Gainful Employment Export

You can use the Gainful Employment Export page to select the most recently completed award year to gather Financial Value Transparency (FVT) and Gainful Employment (GE) information of all students who enrolled, withdrew, or graduated in FVT/GE Programs for that award year and send the export file to the NSLDS. Batch files are submitted using the Student Aid Internet Gateway (SAIG) TG mailbox associated with the GE Batch process as designated by the institution. You can report on students who attend any locations that share the same TG Number.

The record export involves the following tabs on the Gainful Employment Export page:

  • On the Process tab, you specify the selection criteria and queue the job. The job will run in the background.

    You can create a new batch or a correction batch. The file types for new batches are "Gainful Employment Student Batch" and "Gainful Employment Program Batch".

  • The History tab displays the results of the background job.

When you run the Gainful Employment Export process, the system:

  • Gathers FVT/GE information of all students who received Title IV student aid at any time during the program being reported and creates the:

    • Annual Amount (AA) Detail Record if the student was enrolled through the end of the most recently completed award year.

    • Total Amount (TA) Detail Record if the student graduated or withdrew during the recently completed award year and prior award years, based on using the Standard or Transitional option.

  • Does not export students for whom the institution does not have a valid Social Security Number (SSN) and generates an exception report listing students who met all criteria to be reported for Gainful Employment but do not have a valid SSN.

  • Reports a student separately for each program if the student is enrolled in multiple programs that do not share the same Program Identifiers in the same award year.

  • Creates the submittal files in the EDE path of the reporting campus. The message class names for the FVT/GE Submittal File with fixed-width format are “GESFLEIN” (Student) and “GEFVPFIN” (Program).

  • Automatically generates a GE Submittal report to display the GE batch information, such as file name, date created, criteria used to generate the GE batch, and the list of students in the GE batch after the GE Submittal File is created.

  • Keeps track of each exported GE batch along with the detailed records of each batch for record-keeping and reporting purposes.

Prorating COA, Books Allowance, and Housing Allowances

The Cost of Attendance (COA) is prorated based on the number of weeks a student's academic year spans within an award year, particularly if it spans multiple award years. If the academic year ends before the award year closes, the full COA is reported.

The proration formula aligns with Title IV federal aid requirements and adjusts the COA proportionally to the weeks attended relative to the standard academic year length. For example, a $20,000 COA for a 30-week year would be prorated to $13,333.33 if the student attended only 20 weeks.

{Prorated COA} = $20,000 * (20/30) = $13,333.33

The AA record during GE Export refers to the award year and then determines if proration on COA is required based on the length of the academic year. Staff members should prorate the COA if their institution also prorated the COA for Title IV packaging/funding for that student.

Prerequisites

You must have the following authorization:

  • Common - Processes - View

  • Financial Aid - Processes - Gainful Employment - Export

You must have:

  • Configured the programs/program versions for gainful employment reporting purposes in Configuration > Financial Aid > Gainful Employment.

  • Selected a Reporting Option in Settings > System > General > FVT/GE standard initial reporting?Closed Select Yes if you want the system to use Standard Financial Value Transparency (FVT) and Gainful Employment (GE) reporting. If you select No, the system will use Transitional reporting. The Standard option can be used for the award years 2017 – 2018 through 2023 – 2024. The Transitional option can be used for the award years 2022-2023 through 2023-2024. The reporting choice cannot be changed once it has been selected.

Regulatory US 25.7.0 introduces campus-level security for the Gainful Employment Export so that the History tab displays only records specific to the logged-in user.

This enhancement requires the following configuration:

  1. In Settings > System > Campuses > Campus Groups, select a Campus Group (or create one) that only has the campus for which the user needs permission.

  2. In Settings > System > Staff, select your Staff member, and on the General tile, ensure the Campus Group for the user is the Campus Group from step 1.

Access Method

Select the Processes tile > expand Financial Aid > select Gainful Employment Export.

Procedure to Export GE Files

Process Tab

The Process tab will be unavailable if the programs/program versions have not been configured for GE reporting and the reporting type has not been selected.

  1. In the File Type drop-down list, select one of the following options:

    • Create New Gainful Employment Student Batch
    • Create New Gainful Employment Student Correction Batch
    • Create New Gainful Employment Program Batch
    • Create New Gainful Employment Program Correction Batch

  2. In the Reporting Campus drop-down list, select a campus.

    The OPEID of the selected campus will be displayed in the label of the "Campuses with OPEID" field.

    The OPEID is the combination of the school code and the branch code.

    • If the OPEID is not configured in Settings > System > Campuses > Financial Aid, the GE Export process will check the school code and branch code to display the campuses.

    • If the branch code is not configured, but the school code is configured, the drop-down will not display the campus until the branch code or the actual OPEID is configured under Settings > System > Campuses > Financial Aid.

  3. Select one or multiple Award Years.

    The Award Years field will display different years based on whether you selected Transitional or Standard GE reporting in Settings > System > General > FVT/GE standard initial reporting?Closed Select Yes if you want the system to use Standard Financial Value Transparency (FVT) and Gainful Employment (GE) reporting. If you select No, the system will use Transitional reporting. The Standard option can be used for the award years 2017 – 2018 through 2023 – 2024. The Transitional option can be used for the award years 2022-2023 through 2023-2024. The reporting choice cannot be changed once it has been selected.

    The configured reporting option is displayed on the Gainful Employment Export page above the Campus EDE Path field.

    For a Student Batch file:

    • The Standard reporting type includes up to 8 award years starting with the 2016-17 Award Year.

      In the first year of GE reporting (or initial batching), you can select all the award years. For subsequent years, choose the most recent award year completed.

    • The Transitional reporting type includes the last two completed award years.

    For a Program Batch file, you can select only one award year, the most recent completed award year.

    For a Correction Batch, the Award Year field is disabled, and the Import Batch ID field is enabled.

  4. In the Campuses with OPEID: nnn drop-down list, select one or more campuses. The campuses listed in the drop-down have the same OPEID as the campus selected in the Reporting Campus field.

    • The campuses will be shown based on the school code acting as OPEID, regardless of the branch code.

    • If the branch code and OPEID are not specified in Settings > System > Campuses > Financial Aid, the campus will not be shown.

  5. The Imported Batch ID field is displayed if you select a Correction Batch in the File Type field. Select the ID of the Error/Acknowledgement file that was returned by NSLDS and imported into Anthology Student.

  6. The Campus EDE Path of the user's default campus is displayed.

  7. Select the Queue Export button.

    The Submit Batch window displays the default Batch Name. You can edit the Batch Name.

  8. Select Submit in the Submit Batch window. This starts the background job to process the data and create a batch based on the selection criteria.

  9. When the job is submitted successfully, the message “The Gainful Employment Export Student Review was successfully queued.” appears.

History Tab

Regulatory US 25.7.0 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).

  • Campus-level filters will apply only to the export types of Student and Student Correction.

  • The export types of Program and Program Correction cannot be filtered at the campus level because the result set lacks student information. Therefore, all logged-in users can access records from all campuses for these export types.

  • During Queue Export, the campuses selected will be stored against the created batch, and users with access to any of those campuses can access the batch.

  • The Job Results set grid is filtered based on student type, displaying only those records that the user is authorized to view.

  • Batches with no records remain accessible to authorized users who have permission for the initial campus selected.

  • If multiple campuses are chosen for a batch and the records are categorized as clean and Invalid SSN, a user with permission for the student records can access the records regardless of categorization.

    For example, if a batch is created for Campus A and Campus B, and Campus A has clean records while Campus B has Invalid SSN records, users with permission for either campus can access the batch. However, the bottom grid will display students based on the logged-in user's permissions. This applies to the Invalid SSN report as well.

A clean-up script ensures that batches on the History tab, created before the implementation of the campus-level security feature, are filtered based on the new security measures. This script runs at the batch level for each process and assigns SyCampusId values to the records within the batch.

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.

  1. The History tab displays a grid listing the Gainful Employment Export batches.

    Award YearClosed The financial aid award year associated with the record.

    Batch IDClosed 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.

    CampusClosed 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 PathClosed 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.

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

    File nameClosed Indicates the name of the generated file.

    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.

    NameClosed The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

    Record CountClosed The number of records in the batch.

    Report DateClosed The date of the record set.

    Report TypeClosed Indicates whether the Gainful Employment report is a Student or Program type file.

    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 statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. 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 the job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

    StartedClosed The date and time when the first job within the batch started executing.

    DurationClosed The amount of time it took to process the job or batch.

    Invalid SSN ReportClosed Reports students who met all criteria to be reported for Gainful Employment but do not have a valid SSN.

  2. If the job status is Failed or Completed, select the Retry button in the grid toolbar to resubmit the job.

    For a Completed job status, the Results column displayed a Details link that opens a pop-up with detailed information about the job.

  3. 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 Job Results section is displayed.

  1. Review the details in the Job Results grid.

    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.

    • For a Program Batch, the Job Results grid displays the following columns:

      Accrediting AgencyClosed Specify the name of the agency that is programmatically accrediting the program. This field is editable and required if the record is marked with Yes in the "Programmatically accredited" column; otherwise, the field is not editable. You can enter up to 35 characters in the text box.

      Award YearClosed The financial aid award year associated with the record.

      CIP CodeClosed The Name, Code, and Description of the Classification of Instructional Program (CIP) Code that will be associated with the record. The CIP Code assigned to the program will be automatically assigned to the program version. This option enables institutions to accurately report all program-related activity to COD.

      CIP YearClosed The year when the CIP code was introduced.

      Credential LevelClosed The credential level of the program.

      Liberal Arts Degree/Proprietary InstitutionClosed The institution is required to indicate that a program is a Liberal Arts Bachelor’s Degree Program at a Proprietary Institution. Select Yes, No, or N/A. If you select Yes, the system will validate that the Credential Level is 03: Bachelor’s degree.

      Number of Enrolled StudentsClosed The institution is required to provide the total number of students enrolled in a program during the most recently completed award year. This includes both recipients and non-recipients of Federal student aid funds.

      Prepares Students for LicensureClosed Indicate whether the program prepares students for licensure in the state of the main campus. Select Yes, No, or N/A (default).

      ProgramClosed The name of the program. Programs are configured by your institution.

      Programmatically AccreditedClosed Indicates whether the program is accredited. The values are Yes, No, and N/A (default). If you select Yes, you must specify the name of the Accrediting Agency.

      Published Program LengthClosed The length of the instructional program in years, months, or weeks as published by the school. The published program length includes calendar breaks.

      Published Program Length MeasurementClosed The unit of measure for the length of the instructional program as published by the school. Values are W (Weeks), M (Months), and Y (Years).

      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.

      Qualifying Graduate ProgramClosed The institution must indicate whether the program is a "qualifying graduate program," as defined in 34 CFR 668.2, whose students are required to complete additional post-graduate training, such as a medical residency. This item determines whether an extended residency cohort is used. Values are Y=Yes and N=No.

      Total Licensure ExamClosed Specify the total number of program graduates who took licensure exams in the most recently completed award year. Valid values are 1-999,999. This field is optional.

      Total Passed Licensure ExamClosed Specify the total number of program graduates who passed the licensure exam in the most recently completed award year. This value is not maintained in the system--you will need to configure it.

      State of Main CampusClosed This is a required field. Select the state of your institution's main campus. The drop-down includes all states in Canada and the United States.

      State Two, Three, Four, FiveClosed Additional states where the program is available.

      Weeks in Title IV Academic YearClosed The total number of weeks of instruction in the program’s academic year. This value is reported only when Published Program Length Measurement is W or M.

    • For a Student Batch, the Job Results grid displays the following columns when you select the expand icon (Expand icon) for each record.

      StudentClosed 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.

      Student NumberClosed 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.

      Award YearClosed The financial aid award year associated with the record.

      CIP CodeClosed The Name, Code, and Description of the Classification of Instructional Program (CIP) Code that will be associated with the record. The CIP Code assigned to the program will be automatically assigned to the program version. This option enables institutions to accurately report all program-related activity to COD.

      Credential LevelClosed The credential level of the program.

      CTP ProgramClosed Select the check box if the program is an approved comprehensive transition and postsecondary (CTP) program.

      Grad/Withdraw DateClosed The date when the student graduated or withdrew from the program.

      Number of Enrolled StudentsClosed The institution is required to provide the total number of students enrolled in a program during the most recently completed award year. This includes both recipients and non-recipients of Federal student aid funds.

      Prison ProgramClosed Select the check box if the program is an approved prison program.

      ProgramClosed The name of the program. Programs are configured by your institution.

      Program Attendance StatusClosed The student's program attendance status for the award year.

      Program Begin DateClosed The start date of the program version.

      Published Program LengthClosed The length of the instructional program in years, months, or weeks as published by the school. The published program length includes calendar breaks.

      Published Program Length MeasurementClosed The unit of measure for the length of the instructional program as published by the school. Values are W (Weeks), M (Months), and Y (Years).

      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.

      Qualifying Graduate ProgramClosed The institution must indicate whether the program is a "qualifying graduate program," as defined in 34 CFR 668.2, whose students are required to complete additional post-graduate training, such as a medical residency. This item determines whether an extended residency cohort is used. Values are Y=Yes and N=No.

      Record TypeClosed Schools must report two record types, based on the student’s enrollment status and the selected reporting type, to NSLDS for student-specific data in the FVT/GE Submittal File: • Annual Amount (AA) Detail Record – The AA Detail Record is used to report all students who are enrolled through the end of the most recently completed award year and have, at any time, received Title IV funds for the program being reported. • Total Amount (TA) Detail Record – The TA Record Type is used to report students who have received Title IV funds for enrollment in the program being reported and have graduated or withdrawn during the most recently completed award year and prior award years. Prior award years are based on the selection of the Standard or Transitional Reporting Type.

      Total Books and SuppliesClosed The cost of books and supplies for a program per award year. If a fee schedule is entered for the student's enrollment, the books and supplies default to the value in the fee schedule (if any). If your institution configured a default budget for the program version or you select a budget in the Budget Definition list, Anthology Student displays the value from the budget. You can change the value. The Extended Budget allows for the books to be configured as Institutional or Non-Institutional.

      Total Grants and ScholarshipsClosed The total amount of grants and scholarships for the award year.

      Total Institutional DebtClosed The total amount of the student's institutional debt for the award year.

      Total Private Education LoansClosed The total amount of the student's private education loans for the award year.

      Total Tuition and FeesClosed Cost of tuition and fees for a program per award year.

  2. 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 corrections to the records are necessary, edit the student records and regenerate the batch.

When the Job Results on the Gainful Employment Export page are exported to Excel or PDF, the amount fields in child grids (nested records) are included in the Excel or PDF file. All the columns, including parent and child rows, will be shown in the column header to facilitate filtering.

 

This feature applies to U.S. compliance only.