Transfer Student Monitoring Export

You can 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 (see Configure 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

Anthology Student version 22.0 and later enables customers to manage files in Azure File Storage using the Financial Aid Processes File Management form under Processes > System Administration. Without this form, users cannot upload or download files to Azure File Storage due to security restrictions. The file management functionality enables you to place files in the location where specific financial aid processes (e.g., Application Data Export/Import, Clearinghouse, NSLDS Reports, and others) expect to find the files. For more details, see Financial Aid Processes File Management.

Prerequisites

You must have the following authorization:

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

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

Access Method

Select the Processes tile > expand Financial Aid > select Transfer Student Monitoring Export.

Procedure to 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.

1. 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 the Select button.
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.

2. Results

Review the data in the Results grid.

Student The last and first name of the student.

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.

Continue with the History tab.

History Tab

Use the History tab to check the results of manually queued jobs and scheduled jobs.

Batches

Review the grid listing the Transfer Student Monitoring Export batches.

Batch Num The number assigned by Anthology Student to the batch.

Name The name or description of the batch.

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 should only be configured if it is 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, i.e., TSM/FAH Error/Acknowledgment File, FAH File, or TSM Alert File.

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

File File name of the generated file.

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

Duration The duration of the background job (hours minutes seconds).

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 states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be at Succeeded state, but at least one of the jobs is at a Deleted state. 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 the Retry Batch button 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 the Cancel Batch button 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 records in the Job Results grid.

Student The last and first name of the student.

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

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

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

Deleted Indicates whether the student was deleted from Transfer Student Monitoring.

To view the Student Profile for a record, select the link on the student 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 will display an alert indicator for each student on their Awards page. A contextual action on the page allows users to review the alerts, capture notes, and mark them as reviewed for each student. Saving with all alerts marked as reviewed allows the system to remove the student from the TSM disbursement hold and change the student's TSM status from alerted back to monitoring. This allows users to review alerts from each student or the batch TSM review.

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 within the file that had changes at NSLDS which 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 automatically 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 or description of the schedule.

Active Indicates whether the schedule is active or not.

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 date and time when the schedule is expected to run again.

Last Run Indicates the date and time when the schedule was last run.

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 job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

Job Triggered The start time of the background job.

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 the New button 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 or description of the schedule.

Active Indicates whether the schedule is active or not.

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.

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.

Start Date The date that an item starts or the first day it can be used. Not applicable if Specific Date is set as the Frequency.

End Date The date when an item ends or the last day it can be used.

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

Notify Staff Optionally, select staff members to be notified when the schedule is executed.

Specify or edit the following Transfer Student Export Monitoring Options:

Campuses The campus(es) for which the schedule is associated.

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 CPS/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 code for the term.

Status Category Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled.

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

If you want to save and:
- Continue making changes, select the Save button
- Continue to add another item to the list, select the Save & New button
- Close, select the Save & Close button

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