Working NSC & NSLDS Error Reports Presented by: Julie Novak, Sr. Program Coordinator, UWF Emily Teets, Retention Coordinator, UWF Tuesday, February 5th at 8:30am

Introduction Who We Are Our Institution System Combined 8 years in Higher Education Trained by two key staff with a combined experience of 24 years of NSC experience Our Institution 13,000+ enrollment; 4-year State Public University Started in 1967 System Banner 9.3 NO modifications: 100% Banner/System Delivered Confluence (Atlassian product): Job Aid/Documentation

Learning Outcomes of this session The importance of verifying enrollment data How to navigate the many types of error reports How to successfully work your financial aid error report (NSLDS) Other Tips and Tricks

Starting with your NSC File High-Level Overview: Run the Delivered process Expected Graduation Date (ZSPPEGD) – this will pull in the anticipated graduation date to the NSC file Pull in Time Status (SFRTMST) Run outside PopSel that removes phantom header records (known issue in Banner, SFAREGS) Create the file (SFRNSLC) Contains 32 fields of data Run ZSCPNC (extracted data that folds into the secure file for uploading to NSC) Upload to NSC Sent in EDI Format

Audit Mode Error Example: Rounds of Errors First, run each step of the Delivered process in “Audit Mode”. Audit mode will show if there are any errors that need attention. Next, run each step of the Delivered process in “Update Mode.” This data will be uploaded to NSC. Audit Mode Error Example: Expected Graduation Date: view for blanks in Audit Mode. Go to record and fix errors or if small amount of errors, wait until primary error report comes back Explain why we do Audit mode first. Very few errors in audit, go through and clean up on back end in error report, easier to find that way! If we see something really off (normally have 20 errors, but now we have 2,000), call NSC for assistance. Sometimes it’s errors on their end and other times it’s errors on ours.

Example of what you might think is an error At UWF, the Number of Records Eligible are the manual overrides based on Enrollment/Time Status Exceptions i.e.: COOP, Dissertation and Graduate Thesis students are coded as F/T enrollment with minimum credit threshold. Could also be transient students (deferment) Primary institution should be reporting the enrollment information. Tableau report – change time status in SFAREGS, manually complete before running report for NSC.

Error Resolution Report

Red HAS to be completed, but black should try and be resolved as well, give examples of zip codes or address errors (double check in banner and clean up)

TIPS & TRICKS Red errors MUST be fixed/resolved in order for the report to load to NSC. The entire enrollment file is submitted/pending and not officially loaded to the system until this error report is cleared by the NSC. Black items are not required to be fixed, but we HIGHLY recommend reviewing the errors and fixing them. Black errors will not prevent the file from officially loading to NSC. Most Common Errors: 208 Error: Unreported student previously enrolled in term 1568 Error: Unreported Program Previously Reported for term

208 Error: We reported the student on the prior file but, the current file did not pull enrollment data Example: A student in the prior file was LT (Less Than Half- Time) but, current enrollment didn’t pull in when the file was loaded. In researching, the student’s record indicates a withdrawal some time after the last file was uploaded. This is not normal. However, due to a current business process/policy at our institution we see this error often. i.e., deletion for non-payment or staff drop/withdraw that was back-dated on SFAREGS

1568 Error: Enrollment Status of the student data reported does not align/match the status that is attached to the Program 2 Level Data.

Error 4: Enrollment status field was blank or not recognized Ex: DD or suspended students Error 1509: Student’s enrollment status and program status do not match *Typical occur after resolution of error 4

Errors in Black Zip code errors Address errors

EDI Rejects Missing enrollment data in the file. Missing enrollment data needs to be updated online.

In this case the |DD| is missing or there should not be ||| (3 pipes) Learn how to read the EDI report and find the reject or which “pipes” have a problem In this case the |DD| is missing or there should not be ||| (3 pipes) For UWF, most errors are cleaned up by submitting an online update. Should be EB# (EB6 = full time, EB4 = three-quarter time) ?? LOVE when we get emails to let us know what errors to look for!!

Reject Details Report

Export File into Excel

NSLDS Error Response Processing Detail Report/SSCR Report

NSLDS Error Report Log into NSC NSLDS Reporting Tab Student Reporting Enrollment Reporting NSLDS Reporting Tab

NSLDS Error Response Processing Detail Report/SSCR Report continued…

IMPORTANT: RO reviews the NSLDS error files first Non SSN issues that can be resolved by the Registrar’s Office SSN & Name Changes tend to need assistance from F.A. in order to update NSLDS records The errors with NSLDS data are compared to NSC data. Even if NSC is updated, someone needs to submit a ticket to NSLDS to request updates. For UWF, F.A. submits the ticket. IMPORTANT: Have a buddy in the Financial Aid Office!!!!!

NSLDS Error Response Processing Detail Report/SSCR Report continued… Typically when a student is in an enrolled status with an error 32, it means that NSLDS has newer information than the Clearinghouse. To resolve these errors, you will need to click on the online SSN hyperlink in the report, review the information for the student, make any necessary changes, and then click ‘Submit’. Even if there are no changes to be made, click ‘Submit’ on the record. This gives a new certification date for the record which should clear the error.

Secure Drive to share NSLDS Error data with the Financial Aid Office Download/Export file to Excel and save to Secured Drive Secured Drive because the file contains SSN data At UWF, we do not print lists that contain the full SSN. We require staff to have a Level II (fingerprint) background check to access SSN, Tableau/Dashboard reports do not list the full SSN; etc…

Summary The importance of verifying enrollment data How to navigate the many types of error reports How to successfully access your F.A. error report (NSLDS) Getting to Zero Errors!!!

Questions?

Julie Novak jnovak1@uwf. edu Emily Teets eteets@uwf Julie Novak jnovak1@uwf.edu Emily Teets eteets@uwf.edu Please complete the session evaluation on the Guide Book mobile app, we appreciate your feedback!

Resources NSC Enrollment Reporting Programming & Testing Guide EDI Troubleshooting Guide NSLDS SSCR Error Descriptions SSCR Online Error Corrections Video Compliance Central Webinar Series on SSCR Error Resolution FAQs

Additional References National Student Clearinghouse. (2017). NSC Enrollment Reporting Programming & Testing Guide. Retrieved from https://studentclearinghouse.info/onestop/wp-content/uploads/EnrollRept_ProgrammingandTestingGuide.pdf National Student Clearinghouse. (2017). EDI Troubleshooting Guide. Retrieved from https://drive.google.com/file/d/1_n6Fx4CJx3nwNXgWf7KrPIRaw4UfWHQp/view National Student Clearinghouse. (2017). NSLDS SSCR Error Descriptions. Retrieved from http://studentclearinghouse.info/onestop/wp-content/uploads/SSCRErrorCodeDefinitions.pdf National Student Clearinghouse. (2017). SSCR Online Error Corrections Video. Retrieved from https://www.youtube.com/watch?v=IXIyosl6avU&feature=youtu.be National Student Clearinghouse. (2017). Compliance Central. Retrieved from https://compliancecentral.org/ National Student Clearinghouse. (2017). Webinar Series on SSCR Error Resolution. Retrieved from https://nscblog.org/2017/01/new-webinar-series-on-sscr-error-resolution-is-here/ National Student Clearinghouse. (2017). FAQs. Retrieved from http://www.studentclearinghouse.org/colleges/enrollment_reporting/faqs.php