There are eight transmission types you can provide to the Clearinghouse. The Student Reporting tab’s online update option enables you to make official withdrawals or critical enrollment corrections that must reach the lending community immediately and cannot wait for the next scheduled transmission to the Clearinghouse.
1. Early Registration Transmissions
This type of transmission is used by the Clearinghouse to obtain enrollment information for students who registered early and are recommended for:
- All schools participating in EnrollmentVerify
- Large schools (over 5,000 enrollment)
- Schools that plan to transmit the First-of-Term file more than 18 days after the beginning of the term
- Schools with a large population of student loan borrowers
This transmission type can be scheduled and sent as many as 30 days before classes begin, but no later than 10 days after classes begin (unless discussed with a Clearinghouse School Operations analyst). Because files are processed in chronological order, the prior term’s data must be completed first. This transmission only reports deferrable statuses and is not the same as Advanced Registration.
2. First-of-Term Transmissions
Send immediately after your registration “add” period ends. If you have not provided us with an Early Registration Transmission, your First-of-Term Transmission will be used to report students whose student loans will have to be deferred for the current term. This file will also be used to determine which students must be reported as withdrawn because they have not returned from the prior term. For these reasons, don’t schedule this transmission too early (students will be incorrectly reported as withdrawn) or too late (students’ deferments will be delayed). The First-of-Term Transmission must be transmitted within 30 days of the term begin date for compliance reasons.
3. Subsequent-of-Term Transmissions
The transmissions used to report the enrollment of late registering students and students who have withdrawn or changed status after the registration period ended. Additional Subsequent-of-Term files will capture students who have withdrawn and/or changed status during the term and should be provided every 30-45 days.
4. End-of-Term Transmissions
Use to report the enrollment of late registering students and students who have withdrawn or changed status. This transmission should be scheduled no later than two weeks after classes end and no more than 45 days after your previous transmission to the Clearinghouse. If possible, report graduates with an enrollment status of “G” in this file and a status start date equal to the term-end date or last date of attendance. Otherwise, “G” records should be submitted via the Graduates Only Transmission or the DegreeVerify service.
5. Graduates Only Transmissions
These should be used if graduating students are not included in your spring End-of-Term Transmission. If graduates are not reported in either an End-of-Term or Graduates Only Transmission, the Clearinghouse will not report them as having separated from your school until your fall First-of-Term Transmission. By that time, much of the students’ six-month repayment grace period may have passed, leaving little time for lenders to notify students of their repayment obligations and deadlines. Additionally, the Department of Education may recommend sanctions for your institution if you fail to report “G” statuses. You do not need to transmit this file if you are an active DegreeVerify participant and have requested that the Clearinghouse generate this file for you.
6. DegreeVerify Transmissions
If you are an active DegreeVerify participant, you should transmit a degree file to the Clearinghouse at least once after each conferral period, as soon as most of your degrees have been officially posted (usually within four to six weeks after your degree conferral date). You can send in additional files at any time in order to capture late conferrals or changes to previously reported degree records. Colleges that participate in DegreeVerify do not need to transmit a Graduates Only enrollment file after each term. The Clearinghouse will use the data in your degree files to report G (graduated) enrollment statuses to the Department of Education, lenders and guarantors, etc.
7. Summer Transmissions
If your school offers summer sessions, it is important that you report this data to the Clearinghouse. Summer Transmissions allow the Clearinghouse to accurately report the withdrawal date of students who were enrolled in the spring and summer, but are not returning in the fall. Without summer enrollment data, these students will be reported as having withdrawn at the end of the spring term, and you will need to manually correct their enrollment records. If you do not transmit summer reports, you will also have to manually process your students’ summer deferment forms. You should provide a Summer Transmission at the beginning and end of each summer session.
8. Special Term Transmissions (optional)
As with Summer Transmissions, you should provide Special Term Transmissions to the Clearinghouse so we can accurately report the enrollment of students attending these special sessions (e.g., January or May terms that all students are not required to attend).