Resources to Help You Report Student Data to the Clearinghouse
+ Our Value To You
+ The Clearinghouse Reporting Process: All Students Reported
+ The Clearinghouse Data Flow with NSLDS
+ The Clearinghouse Data Flow with Schools
+ The Clearinghouse Data Flow with Lenders
+ Your School’s Transmission Schedule
+ Best Practices
+ Frequently Asked Questions
Our Value To You
Since 1993, the National Student Clearinghouse has been higher education’s trusted and secure partner committed to privacy and transparency. Our free Enrollment Reporting service provides institutions with automated enrollment verification and deferment reporting to the Department of Education and education finance industry. This improves data accuracy and helps institutions stay in compliance, while reducing their workload. Through Compliance Central, the Clearinghouse Academy, and our Audit Resource Center, we provide best practices, audit support and training to help institutions maintain compliance.
The Clearinghouse Reporting Process: All Students Reported
The Clearinghouse’s comprehensive reporting process covers all aid recipients (federal and private), helping to prevent students from being overlooked. Schools and their students benefit from faster, more timely reporting and deferment form processing that also enables greater accuracy and fewer errors. As your authorized agent, the Clearinghouse provides status and deferment information to the Department of Education’s NSLDS (National Student Loan Data System), guaranty agencies, lenders, and servicers on your behalf.
The Clearinghouse Data Flow with NSLDS
On behalf of your school, the Clearinghouse responds to NSLDS requests for Student Status Confirmation Reports (SSCRs) following this data flow:
The Clearinghouse Data Flow with Schools
Periodically, you need to report the enrollment status for all your students to the Clearinghouse via secure FTP according to your school’s transmission schedule. If you participate in our free DegreeVerify service, you will also report your degree data to us.
Also see out blog post G from DV – Better Than Before.
The Clearinghouse Data Flow with Lenders
Another way that the Clearinghouse completes compliance reporting for your school is via weekly notifications for non-Direct Loans.
Your School’s Transmission Schedule
Key to maintaining compliance is developing your transmission schedule for reporting enrollment and degree information to us. Each school that participates with the Clearinghouse has a unique enrollment reporting schedule, which is established at the time of service activation and tailored to your academic calendar, clock methodology (clock hours, semester, trimester), and break periods. Your transmission schedule is:
- Designed to meet compliance best practices and your school’s reporting needs
- Adjustable (watch our “Changing Your Reporting Schedule” tutorial)
- Evergreen. You enter a schedule for one full academic year and we automatically generate a new one for you every year.
The following is the typical reporting and compliance schedule:
Anticipated Completion Date (ACD) Reporting
Reporting an accurate Anticipated Completion Date (ACD) — also commonly known as the Anticipated Graduation Date or AGD — for each student for whom it is required is critical. Accurate ACD reporting enables loan servicers to correctly communicate changing obligations to borrowers as they approach repayment and helps prevent student loans from being converted to repayment either too early or too late. The following are best practices we recommend you follow, as you review and report ACDs:
- Report ACDs for students with F, Q, H, L, and A enrollment statuses. Do not report ACDs for students with W, G, or D statuses.
- Ensure that the ACD reflects the date when you expect the student to graduate. (For example, if a student working on a four-year degree started in fall 2016 and is expected to graduate in spring 2020, you should report an ACD that occurs at the end of the spring 2020 term.)
- If you are unsure when a student is expected to graduate, we recommend you report the ACD using the current term end date plus one year to avoid the student entering repayment too early.
- Do not report the student’s ACD as occurring more than 10 years after the certification date of your enrollment file. This can trigger NSLDS error #16 and cause NSLDS to not accept the record.
- Review ACDs at least once every term to ensure the dates for all enrolled students (those with F, Q, H, L, and A statuses) are calculated and reported accurately. Typically, the ACD calculation is based on the number of credits completed and the total number of credits required for graduation or program completion.
How to View the Clearinghouse’s Average File Processing Turnaround Time
You can see the average processing turnaround time for enrollment and degree files submitted to the Clearinghouse by selecting the “Student Reporting” tab of our secure website. This information is also displayed when you select the “Enrollment Reporting” and “Degree Transmissions” links on the tab.
Frequently Asked Questions
What is an SSCR?
A Student Status Confirmation Report (SSCR) is a roster of students who have Title IV loans or grants disbursed by your school. The roster is populated by your school when your financial aid office enters information into the COD (Common Origination Disbursement) system to start the loan process for your students. Once the information is entered into COD, it is transmitted to NSLDS, which populates the roster. The student roster is then sent to the Clearinghouse, who as your institution’s authorized agent, responds to the rosters. The response the Clearinghouse sends is comprised of the most recent information your school reported in your enrollment transmissions.
How often does the Clearinghouse respond to Student Status Confirmation Reports (SSCRs)?
The Clearinghouse schedules and processes a Student Status Confirmation Report (SSCR) every month for each of our participating schools. Typically, each roster is received from the National Student Loan Data System (NSLDS) around the first day of the month and processed within 15 days of receipt, per guidance from Dear Colleague Letter 14-07.
How often is enrollment reported to the Clearinghouse?
Each institution that participates with the Clearinghouse has a unique enrollment reporting schedule, tailored to its academic calendar. The Clearinghouse recommends reporting at least every 30-45 days, and submitting First-of-Term enrollment files within about three weeks of your institution’s term start date. This timeframe helps ensure your institution’s compliance with federal requirements.
What is the timeframe for reporting to NSLDS? Is it 30 or 60 days?
The regulations published by the Department of Education require that institutions complete and return their Student Status Confirmation Reports (SSCR) within 15 days of receipt. Not to worry, sending your data to the Clearinghouse in a timely fashion and following the guidelines for your planned transmission schedule and error resolution enables the Clearinghouse to complete this requirement on your school’s behalf. The other portion of the regulations state that an institution must report a student status change whenever a student drops below half-time (i.e., less than half time, withdrawn, or graduated) within 60 days of determining the status change. You can report the status change via another SSCR, if your school plans to send one within 60 days. The NSLDS Enrollment Reporting Guide notes that schools must report enrollment information at least every 60 days.
Do SSCRs go out at least every 60 days?
Yes. The Clearinghouse schedules and processes a Student Status Confirmation Report (SSCR) every month for each of our participating schools. Each roster is typically received from the National Student Loan Data System (NSLDS) around the first day of the month and is processed within 15 days of receipt, per guidance from Dear Colleague Letter 14-07.
How does the Clearinghouse know who to send my enrollment data to if the information is not requested through the SSCR process?
While the Clearinghouse primarily serves school clients, our participants also include members of the education finance community. These organizations provide the Clearinghouse with their borrower portfolios, typically monthly. The Clearinghouse uses the student borrower lists to identify which lenders, servicers, and guarantors need to know about specific students’ changes.
How can I view enrollment reporting completion through the Clearinghouse website and NSLDS?
Clearinghouse participating schools can access student-level enrollment information via the Clearinghouse secure site. Please inquire with the school about its access and request the following from them:
- Enrollment history
- Enrollment data reported to lenders, servicers, and guarantors
- NSLDS notification history
How should my school report unofficial withdrawals through the Clearinghouse to NSLDS?
Unofficial withdrawals are an extremely common occurrence among schools. The Clearinghouse understands this information needs to be reported to NSLDS and we offer two ways for your school to do so:
- Use the online update feature via the Student Look-Up tab on our secure site.
- Schedule an enrollment file that contains the withdrawals.
We recommend you report unofficial withdrawals as soon as possible. If a student re-enrolls after an unofficial withdrawal, it is important to remember that you must capture both the withdrawal and the enrollment.
Clearinghouse Academy Courses
- Compliance Reporting
- Enrollment Reporting: An Introduction
- Enrollment Reporting: Error Resolution
- Enrollment Reporting: Error Resolution (En español)
- Enrollment Reporting: File Submission
- Enrollment Reporting: File Submission (En español)
- Enrollment Reporting: NSLDS SSCR Errors
- “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
- Enrollment Reporting Programming & Testing Guide
- 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
- X status for Program-Level Reporting Resource Document
Something Else to Be Thankful for this Holiday Season: Our Enrollment and Compliance Reporting Resources!
Discover the Clearinghouse’s resources on NSLDS compliance reporting available to support you.
Schools can now send campus-level Status Start Date (SSD) changes for students whose status has been increased to full time from a lower status within the same term.
Make sure you monitor your NSLDS Enrollment Reporting Statistics Score each month and use our resources to stay in compliance.
FSA’s recent update to the College Scorecard emphasizes the importance of correctly reporting historical program-level data.
Based on feedback from our schools, we have enhanced our online Transmission Schedule tool to allow you to make additional changes to your Enrollment Reporting schedule.
Reporting non-compulsory term enrollment, including for a summer non-required term, to NSLDS via the Clearinghouse.
Our new G from DegreeVerify service enhancement will enable schools to generate graduated statuses from college student IDs.
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.
Helpful information on how the Clearinghouse plans to help ensure your school’s compliance with the Department of Education’s April 20, 2017 announcement regarding modifications to summer enrollment reporting.
FSA guidance on published program length and how to change program lengths.
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 EDI file intake enhancement helps ensure students are reported and accounted for properly.
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.
New NSLDS Enrollment Reporting Guide offers additional clarification regarding reporting retroactive enrollment status changes.
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.
The Clearinghouse recently identified a discrepancy that caused the “Move To” field NOT to be transmitted to National Student Loan Data System (NSLDS).
It used to be traditional for students to enroll in coursework at only one location. However, traditional is no longer the norm.
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.
Make sure you read our NSLDS Enrollment Reporting Statistics Page FAQs for key summary-level information about the data fields and calculations.
As a part of your compliance reporting service, the National Student Clearinghouse responds to NSLDS on your behalf, providing up-to-date information on your students, who have been identified as possible Title IV Aid or Direct Loan recipients.
Our new online SSCR Error Correction system is now live!
It’s critical that you report an accurate Anticipated Completion Date (ACD) — also commonly known as the Anticipated Graduation Date or AGD — for each student for whom it is required.
NSLDS released an updated enrollment reporting guide in November.
Learn how you can log on to the Clearinghouse secure site to see when your enrollment information was sent to NSLDS.
Learn about the SSCR process and how your school’s submission schedule plays a role.
Follow the Latest NSLDS Guidelines to Correctly Report Published Program Length Measurements and Begin Dates
In NSLDS Newsletter #55, FSA announced a series of new error codes to improve the accuracy of program-level reporting. Learn more.
Did you know that under the 150% requirement NSLDS can use Graduated enrollment status to help determine a borrower’s maximum interest subsidy and remaining eligibility? It’s true!
We reached maximum capacity with our recent webinar, “Preparing for Your Annual Audit.” If you missed it, you can watch the recording on demand.