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, refer to 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. For more information, refer to Enrollment Settings for Campuses.

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

Status 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, refer to Student Status History.

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. Refer to Status Change Discrepancies. You can run the report without parameters to review 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

The Campus EDE Path of the user’s default campus is displayed.
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.
Select the Exclude NDS Students check box to exclude non-degree-seeking (NDS) students from the Clearinghouse Extract file.
Select the Queue Export button. A message confirms that the file is queued for export.

Continue with the History tab.

Error/Acknowledgement File Tab

2. File Editor - <File Name>

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

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

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

New SSN Field value after making changes.

First Name The first name of the student or person.

New First Name Field value after making changes.

Middle Name The middle name of the student or person.

New Middle Name Field value after making changes.

Last Name The last name of the student or person.

New Last Name Field value after making changes.

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

New DOB Field value after making changes.

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

Enrollment Effective Date The enrollment status date for the student.

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

New Enrollment Status Field value after making changes.

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

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

Good Address Indicates whether the address is valid.

Address 1 Address information for the student.

Address 2 Address information for the student.

City The name of the city.

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

Country The country of the address.

Postal Code The postal code for the address.

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

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

Country Code International calling code.

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

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

Term Begin Date The date when the current term starts.

Term End Date The date when the current term ends.

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.

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

CIP Year The year when the CIP code was introduced.

Credential Level The credential level of the program.

Program Length The duration of the program.

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

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

Program Begin Date The start date of the program version.

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

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

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

Email Address Grid

Email Effective Date The effective date of the email address.

Email Address The email address.

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

Program Identifier Changes Grid (if applicable)

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

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

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

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

Current Credential Level The credential level of the program.

New Credential Level The credential level of the program.

Current Program Length The duration of the program.

New Program Length The duration of the program.

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

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

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

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

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

To view descriptions of the error codes, select the link in the Error Code column.
To view the Student Profile for a record, select the link on the student's 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.
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.
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

Enrollment Reporting Batches

The Enrollment Reporting Batches grid displays the following columns:

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

OPEID 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 Date The date of the record set.

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

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

File Name File name of the generated file.

Record Count The number of records in the batch.

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 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.

Results 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.

To remove a batch, select a batch using the check box and select the Cancel Batch button in the grid toolbar.
To retry batches that failed, select a batch using the check box and select the Retry Batch button in the grid toolbar.
For Roster file batches, select the link in the Batch Number column to view the batch details. The File Viewer section is expanded.

File Viewer - <Batch Number>

The File Viewer grid displays the following columns:

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

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

First Name The first name of the student or person.

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

Middle Name The middle name of the student or person.

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

Last Name The last name of the student or person.

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

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

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

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

Enrollment Effective Date The enrollment status date for the student.

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

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

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

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

Address 1 Address information for the student.

Address 2 Address information for the student.

City The name of the city.

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

Country The country of the address.

Postal Code The postal code for the address.

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

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

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

Term Begin Date The date when the current term starts.

Term End Date The date when the current term ends.

To find a specific record in the grid, use the Search option.
To view the Student Profile for a record, select the link on the student's name. The Student Profile page for the selected record is displayed in a new browser tab if you have permission to view student data.

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

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

CIP Year The year when the CIP code was introduced.

Credential Level The credential level of the program.

Program Length The duration of the program.

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

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

Program Begin Date The start date of the program version.

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

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

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

Email Address Grid

Email Effective Date The effective date of the email address.

Email Address The email address.Email Good Indicates whether the email address is valid (Yes/No).

Program Identifier Changes Grid (if applicable)

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

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

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

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

Current Credential Level The credential level of the program.

New Credential Level The credential level of the program.

Current Program Length The duration of the program.

New Program Length The duration of the program.

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

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

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

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

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

The records displayed in the File Viewer are not editable.