© 2016 National Student Clearinghouse. All Rights Reserved.
Enrollment Reporting Error Resolution on the Web
Intermediate/Advanced
Managing and Resolving enrollment reporting errors
through our secure site.
Sara Fry
© 2016 National Student Clearinghouse. All Rights Reserved.
Agenda
• NSC: Beginnings, Purpose & Value
• A Closer Look: Enrollment Reporting
• Errors & Warnings
• Best Practices: Enrollment & Compliance Reporting
• On the Horizon: What’s New?
• Next Steps
4/28/2017 2
© 2016 National Student Clearinghouse. All Rights Reserved.
Our Purpose
4/28/2017 5
Department of Educationand
Student Loan Lenders, Servicers, and Guarantors
Student
Enrollment
© 2016 National Student Clearinghouse. All Rights Reserved.
Our Purpose
4/28/2017 6
Assist institutions in meeting compliance for federal aid reporting.
© 2016 National Student Clearinghouse. All Rights Reserved.
7
We serve the education community by facilitating
the exchange and understanding of student
enrollment, performance, and related
information.
The Clearinghouse Mission
© 2016 National Student Clearinghouse. All Rights Reserved.
Enrollment Reporting
Data Intake for Enrollment Reporting
© 2016 National Student Clearinghouse. All Rights Reserved.
Enrollment Reporting Service
The Clearinghouse provides enrollment status
and deferment information for financial aid
students on behalf of its participating institutions to
guarantee agencies, lenders, servicers and the
Department of Education.
© 2016 National Student Clearinghouse. All Rights Reserved.
Clearinghouse Data Flow – Enrollment Data Intake
4/28/2017 10
School Sends Data
Via secure FTP
Clearinghouse Database
Once the file arrives, the Clearinghouse performs edits on the data.
Clearinghouse back to School
School completes required edits to data, correcting any information that was identified as erroneous.
School back to Clearinghouse
Corrections are reviewed and, if corrections are complete, data is loaded to Clearinghouse database.
© 2016 National Student Clearinghouse. All Rights Reserved.
Clearinghouse Hierarchy of Errors
• Why another error generates after one is fixed
• Incorrectly fixing error 1519, 1529, etc…
– Error 1519, 1529, 1539, etc… are previously reported programs that were not included on the file and need to be accounted for
4/28/2017 11
© 2016 National Student Clearinghouse. All Rights Reserved.
Clearinghouse Hierarchy of Errors continued
4/28/2017 12
© 2016 National Student Clearinghouse. All Rights Reserved.
Common Error Codes
4/28/2017 13
002Duplicate SSN
288Student Found for Same School
in Multiple Branches, G Status
290Name Conflict with Prior Institution,
Rejected Multiple Times
206Future Status Start Date
253Name Conflict with Prior Institution
First Time Student is Rejected
© 2016 National Student Clearinghouse. All Rights Reserved.
Error Code 002 – Duplicate SSN
• Why is this error generated?
• How to correct?
4/28/2017 14
© 2016 National Student Clearinghouse. All Rights Reserved.
Error Code 002 – Duplicate SSNCase Study
Example # 1:
123-45-6789- John Smith (DOB 1/1/1994) – FT- 1/19/2017
123-45-6789- John Smith (DOB 1/1/1994) – W- 12/01/2016
Example # 2:
987-65-4321- John Smith (DOB 1/1/1994) – FT- 1/19/2017
987-65-4321- Suzie Que (DOB 5/8/1986) – FT- 1/19/2017
4/28/2017 15
© 2016 National Student Clearinghouse. All Rights Reserved.
Error 288
• Error 288 is defined by the Clearinghouse as student found for
same school in multiple branches with a Graduated enrollment
status.
• Will only be seen on Grad Only enrollment files
4/28/2017 16
© 2016 National Student Clearinghouse. All Rights Reserved.
Error 206
• Occurs when a student’s record is being reported with a future
status start date
• Status start dates cannot be after the certification date of your
enrollment file
• If your institution reports with rolling terms student records being
reported with active statuses will be rejected
• If your institution reports a W, G, A, or D with a future status start
date it will be posted to our secure site for you to update to a
current status start date
4/28/2017 17
© 2016 National Student Clearinghouse. All Rights Reserved.
Errors 253 & 290
• Error 253 is a name conflict with prior school for same SSN and is
used to identify situations where the school is report a student under a
SSN that previously was reported for a different student and it is the
first time the student is being rejected.
• Error 290 is a name conflict with a prior school for same SSN and has
been rejected more than once
• Can access these records on your Reject Detail
– After your enrollment file is processed an automated email is sent to
individuals that have the following roles/permissions:
• reports, submission data contact, or submission data alternate
4/28/2017 18
© 2016 National Student Clearinghouse. All Rights Reserved.
Reject Detail
• Are records that were rejected from your enrollment file for various reasons
• Some of the most common reason a record is rejected is because of a name conflict or a record has been reported with a G or W multiple times and is not needed
• Can be reviewed after your file has been merged, after your file has been merged an automated email will be sent to individuals who have the reports role assigned to them
4/28/2017 19
© 2016 National Student Clearinghouse. All Rights Reserved.
4/28/2017 20
Accessing Your Reject Detail
© 2016 National Student Clearinghouse. All Rights Reserved.
Accessing Your Reject Detail
4/28/2017 21
© 2016 National Student Clearinghouse. All Rights Reserved.
SSCR sent to NSC
monthly
Lenders Send Overlay Files
U.S. Dept of Ed
NSLDS
Lenders/Servicers/
Guarantors
Clearinghouse
Schools
© 2016 National Student Clearinghouse. All Rights Reserved.
Clearinghouse Reports
Student Status Clearinghouse Submits
Students on SSCR
U.S. Dept of Ed
NSLDS
Lenders/Servicers/
Guarantors
Clearinghouse
Schools
© 2016 National Student Clearinghouse. All Rights Reserved.
Enrollment Reporting Best Practices
• Submit on time and in sync with your submission schedule and transmission
type.
• Update your submission schedule with any changes as soon as you are aware.
• Keep your Submission Data and Submission Data Alternate contacts updated.
• Process your Error Resolution on the Web report in a timely manner.
• Update your SIS with any changes you make on your error report to avoid
future errors and warnings.
• Print or copy the students included on your error report.
• Contact [email protected] or 1.703.742.4880 with any
questions related to enrollment reporting.
© 2016 National Student Clearinghouse. All Rights Reserved.
Your institution’s enrollment reporting schedule is
designed to help ensure compliance with the
federal regulations.
Compliance Best Practices
© 2016 National Student Clearinghouse. All Rights Reserved.
We recommend your school take the following actions when reporting
your students:
• Report every month
• Resolve Error Resolution On The Web reports promptly and
please be sure to address any items flagged for your review
• Review details of your enrollment files to ensure students are
reported with appropriate program information
• Report graduates at campus AND program levels (as
appropriate) as soon as degree audits are completed
• Continue to report graduates until all your graduates have been
reported
• Contact [email protected] for
assistance with any non-standard updates, changes or unique
situations
Compliance Best Practices
© 2016 National Student Clearinghouse. All Rights Reserved.
On the Horizon or
What’s New?
4/28/2017 31
© 2016 National Student Clearinghouse. All Rights Reserved.
The Clearinghouse Solution – Going Forward
NSC is working to meet school client needs expressed and
upcoming changes from FSA.
© 2016 National Student Clearinghouse. All Rights Reserved.
The Clearinghouse Solution – Going Forward
• The X-status
• Adding visibility into SSCR process on secure site,
guidance for resolving SSCR errors, and portal to submit
• Enhancing and leveraging DegreeVerify logic to create
graduated enrollment status records for schools
participating in G from DV
• Streamlining online update process for submitting
individual student changes
© 2016 National Student Clearinghouse. All Rights Reserved.
Available Resources
• Clearinghouse Audit Resource Center SSCR & Compliance Questions
• School Operations Enrollment & Degree File Processing
• Education Finance Industry Operations SSCR Questions
OR
© 2016 National Student Clearinghouse. All Rights Reserved.
Your Client Services TeamVisit studentclearinghouse.info/reps
4/28/2017 36
© 2016 National Student Clearinghouse. All Rights Reserved.
Re-Discover the Clearinghouse Academy
• Live Webinars
• On-Demand Tutorials and Recorded Webinars
• Conferences We’re Attending
• User Guides and Other Resources
• Events Calendar
• NSC News and Blog Articles
Rediscover a new way to get the training and information you need to maximize
use of NSC services and increase efficiency. Visit ClearinghouseAcademy.org
to access…
© 2016 National Student Clearinghouse. All Rights Reserved.
Enrollment Reporting Error Resolution on the Web
4/28/2017 39
Questions?