Learn about Clearinghouse Enrollment File Warning Codes 292, 1861-1866 and 1901-1906 and how to correct the warning on the Clearinghouse’s secure site. The warnings relate to status effective date at the campus or program level and require either the acknowledgement of the Clearinghouse computed date or the selection of a new date during error resolution.
This lesson is intended for post-secondary institutions active with Enrollment Reporting.
Transcript
Per federal student aid and National Student Loan Data System, enrollment status effective date should be consistent for consecutive required terms. Warnings 292, 1861 through 1866 and 1901 through 1906 assist schools in reporting compliant enrollment status effective dates for the campus level status start date and program level program status effective date. The warnings relate to status effective date at the campus or program level and require either the acknowledgement of the Clearinghouse computed date or the selection of a new date during error resolution. Status start dates enable NSLDS and loan servicers to determine when loans enter repayment. There are two scenarios when warning 292 status start date defaulted due to a previously suppressed status may occur.
Scenario one. The student is in a deferrable status such as full-time in a required term, less than half time in a non-required term and returns to the same deferrable status in the next required term. In this scenario, the Clearinghouse system will compute the status start date back to what was reported in the previous required term to reflect a continuous enrollment for the student. The Clearinghouse will present this to the institution on your error resolution report to just acknowledge that it's accurate to do this.
Scenario two. The student is full-time in a required term, less-than-half-time in a non-required term and is less-than-half-time in the next required term. Since students are considered continuously enrolled during non-required terms, the Clearinghouse system will compute this status start date to the beginning of the current required term for students less-than-half-time in a non-required term and the following required term.
To resolve the warning, review the records flagging warning 292 and either accept the defaulted date on the record or select a different date.
Review the list of students and determine how you want to update the records.
Using the update all records for error or selecting the student records to update and using the update and submit for validation section, you can accept the defaulted status start date, revert the status start date to the date submitted or set the status start date to the beginning of the term. Note: you may have both scenarios mentioned earlier so carefully review the records prior to mass correction.
When updating a group of student records, you also have the option to enter a different status start date.
You can also correct the students record on the table.
If you expand the students record and want to accept the default status start date, select the accept checkbox. This will gray out the status and status start date fields. To make changes to the date enter a status start date. Note: you will need to uncheck the accept box. Once you have made your edits, select submit for validation.
You may also encounter similar warnings at the program level. Warning codes 1901 through 1906 occur in the same scenarios mentioned earlier but in the program enrollment status effective date fields and are resolved similarly.
Warnings 1861 through 1866 occur when you have previously accepted backdated program enrollment status effective date and you submit a new file with a program enrollment status effective date of the current required term. To resolve, either accept the defaulted program level status start date or select a different date.
If you have any questions reach out to your enrollment files assigned analyst or SchoolOps@studentclearinghouse.org.