Enrollment Reporting: When Two Worlds Collide Leslie Lloyd & Yuko Boyd Craven Community College Spring Conference April 7 – 10, 2019

Enrollment Reporting Overview Enrollment reporting is required for all schools participating in Title IV aid. Report on all students NSLDS identifies to report (SSCR report). Compare that report with the roster you have for students enrolled at your school and report accordingly. Many different things are required to be reported, which is why traditionally the Registrar’s office submits the report. Spring Conference April 7 – 10, 2019

Who does reporting at your school? If Registrar’s office, does the financial aid office review any components? If financial aid office, does the registrar office review any components (IE: error reports)? Spring Conference April 7 – 10, 2019

Spring Conference April 7 – 10, 2019 Playing tricks Attendance vs non attendance taking schools What about those mini-terms? Internal Audit Spring Conference April 7 – 10, 2019

Attendance vs Non-attendance If attendance taking school, must report Last Date of Attendance as the withdrawal date. If non-attendance taking, the school uses the date of notification as the withdrawal date (usually the Registrar has this date). Spring Conference April 7 – 10, 2019

Attendance Taking and LDA Since the withdrawal date is the LDA for an attendance taking school, the LDA must be reported as the “Eff. Date” to NSLDS* Two ways to do this: Update your system to look at the FINANCIAL AID last date of attendance. Send an updated enrollment report at the end of the semester with the LDA’s for those students who withdrew during the term. * NSLDS Enrollment Reporting Guide: pg. 26 under heading “Withdrawal versus Graduation and Effective Dates”. Spring Conference April 7 – 10, 2019

Reporting LDA in Colleague There is a difference in Use Last Attended Date and Use Unoff Dates for W/D Processing. Spring Conference April 7 – 10, 2019

What about those mini-terms? In order to report accurate enrollment dates, a school needs to report the dates the student actually attended. Even mini-terms. Regular term is 8/15/18 – 12/15/18 Student is enrolled in B-term : 10/17/18 – 12/15/18 Enrollment dates: 10/17/18 – 12/15/18 I discovered this when I went to change the “Eff. Date” to be the date the student actually began attendance. Notice the Withdrawn status effective date and the date received. This was found during my internal audit, and I was able to update. Spring Conference April 7 – 10, 2019

What about those mini-terms? For Colleague schools, update the settings to report actual dates of enrollment on the SITS screen. For those not on Colleague, have them talk to their office that does enrollment reporting to report on the correct date. Spring Conference April 7 – 10, 2019

Spring Conference April 7 – 10, 2019 Internal Audit Check update students LDAs at the end of term (if not updating system). This can be incorporated into your end process when done with R2T4s. Pull a list of all students who withdrew during the prior term (R2T4s!). Select a sample % to review (I usually use 25%). Ensure your dates and status match what is in NSLDS. Spring Conference April 7 – 10, 2019

Spring Conference April 7 – 10, 2019 Internal Audit If errors found, I usually talk to my Registrar to make sure I didn’t misread something. If still incorrect, update the record. Try to make alterations with the enrollment report to prevent future internal findings. Non-attendance taking schools: Still audit your withdrawal status’ and effective dates! Many times the status is correct, but the effective date is not correct. This will be an audit finding! Spring Conference April 7 – 10, 2019

Contact Information Yuko Boyd, Registrar boydy@cravencc.edu 252-638-7229 Leslie Lloyd, Director of Financial Aid lloydl@cravencc.edu 252-638-7367 Spring Conference April 7 – 10, 2019

NCASFAA would like to thank our Professional Affiliates! Spring Conference April 7 – 10, 2019