Transfer Student Monitoring Import

You can use the Transfer Student Monitoring Import page to import Transfer Student Monitoring Error/Acknowledgement, Financial Aid History (FAH), and Transfer Student Monitoring Alert batch files. The process locates files in a Virtual Machine File System (VMFS) or Azure File Share (AFS) folder where EdConnect or Mailbox Manager places files for import.

Imported student records are matched based on SSN.

If an alert record is imported for a student, the student is placed in the configured disbursement hold group. See Configure General Settings for Financial Aid.

The student can be removed from the hold group when the alert record is marked as reviewed. See Transfer Student Monitoring Review.
If an alert record is imported for a student in the Anthology Student database but the student is not currently in Transfer Student Monitoring, the student will be added to monitoring.
If a TSM/FAH record cannot be matched automatically, the record needs to be reviewed and matched manually. See Transfer Student Monitoring Review.

On the Transfer Student Monitoring Import page, you can manually trigger the file import, set up schedules for automated imports, and view the results of manually queued jobs and scheduled jobs.

On the Process tab, specify the data selection criteria and manually queue an import job. The queued job will run in the background. The Process tab is not used when the import 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 import options (i.e., selection criteria). You can also view detailed information on the last 5 runs of a scheduled import process and manually trigger an import 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 - Import

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

Access Method

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

Procedure to Import Transfer Student Monitoring Files

Process Tab

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

Selection Criteria

The Campus EDE Path field displays the configured EDE path for your campus.

In the Message Class field, select one of the following options:

File Type	Message Class
Transfer Student Monitoring Error / Acknowledgment	TRNINFOP
Financial Aid History (extract format)	FAHEXTOP
Transfer Student Monitoring Alert (extract format)	TRALRTOP

Select a file in the Selected File drop-down list. The list contains all available files for the selected Message Class that have not been previously imported.
Select the Queue Import button. The Batch Name is displayed in a popup. You can edit the Batch Name.
In the popup, select the Queue button to continue.

This starts the background job to process the data and create batches from the selection criteria. For each file to import, one job is created.

The selected file is read from the local Campus EDE path and copied to the System EDE Path.
When the job is submitted successfully, the following messages appear:

“The TSM Import was successfully queued.”

"The TSM Import Queue records were successfully saved."

The results are displayed in the Batches grid on the History tab.

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 Import 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.

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

File Name Name of the import 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.

Results 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.

Batch Inform File Date Every Transfer Student Monitoring Batch Inform file that is sent should receive a corresponding Error/Acknowledgement file from NSLDS with a Batch Inform File Date. Users can review the import history and compare it with the export history to determine if any files are missing.

Batch Inform Sequence Every Transfer Student Monitoring Batch Inform file that is sent should receive a corresponding Error/Acknowledgement file from NSLDS with a Batch Inform Sequence number. Users can review the import history and compare it with the export history to determine if any files are missing.

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>

The label of the Job Results grid indicates the name of the selected batch and the batch start date and time.

For Error/Acknowledgement file types, the grid displays the following columns:

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.

Error / Warning Code Numerical TSM Error or Warning Code.

Description Textual description of the TSM Error or Warning code.

For Alert file types, the grid displays the following columns:

Student The last and first name of the student.

Alerted Record Type Indicates the alerted record type e.g., 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

For Financial Aid History file types, the grid displays the following columns:

Student The last and first name of the student.

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 Import options (i.e., selection criteria).

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

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

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 import process to run immediately, select an active schedule and select Run Now.

To view details of a previously scheduled job, select the expand icon ( Expand row ) 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 Monitoring Import Options:

Message Class Select a TSM message class: Transfer Student Monitoring Error/Acknowledgment, Financial Aid History, or Transfer Student Monitoring Alert.

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

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

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.

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.