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:

1. Campus-Based COD Programs
2. Clear Stale Campus-Based COD Student Review Batches

For more details about the background jobs, see Campus-Based COD Programs & Clear Stale Campus-Based COD Student Review Batches.

The Federal Work-Study tab allows users 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:

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

• Export Information — This section displays one auto-created record with the CPS Transaction Number from the associated award year as selected from the ISIR Being Paid On and the sum of all FWS payments made to the student during the calendar year.

  The background job populates an export record in “Not Sent” status when at least one FWS payment is made to the student during a calendar year from across all campuses that share the same FWS Reporting Entity ID. The "Not Sent" record has the CPS Transaction Number from the ISIR Being Paid On from the appropriate award year.

  Every time the background job runs, the record will be automatically updated if FWS Payments were made to the students and/or there is a new CPS Transaction Number selected within the ISIR Being Paid On field. No record will be created If the student did not receive any federal work-study payment.

  Users can modify the CPS Transaction Number based on the CPS Transaction Numbers available within the ISIR Being Paid On field for both award years for the calendar year and modify the total FWS Earnings before exporting the data. These changes will be audited and will be shown on the History tab.

  After a record is exported to COD, the Export Information section updates its status from "Not Sent" to "Sent to COD". This record is then unmodifiable. However, users can add new records for COD transmission, details of which will be audited and displayed on the History tab. Any user-created record defaults its status to "Ready to Send".

  Note: Users can now modify the CPS 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 CPS Transaction Number or Total FWS Amount hyperlink. However, once a user manually changes 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 CPS transaction number does not match CPS	Anthology Student gathers SSN, date of birth, and last name from the most recent CPS 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 CPS 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 Anthology so that they can be identified, fixed, and deployed.

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

Prerequisites

You must have:

• Common - Student - View authorization

• Financial Aid - Campus Based Programs - Fws - Edit and View authorization

Access Method

Select the Students tile > select the name in the Students list > expand Financial Aid > select the Campus-Based Programs tile.

Procedure to Review Earnings from Campus-Based Programs