In this lesson you will learn about Clearinghouse Enrollment File Error Code 208 – Unreported Student Previously Enrolled in Term and how to correct the error on the Clearinghouse’s secure site.
Transcript
Welcome to the error code number 208 tutorial.
The error code 208 occurs when a student is reported to the Clearinghouse in an active status and is not included on the current file submission to the Clearinghouse for the same term.
The resolve error code #208 you’ll need to log onto our secure site. Once you've selected the correct error report to make corrections to, you'll see the full list of errors that need corrections.
To view the list of students that are flagging error code number 208, please select the error code from the list on the left side of the table.
Once you click on the error number you’ll be brought to the error description as well as the entire list of students flagging the error.
When correcting error code #208 you’ll want to click on the details plus sign on the far left side of each student record. This will allow you to see the student's entire enrollment record, including campus and program level data.
This is the view you’ll see when you click on the details sign for each student record. It will now allow you to view and make corrections to the students campus and program level.
Now that you are able to view campus and program level data under error code #208 you will be promoted to update all program data on the record that is missing a status and status start date or if the enrollment status conflicts with the status reported at the campus level.
Per NSLDS guidance, the enrollment and status start dates for the student should match the campus enrollment status and status start date unless the student has graduated or withdrawn from one program and is still enrolled in another one. So if the student has 6 credits in one program and 6 in another program and is full-time, the enrollment status for both programs should be set to full-time.
Once you have updated the student's enrollment status and status start date accordingly at the Campus and applicable programs you can click the submit for validation button to clear the error. If Submit for Validation is clicked and the student has been corrected to either a decrease in Enrollment Status or a closed Status with a blank Status Start Date. A pop-up will be presented, requesting that a Status Start Date be provided.
If Group Edit is selected and you are either inputting a decrease in Enrollment Status or a closed Status with a blank Status Start Date, when ‘Update and Submit for Validation’ is clicked, a pop-up will be presented to you requesting that the Status Start Date be provided.
When the pop-up is closed, the Status Start Date field will be highlighted, selected and enabled for edit.
The highlight and request for Status Start Date when addressing the error code 208s, prevent error code 201 (Decreasing status without new status start date) and error code 207 (Status Start Date Required) from auto-reposting.
When submitting corrections for EC208s through the Mass Correction screen, you will be presented with a pop-up if you try to submit a closed Enrollment Status such as Withdrawn, Graduated, or Deceased with a blank Status Start Date.
When the pop-up is closed, the Status Start Date field will be highlighted, selected and enabled for edit.
Entering the Status Start Date prevents an additional error, 207 (Status Start Date Required).
If you submit a decrease in Enrollment Status or a closed Status with a blank Status Start Date, when ‘Submit Selected Records for Validation’ is clicked, the Status Start Date field will be highlighted. You will need to input a Status Start Date to Submit the Record for Validation.
If you update the student record from this main page and do not click on the details, you could potentially still have to update the students program data. From this main page, on group edit, or mass correction, if you update student records to a status of withdrawn or deceased, upon submitting for validation, you will have the option to apply the campus status and status start date to all programs with an open status of F, Q, H, or L or have it return as a separate error. If you want to update the student’s record to a status other than withdrawn or deceased and need to update program statuses and program status effective dates, expand the record to update the individual student record.
If you have any questions please reach out to us at schoolops@studentclearinghouse.org.