Background for Servicer Import

When files are imported for a servicer, Anthology Student sends a notification to the Financial Aid and Student Accounts Administrators that were configured for the campus. The notification includes the total number of accepted records and the number of exceptions found. The records are stored in the FA Servicer Exception table until they are resolved.

Exceptions should be resolved daily so that the information in Anthology Student is current for awarding students. How exceptions are resolved will depend on the type of exception.

Type of Imported Files and Exceptions

The table shows the files imported for the servicer Global, provides a description, and lists the code assigned to the execution type (if any).

Type of File File Contents Exception Code
AP  Return of Title IV Funds (R2T4) refunds F
AR Tuition adjustments T
CLFAFAID Identifier M
BR Budget file B
CA Change file C
MA and DA  Scheduled awards (MA) and corresponding scheduled disbursements (DA)  A (MA) and D (DA) 
PA  Paid disbursements P
RE  Refund file R
SD  Document tracking file S

How Anthology Student Matches the Identifier File

Anthology Student uses the CLFAFAID (Identifier file) to synchronize the information in Anthology Student with the information on file at your servicer. After each record is imported, Anthology Student: 

  1. Locates the student using their Social Security Number and campus in the import file

  2. If found, searches for their program version using the start date and graduation gate in the import file

  3. If found, searches for their award record using the award year, amount within a $1.00 tolerance, fund source, and the start date for the loan period in the import file

Anthology Student looks for an exact match.

If an exact match is found, it updates the unique Servicer Record ID in Anthology Student so that future data elements imported for this scheduled aid will be associated with the record found. Anthology Student does not:

  • Overwrite amounts when an Identifier file is imported

  • Create new records

If these changes are needed, you can make them when you review exceptions.

If no match is found, Anthology Student: 

  1. Searches again for an exact match on all elements, but tolerates a thirty-day difference for the start date of the loan period

  2. If no match is found, searches for an exact match on all elements except for the award year

  3. If no match is found, a record is written to the exception file

How Anthology Student Matches the Rest of the Files

The table describes the process Anthology Student follows for most of the remaining files imported from the servicer to ensure that they are matched correctly in Anthology Student.

Type of File How Anthology Student Ensures a Match
BR

Anthology Student: 

  1. Locates the student using their student ID. enrollment ID, and academic year ID 

  2. If no match is found, searches using their Social Security Number

When processing the DA file, Anthology Student uses the same fields to locate the Disbursement Schedules for those that are configured to Require Terms on disbursements.
CA
MA and DA 
PA 
RE 
SD Anthology Student: 

  1. Locates the student using their student ID and enrollment ID

  2. If no match is found, searches using their Social Security Number

Change File Codes

The following change codes can be displayed for the change file (CA) records imported from Global.

Change Code Description
C Change disbursement date/amount
D Delete scheduled disbursement
N Add new disbursement
X Delete all scheduled disbursements for aid