NSLDS Enrollment Reporting - TASFAA-TN · • Students with Title IV aid from another school who...

TASFAA Annual Conference April 24-26, 2017

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NSLDS Enrollment Reporting

For discussion purposes only

David Bartnicki | April 24-26, 2017

U.S. Department of Education

TASFAA Annual Conference

NSLDS® Enrollment Reporting

Agenda

• Overview

• Monitoring

• Recent Enhancements

• Upcoming Enhancements

• Reference Materials

• Questions

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Student’s Monitor Enrollment History

Description

has been

updated

New fields

outlined in red

See NSLDS Newsletter 54 for more information.

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Student’s Monitor Subsidy Usage


Enrollment

Reporting

Uses

Enrollment Data

Loan Servicing

Cohort Default Rates

150% Loan Subsidy

Gainful Employment

StudentLoans .gov

College Scorecard

Research

Administration and

Congressional Reports

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Who to Report? Who NSLDS will put on your roster?

• Students who received Title IV aid at your school as reported by Schools,

Federal Loan Servicers, Guaranty Agencies, Lenders, COD, and the student

• Students entered on Transfer Student Monitoring (TSM) and Financial Aid

History (FAH)

Who you must add to your roster?

• Students with Title IV aid from another school who will be receiving aid at

your school

Who you should add to your roster?

• Students with Title IV aid from another school who will not be receiving aid at

your school

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What to Report?

= Combination of these fields identifies a unique program on NSLDS

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Campus-Level

Certifying 8-digit OPEID

“Move To” 8-digit OPEID

Student Name, SSN, and DOB

Student Physical Address

Student Phone Number

Certification Date

Enrollment Status

Enrollment Status Effective Date

Anticipated Completion Date

Term Begin and End Dates

Program-Level

Classification of Instructional Programs

(CIP) Code

Program Credential Level

Published Program Length (PPL)

• Program Length, Measurement (Years, Months, Weeks), and Weeks

Title IV Academic Year

Special Program Indicator

Program Enrollment Status

Program Enrollment Status Effective

Date

Student’s Program Begin Date

Email

Student Email Address

What Programs to Report?

• Report any Title IV eligible program student is enrolled in,

even if student did not receive aid for that program

• Exceptions

• If a student is not in a program leading to any credential or degree,

such as continuing education courses, do not report program-level

information

• "Deferment Only" schools do not report program-level information

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Ways to Report

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Batch

• Fixed Width

• Comma Separated Values (CSV)

Online

• Enrollment Maintenance

• Enrollment Spreadsheet Submittal

When to Report?

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Note: All successfully processed batch submittal files will receive an Error/Acknowledgement file.

If you don’t receive one, verify the header and trailer of the file as a File-level error may have occurred.

Schools must certify enrollment data at least every two months ROSTER

Schools must respond within 15 days after the roster is generated RESPONSE

For batch, errors must be corrected and submitted within 10 days of receiving the Error/Acknowledgement file ERRORS

Using Third-Party Servicers

• Note to schools using a Third-Party Servicer to

report enrollment data to NSLDS • Schools are responsible for ensuring that Third-Party Servicers are

compliant with NSLDS reporting requirements

• NSLDS will contact schools, not Third-Party Servicers, if a school is out

of compliance

• Reminder: Third-Party Servicers must be added to your school’s ECAR

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Monitoring

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Compliance Letters • Escalating letters will be sent by email to non-compliant

schools in early 2017

• Schools who fall below 90% of the portfolio certified with a program

will be notified for non-compliance

• The 90% threshold is considered minimal and may be increased in

the future

• Schools who do not improve their performance will be

referred to FSA Program Compliance for action

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Enrollment Reporting Contact

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• First letter will go to FAA and


Contact

• Later letters will go to the

school President/CEO

• Please add/update your

Enrollment Reporting contact

on the NSLDS website.


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Enrollment Reporting Statistics

• As of February 2016, statistics no longer

include enrollment status of X or Z, with no

corresponding program-level data

• As of June 2016, the evaluation period was

extended from 65 days to 135 days to ease

the calculation of statistics

16 See NSLDS Newsletter 49 for more information.

Program-Level Reporting Compliance

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2016

Statistics June July Aug Sept Oct Nov

100% 1173 1373 1425 1449 1474 1502

95-99.9% 2508 2373 2481 2220 2371 2336

90-94.99% 761 765 781 822 788 774

85-89.99% 290 357 288 338 299 324

25-84.99% 752 752 666 812 726 728

0-24.99% 354 211 198 208 201 193

Total 5838 5831 5839 5849 5859 5857

• Count of schools within

each percentile range of

Program-level Reporting

Compliance

• Schools below 90% will

receive the first warning

letter

Recent

Enhancements

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Adding Students to Your Roster • Enrollment Push To Roster allows you to add a student to your roster or another

school’s roster

• In July, updated to include an Enrollment Push Date

• Ensures students are not added to the roster too early

• Student is added to portfolio on the Enrollment Push Date and appears on the next roster

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NEW


Enrollment Push Date is

optional and defaults to

current date.

Updates to Enrollment Update • Find students who need to

be certified • Sort results by Certification Date

(oldest first)

• Find students without

programs • Filter results to display students

without program enrollment

information by checking the box

Exclude Students with Certified

Programs


Updates to Enrollment Maintenance

• Sort results by

Certification Date

(oldest first)

• Total Students Matching

Criteria

• Late Certification Warning

Icon



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Updates to Enrollment Maintenance • Late Certification Warning

Icon

• Appears at the top of the

page and left of the Cert.

Date

• Program reported by COD

Warning Icon

• Appears right of CIP Code

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• Provides a list of students who

have not been certified after a

specified date

• Helps ensure students are

certified in a timely manner

• Helps address Error 38 –

Certification Date is too old

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Late Enrollment Certifications Report


New Error Codes • Also in July, added Program Length reasonability edits to ensure correct

reporting

• Error 77 – Published Program Length is too short

• Error 78 – Published Program Length is too long


Credential Level Credential Level Description Minimum Years

> or =

Maximum Years

< or =

01 Undergraduate Certificate or Diploma Program 0.1 10

02 Associate's Degree 0.4 10

03 Bachelor's Degree 0.9 10

04 Post Baccalaureate Certificate 0.4 10

05 Master's Degree 0.4 12

06 Doctoral Degree 0.9 12

07 First Professional Degree 0.2 10

08 Graduate/Professional Certificate 0.2 10

99 Non-Credential Program [Preparatory Coursework/

Teacher Certification] 0.1 10


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New Error Codes

• Error 79 – Program Begin Date must not be too far in the

past

• Updated in October to now allow dates up to 99 years prior to the

Program Enrollment Effective Date

• Previously allowed only up to 20 years prior

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Common Enrollment Reporting Errors

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Error Code Description Percentage

22 Conflicting Status Code 26%

38 Certification Date is too old 18%

69 Program Effective Date < Certification Date 13%

75 Inconsistent Record Type indicator 11%

30 Effective Date < Certification Date 8%

26 ACD > Certification Date 8%

-- Other 16%

Table displays most common errors by percent occurrence among all

schools as of November 2016.

Error 22 – Conflicting Status Code • If enrollment history already exists for the student at a campus, then

the School cannot report the Enrollment Status of X or Z

• History includes Enrollment Statuses

• ‘F’ – Full-Time

• ‘Q’ – Three-Quarter-Time

• ‘H’ – Half-Time

• ‘L’ – Less than Half-Time

• ‘A’ – Leave of Absence

• If correcting history, Effective Date must be prior to a previously

reported Effective Date

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Common Errors Continued

• Error 38 – Certification Date

• Certification Date is too old - Identifies overdue reporting

• As of June, allows up to 135 days in the past

• Error 69 – Program Effective Date < Certification

Date • Program Enrollment Effective Date must not be later than the

Certification Date

• Cannot certify a future enrollment (i.e. for a term that has not yet

begun)


Error 75 – Record Type Indicator

• Indicates required record is missing

from a bundle

• Indicates all detail records for the

student were rejected

• Cause of error could be in either

Campus-level or Program-level

record

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Student A ‘001’ Record (Campus-Level)

Student B ‘002’ Record (Program-Level)

Student A ‘003’ Record (Email Address)

Header ‘000’ Record

Trailer ‘999’ Record

Student B ‘001’ Record (Campus-Level)

Student B ‘002’ Record (Program-Level)

Student B ‘003’ Record (Email Address)

Student C ‘001’ Record (Campus-Level)

Student C ‘002’ Record (Program-Level)

Student C ‘003’ Record (Email Address)

Student A ‘002’ Record (Program-Level)

If student is enrolled in multiple programs, report one ‘002’ record for each program

Reporting of the ‘003’ email record type is optional

Student A’s bundle of records

Error 30 – Effective Date < Certification Date

• Certification Date must be greater than or equal to

Effective Date

• Cannot certify a future enrollment (i.e. for a term that has

not yet begun)

• As of June, the tolerance of Certification Date increased

to 135 days

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Error 26 - ACD > Certification Date

• Anticipated Completion Date (ACD) must be greater than

Certification Date for Enrollment Statuses

• ‘F’ – Full-Time

• ‘Q’ – Three Quarter-Time

• ‘H’ – Half-Time

• ‘L’ – Less than Half-Time

• ‘A’ – Leave of Absence

• Update will be made later this year to increase tolerance of

this edit

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Enrollment Errors Report (SCHER5)

• Allows monitoring of errors

generated by school and/or

third-party servicer submittals • Contains submittal

error/acknowledgement information

for each batch submittal processed for

a school within a specified timeframe

• Released November 2016

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NEW

Program-Level History • Starting in January, Program Enrollment

Detail page assists schools in ensuring the

correct program data is reported to NSLDS

• Schools can view all program history reported for

a student was added

• Accessible through the Enrollment Summary page



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Program Certification Detail The Program Certification Detail page

displays detail information on each

certification for a single program status.

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Enrollment Submittal Tracking

• New tool to monitor

incoming and outgoing

enrollment files

• Schools can view

information about

enrollment rosters and

submittals (web and batch)

for their school • Accessible through the Enrollment

Reporting Profile page


Upcoming

Enhancements

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Program-Level Certification Report • New Enrollment Reporting Program-Level Certification Report will

include program-level history reported for a student

• Program-level history will be provided based on date specified by

user

• Similar to existing Enrollment Reporting Certification Report (SCHER4)

• Ad-hoc report sent to SAIG mailbox of requestor

• Formats:

• Fixed Width (ERCCFWOP) or CSV (ERCCCDOP)

• Coming in Spring 2017

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Program Comparison Report • Will be available to assist in comparing program-level data reported

to NSLDS by either the school or COD

• Programs provided based on date specified by user

• Helps identify inconsistencies in program identifiers reported by

school to COD vs NSLDS

• Same CIP, different Program Length or Credential Level

• Different CIP reported by COD and school

• Formats:

• Fixed Width (ERCDFWOP) or CSV (ERCDCDOP)

• Coming in Spring 2017

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Reference Materials

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• An updated version of the


Guide is now available in IFAP

under NSLDS User

Documentation

• Updated guide replaced prior

version on October 20, 2015

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Reference Materials

Reference Materials • July 22, 2015 – Newsletter 49: Enhancements to NSLDS for Enrollment

Reporting and Gainful Employment

• February 17, 2016 – Newsletter 51: Enhancements to NSLDS Cohort Default

Rate Reports and Enrollment Reporting

• March 24, 2016 – Newsletter 53: NSLDS Enhancements for Perkins

Reporting, Enrollment Reporting, and Borrower Defense

• May 13, 2016 – EA 22: 150% Direct Subsidized Loan Limit: Electronic

Announcement #22 – Important Reminders About Program-Level Enrollment

Reporting to NSLDS

• June 17, 2016 – Newsletter 54: NSLDS Student Access Enhancements

• August 2, 2016 – Newsletter 55: NSLDS Enhancements for Enrollment

Reporting and Other Resources for Schools

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NSLDS Contact Information

NSLDS Customer Support Center

• Phone: 1-800-999-8219

• Toll: 785-838-2141

• Fax: 785-838-2154

• Web: www.nsldsfap.ed.gov

• Email: [email protected]

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https://ifap.ed.gov/ifap/byNSLDSType.jsp?type=NSLDS%20User%20Documentation

https://ifap.ed.gov/ifap/byNSLDSType.jsp?type=NSLDS%20User%20Documentation

https://ifap.ed.gov/nsldsmaterials/NSLDSNewsletter49.html




https://ifap.ed.gov/eannouncements/051316RemindersProgramLevelEnrollmentReportingToNSLDS150PercentDSLLEA22.html




https://ifap.ed.gov/eannouncements/051316RemindersProgramLevelEnrollmentReportingToNSLDS150PercentDSLLEA22.html

http://www.nsldsfap.ed.gov/

mailto:[email protected]


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Contacts

• Kansas City School Participation Team

– Main Number: 816-268-0410

– Jim Wyant (IIS) - 816-268-0431

• Atlanta Training Officers

– David Bartnicki – 404-974-9312

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Email: [email protected]

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QUESTIONS?

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David Bartnicki

[email protected]

404-974-9312

http://s.zoomerang.com/s/DavidBartnicki

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