Your Transmission Schedule


> View Your Transmission Schedule

The Transmission Schedule is a tool that the Clearinghouse provides your school to help you remain in compliance with federal reporting regulations. Once your school creates its initial schedule, we will automatically create next year’s schedule based on this year’s schedule. This enables you to focus on the changes to the schedule without having to recreate it year after year.

It is important for you to provide accurate dates for your transmission schedule, because the Clearinghouse works with the Department of Education (ED) to align your Student Status Confirmation Report (SSCR) creation schedule to your Clearinghouse transmission schedule. The SSCR is scheduled to be reported to ED in the month following a required enrollment transmission, as listed on your Clearinghouse transmission schedule. Reporting data to the Clearinghouse as scheduled helps to ensure that your enrollment data is reported to the NSLDS on time via the SSCR process and enables timely student notifications to the education finance community.

IMPORTANT: You should send enrollment data according to the transmission schedule you submit to the Clearinghouse each year.

The Transmission Schedule is the default view on the Student Reporting tab.

To view your school’s current schedule online:

1. Select your school/branch from the menu

2. Click Search to view your current schedule

3. Schedule can be downloaded and saved as Excel worksheet

futuretransmissionsched


 

> Edit Your Transmission Schedule

Before you start editing your transmission schedule, please view the rules for each transmission type.

Under the Student Reporting tab:

1. Select your school/branch under the Select a School section.

2. “Future Transmission” is the default tab.

3. At the bottom of the page, select the school(s) for which you’re creating or editing the transmission schedule. (The transmission schedule will be updated for all selected schools.)

4. Select your academic term type from the dropdown menu: Semester, Quarter, or Other. The type of academic term selected will determine the number and type of required transmissions on your schedule.

SchoolScheduleScreen
5. Populate or edit the transmission schedule for each term. Select the Term (e.g., Fall, Spring), enter the Begin Date and End Date, and click Yes or No for “Required for Students?” The transmission types will automatically appear once you complete these fields (there are eight transmission types you can provide to the Clearinghouse).

6. Select the Transmission Type from the dropdown menu (e.g., First of Term, Summer First, DegreeVerify, etc).

7. In the Transmitted field, enter the date you plan to submit the report.

8. Continue this process until all transmissions have been entered. To add an academic term to your schedule, click  Add Term. To add transmissions to your schedule, click Add Transmission.

9. To review your transmission schedule, click Preview. Any errors or warnings that have been identified will be listed at the top of the page or next to the schedule preview. You must correct these errors before proceeding. If needed, click Edit on the preview page to correct your schedule.

SchoolSchedulePreviewScreen

10. Click Submit to send your schedule to the Clearinghouse. If any warnings exist on your schedule, a Clearinghouse School Operations analyst will contact you. If you like, you can click Print to print a hard copy of the transmission schedule for your records, or export a copy to Excel.


 

> Transmission Schedule Rules

The Clearinghouse automatically schedules enrollment and, if appropriate, degree files based on your current reporting. This adds a new submission for each one loaded, adding a year to the term and schedule dates.

We are aware that calendars will change from one year to the next, so both term and schedule dates can be edited. However, in the event entries/dates need to be removed from your schedule, please contact SchoolOps@studentclearinghouse.org or call Customer Service at 703-742-4200 and ask for a School Operations Analyst. Degree files may be reflected at the bottom of the screen, separate from enrollment files.

Enrollment

While the Clearinghouse recommends transmitting enrollment data monthly, we’ve provided instructions below for meeting the minimum reporting requirement to help ensure compliance with federal guidelines. All transmissions must be in chronological order. Transmissions for a new term cannot be scheduled before the final transmission of the previous term.

Standard Term

Number of transmissions per term depends on term length. An asterisk (*) below indicates that the transmission is not required.

  • Early Registration*: This optional transmission can be submitted up to 30 days before the term begin date, but not more than 10 days after it.
  • First of Term: Should be submitted two to three weeks into the term, or right after add/drop period, but not greater than 30 days into the term.
  • Subsequent of Term: Should be submitted no more than 45 days after the First of Term or previous Subsequent of Term file and before the term end date. The last transmission for the term should be no more than five days before or 30 days after the term end date.
  • Graduates Only: Must be equal to or greater than the term end date.

If your school doesn’t follow the traditional semester or quarter pattern (e.g., rolling enrollment or multiple start and stop dates), then the Clearinghouse recommends that you submit a report every 30 days using the First of Term transmission.

Additional Term (Summer)

  • Summer First: Should be submitted two to three weeks into the term, or right after add/drop period, but not greater than 30 days into the term.
  • Summer Subsequent: Should be submitted no more than 45 days after the Summer First or Summer Subsequent and before the term end date. The last transmission for the term should be no more than five days before the term end date.
  • Graduates Only: Should be equal to or greater than the term end date.

Special Term (e.g., January term or May semester)

  • Non-Compulsory & Non-Summer: Should be submitted after the term begin date.
  • Graduates Only: Must be equal to or greater than the term end date.

Degree Transmissions

The Clearinghouse recommends degree participating schools send degree submissions as soon as possible after the term end date. Schools that have authorized the Clearinghouse to produce a Grads Only report from their DegreeVerify transmission (“G from degree”) do not need to schedule separate Grads Only transmissions, as these will be automatically created and scheduled.

Was this article helpful?

Related Articles