Let’s review how to mass correct program level data for student records and what program level data is available for mass correction. Errors 1801 to 1806 occur when a program’s status has not changed since the last reporting but the program’s status effective date has changed. Errors 1811 to 1816 occur when a program’s begin date does not match the last certified program but the program status has not changed. Errors 1821 to 1826 occur when a program’s enrollment status does not match the last certified program but the program status effective date has not changed.
Transcript
Let’s review how to mass correct program level data for student records and what program level data is available for mass correction.
Errors 1801 to 1806 occur when a program’s status has not changed since the last reporting but the program’s status effective date has changed.
The program status effective date is the date in which the program enrollment status being reported took effect. This date should only change when the program’s enrollment status changes, for example, when the student drops from full time enrollment to half time enrollment in the program.
Errors 1811 to 1816 occur when a program begin date does not match the last certified program begin date.
Errors 1821 to 1826 occur when a program status does not match the last certified program status but the program status effective date has not changed.
To resolve the error, navigate to the Error Resolution Report.
Select the appropriate error code number from the list on the left side, to view the list of students flagging a particular error. For this example, let’s use error 1801, program 1’s program status effective date does not match the last certified program status effective date for the student.
Review the error description. Then review the entire list of students flagging the error.
To review a student’s record in more detail, click on the details plus sign next to their SSN.
Review the program level data, especially, the program status, program status effective date, and program begin date. If a student has multiple programs, the other programs may be flagged in another error, so it’s best to review the program level data for each program on a student’s record to determine if additional programs need to be reverted as well.
If needed, click on the View Previously Reported Student Data link to compare the incoming record that is flagging the error and what is currently reported in the Clearinghouse database for the student.
If the current enrollment status effective date is accurate for the program, no action is needed.
If the previously submitted student data is correct, there are two ways to update the student records.
To revert some of the student records, check the box next to each student record, expand the Update and Submit for Validation section and then select Update and Submit for Validation.
To revert all records for the error, click Update All Records for Errors.
All related program errors that can be mass corrected for the submission are listed. If you want to return to view the student records for these errors, click on either the number in the error number or error count column and you will go to the list of students for the error. To finish mass correcting the error, check the box in the row for each error you want to mass correct. When ready, click Submit. This will revert the program enrollment status effective date to the previously certified value for the program for all the students with this error on the submission.
If you have any questions, please reach out to us at schoolops@studentclearinghouse.org.