Grade Levels

Use the Grade Levels page to configure the grade levels you can select for students during enrollment (Students > select the student > Academic Records > Enrollments).

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.

Prerequisites

Authorizations:

  • Academics - Configuration - View

  • Academics - Configuration - Manage

Access

Configuration > Academic Records > Grade Levels

Add or Edit Items

  1. Review the record values.

  2. To:

    • Add a list item, select New

    • Duplicate a list item, select it and then select Duplicate

    • Edit a list item, select its Name

  3. Review, specify, or change the 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).

    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. 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. Refer to Grade Level Promotion Rules.

  4. Save your changes.

Limitations

You cannot edit items marked Yes in the System column; these are defined by Anthology Student.