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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.

2015’s Top 10 Audit Review Findings from FSA Conference

Each year at the annual Federal Student Aid (FSA) Conference, the Department of Education gives a presentation on the “Top 10 Audit Findings.” And every year the findings (for the most part) seem to be the same.

So for this post, we are going to give you the list of the findings along with ways to help prevent those related to “NSLDS Roster Reporting Inaccurate/Untimely Reporting.”

Top 10 Audit Findings, according to the Department of Education:

  1. Repeat Finding – Failure to Take Corrective Action
  2. NSLDS Roster Reporting – Inaccurate/Untimely Reporting
  3. Return of Title IV (R2T4) Calculation Errors
  4. Return of Title IV (R2T4) Made Late
  5. Verification Violations
  6. Pell Overpayment/Underpayment
  7. Student Credit Balance Deficiencies
  8. Entrance/Exit Counseling Deficiencies
  9. Qualified Auditor’s Opinion Cited in Audit
  10. G5 Expenditures Untimely/Incorrectly Reported

“NSLDS Roster Reporting – Inaccurate/Untimely Reporting” is usually one of the top three audit findings each year at the FSA Conference. At the Clearinghouse, our processes are designed to help your school ensure compliance. Here are some ways you can prevent this finding from occurring at your institution.

  1. Review your Clearinghouse schedule: Are you reporting every 30-45 days? If not, modify your schedule on our secure website.
  2. Review the data you submitted to the Clearinghouse: Are enrollment status changes being transmitted properly? Feel free to log onto our secure site to complete random reviews of your students’ enrollment reporting for compliance.
  3. Check your SSCR submission history on our secure site. The reporting should show monthly submissions to NSLDS.
  4. Complete quality checks on your data: Does your data match what is stored in the Clearinghouse database? If not and a correction is needed, feel free to complete an online update via our secure site.
  5. Contact the Clearinghouse with any data integrity or quality issues or questions. We are always happy to help!

2014’s Top 10 Audit & Program Review Findings

Each year at the annual Federal Student Aid (FSA) Conference, the Department of Education gives a presentation on the “Top 10 Audit Findings.” And every year the findings (for the most part) seem to be the same. So for this post, we are going to give you the list of the findings along with ways to help prevent those related to “Student Status – Inaccurate/Untimely Reporting.”

Top 10 Audit Findings, according to the Department of Education

  1. Repeat Finding – Failure to Take Corrective Action
  2. Return of Title IV (R2T4) Calculation Errors
  3. Student Status – Inaccurate/Untimely Reporting
  4. R2T4 Made Late
  5. Verification Violations
  6. Pell Overpayment/Underpayment
  7. Qualified Auditor’s Opinion Cited in Audit
  8. Student Credit Balance Deficiencies
  9. Entrance/Exit Counseling Deficiencies
  10. G5 Expenditures Untimely/Incorrectly Reported*

“Student Status – Inaccurate/Untimely Reporting” is usually one of the top three audit findings each year at the FSA Conference. At the Clearinghouse, our processes are designed to help your school ensure compliance. Here are some ways you can prevent this finding from occurring at your institution.

  1. Review your Clearinghouse schedule: Are you reporting every 30-45 days? If not, modify your schedule on our secure website.
  2. Review the data you submitted to the Clearinghouse: Are enrollment status changes being transmitted properly? Feel free to log onto our secure site to complete random reviews of your students’ enrollment reporting for compliance.
  3. Check your SSCR submission history on our secure site. The reporting should show monthly submissions to NSLDS.
  4. Complete quality checks on your data: Does your data match what is stored in the Clearinghouse database? If not and a correction is needed, feel free to complete an online update via our secure site.
  5. Contact the Clearinghouse with any data integrity or quality issues or questions. We are always happy to help!

*New finding added in 2014.

 

 

Don’t Let Audit Season Sneak Up On You!

Start planning now with these quick tips to help you review your compliance reporting and prepare for audit season.

1.     Review your schedule of transmissions with the Clearinghouse.

2.     Review your “History of NSLDS SSCRs Processed by the Clearinghouse.” This will show you when the Clearinghouse processed your school’s most recent enrollment reporting roster.

3.     Review the data within your SIS system.

  • Are withdrawal dates accurate?
  • Are student SSNs correct?
  • Are status changes captured properly?
  • Is program-level enrollment status calculated properly to match campus-level enrollment status?

4.     Periodically review sample students on the Clearinghouse secure website to ensure their enrollment history is accurate.

5.     Review your policies and procedures to make sure they are up to date and accurate!

6.     Engage your colleagues: how can your whole team help contribute to compliance? Is there a periodic monitoring process you can develop and  execute as a team?