Campus-Based Programs

The Campus-Based Programs page allows you to review the Federal Work-Study (FWS) net earnings paid to a student during the calendar year. The student's FWS earnings for the prior calendar year reported to COD by the institution will be sent to the FAFSA Processing System (FPS) to be captured within the SAI calculation for the following year and transmitted on the Institutional Student Information Record (ISIR). The FWS earnings will be used to determine the student's eligibility for financial aid.

Two scheduled background jobs were introduced as part of the Campus-Based Programs implementation:

Campus-Based COD Programs
Clear Stale Campus-Based COD Student Review Batches

For more information, refer to Campus-Based COD Programs & Clear Stale Campus-Based COD Student Review Batches in Background for Scheduled Jobs in Anthology Student.

The Federal Work-Study tab allows you to view data by calendar year and FWS Reporting Entity ID once the FWS Reporting Entity ID and FWS Attending Entity IDs are configured and the student was awarded FWS payments or a Campus-Based Web Response file is imported. The tab displays:

CPS Transaction Number Award Year: This field will display the award year from which the CPS Transaction Number was used. It will change automatically if the CPS Transaction Number is extracted from a higher award year or the CPS Transaction Number is manually updated by the staff member.
Export Information — This section displays one auto-created record with the CPS Transaction Number from the associated award year as selected from the ISIR Being Paid On and the sum of all FWS payments made to the student during the calendar year.

The background job populates an export record in “Not Sent” status when at least one FWS payment is made to the student during a calendar year from across all campuses that share the same FWS Reporting Entity ID. The "Not Sent" record has the CPS Transaction Number from the ISIR Being Paid On from the appropriate award year.

Every time the background job runs, the record will be automatically updated if FWS Payments were made to the students and/or there is a new CPS Transaction Number selected within the ISIR Being Paid On field. No record will be created If the student did not receive any federal work-study payment.

Users can modify the CPS Transaction Number based on the CPS Transaction Numbers available within the ISIR Being Paid On field for both award years for the calendar year and modify the total FWS Earnings before exporting the data. These changes will be audited and will be shown on the History tab.

After a record is exported to COD, the Export Information section updates its status from "Not Sent" to "Sent to COD". This record is then unmodifiable. However, you can add new records for COD transmission, details of which will be audited and displayed on the History tab. Any user-created record defaults its status to "Ready to Send".

Note: Users can now modify the CPS Transaction Number and Total FWS Amount values on FWS export records that are in "Not Sent" status. This applies to records created automatically by the background job or records created manually by selecting on the CPS Transaction Number or Total FWS Amount hyperlink. However, once you manually change these values for a given student, FWS Reporting Entity ID, and Calendar Year, the background job will stop updating that record going forward. This prevents the job from overwriting manual inputs.

Import Information — This section contains fields that are populated by the Response file (CBRBMYOP) or Campus-Based Web Response (CBWBxxIN) import file. Each time a file is imported, Anthology Student automatically creates a corresponding import record in the Import Information section. Each imported record for a student will create a new row.

The row that displays the import information indicates if the record was accepted or rejected. If it was rejected, it will show all the Reject Edit Codes and the error fields that were returned in the file.

Reject Edit Codes in Import Files
Reject Code	Level/Type	Description	Action
001	Document	Invalid destination mailbox ID	Ensure clearly defined destination mailbox ID.
002	Award	Reporting entity ID not found in the COD system	Ensure correct reporting entity ID and attending ID in campus locations.
003	Document	Duplicate document ID	Rare occurrence - Anthology Student never generates duplicate document IDs.
004	Document	Entity ID or source not found in participant file	Verify source entity ID.
006	Document	Document create date greater than the current system date	No action is required. Anthology Student does not generate document IDs with dates greater than the current date.
007	Document	No detailed records in the document	Anthology Student does not generate documents without detailed records.
014	Student	Citizenship status not eligible for award	Create an export validation to ensure the citizenship status is either 1 or 2.
020	Student	First and last names blank	Create an export validation to ensure first and last names are always present.
021	Student	Address is incomplete	Create an export validation to ensure complete address is present.
024	Award	Reported CPS transaction number does not match CPS	Anthology Student gathers SSN, date of birth, and last name from the most recent CPS transaction number from the higher award year of the calendar year.
034	Award	Attended school identifier has no relationship with reporting entity identifier	Institutions need to validate this with COD.
100	Award	Sender does not have reporting permission for the identified school	Institutions need to validate this with COD.
210	Document	Invalid schema	Anthology Student provides strong validation to ensure each field matches the schema defined in the Tech. Ref.
218	Document	Software provider and software version missing	Anthology Student's parsing logic ensures that values are always populated.
300	Award	New FWS award submitted using different calendar year/award year reporting method	Anthology Student ensures reporting uses the calendar year.
031	Award	Award received after the end of the FAFSA processing year	Anthology Student provides export validation to prevent records from being exported after the 13th of September 2025.
994	General	Missing value	The link on the Reject Edit displays the values from the <ResponseErrorField> and <ReportedValue> tags and the missing tag in the file in the process result grid.
996	General	Invalid value	The link on the Reject Edit displays the values from the <ResponseErrorField> and <ReportedValue> tags in the process result grid. The system indicates which value was invalid.
998	General	Invalid format	The link on the Reject Edit displays the values from the <ResponseErrorField> and <ReportedValue> tags in the process result grid. The system displays the tag that didn't conform to the valid format

Payment Information — The Payment Information section lists all FWS payments made during the selected calendar year across both award years and all campuses that share the same FWS Reporting Entity ID. It displays the FWS payments that were used for calculation and shows the award year from which the FWS payments were made.

The Campus-Based COD Programs background job updates the total FWS earnings amount and automatically identifies the payments that were made within the calendar year. The background job merges all FWS payments a student receives in a selected calendar year, irrespective of award years and FWS Attending Entity ID, under the specified FWS Reporting Entity ID.

The History tab displays:

Changes made by users to the CPS Transaction Number and Total FWS Amount. This is similar to an audit process so that there is visibility and transparency into the changes that were made outside of the calculation of the background job.

Tip: Institutions are encouraged to report discrepancies in the total FWS earnings calculated by the background job and the total FWS payments made to the student and report these to Anthology so that they can be identified, fixed, and deployed.

For details about the batch import and export processes for FWS data, refer to Campus-Based COD Export and Campus-Based COD Import.

Prerequisites

Important: It is essential for institutions to accurately configure their Federal Work-Study (FWS) Reporting Entity ID and FWS Attending Entity IDs, with COD's assistance if needed. This foundational step influences the entire FWS reporting process.

Select the Settings tile > expand System > select Campuses > select the name of your campus > select the Financial Aid tile.
On the COD & Packaging tab, in the COD Entity IDs section, specify the values:
- FWS Reporting Entity ID Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant.
- FWS Attending Entity ID Specify the Federal Work-Study Attending Entity ID for each campus participating as a full participant.

You must have:

Common - Student - View authorization

Financial Aid - Campus Based Programs - Fws - Edit and View authorization

Access Method

Select the Students tile > select the name in the Students list > expand Financial Aid > select the Campus-Based Programs tile.

Procedure to Review Earnings from Campus-Based Programs

Federal Work-Study Tab

Select a FWS Reporting Entity ID Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant..
Select a Calendar Year or accept the session default.

For the first year of implementation, the default is 2022. As new calendar years are added, the most recent or newly added year will be set as the default.

Select the Load button to populate the FWS information for the student.

Total FWS Earnings The total amount of Federal Work-Study (FWS) earnings.

Identifier Change This field is read-only and indicates an Identifier Change on the student's record for the calendar year.

The 24.8 release introduces enhancements to the Campus-Based COD export, particularly for managing Identifier Changes. We have implemented an automatic Identifier Change functionality as part of the Campus-Based COD Export process. Starting with calendar year 2023, identifier changes (such as updates to SSN, Date of Birth, or Last Name) will be automatically recognized and included in Campus-Based COD exports when specific conditions are met.

Key updates:

Beginning with calendar year 2023, identifier changes (e.g., updates to student SSN, last name, or date of birth) will automatically be flagged by the system if previously exported records exist for the student. The system will create an identifier change record when the background job identifies relevant updates in the student’s identifiers and a new FPS Transaction number against the exported student identifiers via ISIR Corrections, ensuring accurate export records.
- Identifier changes are now available and checked by default on the Campus-Based Export form. You cannot clear the identifier changes option for the current year.
A new "Identifier Change" field is now available on the Campus-Based Programs form. It provides a clear view of pending and processed identifier changes, enhancing tracking capabilities within the application. This field indicates the current status of identifier changes as follows:
- Pending Changes: When an identifier change has been detected but not exported to COD
- Exported: When identifier changes have been exported to COD
- Accepted/Rejected: The status when Identifier Changes have been imported

In this release, identifier changes can only be processed if a record in a "Not Sent" or "Ready to Send" status exists following a previously accepted record on the Campus-Based Program form. Manual intervention may be required if no new record is automatically created by the background job due to missing payments or updates. Users can create a new record manually, allowing identifier changes to be included in the export when necessary.

Note: The system will only reattempt to export accepted identifiers if the record is rejected in COD; a new record will not automatically be created if no existing "Not Sent" record is available.
The new tab enabled on the Campus-Based Export - Student Review section displays both the old and new identifier values, allowing you to review and ensure accuracy before export. This tab is visible only for records with identified changes and the same validation is enforced on these records.

Limitations and future improvements:

In the next release, identifier change records will be generated even if no "Not Sent" records exist, reducing the need for manual intervention.
Additionally, the identifier change check box will be configurable to provide the option to select or clear it.
If an identifier change is rejected by COD, the system will default to sending the prior identifiers, enhancing flexibility and data integrity.

These updates simplify the process of managing identifier changes and ensure compliance with COD standards, improving data accuracy and reducing the potential for manual errors.

Starting in 2023, identifier changes (like SSN, last name, or date of birth) will automatically be flagged by the system if there are existing exported records for the student. The system will generate a change record when updates are detected, linked to the exported identifiers via ISIR Corrections for accurate records.

Identifier changes are now available and checked by default on the campus-based program export form, and you cannot clear this option for the current year.

Status Displays the status of the FWS record. The status is "Not Sent" if the record is pending for export. After it has been exported, the Status changes to "Sent". Once the COD response is received, the status will change to "Accepted" or "Rejected".

Variance Displays the variance value received on a Web Response file (CBWBYYOP). This field is blank when a Common Record Response file (CRCB) is imported. In cases where the Total FWS Amount imported from the CBWBYYOP differs from the latest "Accepted" status response in the Import Information section on the Campus-Based Programs form, or if the section has no data, the system compares this imported value to the form-level Total FWS Earnings field. Any discrepancy between these values is presented in the Variance field for user review.

Review the values in the Export Information grid.

CPS Transaction Number The Central Processing System (CPS) Transaction Number is a required field on the Common Record for Pell Grants, Federal Work-Study, and Direct loans (DL Subsidized, DL Unsubsidized) processing by the U.S. Department of Education. The CPS Transaction Number field in the Common Record shows the transaction number from an eligible SAR/ISIR used to calculate a financial aid award.

Total FWS Amount The total amount of Federal Work-Study (FWS) earnings.

Export Date The date the file was exported.

Batch ID The number assigned by Anthology Student to the batch.

Date Modified The date when the item was changed. On some pages, it also includes the timestamp for the time.

Modified By The name of the person who changed the item.

The system tracks and updates FWS payment records after manual edits and additional payments. Any subsequent payments result in the creation of an FWS new record that reflects the cumulative total of FWS payments made to the student, without altering the manually edited record. The updated total accurately reflects all payments made over the calendar year.

Select the link on the Total FWS Amount to edit the export record if needed and select Save.

A confirmation message appears. The amount is updated in the Export Information grid, and the Status is set to "Ready to Send".

Review the data in the Import Information grid.

The Campus-Based COD Import process automatically generates a new row in the Import Information section and populates the associated fields with the imported data.

When a COD response file (CRCBMYOP) is imported, additionally, any reject-related information and the imported status (either "Accepted" or "Rejected") is displayed.
When a web response file (CBWByyOP) is imported, the form-level status remains unaffected by the status of the web response file. CRWB files do not update any system data. If a CBWB file is imported and the total FWS amount varies from the most recent accepted or sent data, the variance will be displayed in the Variance field. This allows you to identify and analyze any discrepancies.

Import Date The date when the transmission file was received.

Batch ID The number assigned by Anthology Student to the batch.

Total FWS Amount The total amount of Federal Work-Study (FWS) earnings.

Status at COD Displays the status of the FWS record. The status is "Not Sent" if the record is pending for export. After it has been exported, the Status changes to "Sent". Once the COD response is received, the status will change to "Accepted" or "Rejected".

Reject Codes Comma-separated reject codes received against this record in Response and System Generated Files

Reject Error Field Reject Error Field included in the Response/Import File

Response Error Message Response Error Message included in the Response/Import File

Reported Value Reported Value included in the Response/Import File. This field only displays the data from the most recent import response.

Type Indicates whether the import file is a standard response file or a web response file. The Type is "Response" when the message class is CRCB. The Type is "Web Response" when the message class is CBWB.

In the Number of Federal Work-Study Payments section, review the following details.

Gross Amount Paid The amount paid to the student for work-study during the pay period.

Payment Period End Date The end date of the payment period.

Date Paid The date when the transaction was posted.

Hours The number of hours.

Calendar Year The Calendar year.

Award Year The financial aid award year.

Continue with the History tab.

History Tab

The History tab displays the record history.

Previous CPS Transaction Number The Central Processing System (CPS) Transaction Number is a required field on the Common Record for Pell Grants, Federal Work-Study, and Direct loans (DL Subsidized, DL Unsubsidized) processing by the U.S. Department of Education. The CPS Transaction Number field in the Common Record shows the transaction number from an eligible SAR/ISIR used to calculate a financial aid award.

New CPS Transaction Number The Central Processing System (CPS) Transaction Number is a required field on the Common Record for Pell Grants, Federal Work-Study, and Direct loans (DL Subsidized, DL Unsubsidized) processing by the U.S. Department of Education. The CPS Transaction Number field in the Common Record shows the transaction number from an eligible SAR/ISIR used to calculate a financial aid award.

Previous Total FWS Amount The total amount of Federal Work-Study (FWS) earnings.

New Total FWS Amount The total amount of Federal Work-Study (FWS) earnings.

Date Modified The date when the item was changed. On some pages, it also includes the timestamp for the time.

Modified By The name of the person who changed the item.