Posts

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

How to Report Graduated Status

Did you know that under the 150% requirement NSLDS1 can use Graduated enrollment status to help determine a borrower’s maximum interest subsidy and remaining eligibility? It’s true!

It’s important you understand how to meet the Department of Education’s (ED) expectation for reporting Program Level graduation, used by NSLDS for Title IV recipients who are subject to the 150% Limit. Although NSLDS continues to allow only one Campus Level record to be reported via the SSCR process, up to six programs per student can now be reported at the program level. In order to fulfill the 150% requirement, Program Level graduation status must be reported to NSLDS.

To address potential Graduated enrollment status reporting challenges, your school may need to consider adjusting your reporting practices to the Clearinghouse. Under the 150% reporting requirement, you will encounter instances where you should report Graduated enrollment status to the Clearinghouse via Enrollment Reporting, in addition to reporting degree files to us.

The following are reporting adjustments you should consider implementing to your enrollment to the Clearinghouse:

  1. Report the corresponding CIP Codes for all degrees earned on your degree files, where applicable. This prevents reporting challenges that can occur when the Clearinghouse generates Graduated enrollment statuses from your degree files, during which we append the Graduated enrollment status at both the campus and program levels.
  1. Report Graduated enrollment status via Enrollment Reporting for the corresponding CIP Code, Credential Level, and Program Length for the degree earned, in the event the student continues enrollment at the school after the degree is awarded. You should include an additional program in your Enrollment Reporting file showing the student’s active Campus Level enrollment status AND that he or she has also completed a program. For example, you would report Campus Level Full Time status during the current term with program details as:
  • Program 1: Full time for the current term
  • Program 2: Graduated and include the status effective date and program completion details for the prior term
  1. Report Graduated enrollment status at both the campus- and Program Level, in the event the student is awarded a degree more than four months after his or her last date of attendance. You can submit the respective CIP Code, Credential Level, and Program Length via Enrollment Reporting’s batch exchange as a “Graduates Only” file. If you need to report the information for just one or a small number of students, you can use the “Update Student Record” option on our school secure site’s “Student Look-Up” tab.

1The Department of Education’s 150% Limit reporting expectation for reporting the Graduated enrollment status is specific to program level, as noted in the following NSLDS Enrollment Reporting Guide excerpts:

2.3.1 Program-Level Reporting, p 5: “In the past, schools were only required to report a student’s enrollment at the Campus Level. This information was used for, among other things, the determination of when a student’s grace period would begin or when an in-school deferment would end. Now, because the 150% Limit is based on the borrower’s enrollment in a program, schools are required to report all Title IV aid recipients’ enrollment at the Program Level in addition to the Campus Level.”

2.3.2 Loss of Subsidy, p 6: “NSLDS will perform this analysis by calculating a borrower’s maximum and remaining eligibility period based on the Program Level information that schools report to NSLDS and the subsidized usage period data calculated by the Common Origination and Disbursement (COD) System.”

2.3.3 Protection of Subsidy, p 6: “If a student who is subject to the 150% Limit regulations completes a program before losing interest subsidy (exceeding the 150% Limit), the reporting of the graduation will protect the interest subsidy on any outstanding Direct Subsidized Loan(s) that have not lost interest subsidy because of the 150% Limit.”

4.4.3 Reporting Graduation and Anticipated Completion, p. 17: “Because schools will report enrollment status, including ‘W’ and ‘G’ at both the Campus Level and Program Level, it is important to understand when each status is appropriate at each level. At the Campus Level, a student should only be reported as withdrawn or graduated if the student has either withdrawn or graduated from the school entirely.”

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.

 

 

What Do You Know About Date of Determination?

Enrollment compliance reporting is based on the date a school discovers that a student dropped below half-time, not necessarily the actual date that the student’s status dropped. Sometimes there is confusion as to when the compliance “clock” starts ticking when evaluating compliance reporting.

According to Volume 5, Chapter 1 of the FSA Handbook:

Date of the institution’s determination that the student withdrew

The date of the institution’s determination that the student withdrew varies depending on the type of withdrawal. For example, if a student begins the official withdrawal process or provides official notification to the school of his or her intent to withdraw, the date of the institution’s determination that the student withdrew would be the date the student began the official withdrawal process or the date of the student’s notification, whichever is later. If a student did not begin the official withdrawal process or provide notification of his or her intent to withdraw, the date of the institution’s determination that the student withdrew would be the date that the school becomes aware that the student ceased attendance.

Keep this guidance handy for you next audit. Questions on date of determination? Contact the Audit Resource Center.

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?