Campus-Based COD Import

Process Tab

The Selection Criteria section of the Process tab enables you to specify the data set for the Campus-Based COD Import file.

1. Select a Calendar Year or accept the session default.

   For the first year of implementation, the default is 2022. As new calendar years are added, the most recent or newly added year will be set as the default.

2. Under Fund Source, the only option available is Federal Work-Study.

3. Under Message Class, select one of the following options:

   • Campus-Based Common Record Response Files (CRCB)

   • Campus-Based Web Activity Response Files (CBWB)

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

5. In the Choose From Campus EDE Path list, select a file.

   • If you selected "Campus-Based Common Record Response Files (CRCB)" in the Message Class field, CRCBMYOP files are listed.

   • If you selected "Campus-Based Web Activity Response Files (CBWB)" in the Message Class field, CBWBYYOP files are listed (where YY indicates the year).

6. Select Queue Import.

7. 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.

   The notification “[Batch Name] [Status]” indicates that the process is finished. The hyperlink on the message points to the Campus-Based COD Import > History tab.

History Tab

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

When Enable Campus Level Security On Batches Select "Yes" if you want Anthology Student to enable campus-level security for batches based on the logged-in user’s permissions for the session default campus. The user will only be able to access batches created for campuses that they can access. If a batch has been created for multiple campuses and the user cannot access at least one of the campuses, the batch will NOT be visible to the user. If you select "No," the logged-in user can view batches from multiple campuses, even if they do not have permission to access the batch details for some students. This setting is enabled by default. A script ensures that batches on the History tab that were created before the implementation of the campus-level security are also filtered based on the new campus-level security. is turned on in Settings > System > General, the records on the History tab will be filtered based on the logged-in user and the campus groups associated with the user. Record filtering 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 are also filtered if they were created before the implementation of the campus-level security feature. The script runs at the batch level per process and assigns SyCampusId values to the records in the batch.

For Application Data Imports, 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 feature is turned off, the History tab will load the records based on the default campus setting (Session Defaults).

Batches

1. Review the grid listing the Campus-Based COD Import batches.

   Batch Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Import File Name Name of the import file. Started The date and time when the first job within the batch started executing. Duration The amount of time it took to process the job or batch. 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 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 the Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

   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. Imported By The name of the staff member who submitted the background job or batch for processing. Date Imported The date when the file or record was imported, the batch job succeeded, or the transmission file was received. Document Status This column indicates COD Document Accepted/Rejected edit codes. - When the <DocumentStatusCode> is "A", the field displays "Accepted". - When the file is rejected, the <DocumentStatusCode> will be "R". COD will also provide any one of these document-level reject edits: 001, 003, 004, 006, 007, 210, 218. The system displays the reject codes returned in the file.

   When the number of records exceeds 100, the "items per page" drop-down will include the total number of records gathered. Select this option to view all records in a single view.

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

3. To remove a batch, select a batch and select Cancel Batch in the grid toolbar.

4. If the job status is Completed, select Retry Batch in the grid toolbar to resubmit the job.

5. 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 Import Response Notification section is displayed.

Import Response Notification

1. Review the following details displayed above the grid:

   File Name Name of the import file. Process Date The date and time when the job was processed Number of Records The number of records in the batch. Total Duplicate The total number of duplicate records at COD. Calendar Year The year used for the report. User Name The last and first name of the staff member or process that added or created the item.

   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. FWS Reporting Entity ID Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant. Total Accepted Records The total number of records accepted/rejected by COD. Total Reported Funds The total amount of Federal Work-Study funds reported to COD. Total Rejected Records The total number of records accepted/rejected by COD.

2. Review the record values.

   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. SSN The Social Security Number (SSN) or an equivalent value associated with the person. You must be authorized to work with SSNs. If the SSN format is defined for the country selected in the profile, this field will display the appropriate input mask to specify a value. You can specify free-form text values (maximum 30 characters) in this field if there is no SSN format defined for the selected country. Total FWS Earnings The total amount of Federal Work-Study (FWS) earnings. FPS Transaction Number The FAFSA Processing System (FPS) Transaction Number is a required field on the Common Record for Pell grants, Federal Work-Study, and Direct loans (DL Subsidized, DL Unsubsidized) processing by the U.S. Department of Education. The FPS Transaction Number field in the Common Record shows the transaction number from an eligible FAFSA Submission Summary/ISIR used to calculate a financial aid award. Award Year The financial aid award year associated with the record. Matched Indicates if the imported record matches an existing student and the associated Reporting Entity ID in the system. The system identifies students based on a combination of Social Security Number (SSN), Date of Birth, and Last Name. The Matched field displays "Yes" when the system finds a matching student record. The Matched field displays "No" when the system can't find the student, the reporting entity ID from the file doesn't match any in the system after the student is identified, or multiple student records were found with the same identifiers. Select the "No" hyperlink for details on why the record wasn't matched.

   Response Code Code that explains COD processing results, including data corrections, duplicates, and record rejects, for specific processed records for all award years. Response Error Code Code that explains COD processing results, including data corrections, duplicates, and record rejects, for specific processed records for all award years. Response Message Displays the COD response messages from all error codes associated with the record in a comma-separated list. Response Error Field Displays the COD response error fields from all error fields provided on a record in a comma-separated list. Reported Value Reported Value included in the Response/Import File. This field only displays the data from the most recent import response. Variance Displays the variance value received on a Web Response file (CBWBYYOP). This field is blank when a Common Record Response file (CRCB) is imported. In cases where the Total FWS Amount imported from the CBWBYYOP differs from the latest "Accepted" status response in the Import Information section on the Campus-Based Programs form, or if the section has no data, the system compares this imported value to the form-level Total FWS Earnings field. Any discrepancy between these values is presented in the Variance field for user review.

   When the number of records exceeds 100, the "items per page" drop-down will include the total number of records gathered. Select this option to view all records in a single view.