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G from DV – Better Than Before

The Clearinghouse’s Graduated from DegreeVerify (or G from DV) service helps schools meet National Student Loan Data System (NSLDS) graduated status reporting requirements. Beginning mid-October, G from DV users can see which degree records have not had a graduation record generated.

G from DV is a no-cost add on to our free DegreeVerify verification service that schools can select to utilize. Schools send the Clearinghouse a degree file, which is loaded into our degree verification database. When the degree file is loaded into our degree verification database, we create a file of graduation records, based upon the degree records submitted, for students who meet the conditions.

When our new enhancement goes live mid-October, schools can access an exportable list of students who did not have a G applied to their enrollment records. After the degree file is processed, schools can login to our secure site and:

  1. Select the Student Reporting tab
  2. Click the Degree Transmission link
  3. Click the Degree Transmission History tab
  4. Select from 3 tabs: Detail, G Applied (an exportable list of students to whom the Clearinghouse applied graduated status), and G Not Applied (an exportable list of students who did not have a graduated status applied to their enrollment record.

This feature will make it easier for schools to assess, update, and correct their enrollment records to stay in compliance.

If you have questions or need assistance, please contact the Clearinghouse at 703.742.4200 (select options #7, #4) or service@studentclearinghouse.org.

We also invite you to “Join the Journey” as the Clearinghouse gets a head start on our 25th anniversary as your trusted partner in 2018 with an academic year filled with new events, services, and more.

Resources

Audit Peak Season Is Here: How to Find the Answers You Need

The Clearinghouse’s Audit Resource Center (ARC) is hard at work during this peak audit season. As many of our participating schools are currently undergoing their annual A-133 compliance audit, the ARC is fielding inquiries as quickly as possible and with urgency. However, because this is the peak summer season, our response time may be delayed by three business days. Therefore, we wanted to provide some helpful resources to you that you can use to answer your compliance- and audit-related questions.

  • Download and/or print our Audit Guide and the Clearinghouse’s most recent annual audit. Our annual audit is currently underway, so we’ve also provided you with a bridge letter you can use until it is completed and published to our web site.
  • Visit our Frequently Asked Questions. These are the most common questions we’ve received from schools and auditors and may assist you quickly in answering your question.
  • Log onto our secure online portal to view:
    • Student Reporting Details, including:
      • Transmission History
      • NSLDS Reporting (Enrollment Reporting to NSLDS)
    • Student Look-Up Details:
      • Enrollment reporting history, including the information your school submitted for the student, as well as the information sent to NSLDS for the student
  • Understand the 60-day, timely reporting requirement. Per the Department of Education (ED), “accurate and timely reporting” requires Title IV aid recipient enrollment to be certified every 60 days, at a minimum. ED’s requirement aligns with that of the Code of Federal Regulations to report students who “ceased to be on at least a half-time basis,” as stated in regulations 610/685.309.
    • Therefore, to comply with federal reporting requirements, you must submit a Student Status Confirmation Report (SSCR) a minimum of every 60 days. On your behalf, the Clearinghouse complies with this requirement by scheduling an SSCR every month of the year.
  • Count the 60 days from the Date of Determination. Per federal requirements, after a student ceases to be enrolled at least half-time, an institution has 60 days from the date of determination to report the student’s enrollment to NSLDS. The date of determination is the date your institution became aware of the student’s enrollment status change. Typically, the date of determination is subsequent to the effective date of the enrollment status.
  • Select the most comprehensive search options when reviewing student information on NSLDS.In order to confirm your reporting timeliness, make sure you choose the optimal selections from the “Advanced Display Options” drop-down menus on the NSLDS “Enrollment Detail” screen.
    • Select all active and inactive records for all schools, then click “Apply.” These search conditions will yield the most comprehensive details, including the first instance when NSLDS accepted an enrollment status and its corresponding effective date.

Thank you for your continued collaboration as we work together to create another incredibly successful academic year. For any other questions, please contact auditresource@studentclearinghouse.org.

Resources

NSLDS Statistics:

Compliance Central
Audit Resource Center blog
Clearinghouse Academy

Summer, Less Than Half-Time Reporting for Non-Required Terms to Date

On April 20, 2017, the Department of Education (ED) released new summer enrollment reporting guidance.  The announcement relates specifically to how to report students who are “L” (Less Than Half-Time) time during a non-required, summer term.  Because we understand the impact of this change and when it was announced as the summer term began, the Clearinghouse requested clarification on specific items noted within the announcement from ED on May 1, 2017. We also posted a communication to Clearinghouse participating schools the same day, advising of our inquiry to ED.

In response to the above guidance and the urgency of this, we implemented and released an enhancement on May 15, 2017, that changes how “L” (Less Than Half-Time) enrollment statuses are reported to NSLDS during non-required summer terms.

  • This change complies with ED’s requirements as it suppresses “L” (Less Than Half-Time) statuses during non-required, summer terms, and therefore, prevents them from being reported to NSLDS.

This is the first of multiple enhancements to fulfill this requirement.

PLEASE NOTE: The Clearinghouse will notify NSLDS of students reported to us by schools in a withdrawn status during the summer term.  Your institution should only report withdrawn statuses during the summer if you do not anticipate the student returning during the fall term.

What’s Coming

We will continue to seek clarity from the Department of Education on how to appropriately certify and send out spring enrollment data during the summer instead of summer data as is cited in the new summer enrollment reporting guidance.

In addition, to best adhere to the evolving guidance from ED and the data integrity needs of our participating institutions, by September 1st, we will be completing the following enhancements:

  • Suppressing “L” (Less Than Half-Time) enrolled students reported in a non-required term from being added to your school’s SSCR roster.
  • Sending previous non-standard greater than “L” (Less Than Half-Time) enrollment in lieu of Less Than Half-Time enrollment during a non-standard summer term

This newly implemented change to Clearinghouse reporting to NSLDS assists schools by allowing them to report the actual enrollment status of a student during the non-required, summer term while still meeting the requirement noted by ED.

We value our partnership with you and encourage you to please continue to visit our Compliance Central page for updates on the summer “L” (Less Than Half-Time) requirements, as well as for a “Coming Soon! G from DegreeVerify Enhancement” announcement and other resources. Also, please be on the lookout in August for our new Fall 2017 Clearinghouse Academy Live in Your Neighborhood Schedule.

For additional information, see our FAQs below. If you have any questions, please contact SchoolOp@studentclearinghouse.org.

Frequently Asked Questions


What did the Department of Education announce regarding reporting Summer LTH records and when?

On  April 20, 2017, the Department of Education published an e-announcement regarding the compliance requirements for reporting less-than half-time (L) students during non-required summer terms.  The letter indicates that students should not be reported to NSLDS as less than half time during non-required summer terms.  In lieu of reporting the less than half time status, ED indicates that the student’s last certified spring enrollment status should be sent throughout the summer with a new certification date.


Does this new requirement require a change to my compliance enrollment reporting that I send to the Clearinghouse?

No.


What has the Clearinghouse done in response to the announcement from ED?

The Clearinghouse requested clarification on specific items noted within the announcement from ED on May 1, 2017 and posted a communication to Clearinghouse participating schools on May 1, 2017, advising of our inquiry to ED.  On May 15, 2017, we implemented a change to how Less Than Half-Time (L) enrollment statuses are reported to NSLDS.  This change complies with ED’s requirements as it suppresses less than half-time statuses during non-required, summer terms, and therefore, prevents them from being reported to NSLDS.


Will the Clearinghouse continue to send out Withdrawal “W” statuses during non-required terms?

Yes. The Clearinghouse will continue to send out “W” statuses during non-required terms for compliance reporting purposes.  Withdrawal statuses that are reported to the Clearinghouse for students who have financial aid and are included on the SSCR roster from NSLDS will be sent to NSLDS on your school’s SSCR roster response.


How does the new Summer/Non-required ED guidance impact a student’s Subsidized Usage Limit (SULA)?

The new summer/non-required ED does not impact a student’s SULA, as during non-required terms, students are considered to be continuously enrolled, unless, they have indicated otherwise to the institution.  The NSLDS Enrollment Reporting Guide states:

“Students are considered to be in school and continuously enrolled during academic year holiday and vacation periods, as well as during the summer between academic years (even if not enrolled in a summer session) as long as there is reason to believe that they intend to enroll for the next regularly scheduled term. For example, students should not be reported as “Withdrawn” at the end of the spring term if they are expected to reenroll for the fall term. In this case, schools should continue to report the student’s last enrollment status through the summer months (or through another non-required period of attendance). However, if the student does not return as expected, the status must be changed to “Withdrawn” with the appropriate effective date.”


What can I do to ensure my summer enrollment reporting is correct/reported correctly?

Typically, many schools calculate credit or clock hours differently during non-required summer terms than during required fall and spring terms. For example, a student may be considered half time during the summer months for taking one course, because the summer term is shorter in length and credit/clock hour calculations differ.  Please ensure that withdrawal statuses are only sent to the Clearinghouse during non-required terms when the student has withdrawn completely from the institution, not when the student drops a course during a non-required term.

In addition, if your school has an articulation/consortium agreement with another institution, please ensure to only report the student population that falls under the agreement and is attending your home institution.   Reporting students that fall under a consortium agreement that are not attending your institution as their home institution can cause students to be added to two different institution’s SSCR rosters which is considered inaccurate reporting.

Accuracy in reporting the enrollment status for students enrolled in the summer is crucial compliance enrollment reporting. Please review your enrollment reporting calculations to ensure your summer calculations are accurate prior to submitting your summer file.  If you have any questions, please contact SchoolOp@studentclearinghouse.org.

When Does the Clearinghouse Send My Institution’s Enrollment Data to NSLDS?

Enrollment information sent by postsecondary institutions to the National Student Clearinghouse is sent to NSLDS via the SSCR (Student Status Confirmation Report) process.

First, the Clearinghouse receives enrollment files from participating colleges and universities. After checking for any errors, we upload each school’s information to the Clearinghouse’s enrollment database. Once the Clearinghouse receives the school’s SSCR Roster from NSLDS – typically within the first week of every month – we begin responding almost immediately, sending the most recent enrollment information for those students listed on the SSCR to NSLDS.

It is important to note that the Clearinghouse can only respond to the SSCR Roster with information that is fully uploaded into our enrollment database. Ideally, you should ensure your enrollment files are processed (and that errors are resolved as soon as possible) by the end of the month in order to have the most recent information sent to NSLDS.

For instance, let’s say your school submits an enrollment file on June 15 and the Clearinghouse processes the file and uploads the information to our enrollment database on June 18. This data could be sent to NSLDS when we receive the July SSCR Roster.

Suppose, on the other hand, your school submits an enrollment file to the Clearinghouse on June 29, and we upload the information to our enrollment database on July 6. This data would have to be sent to NSLDS when the Clearinghouse receives the August SSCR Roster, unless a mid-July SSCR is processed.

If you would like to adjust your enrollment file submission schedule to ensure the Clearinghouse can send your most current information to NSLDS each month, contact our School Operations department.

Additional tips and resources to help you with your enrollment reporting are available on our Compliance Central page.


How to View Your School’s NSLDS Reporting History

  1. Login to our school secure site at www.studentclearinghouse.org
  2. Go to the “Student Reporting” tab
  3. Select “Enrollment Reporting”
  4. Select the “NSLDS Reporting” tab
  5. Review the rows with “NSLDS” in the “Originator” column, which are associated with the SSCR process. This will give you an idea of when the Clearinghouse typically receives your institution’s SSCR Roster from NSLDS.

3 Things to Remember When the Auditor Visits

  1. Select the most comprehensive search options when reviewing student information on NSLDS. In order to confirm your reporting timeliness, make sure you choose the optimal selections from the “Advanced Display Options” drop-down menus on the NSLDS “Enrollment Detail” screen.Select all active and inactive records for all schools, then click “Apply.” These search conditions will yield the most comprehensive details, including the first instance when NSLDS accepted an enrollment status and its corresponding effective date.
  2. Understand the 60-day timely reporting requirement. Per the Department of Education (ED), “accurate and timely reporting” requires Title IV aid recipient enrollment to be certified every 60 days, at a minimum. ED’s requirement aligns with that of the Code of Federal Regulations to report students who “ceased to be on at least a half-time basis,” as stated in regulations 682.610/685.309.Therefore, to comply with federal reporting requirements, you must submit an SSCR a minimum of every 60 days. On your behalf, the Clearinghouse complies with this requirement by scheduling an SSCR every month of the year.
  3. Count the 60 days from the Date of Determination. Per federal requirements, after a student ceases to be enrolled at least half-time, an institution has 60 days from the date of determination to report the student’s enrollment to NSLDS. The date of determination is the date your institution became aware of the student’s enrollment status change. Typically, the date of determination is subsequent to the effective date of the enrollment status.