor section heading.

  1. The File Editor section displays a grid with the following columns:

    Error CodesClosed A numeric code that indicates an invalid entry in the Enrollment Reporting file.

    SSNClosed The Social Security Number (SSN) associated with the student.

    New SSNClosed Field value after making changes.

    First NameClosed The first name of the student or person.

    New First NameClosed Field value after making changes.

    Middle NameClosed The middle name of the student or person.

    New Middle NameClosed Field value after making changes.

    Last NameClosed The last name of the student or person.

    New Last NameClosed Field value after making changes.

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

    New DOBClosed Field value after making changes.

    Certification DateClosed The date when the institution certified the enrollment information.

    Enrollment Effective DateClosed The enrollment status date for the student.

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

    New Enrollment StatusClosed Field value after making changes.

    Anticipated Completion DateClosed The date when the student is expected to complete the program.

    Address Effective Date Closed The first day that the item is effective or can be used.

    Good AddressClosed Indicates whether the address is valid.

    Address 1Closed Address information for the student.

    Address 2Closed Address information for the student.

    CityClosed The name of the city.

    StateClosed If within the United States, the name of the state.

    CountryClosed The country of the address.

    Postal CodeClosed The postal code for the address.

    Phone TypeClosed The type of phone (for example, mobile).

    Phone PreferredClosed Indicates whether the preferred method for contact is via phone.

    Country CodeClosed International calling code.

    Phone NumberClosed The phone number. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).

    Program IndicatorClosed Indicates whether a student is enrolled in at least one program.

    Term Begin DateClosed The date when the current term starts.

    Term End DateClosed The date when the current term ends.

  2. Use the Search tool to filter the grid to show only rows that match the search text. You can search for any character string that is found in the grid, e.g., SSN, name, city, and address. Enter at least 3 search characters.

  3. To view additional details about a record, select the expand icon (Expand icon) in the first column.

    — OR —

    Select the Expand All button in the grid toolbar.

    Each record is expanded with a Programs grid and an Email Address grid.

    Programs Grid

    Record TypeClosed Enrollment reporting record types are: 000 – Header Record; 001 – Campus-Level Enrollment Information; 002 – Program-Level Enrollment Information; 003 – Email Address (Optional); 004 - Program identifier Change Record; 999 – Trailer Record

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

    CIP YearClosed The year when the CIP code was introduced.

    Credential LevelClosed The credential level of the program.

    Program LengthClosed The duration of the program.

    Program Length MeasurementClosed The unit of measurement for the program length, e.g., weeks, years (W, Y).

    Weeks in Title IV Academic YearsClosed Number of weeks in financial aid academic years.

    Program Begin DateClosed The start date of the program version.

    Special Program IndicatorClosed Indicates whether the program is designated as a special program.

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

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

    Email Address Grid

    Record TypeClosed Enrollment reporting record types are: 000 – Header Record; 001 – Campus-Level Enrollment Information; 002 – Program-Level Enrollment Information; 003 – Email Address (Optional); 004 - Program identifier Change Record; 999 – Trailer Record

    Email Effective DateClosed The effective date of the email address.

    Email AddressClosed The email address.

    Email GoodClosed Indicates whether the email address is valid (Yes/No).

    Program Identifier Changes Grid (if applicable)

    Record TypeClosed Enrollment reporting record types are: 000 – Header Record; 001 – Campus-Level Enrollment Information; 002 – Program-Level Enrollment Information; 003 – Email Address (Optional); 004 - Program identifier Change Record; 999 – Trailer Record

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

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

    Current CIP YearClosed The year when the CIP code was introduced.

    New CIP YearClosed The year when the CIP code was introduced.

    Current Credential LevelClosed The credential level of the program.

    New Credential LevelClosed The credential level of the program.

    Current Program LengthClosed The duration of the program.

    New Program LengthClosed The duration of the program.

    Current Program Length MeasurementClosed The unit of measurement for the program length, e.g., weeks, years (W, Y).

    New Program Length MeasurementClosed The unit of measurement for the program length, e.g., weeks, years (W, Y).

    Current Weeks in Title IV Academic YearsClosed Number of weeks in financial aid academic years.

    New Weeks in Title IV Academic YearsClosed Number of weeks in financial aid academic years.

    New Special Program IndicatorClosed Indicates whether the program is designated as a special program.

  4. To view descriptions of the error codes, select the link in the Error Code column.

  5. 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. If there are multiple Student Profiles with matching SSNs, the matches will be displayed for you to select which profile you wish to navigate to.

  6. Editable fields are highlighted. Edit the records as necessary to resolve the errors for each record.

    Validations of editable fields are based on regular expressions defined in the Enrollment Reporting schema. A red border is shown when the validation fails. Failed validations do not prevent you from exporting the file.

  7. Select the Export button below the File Editor section.

    The Enrollment Reporting file is saved and exported. A notification message displays the location of the export file.

    Continue with the History tab.

History Tab

  1. The Enrollment Reporting Batches grid displays the following columns:

    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 only needs to be configured if 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.

    TypeClosed Enrollment Reporting file type: Error/Acknowledgement or Roster file.

    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 in Succeeded state, but at least one of the jobs is in 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 processing result for job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

    The records are sorted by Report Date and Batch Number in ascending order.

  2. To remove a batch, select a batch using the check box and select the Cancel Batch button in the grid toolbar.

  3. To retry batches that failed, select a batch using the check box and select the Retry Batch button in the grid toolbar.

  4. For Roster file batches, select the link in the Batch Number column to view the batch details. The File Viewer section is expanded.

  1. The File Viewer grid displays the following columns:

    SSNClosed The person's Social Security Number (SSN). You must be authorized to work with SSNs.

    New SSNClosed Field value if different than the value received on the roster.

    First NameClosed The first name of the student or person.

    New First NameClosed Field value if different than the value received on the roster.

    Middle NameClosed The middle name of the student or person.

    New Middle NameClosed Field value if different than the value received on the roster.

    Last NameClosed The last name of the student or person.

    New Last NameClosed Field value if different than the value received on the roster.

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

    New DOBClosed Field value if different than the value received on the roster.

    Certification DateClosed The date when the institution certified the enrollment information.

    Enrollment Effective DateClosed The enrollment status date for the student.

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

    New Enrollment StatusClosed Field value if different than the value received on the roster.

    Anticipated Completion DateClosed The date when the student is expected to complete the program.

    Address Effective Date Closed The first day that the item is effective or can be used.

    Address 1Closed Address information for the student.

    Address 2Closed Address information for the student.

    CityClosed The name of the city.

    StateClosed If within the United States, the name of the state.

    CountryClosed The country of the address.

    Postal CodeClosed The postal code for the address.

    Phone TypeClosed The type of phone (for example, mobile).

    Phone NumberClosed The phone number. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).

    Program IndicatorClosed Indicates whether a student is enrolled in at least one program.

    Term Begin DateClosed The date when the current term starts.

    Term End DateClosed The date when the current term ends.

  2. To find a specific record in the grid, use the Search option.

  3. 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.

  4. To view additional details about a record, select the expand icon in the first column.

    — OR —

    Select the Expand All button in the grid toolbar.

    Each record is expanded with a Programs grid and an Email Address grid.

    Programs Grid

    Record TypeClosed Enrollment reporting record types are: 000 – Header Record; 001 – Campus-Level Enrollment Information; 002 – Program-Level Enrollment Information; 003 – Email Address (Optional); 004 - Program identifier Change Record; 999 – Trailer Record

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

    CIP YearClosed The year when the CIP code was introduced.

    Credential LevelClosed The credential level of the program.

    Program LengthClosed The duration of the program.

    Program Length MeasurementClosed The unit of measurement for the program length, e.g., weeks, years (W, Y).

    Weeks in Title IV Academic YearsClosed Number of weeks in financial aid academic years.

    Program Begin DateClosed The start date of the program version.

    Special Program IndicatorClosed Indicates whether the program is designated as a special program.

    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.

    Email Address Grid

    Record TypeClosed Enrollment reporting record types are: 000 – Header Record; 001 – Campus-Level Enrollment Information; 002 – Program-Level Enrollment Information; 003 – Email Address (Optional); 004 - Program identifier Change Record; 999 – Trailer Record

    Email Effective DateClosed The effective date of the email address.

    Email AddressClosed The email address.Email GoodClosed Indicates whether the email address is valid (Yes/No).

    Program Identifier Changes Grid (if applicable)

    Record TypeClosed Enrollment reporting record types are: 000 – Header Record; 001 – Campus-Level Enrollment Information; 002 – Program-Level Enrollment Information; 003 – Email Address (Optional); 004 - Program identifier Change Record; 999 – Trailer Record

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

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

    Current CIP YearClosed The year when the CIP code was introduced.

    New CIP YearClosed The year when the CIP code was introduced.

    Current Credential LevelClosed The credential level of the program.

    New Credential LevelClosed The credential level of the program.

    Current Program LengthClosed The duration of the program.

    New Program LengthClosed The duration of the program.

    Current Program Length MeasurementClosed The unit of measurement for the program length, e.g., weeks, years (W, Y).

    New Program Length MeasurementClosed The unit of measurement for the program length, e.g., weeks, years (W, Y).

    Current Weeks in Title IV Academic YearsClosed Number of weeks in financial aid academic years.

    New Weeks in Title IV Academic YearsClosed Number of weeks in financial aid academic years.

    New Special Program IndicatorClosed Indicates whether the program is designated as a special program.

    The records displayed in the File Viewer are not editable.