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How to Find Out When Your School’s Enrollment Information Was Sent to NSLDS

You can log on to the Clearinghouse secure site to see when your enrollment information was sent to NSLDS. On the “Student Reporting” tab, select “Enrollment Reporting” and then select the “NSLDS Reporting” tab. This will display a summary of the enrollment data reported to NSLDS by the Clearinghouse on your behalf, as shown in the image below.

NSLDS Reporting Tab

You can use the Clearinghouse secure site to find out when your school’s enrollment information was sent to NSLDS.

The rows with “NSLDS” listed in the “Originator” column show when the Clearinghouse sent your enrollment information to NSLDS via the SSCR process. The Clearinghouse has a schedule in place that shows when an SSCR Roster is due from NSLDS for your school every month of the year. Typically, we receive SSCR Rosters within the first few business days of each month and, once received, begin processing them almost immediately. If the Clearinghouse receives and processes new information from your school between the 3rd and 11th of the month, we may opt to re-process the original SSCR in the middle of the month (this is the mid-month SSCR process).

For rows with “NSLDS” listed in the “Originator” column:

  • “SSCR Creation Date” is the date that NSLDS created the SSCR Roster
  • “Clearinghouse Receive Date” is the date the Clearinghouse received the SSCR Roster from NSLDS
  • “Clearinghouse Processed Date” is the date the Clearinghouse sent the SSCR Response to NSLDS

The rows with “CH” listed in the “Originator” column are associated with our Supplemental SSCR Roster Reporting process, whereby the Clearinghouse requests that NSLDS add students to your SSCR Roster. This process, which the Clearinghouse implemented in December 2015, helps ensure that students who should be on your SSCR Roster are added.

As part of our Supplemental SSCR Roster Reporting process, whenever the Clearinghouse receives an updated status from you for a student, we check to see if that student has been on an SSCR Roster for any school during the past 10 years. If the student has appeared on an SSCR Roster within the past 10 years, and is not currently listed on your SSCR Roster, the Clearinghouse will request that NSLDS add the student to your SSCR Roster.

You can review the students the Clearinghouse is requesting NSLDS add to your SSCR Roster by clicking the “CH” link in the “Originator” column and then selecting the “Students to be Added” tab.

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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.

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?