Transfer Student Monitoring Review

In the Record Type field, select one of the following options:

• Alert (continue with Step 2)

• Error Acknowledgment (continue with Step 3)

• Monitoring Record (continue with Step 4)

• Unmatched Alert (continue with Step 5)

• Unmatched FAH  (continue with Step 5)

If you selected Alert in Step 1, specify the following values:

• 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).

• (Optional) Date Received From and To

• (Optional) Include Previously Reviewed — When you select this option, the system only gathers the records marked as reviewed from a previous session.

If you selected Error Acknowledgment in Step 1, specify the following values:

• OPEID

  The drop-down list contains all configured OPEIDs in the Anthology Student database to which you have access.

• (Optional) Date Received From and To

If you selected Monitoring Record in Step 1, choose a Review Type. The options are:

• Date Range

  If you select Date Range, specify values for the following fields:

  • Monitoring Status (multiple selections) - The options are:

    • Alerted
    • Deleted
    • Errored
    • FAH Only
    • Monitoring
    • Ready To Send
    • Expired

  • Campuses (multiple selections)

  • Monitor Start Date From and To

• Single Student

  If you select Single Student, use the Student Search field to find the student record.

If you selected Unmatched Alert or Unmatched FAH in Step 1, specify the following values:

• OPEID

  The drop-down list contains all configured OPEIDs in the Anthology Student database to which you have access.

• (Optional) Date Received From and To

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

To reset the selection criteria, select Clear Filters and return to Step 1.

Review the record values.

• For record type Alert, the grid displays the following columns:

  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. Change Flag Indicates changed values in the TSM/FAH Details Record Types, where: Type 1: Aggregates, Perkins, and Flags Record; Type 2: Name History Record; Type 3: Overpayment Record; Type 4: Grant Payment Record; Type 5: Loan Detail Record. Select the links to view the details.

  Reviewed Select the Reviewed check box to indicate that the record was reviewed. Notes Area that displays, or that you can use, to specify comments or additional information related to the record or subject.

• For record type Error/Acknowledgement, the grid displays the following columns:

  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. Date Received The date when the institution received or imported the item submitted by the student, or by persons and organizations connected with the student.

  Error Code(s) Error codes associated with the Error Acknowledgement record. Select the link to view the error descriptions. Reviewed Select the Reviewed check box to indicate that the record was reviewed.

• For record type Monitoring Record, the grid displays the following columns:

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

  Monitor Begin Date The date on which NSLDS began monitoring the student. Delete From Monitoring Select this option to delete the student from the Transfer Monitoring list. Use this option only if the student will not be attending your institution, or if the student was added to your institution's list in error. Do not delete a student simply to stop monitoring him or her. Once the deletion has been confirmed, the student's information will be removed from the Monitoring and, if applicable, Alert lists. It does not delete the student from the NSLDS database. Monitoring Status Select a Monitoring Status from the list. The options are: Alerted, Deleted, Error, FAH Only, Monitoring, Ready To Send, and Expired.

• For record type Unmatched Alert, the grid displays the following columns:

  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. Birth Date The person's date of birth.

  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. Batch Inform Date The Batch Inform Date is the Monitoring Start Date. It is used to determine the monitoring duration. The Batch Inform Date must be manually populated in the Results grid of the Transfer Student Monitoring Review page for the TSM main record to be built in the Anthology Student database.

• For record type Unmatched FAH, the grid displays the following columns:

  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.

  Birth Date The person's date of birth. 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.

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.

Check each record in the Results grid and set the following values as applicable:

• Select the Reviewed check box for Alert or Error Acknowledgement records as appropriate after checking the student data.

• Add or edit the Notes for Alert records.

• Select the Delete From Monitoring check box to remove a student from the Transfer Student Monitoring list. Use this option only if the student will not be attending your institution or the student was added to your institution's list in error. Do not delete a student simply to stop monitoring him or her.

  Once the Delete has been confirmed, the student's information will be removed from the Transfer Student Monitoring and, if applicable, Alert lists. It does not delete the student from the NSLDS database.

• Select the appropriate Monitoring Status value. The options are:

  • Alerted
  • Deleted
  • Errored
  • FAH Only
  • Monitoring
  • Ready To Send
  • Expired

• For an unmatched Alert record:

  1. Manually match the record to a student by selecting the Select here to Match Student link in the Student Number column.

  2. Specify the Batch Inform Date. It is expected you will get the Batch Inform Date from the data at NSLDS so that the monitor duration will match between the two systems. The Batch Inform Date cannot be more than 90 days in the past.

     By default, the Batch Inform Date is populated with today’s date in the FATSMMain table; however, the auto-populated date is not used in determining how long to monitor a student.

• For an unmatched FAH record, manually match the record to a student by selecting the Select here to Match Student link in the Student Number column.

Save your changes.