Grade Levels

You can use the Grade Levels page to configure the grade levels you can select for students during enrollment (Select the Students tile > select the name in the Students list > expand Academic Records > select the Enrollments tile.)

The list should contain the codes used by the Department of Education to determine eligibility for financial aid. This table is used in preparing the FAFSA form.

Updated Student Level Codes for 2026-27 and Later

For award year 2026-27 and forward, graduate and professional students are reported to COD using new two-character Student Level Codes. The prior codes (6 and 7 for Graduate/Professional) are retired for 2026-27 forward. The new codes are:

  • 8 (GNP - Graduate Never Professional)

  • 9 (GwP - Graduate was Professional)

  • 10 (PNG - Professional Never Graduate)

  • 11 (PwG - Professional was Graduate)

  • 12 (GCE - Graduate Concurrent Enrollment)

  • 13 (PCE - Professional Concurrent Enrollment)

Undergraduate codes 0 through 5 are unchanged for all award years. Codes 6 and 7 remain valid for prior award years. COD Reject Edit 208 fires for any 2026-27 record submitted with Student Level Code 6 or 7. For more information, refer to Common Record XML Schema 5.0d Support.

Schools that process TEACH Grants for graduate students should verify that TEACH processing aligns with the new codes. The TeacherExpertIndicator, which triggers TEACH Grant expert teacher agreement requirements, is now set when a student's level in college is one of codes 8 through 13 for award year 2026-27 and forward. For 2025-26 and prior, the indicator was set for codes 6 and 7.

The system updates the "Grade Level" drop-down on the Academic Years page with the new codes 8–13, alongside all other existing Grade Level codes. It also introduces new academic levels for Graduate and Professional Students starting with the 2026-27 award year. The system also updates the Grade Level Promotion feature so that the newly introduced DoE Codes 8–13 can be both configured and saved. For more information, refer to Grade Level Promotion Rules.

Prerequisites

To view the page, you must have Academics - Configuration - View authorization.

To edit the page, you must have Academics - Configuration - Manage authorization.

Access Method

Select the Configuration tile > locate Academic Records > select Grade Levels.

Procedure to Add or Edit Items

  1. Review the values of the records in the grid.

  2. If you want to:

    • Add a new list item, select the New button on the toolbar

    • Add a new list item by copying and modifying an existing list item, select the row in the list, and select the Duplicate button on the toolbar

    • Edit an existing list item, select the Name in the list

  3. Review, specify, or change the following values.

    ActiveClosed Specifies whether the associated record is active.

    CodeClosed The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item.

    Dept Of Ed IDClosed Specifies the corresponding Department of Education grade level code. 0 is 1st year, never attended college. 1 is 1st year, attended college before. 2 is 2nd year/sophomore. 3 is 3rd year/junior. 4 is 4th year/senior. 5 is 5th year/other undergraduate. 6 is 1st year graduate/professional. 7 is continuing graduate/professional. 7-CGPB is Continuing graduate/profession and beyond. For award year 2026-27 and forward, graduate and professional students are reported to COD using new two-character Student Level Codes. The prior codes (6 and 7 for Graduate/Professional) are retired for 2026-27 forward. The new codes are: • 8 (GNP - Graduate Never Professional) • 9 (GwP - Graduate was Professional) • 10 (PNG - Professional Never Graduate) • 11 (PwG - Professional was Graduate) • 12 (GCE - Graduate Concurrent Enrollment) • 13 (PCE - Professional Concurrent Enrollment) Undergraduate codes 0 through 5 are unchanged for all award years. Codes 6 and 7 remain valid for prior award years. COD Reject Edit 208 fires for any 2026-27 record submitted with Student Level Code 6 or 7.

    1098-T Graduate Student Closed When selected, specifies that the grade level is a Graduate Student for 1098-T Processing. This should only be selected if the Department of Education Code is 6 or 7.

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

  4. 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

Limitations

You cannot edit configuration items that have a Yes in the System column. These items are defined by Anthology Student.