Best Practices and Reminders to Help You Maintain Compliance
How We Keep You Informed
The Clearinghouse actively monitors newsfeeds, including NASFAA, AACRAO, and FSA, for the latest updates on compliance requirements, new FSA announcements, and upcoming changes. As soon as we become aware of pertinent changes that impact our institutions, we immediately engage the compliance response team at the Clearinghouse to evaluate how the new changes should be addressed. The team assesses the impacts on our customers, systems, business functions, and additional services. Once the evaluation is complete, we provide transparent communications to our customers. Our goal in our communications is to be timely, informative, proactive and transparent.
Compliance Numbers You Should Know
SSCRs should be completed at least every two months
SSCRs are returned within 15 days of receipt
SSCR errors should be corrected within 10 days of receipt
Status changes should be reported within 60 days from the date of determination
Enrollment Reporting Statistics score must be 90% or better
Use Our Checklist to Get Ready for Fall
Submitting your student enrollment and degree files to the Clearinghouse on schedule, along with the timely correction of errors, is the best way for you to stay in compliance with federal law. It also ensures that your students continue to receive federal financial aid. The checklist below will also help you stay in compliance.
1. Review and update your Clearinghouse contacts.
It’s important to keep your contacts up-to-date so we can reach the appropriate person whenever questions or issues arise. Your institution’s Clearinghouse user administrator can view and edit your contacts to ensure the list is current, all contact information is accurate, and roles (e.g., registrar, financial aid director or submission data) are assigned to the right people. For help, watch our short tutorials on viewing school users, managing school users, and adding a user
2. Know who gets your submission reminder emails.
The Clearinghouse sends reminder emails before your submission is due and if it’s late. The people on your contact list who have the roles listed below will receive the following email:
|Type of Email||When Sent||Who Receives|
|1st late reminder||4 days before your scheduled submission is due||Submission Data, Submission Data Alternate|
|2nd late reminder||7 days after the 1st late reminder email||Submission Data, Submission Data Alternate, Relationship Executive, Financial Aid Director|
|Subsequent late reminder||Every 7 days after the 2nd late reminder email, until your file is submitted||Submission Data, Submission Data Alternate, Relationship Executive, Financial Aid Director|
3. Submit error corrections as soon as possible.
Each time you upload a file to the Clearinghouse, it is checked for errors. If any are found, an error report is posted for your school’s review. You should review this file and respond as soon as possible. Your data is not loaded into our system, shared with NSLDS and loan servicers, or made available for verification until you have resolved the issues identified. The Submission Data or Submission Data Alternate contacts at your school can make error corrections. Watch our tutorial on viewing your error report. Other tutorials related to error correction are available on our Clearinghouse Academy site.
4. Use our free training resources.
Our Clearinghouse Academy site offers training resources for your new staff members and those who need refresher or cross training in how to use Clearinghouse services.
Know Your NSLDS Enrollment Reporting Score
Each month, NSLDS calculates a score based upon the data it accepts through the NSLDS enrollment roster reporting (aka SSCR) process and displays it on this page. Any institution with a score below the acceptable 90 percent threshold of “Percent Certified with Program Enrollment” is subject to receiving a letter from FSA. Here’s where you can learn more:
- Our NSLDS Enrollment Reporting Statistics Page FAQs on key summary-level information about the data fields and calculations
- Our “Important Information about Your NSLDS Enrollment Reporting Score” blog post
- Our “6 Things to Keep Your NSLDS Score Above 90%” infographic
Follow These Compliance Best Practices
- Report every month.
- Resolve Error Resolution on the Web reports promptly. Be sure to address any items flagged for your review.
- Review details of your enrollment files to ensure students are reported with appropriate program information.
- Report graduates at campus AND program levels (as appropriate) as soon as degree audits are completed.
- Continue to report graduates until all have been awarded.
- Resolve your SSCR Errors via the Clearinghouse Secure Site within eight days.
- Review your Enrollment Reporting Statistics page on NSLDS,
- Report changes made to students in NSLDS to the Clearinghouse.
Note: Below information in Compliance Reminders section is specific to schools that are active with the Clearinghouse’s G from Degree process (also known as G from DV).
- Graduated enrollment status is NOT generated from campus-level degree submissions for students who remain enrolled after graduation.
- Currently, graduated enrollment statuses are NOT generated for students who are reported on a degree file with a degree award date that occurs more than 120 days after the student’s last reported enrollment date.
- If the degree record does not include the correct CIP code, a graduated enrollment status is NOT appended at the campus and program levels on the student’s enrollment history.
- Maintain frequent and open communication between the Registrar’s Office and the Financial Aid Office.
- Make sure policies are update-to-date.
- Ensure all pertinent parties are aware of policy changes.
- Be prepared for your audit.
For schools that do not utilize G from Degree, you must report all Graduated statuses for completed program to NSC via enrollment reporting.
Frequently Asked Questions
For compliance reporting purposes, what is applicable for students who are on an Approved Leave of Absence (“A” enrollment status code)?
Students who are on an “Approved Leave of Absence” must have their enrollment certified at least every two months, per the Department of Education (NSLDS’ Guide, page 2). You can report these students to the Clearinghouse every 30-45 days (use the “A” enrollment status code) via the enrollment reporting you submit for your school’s student population.
For compliance reporting purposes, what is the date of determination used for the “Approved Leave of Absence” (enrollment status code “A,” commonly known as “Approved LOA”) status?
Is compliance for retroactive status changes determined by the status change effective date or the certification date?
A student did not tell me that he or she wasn‘t returning in the fall and wasn’t enrolled for the summer term. The student just didn’t show up when the fall semester started. Is the student’s withdrawal status start date effective the end of the spring semester? Is this a compliance issue?
There are students in my sample who were not enrolled during the summer and did not attend in the fall, but their withdrawal wasn’t sent to NSLDS until after the fall term started. These records appear to be out of compliance. How do I evaluate the timeliness of these records?
Follow the guidance in the NSLDS Enrollment Reporting Guide, which explains that:
“Students are considered to be in school and continuously enrolled during academic year holiday and vacation periods, as well as during the summer between academic years (even if not enrolled in a summer session) as long as there is reason to believe that they intend to enroll for the next regularly scheduled term. For example, students should not be reported as “Withdrawn” at the end of the spring term if they are expected to re-enroll for the fall term. If they do not return as expected, the status must be changed to “Withdrawn” within 30 days of that determination, or within 30 days of the start of the new term, whichever occurs first, with an effective date of the last date of attendance.”
The Clearinghouse helps schools determine which students did not return for the next regularly scheduled term by generating withdrawals based on the school’s First-of-Term transmission. We compare your First-of-Term file for the new term to the last file for the previous term to identify missing students. Once missing students are identified, we generate a “Withdrawal” status on their record, which is effective on each student’s last reported date of attendance. Evaluating compliance for these records falls within the guidance contained in the paragraph above from the NSLDS Enrollment Reporting Guide and federal regulation(s) 682.610/685.309. We also recommend you review the date of determination regulation, 682.605.
- Discover the Clearinghouse: The Evolving Enrollment Compliance Reporting Landscape
- Enrollment Reporting: Delving into G from Degree
- Enrollment Reporting: The Case of the Perpetual Student
- G from Degree: Transparency Enhancement
- Holding Hands: Maximizing Your Compliance and Enrollment Reporting
- Meet & Beat the NSLDS 90% Threshold Effective Partnership Between Financial Aid & Registrar Offices
- “6 Things that Can Keep You Above NSLDS’s 90% Threshold” infographic
- Deferment Form Checklist
- Early Registration vs. Advanced Registration: How to Get the Most Out of Both
- G from DV FAQs
- How to Report a Student as Graduated at the Campus or Program Level
- NSLDS Enrollment Reporting Statistics Page FAQs
- Secure Web Site Guide
- SSCR Transmission Guide for International Schools
- Webinar Q&A: AACRAO Presents – NSLDS Enrollment Statistics Page & Compliance
FSA has released the November 2018 NSLDS Enrollment Reporting Guide.
Read our follow up to our June 2018 communications regarding recent FSA changes to the manner in which data is ingested through the NSLDS Enrollment Roster response process.
Read our NSLDS Error Code 75 updates related to FSA’s recent changes regarding how data is ingested through the NSLDS Roster response process.
Learn about FSA’s recent changes regarding how data is ingested through the NSLDS Roster response process.
Our new resource explains how early registration and advanced registration data differ and other important things you should know.
In our new tutorial, learn why so many institutions work with the Clearinghouse.
The new Editable G from DV enhancement improves transparency by enabling users to apply graduated statuses using a convenient hyperlink navigation.
A look at the options for reporting the graduated status of students at the campus and/or program level.
Our new Enrollment Reporting enhancement will match incoming program data on five different fields, delivering a higher level of accuracy.
Our Graduated from DegreeVerify’s two-point matching, CIP code and credential level, provides greater transparency, accuracy, and consistency with NSLDS’s program definition.
Understand the reasons why accurate program-level reporting is important
As part of the National Student Clearinghouse’s partnership with your school, we complete your compliance enrollment reporting responsibilities to the National Student Loan Data System (NSLDS), using the data you report to us within your enrollment...
If you missed our “Date of Determination Solved!” webinar, watch the recording and read the Q&As.
Brush up on the best time to submit first of term files
Take our short survey to tell us the types of Enrollment Reporting analytics reports you’d like to see.
The National Student Clearinghouse has scheduled a second “Date of Determination Solved!” webinar for Dec. 11.
New NSLDS Enrollment Reporting Guide offers additional clarification regarding reporting retroactive enrollment status changes.
Don’t miss the webinar hosted by the National Student Clearinghouse, “Date of Determination Solved!” at 3 pm, ET, on Wednesday, December 6.
Update on the October 2017 enrollment rosters, which were not sent by NSLDS.
Get the answers to common questions about early registration files.
The Clearinghouse has identified approximately 700 institutions for whom the National Student Loan Data System (NSLDS) did not send an October enrollment roster.
The Clearinghouse’s Graduated from DegreeVerify (or G from DV) service helps schools meet National Student Loan Data System (NSLDS) graduated status reporting requirements.
Do you participate in the Clearinghouse’s G from Degree process? If so, you won’t want to miss our new 60-minute webinar, “G from Degree: Transparency Enhancement.”
Today’s students often attend multiple institutions or locations. Here’s how your institution should report a student’s primary location code.
ED to Stop Using Transfer Monitoring and Financial Aid Queries to Add Students Back to Enrollment Rosters
Department of Education to stop using Transfer Monitoring and Financial Aid queries to add students back to enrollment roster.
Resources to help answer your compliance and audit-related questions.
An update to our June 29, 2017, post on our plans to help ensure your school’s compliance with the Department of Education’s April 20, 2017, announcement regarding modifications to summer enrollment reporting.
On April 20, 2017, the Department of Education (ED) released new summer enrollment reporting guidance. The announcement relates specifically to how to report students who are “L” (Less Than Half-Time) time during a non-required, summer term.
FSA guidance related to Summer Term Reporting and what you need to know.
Federal Student Aid Office to send letters of non-compliance.