Transfer Student Monitoring Export

Use the Transfer Student Monitoring Export page to select individual students and/or student groups to include in a Transfer Student Monitoring (TSM) Batch Inform file with message class TRNINFIN. The export process places the TRNINFIN file in a Virtual Machine File System (VMFS) or Azure File Share (AFS) folder which can be accessed by EdConnect or Mailbox Manager.

The export process:

Adds students to a database table to enable review and tracking of Transfer Student Monitoring
Adds students to a previously configured hold group (refer to General Settings for Financial Aid)

On the Transfer Student Monitoring Export page, you can manually trigger the export of files, set up schedules for automated exports, and view the results of manually queued jobs and scheduled jobs.

On the Process tab, specify the data selection criteria and manually queue an export job. The queued job will run in the background. The Process tab is not used when the export process is automated via schedules.
On the History tab, review the results of manually queued jobs and scheduled jobs.
On the Schedule tab, create, edit, activate, deactivate, delete schedules, and specify file export options (i.e., selection criteria). You can also view detailed information on the last 5 runs of a scheduled export process and manually trigger an export process.

Financial Aid Processes File Management

Use Processes > System Administration > Financial Aid Processes File Management to upload and download files in Azure File Storage. This functionality allows you to place files where financial aid processes, such as Application Data Import/Export, Clearinghouse, and NSLDS Reports, expect them. Refer to Financial Aid Processes File Management.

Prerequisites

Authorizations:

Common - Processes - View
Financial Aid - Processes - Transfer Student Monitoring - Export

Configure campus-level security for Transfer Student Monitoring Export so users see only records for their assigned campus on the History tab:

In Settings > System > Campuses > Campus Groups, create or select a Campus Group containing only the campus that the user can access.
In Settings > System > Staff, select the staff member and assign that Campus Group on the General tile.

You should be familiar with the Background for Transfer Student Monitoring.

Access

Processes > Financial Aid > Transfer Student Monitoring Export

Export Transfer Student Monitoring Files

Process Tab

Use the Process tab to specify the record selection criteria and manually queue export jobs. For automated exports, use the Schedule tab to specify the export options.

Selection Criteria

The selection process gathers students from initial enrollments and re-entry enrollments. If the re-entry date is null, the start date is used. If the start date is null, the expected start date is used.

Select an OPEID. The drop-down list contains all configured OPEIDs in the Anthology Student database to which you have access.
Note about School Code, Branch Number, and OPEID

Anthology Student supports institutions that use a numeric School Code and Branch Number, as well as institutions that use an OPEID.

If your institution uses a School Code and Branch Number, Anthology Student processes will append the 2-digit Branch Number to the 6-digit School Code (also known as Pell ID) and create the 8-digit OPEID.

The OPEID must be used instead of the School Code and Branch Number in the following processes:
- Clearinghouse Export
- COD Export
- Enrollment Reporting (SSCR Processing)
- FISAP
- Transfer Student Monitoring
When Financial Aid Automation is used and the School Code for your institution contains the letter G, B, or E, replace the letter with a 0 (zero).
The Campuses field is read-only. It displays the campus name(s) associated with the selected OPEID.
The Campus EDE Path field is read-only. It displays the configured EDE path for the campus(es).
Select one of the following Batch Type options:
- New (default) - This option requires entries in the Request Type, Start Type, Student Group, and Status Category fields.
- Students to Delete
Select one of the following Request Type options:
- Transfer Student Monitoring
- Financial Aid History
- Both
Select one of the following Start Type options:
- Expected Start Date - Specify the date range in the Expected Start Date From/To fields.
  
  For Financial Aid History requests, the date range is not validated. For Transfer Student Monitoring or Both, the date range is validated as follows:
  - Enrollment Begin date is not less than the current date minus 90 days.
  - Enrollment Begin date is not greater than the current date plus 18 months (548 days).
- Term - Select one or more values in the Terms search field and select Select.
Select a group in the Student Group field.
For Financial Aid History requests, select one or more values in the Program Versions field.
Select one or multiple student statuses in the Status Category field.
Select Next.

The Selection Criteria section will be collapsed and the Results section will be expanded.

Results

Review the data in the Results grid.

Student 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 Number 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.

Student Status The associated School Status on the student's enrollment.

Enrollment Begin Date The actual date when the student enrolled in the program version.

Delete Flag Indicates whether the student is flagged to be removed from Transfer Student Monitoring.

Monitor Start Date The date on which NSLDS began monitoring the student.

Select specific records you want to export for transfer monitoring or select Select All Across Pages to select all records.
Select Queue Transfer Student Monitoring Export.
A message indicates the number of correction records that will be extracted. Select Yes to continue.
This starts the job of processing the data and creating batches asynchronously from the selection criteria.

The batch is displayed on the History tab so that you can review the job results.

History Tab

Use the History tab to check 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.

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

Batches

Review the record values.

Batch Num 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.

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

OPEID 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.

File Type Indicates the Transfer Student Monitoring file type (TSM/FAH Error/Acknowledgment File, FAH File, or TSM Alert File).

Exported By The last and first name of the staff member who imported or exported the file.

File Name Indicates the name of the generated 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.

Result If the job succeeded, the field is empty. If the job failed, the field has a "Details" link. Select the link to view the reason for the failure.

Select the refresh icon () in the footer of the grid to retrieve the current status of the background jobs.
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 (e.g., network issues, SQL cannot be reached).
To remove a batch, select Cancel Batch in the grid toolbar. You can remove only failed jobs.
For a job with a status of Succeeded, select the link in the Batch Num column to review the records in the batch.

The Job Results section appears below the Batches grid.

Job Results: <Batch Name (No. of Records)>

Review the record values.

Enrollment Begin Date The actual date when the student enrolled in the program version.

Monitor Start Date The date on which NSLDS began monitoring the student.

Request Type The Request Type options are Transfer Student Monitoring, Financial Aid History, and Both.

Deleted Indicates whether the record was deleted (Yes or No) or indicates what was deleted.

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.

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.

The Profile of students in Transfer Student Monitoring or Alerted status displays the visual indicator at the top right of the page. When you hover over the icon, the tooltip displays the following information:

Transfer Student Monitoring from <Expected Start Date> to <Expected Start Date + Monitor Duration Days >

When the monitor duration period is expired or the student is removed from monitoring, the icon is no longer displayed.

When an NSLDS alert file is imported, Anthology Student displays an alert indicator for each student on their Awards page. You can review the alerts, capture notes, and mark them as reviewed for each student. The system removes the student from the TSM disbursement hold and changes the student's TSM status from alerted back to monitoring if you save with all alerts marked as reviewed.

The alerts message bar displays TSM Alerts when there are un-reviewed alerts from NSLDS for the student.

The TSM alert pop-up displays the alert file and the records with changes at NSLDS that triggered the alert. You can capture a note and mark the alert as reviewed. When all alerts for the student are marked as reviewed, the system will remove the student from the configured TSM disbursement hold.

Schedule Tab

Use this tab to create, edit, activate, deactivate, delete schedules, and specify Transfer Student Monitoring Export options (i.e., selection criteria).

You can also view detailed information on the last 5 runs of a scheduled export process and manually trigger the execution of an export process.

Review the grid listing the previously created schedules for Transfer Student Monitoring Export.

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

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.

Next Run Indicates the time when the job will be executed next (based on the schedule).

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

To remove a schedule, select the schedule and select Delete.
To activate an inactive schedule, select the schedule and select Activate.
To prevent an active schedule from running, select the schedule and select Deactivate.
To trigger a scheduled export process to run immediately, select an active schedule and select Run Now.

To view details of a previously scheduled job, select the expand icon () in the left column. The following details are displayed:

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.

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.

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

Completed The date when the item was completed.

To edit a schedule, select the link in the Name column. The Edit Schedule - <Name> form is displayed below the grid.
To create a schedule, select New in the grid toolbar. The New Schedule form is displayed below the grid.

Specify or edit the following properties for the New Schedule:

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

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.

Days The days of the week. For example, days for which the class is scheduled.

Specific Date Month/Day/Year or Year-Month-Day

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).

Hour The number of hours associated with the record (e.g., attendance hours, course hours, hours worked) during a specified period.

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).

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).

Time Zone A region that observes a uniform standard time for legal, commercial, and social purposes.

Notify Staff Indicates staff members are notified when the batch schedule is run.

Specify or edit the following Transfer Student Export Monitoring Options:

Campuses 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.

Batch Type The Batch Type options for Transfer Student Monitoring are New (default) and Students To Delete. The New option requires the Request Type, Start Type, Student Group, and Status Category fields to be completed.

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.

Request Type The Request Type options are Transfer Student Monitoring, Financial Aid History, and Both.

Start Type The Start Type options are Expected Start Date and Term.

Student Group Transfer Student Monitoring (TSM) uses two types of student groups: one group to gather students to place into TSM, and another group associated with Financial Aid disbursement hold codes. TSM allows Anthology Student to automatically place students on disbursement hold and remove them at the appropriate time.

Terms 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.

Status Category The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."

Created By The last and first name of the staff member or process that added or created the item.

Save your changes.
To close the New Schedule or Edit Schedule form, select Cancel.

This feature applies to U.S. compliance only.