Clearinghouse Degree Verify

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 ().

   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.

Student Review Batches

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

   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. From Date Begin date of the Clearinghouse Degree Verify record set. To Date End date of the Clearinghouse Degree Verify record set. Degree Period Name 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 By The name of the staff member who submitted the background job or batch for processing. 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 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 () 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.

Job Results: <Batch Name (No. of Records)>

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

   Student The last and first name of the student. Student Number 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. DOB The date of birth (DOB) in the format MM/DD/YYYY. Program Version The program versions associated with the selected exam schedule. This filter is non-mandatory and multi-select

   Grad Date The date the student is scheduled to graduate. Credential Level The credential level of the program. 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.

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 () to view the following additional information about each student record:

   Major The major for the student. Major CIP Code The Classification of Instructional Program (CIP) code associated with the record.

   Minor The minor included in the student's degree. Concentration 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 ().

   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.

Regulatory US 25.5.0 introduces the "Enable Campus Level Security on Batches" feature. When this feature is enabled, the records on the History tab will be filtered based on the logged-in user and the set of campuses from campus groups associated with this user. The filtering of records on the History tab is based on the SyCampusId. Records with a NULL value in the CampusID field will be visible to all users. CampusID = NULL is assigned records that are not in Succeeded status (e.g., Completed, Enqueued).

A clean-up script ensures that batches on the History tab that were created before the implementation of the campus-level security feature are also filtered based on the new campus-level security. The script runs at the batch level per process and assigns SyCampusId values to the records in the batch.

For the Application Data Import process, the clean-up script updates student records with a valid ISIR based on the student’s latest active enrollment campus. When a student has multiple enrollments, the script updates the CampusID to the latest enrollment campus even if the student record was originally imported for a different campus.

For Application Data Exports, the clean-up script retains the Campus Name of the original record.

Unmatched student records, failed batches, and error reports for ISIR imports are visible to all users, including users with limited campus access. For users with limited access, the record numbers in the batches grid (top) and details grid (bottom) may not always match.

If the registry key setting "Enable Campus Level Security on Batches" is turned off under Settings > System > General, the History tab will load the records based on the default campus setting (Session Defaults).

The registry key setting is available in Anthology Student 25.1.0 and later.

Batches

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

   Batch Num The batch number. Based on the selection criteria, the job processes data and creates batches asynchronously in the background. Degree Period Name 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. 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. From Date Begin date of the Clearinghouse Degree Verify record set. To Date End date of the Clearinghouse Degree Verify record set. 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.

   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). 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.

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.

Job Results: <Batch Name>

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

   Student The last and first name of the student. Student Number 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. DOB The date of birth (DOB) in the format MM/DD/YYYY. Program Version Student program versions. Only students who are enrolled in the selected program versions will be gathered. Major The major for the student. Grad Date The date when the student graduated or is scheduled to graduate from the program version.

   Credential Level The credential level of the program. Major CIP Code The Classification of Instructional Program (CIP) code associated with the record. Minor The minor included in the student's degree. Concentration A concentration is a specific area of emphasis within a student's chosen major. Batch ID The batch ID of the transmission file. 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.

When the "Enable Campus Level Security on Batches" feature is enabled, the grid will display only records for students with the latest active enrollments at the campuses associated with the logged-in user.

For example, a batch may contain records for 10 students enrolled at different campuses. The batches grid (at the top of the page) will indicate 10 records in the batch. For a user with limited campus access, the details grid (at the bottom of the page) will list only the records for students with an active enrollment at the logged-in user's campus. Therefore, the number of records in the details grid may not match the number of records in the batches grid.

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.