Application Data Export

Process Tab

Use the Process tab to specify the selection criteria for manually queued export jobs. For automated exports, use the Schedule tab to specify the export options.

1. Note that the File Type is ISIR Corrections.

2. The EDE path for the user's default campus is displayed in the Campus EDE Path (TG) The introduction of the FTI-SAIG Mailbox and FT Numbers for 2024-25 and later required a new Application Data EDE Path (FT) to import ISIR files. The system uses the Campus EDE Path (TG) for all award years for the import/export of COD files, export of correction files, etc. field.

   The introduction of the FTI-SAIG Mailbox and FT Numbers for 2024-25 and later required a new Campus EDE path in Anthology Student to import ISIR files. The system now provides separate directory paths.

   • Import/Export of COD files, export of correction files, etc., for all award years will continue to use the Campus EDE (TG folder)

   • Import of ISIR Files for award years 2024-25 and later will use the Application Data EDE Path (FT folder)

3. Select a School Code or accept the session default.

4. Select an Award Year or accept the session default.

5. Select the Queue Export button.

6. A message indicates the number of correction records that will be extracted. For example, if 10 correction records are extracted, there can be 10 ISIR corrections on 1 student or 1 correction on 10 students.

   Select Yes to continue.

7. This starts the job of processing the data and creating batches asynchronously from the selection criteria.

   The exported file CORRxxIN (where xx indicates the award year) is placed into the local Campus EDE path and copied to the System EDE Path.

   The batch is displayed on the History tab so that you can review the job results.

History Tab

The History tab displays the results of manually queued jobs and scheduled jobs.

Regulatory US 25.4.0 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 to 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 Application Data export.

   Award Year The financial aid award year associated with the record. Batch ID The number/ID assigned by Anthology Student to the batch. Based on the selection criteria, the job processes data and creates batches asynchronously in the background. Campus EDE Path The UNC-compliant file path used for file transfers between Anthology Student and the FPS system. The Campus EDE path is used for campus-specific file transfers. Date Exported The date when the file or record was imported, the batch job succeeded, or the transmission file was received. Date Queued The date and time when the batch job was queued Duration The duration of the background job (hours minutes seconds). Exported By The name of the staff member who submitted the background job or batch for processing.

   Export File Name Indicates the name of the generated file. Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Number of Records The number of records in the batch. Results Indicates the processing result for the job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed. School Code The 6-digit school code is the Federal School Code listed on the school's ECAR (Eligibility and Certification Approval Report). It is also called the Pell ID. Started The start time of the background job. 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.

2. Select the refresh icon () in the footer of the grid to retrieve the current status of the background jobs.

3. If the job status is "Completed" and there is a "Details" link in the Results column indicating that the job did not succeed, you can select the Retry Batch button in the grid toolbar to resubmit the job.

   This option can be useful if an error occurred after the job was submitted (e.g., network issues, SQL cannot be reached).

4. If the job status is Succeeded, you can select Regenerate Batch in the grid toolbar to create a new batch and file out of an existing batch. A message will indicate the number of records included in the batch file.

   The regenerated file will have a new Batch ID. A message will indicate the location of the regenerated batch file.

5. To remove a batch, select the Cancel Batch button in the grid toolbar.

6. For a job with a status of Succeeded, select the link in the Batch ID column to review the records contained in the batch.

   The ISIR Export Report section is displayed.

ISIR Export Report

1. The fields above the ISIR Export Report grid display the following information about the batch:

   Award Year The financial aid award year associated with the record. Batch ID The number/ID assigned by Anthology Student to the batch. Based on the selection criteria, the job processes data and creates batches asynchronously in the background. File Name Indicates the name of the generated file.

   Process Date The date and time when the job was processed School Code Unique codes assigned by the Department of Education for schools participating in the Title IV federal student aid programs. Students can enter these codes on the FAFSA to indicate which schools they want to receive their financial application results. The School Codes are configured in Anthology Student under Campus Setup > Locations. A Federal School Code is always six characters: 0 (zero), G, B, or E, and a 5-digit number. Anthology Student supports only numeric school codes. If the Federal School Code for your institution contains the letter G, B, or E, replace the letter with a zero (0). User Name The last and first name of the staff member or process that added or created the item.

2. The ISIR Export Review grid has the following fields:

   FPS Pushed ISIR Flag Identifies transactions that were sent automatically to the institution. Blank indicates that the transaction was not automatically sent. Y indicates that the transaction was automatically sent. PEFC Primary Estimated Family Contribution (PEFC) is the EFC calculated by taking the income information provided by the student, based on his/her dependency model and whether he or she meets Simplified Needs, and applying it to the formula written by Congress. For award years 2024-25 and later, the EFC is replaced with the Student Aid Index (SAI). Process Date The date and time when the job was processed Reject Codes Reject Codes can be alphabetic or numeric. Some reject reasons are verifiable—that is, the student can confirm the questionable data by reentering the same value or correcting it to a different value. Other reject reasons are not verifiable; the questioned data must be changed or provided. In all reject situations, the questioned information is highlighted on the FAFSA Submission Summary, and an EFC/SAI is not calculated.

   SAR C Change Flag This field will be populated if the FPS C Flag is set or removed from the previous transaction. Blank indicates that the FPS C Flag has not changed; Y indicates that FPS C Flag has changed. SSN The person's Social Security Number (SSN). You must be authorized to work with SSNs. Student Name The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Verification Indicates whether the student’s ISIR is selected for verification. After the student is selected, he or she will remain selected for the current processing year. This data comes from the "Student Is Selected for Verification" field on the ISIR record. Y = Selected for verification. N = Not selected for verification. * = Selected for verification on a subsequent transaction.

   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.

3. 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.

You can also view the ISIR Export Report in the Regulatory Process Results.

Schedule Tab

Use this tab to create, edit, activate, deactivate, delete schedules, and specify export options (i.e., selection criteria). You can also view detailed information on the last 5 runs of a scheduled export process and manually trigger the execution of an export process.

1. Review the grid listing the previously created schedules for the Application Data export.

   Active Specifies whether the associated record is active. Frequency Indicates the frequency with which the schedule is run. Selecting from Daily, Specific Date, or Monthly will update the frequency details to be defined. Last Run Indicates the date and time when the schedule was last run.

   Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Next Run Indicates the date and time when the schedule is expected to run again.

2. To remove a schedule, select the schedule and select Delete.

3. To activate an inactive schedule, select the schedule and select Activate.

4. To prevent an active schedule from running, select the schedule and select Deactivate.

5. To trigger a scheduled export process to run immediately, select an active schedule and select Run Now.

6. To view details of a previously scheduled job, select the expand icon () in the left column. The following details are displayed:

   Completed The date when the item was completed. Job Triggered The start time of the background job.

   Result Indicates the processing result for the job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed. Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors.

7. To edit a schedule, select the link in the Name column. The Edit Schedule - <Name> form is displayed below the grid.

8. To create a schedule, select the New button in the grid toolbar. The New Schedule form is displayed below the grid.

9. Specify or edit the following Schedule properties:

   Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Active Specifies whether the associated record is active. Frequency Indicates the frequency with which the schedule is run. Selecting from Daily, Specific Date, or Monthly will update the frequency details to be defined. Days The days of the week. Specific Date Month/Day/Year or Year-Month-Day Monthly The schedule is run every month.

   Recurrence Select the recurrence pattern of the schedule, either "Occurs every" (Hour) or "Occurs once at" (H:MM:TT). Start Date The first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). End Date The last date the item is effective or can be used. Depending on the context of the associated record, the end date can also be the end of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). Time Zone A region that observes a uniform standard time for legal, commercial, and social purposes. Notify Staff Optionally, select staff members to be notified when the schedule is executed.

   Application Data Export Options

   Award Year The financial aid award year associated with the record. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Campus EDE Path (TG) The introduction of the FTI-SAIG Mailbox and FT Numbers for 2024-25 and later required a new Application Data EDE Path (FT) to import ISIR files. The system uses the Campus EDE Path (TG) for all award years for the import/export of COD files, export of correction files, etc.

   Created By The last and first name of the staff member or process that added or created the item. School Code The 6-digit school code is the Federal School Code listed on the school's ECAR (Eligibility and Certification Approval Report). It is also called the Pell ID.

10. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button

11. To close the New Schedule or Edit Schedule form, select Cancel.