Application Data Import

Process Tab

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

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

2. Select a File Type.

   • Select ISIRs (default) to import any ISIR file type (e.g., IDAPxxOP, IDNRxxOP, IDRExxOP, IDSAxxOP, IGCOxxOP, IGNRxxOP, IGRExxOP, IGSAxxOP, IGSGxxOP, and ISRFxxOP; where xx represents the award year)

   • Select Error Report File to import files sent from the FPS to inform the institution that ISIR corrections submitted by the institution are not accepted. An error report file may indicate that an entire batch was rejected or any detail records were rejected.

   Refer to Export and Import File Types.

3. When importing ISIR files, select Yes (default) or No in the Update Now drop-down list.

   Importing ISIRs involves two phases. In the first phase, the ISIR records are inserted into the Anthology Student database. In the second phase, the ISIR data is matched and student records are updated.

   • Select Yes if you want both phases of the ISIR import to be executed immediately.

   • Select No if you want the second phase to run as a background process using a Windows service that runs during school-defined off-hours, typically at night.

4. For award years 2023-24 and earlier, 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.

   For award years 2024-25 and later, the EDE path for the user's default campus is displayed in the Application Data EDE Path (FT) 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.

5. Select the search icon () in the Selected File field and select the files you want to import.

   The available files list shows only ISIR files even though the EDE path may contain other files. When multiple ISIR files are available, you can select and process multiple files.

   Do not alter the file names of the ISIR files to be imported; otherwise Anthology Student may not recognize the files as ISIRs.

6. Select Queue Import.

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

7. Select Submit in the Submit Batch window.

   This starts the background job to process the data and create batches from the selection criteria. For each file to import, one job is created.

   The selected file is read from the local Campus EDE path and copied to the System EDE Path.

8. When the job is submitted successfully, the following message is displayed: “The Application Data Import records were successfully queued.”

   The processed import files are renamed to BK.

   Example: IDAP18OP.001 will be renamed to IDAP18BK.001.

   The extension of the import file (e.g., 001) indicates the transaction sequence number.

   Tip: Use Notepad⁺⁺ to view the raw text files.

9. When the job is completed, a notification appears in the command bar. The number of failed jobs will be indicated in red ().

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.

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 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 final batches for the Application Data import.

   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 The campus associated with the logged-in user's session. 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 Imported 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 amount of time it took to process the job or batch. File Type Indicates the imported file type (ISIR or Error Report File). Import File Name Name of the import file.

   Imported By The name of the staff member who submitted the background job or batch for processing. 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. Records Imported Number of records imported. 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. Started The date and time when the first job within the batch started executing. 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.  Read Note about 2026-2027 Changes in FAFSA Specifications. Update Now Indicates whether the Update Now option was selected for the ISIR Import.

   To view the process report, go to Regulatory Process Results. Find the batch and inspect the records included in the batch.

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 Retry Batch in the grid toolbar to resubmit the job.

   This option can be useful if an error occurred after the job was submitted (for example, network issues or SQL database cannot be reached).

4. To remove a failed batch, select Cancel Batch in the grid toolbar.

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 ISIR Import Report section is displayed.

ISIR Import Report

1. The fields above the ISIR Import 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 Import 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/SAI 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 the FPS C Flag has changed. 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. 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 This shows if a student's ISIR has been chosen for verification. Once selected, the student stays selected for that processing year. The information is taken from the "Student Is Selected for Verification" field on the ISIR record. Y means the student was chosen for verification. N means the student was not chosen. * means the student was selected during a later transaction.

   When a C-Code has already been resolved (that is, the student was removed from the C-Code Hold Group), Anthology Student recognizes that the new ISIR contains an already resolved C-Code and will not add the student to the C-Code Hold Group again. You can configure this option under Settings > System > General > No SAR C-Codes reapplied to Hold. The default for this setting is No/False.

   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.

   Student records with unmatched ISIRs will be displayed to all users regardless of the user's campus permissions.

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 Import Report in the Regulatory Process Results.

Schedule Tab

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

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

   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 last time when the job/schedule was executed by the background processing system.

   Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Next Run Indicates the time when the job will be executed next (based on the schedule).

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

   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 New in the grid toolbar. The New Schedule form is displayed below the grid.

9. Specify or edit the following Schedule properties:

   Active Specifies whether the associated record is active. Days The days of the week. For example, days for which the class is scheduled. 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). 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. Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Notify Staff Indicates staff members are notified when the batch schedule is run.

   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). Time (H:MM TT) Indicates the time when the scheduled batch is executed. This field is visible when the Recurrence is set to the "Occurs once at" option. Specific Date Month/Day/Year or Year-Month-Day 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). Time Zone A region that observes a uniform standard time for legal, commercial, and social purposes.

   Application Data Import 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 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. or Application Data EDE Path (FT) 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. File Type Indicates the imported file type (ISIR or Error Report File). Update Now Indicates whether the Update Now option was selected for the ISIR Import.

   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)

10. Save your changes.

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