Campus-Based Programs

The Campus-Based Programs page allows you to review the Federal Work-Study (FWS) net earnings paid to a student during the calendar year. The student's FWS earnings for the prior calendar year reported to COD by the institution will be sent to the FAFSA Processing System (FPS) to be captured within the SAI calculation for the following year and transmitted on the Institutional Student Information Record (ISIR). The FWS earnings will be used to determine the student's eligibility for financial aid.

Two scheduled background jobs were introduced as part of the Campus-Based Programs implementation:

  • Campus-Based COD Programs
  • Clear Stale Campus-Based COD Student Review Batches

Refer to Campus-Based COD Programs & Clear Stale Campus-Based COD Student Review Batches in Background for Scheduled Jobs in Anthology Student.

The Federal Work-Study tab allows you to view data by calendar year and FWS Reporting Entity ID once the FWS Reporting Entity ID and FWS Attending Entity IDs are configured and the student was awarded FWS payments or a Campus-Based Web Response file is imported. The tab displays:

  • FPS Transaction Number Award Year: This field will display the award year from which the FPS Transaction Number was used. It will change automatically if the FPS Transaction Number is extracted from a higher award year or the FPS Transaction Number is manually updated by the staff member.

  • Export Information — This section displays an automatically created record containing the FPS Transaction Number from the selected ISIR Being Paid On record and the student's cumulative FWS earnings for the calendar year.

    A background job creates a Not Sent record when a student receives at least one FWS payment during the calendar year across campuses that share the same FWS Reporting Entity ID. The job automatically updates this record when additional FWS payments are made or a new FPS Transaction Number is selected in ISIR Being Paid On. No record is created if the student receives no FWS payments.

    Users can modify the FPS Transaction Number and Total FWS Amount before export. All changes are audited and displayed on the History tab. Once a record is manually edited, the background job no longer updates that record, preventing manual changes from being overwritten.

    After export to COD, the record status changes from Not Sent to Sent to COD and can no longer be modified. Users can create additional records for transmission; these records default to Ready to Send status and are also audited on the History tab.

    Users can modify the FPS Transaction Number and Total FWS Amount values on FWS export records that are in "Not Sent" status. This applies to records created automatically by the background job or records created manually by selecting on the FPS Transaction Number or Total FWS Amount hyperlink. However, once you manually change these values for a given student, FWS Reporting Entity ID, and Calendar Year, the background job will stop updating that record going forward. This prevents the job from overwriting manual inputs.

  • Import Information — This section contains fields that are populated by the Response file (CBRBMYOP) or Campus-Based Web Response (CBWBxxIN) import file. Each time a file is imported, Anthology Student automatically creates a corresponding import record in the Import Information section. Each imported record for a student will create a new row.

    The row that displays the import information indicates if the record was accepted or rejected. If it was rejected, it will show all the Reject Edit Codes and the error fields that were returned in the file.

    Reject Edit Codes in Import Files
    Reject Code Level/Type Description Action
    001 Document Invalid destination mailbox ID Ensure clearly defined destination mailbox ID.
    002 Award Reporting entity ID not found in the COD system Ensure correct reporting entity ID and attending ID in campus locations.
    003 Document Duplicate document ID Rare occurrence - Anthology Student never generates duplicate document IDs.
    004 Document Entity ID or source not found in participant file Verify source entity ID.
    006 Document Document create date greater than the current system date No action is required. Anthology Student does not generate document IDs with dates greater than the current date.
    007 Document No detailed records in the document Anthology Student does not generate documents without detailed records.
    014 Student Citizenship status not eligible for award Create an export validation to ensure the citizenship status is either 1 or 2.
    020 Student First and last names blank Create an export validation to ensure first and last names are always present.
    021 Student Address is incomplete Create an export validation to ensure complete address is present.
    024 Award Reported FPS transaction number does not match FPS Anthology Student gathers SSN, date of birth, and last name from the most recent FPS transaction number from the higher award year of the calendar year.
    034 Award Attended school identifier has no relationship with reporting entity identifier Institutions need to validate this with COD.
    100 Award Sender does not have reporting permission for the identified school Institutions need to validate this with COD.
    210 Document Invalid schema Anthology Student provides strong validation to ensure each field matches the schema defined in the Tech. Ref.
    218 Document Software provider and software version missing Anthology Student's parsing logic ensures that values are always populated.
    300 Award New FWS award submitted using different calendar year/award year reporting method Anthology Student ensures reporting uses the calendar year.
    031 Award Award received after the end of the FAFSA processing year Anthology Student provides export validation to prevent records from being exported after the 13th of September 2025.
    994 General Missing value The link on the Reject Edit displays the values from the <ResponseErrorField> and <ReportedValue> tags and the missing tag in the file in the process result grid.
    996 General Invalid value The link on the Reject Edit displays the values from the <ResponseErrorField> and <ReportedValue> tags in the process result grid. The system indicates which value was invalid.
    998 General Invalid format The link on the Reject Edit displays the values from the <ResponseErrorField> and <ReportedValue> tags in the process result grid. The system displays the tag that didn't conform to the valid format

  • Payment Information — The Payment Information section lists all FWS payments made during the selected calendar year across both award years and all campuses that share the same FWS Reporting Entity ID. It displays the FWS payments that were used for calculation and shows the award year from which the FWS payments were made.

    The Campus-Based COD Programs background job updates the total FWS earnings amount and automatically identifies the payments that were made within the calendar year. The background job merges all FWS payments a student receives in a selected calendar year, irrespective of award years and FWS Attending Entity ID, under the specified FWS Reporting Entity ID.

The History tab displays:

  • Changes made by users to the FPS Transaction Number and Total FWS Amount. This is similar to an audit process so that there is visibility and transparency into the changes that were made outside of the calculation of the background job.

    Tip: Institutions are encouraged to report discrepancies in the total FWS earnings calculated by the background job and the total FWS payments made to the student and report these to Ellucian so that they can be identified, fixed, and deployed.

For details about the batch import and export processes for FWS data, refer to Campus-Based COD Export and Campus-Based COD Import.

Prerequisites

Important: It is essential for institutions to accurately configure their Federal Work-Study (FWS) Reporting Entity ID and FWS Attending Entity IDs, with COD's assistance if needed. This step influences the entire FWS reporting process.

  1. Go to Settings > System > Campuses > select your campus > Financial Aid. 

  2. On the COD & Packaging tab, in the COD Entity IDs section, specify the values:

    • FWS Reporting Entity IDClosed Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant.
    • FWS Attending Entity IDClosed Specify the Federal Work-Study Attending Entity ID for each campus participating as a full participant.

Authorizations:

  • Common - Student - View

  • Financial Aid - Campus Based Programs - Fws - Edit, View

Access

Students > select the student > Financial Aid > Campus-Based Programs

Review Earnings from Campus-Based Programs

Federal Work-Study Tab

  1. Select a FWS Reporting Entity IDClosed Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant..

  2. 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.

  3. Select Load to populate the FWS information for the student.

    Total FWS EarningsClosed The total amount of Federal Work-Study (FWS) earnings.

    Identifier ChangeClosed This field is read-only and indicates an Identifier Change on the student's record for the calendar year.

    StatusClosed Displays the status of the FWS record. The status is "Not Sent" if the record is pending for export. After it has been exported, the Status changes to "Sent". Once the COD response is received, the status will change to "Accepted" or "Rejected".

    VarianceClosed 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.

    Regulatory US 26.8.0 introduces enhanced support for reporting student identifier changes to COD for Campus-Based Federal Work-Study (FWS) records. The system now automatically detects qualifying changes to student identifiers following an ISIR correction and creates identifier change records for export to COD. Identifier changes are identified by comparing updated ISIR data to previously reported COD records.

    • The system detects changes to the following student identifiers when a new ISIR transaction is imported:

      • Last Name
      • Social Security Number (SSN)
      • Date of Birth

    • ISIR Correction Requirement

      • To report an identifier change to COD, the school or student must first submit an ISIR correction that generates a new FPS transaction number.

      • The updated FPS transaction information is included with the identifier change export.

    • Automatic Creation of Identifier Change Records

      • When an eligible identifier change is detected for a student with an existing Sent to COD FWS record, the system automatically creates a new export record in Not Sent status.

      • The record retains the Total FWS Earnings from the most recently reported COD record and includes the updated FPS transaction number.

      • If a student has FWS records under multiple FWS Reporting Entity IDs, a separate identifier change record is created for each reporting entity.

    • Award Year Selection

      • For Calendar Year 2024 and later, when FWS payments exist across multiple award years, the identifier change is reported using the higher award year in which the student received an FWS payment.

    • COD Response Processing

      • After a successful COD response, the system updates identifier records, clears change flags, and updates the status accordingly.

      • If COD rejects an identifier change, subsequent exports continue to use the previously accepted identifier values until the change is accepted by COD.

    • Manual Record Updates

      • If users manually modify an automatically created identifier change record, the record follows existing processing rules and changes to Ready to Send status.

      • Once manually edited, the system no longer updates that record automatically.

    • Enhanced Status Tracking in the Identifier Change field:

      Status Description
      Blank No identifier change detected
      Pending Changes Identifier change detected but not yet exported to COD
      Exported Identifier change exported to COD
      Accepted Identifier change accepted by COD
      Rejected Identifier change rejected by COD

    • Student identifier-related fields, including first name, last name, middle name, and suffix, now support up to 200 characters for consistency across Campus-Based COD and related student records.

  1. Review the values in the Export Information grid.

    FPS Transaction NumberClosed 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.

    Total FWS AmountClosed The total amount of Federal Work-Study (FWS) earnings.

    StatusClosed Displays the status of the FWS record. The status is "Not Sent" if the record is pending for export. After it has been exported, the Status changes to "Sent". Once the COD response is received, the status will change to "Accepted" or "Rejected".

    Export Date Closed The date the file was exported.

    Batch IDClosed 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.

    Date ModifiedClosed The date when the item was changed. On some pages, the date also includes the timestamp.

    Modified ByClosed The name or user ID of the person who changed the item.

    The system tracks FWS payment records after manual edits and additional payments. When new payments are made, it creates a new FWS record with the updated cumulative payment total while preserving the manually edited record. The cumulative total reflects all FWS payments made to the student during the calendar year.

  2. Select the link on the Total FWS Amount to edit the export record if needed and select Save.

    A confirmation message appears. The amount is updated in the Export Information grid, and the Status is set to "Ready to Send".

  3. Review the data in the Import Information grid.

    The Campus-Based COD Import process automatically generates a new row in the Import Information section and populates the associated fields with the imported data.

    • When a COD response file (CRCBMYOP) is imported, additionally, any reject-related information and the imported status (either "Accepted" or "Rejected") is displayed.

    • Importing a web response file (CBWByyOP) does not change the form-level status or update system data. If the imported CBWB file contains an FWS total that differs from the most recently accepted or sent amount, the difference is displayed in the Variance field, helping you identify and review discrepancies.

    Import DateClosed The date when the file or record was imported, the batch job succeeded, or the transmission file was received.

    Batch IDClosed 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.

    Total FWS AmountClosed The total amount of Federal Work-Study (FWS) earnings.

    Status at CODClosed Displays the status of the FWS record. The status is "Not Sent" if the record is pending for export. After it has been exported, the Status changes to "Sent". Once the COD response is received, the status will change to "Accepted" or "Rejected".

    Reject CodesClosed Comma-separated reject codes received against this record in Response and System Generated Files,

    Reject Error FieldClosed Reject Error Field included in the Response/Import File.

    Response Error MessageClosed Response Error Message included in the Response/Import File.

    Reported ValueClosed Reported Value included in the Response/Import File. This field only displays the data from the most recent import response.

    TypeClosed Indicates whether the import file is a standard response file or a web response file. The Type is "Response" when the message class is CRCB. The Type is "Web Response" when the message class is CBWB.

  4. In the Number of Federal Work-Study Payments section, review the following details.

    Gross Amount PaidClosed The amount paid to the student for work-study during the pay period.

    Payment Period End DateClosed The end date of the payment period.

    Date PaidClosed The date when the transaction or batch was posted.

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

    Calendar YearClosed The year used for the report.

    Award YearClosed The financial aid award year associated with the record.

History Tab

The History tab displays the record history.

Previous FPS Transaction NumberClosed 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.

New FPS Transaction NumberClosed 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.

Previous Total FWS AmountClosed The total amount of Federal Work-Study (FWS) earnings.

New Total FWS AmountClosed The total amount of Federal Work-Study (FWS) earnings.

Date ModifiedClosed The date when the item was changed. On some pages, the date also includes the timestamp.

Modified ByClosed The name or user ID of the person who changed the item.

 

This feature applies to U.S. compliance only.