1. NSLDS® Enrollment Reporting
Rick Renshaw| October 12, 2017 U.S. Department of Education TASFAA Annual Conference

2. Agenda Overview Monitoring Recent Enhancements New Reports
Reference Materials
Questions

3. Overview

4. Student’s Monitor Enrollment History
Description has been updated
New fields outlined in red
NSLDS.ed.gov is where students can go to look at info about their enrollment history
See NSLDS Newsletter 54 for more information.

5. Student’s Monitor Subsidy Usage
Here is where they can look at their usage.
See NSLDS Newsletter 54 for more information.

6. Enrollment Reporting Uses
Enrollment Data
Loan Servicing
Cohort Default Rates
150% Loan Subsidy
Gainful Employment
StudentLoans .gov
College Scorecard
Research
Administration and Congressional Reports
Enrollment Reporting Uses
ER data is used for all of these areas.
At the start of this year, we have had over 125,000 loans from 45,000 students who have lost their subsidies.

7. Who to Report? Who NSLDS will put on your roster?
Students who received Title IV aid at your school as reported by Schools, Federal Loan Servicers, Guaranty Agencies, Lenders, COD, and the student
Students entered on Transfer Student Monitoring (TSM) and Financial Aid History (FAH)
Who you must add to your roster?
Students with Title IV aid from another school who will be receiving aid at your school
Who you should add to your roster?
Students with Title IV aid from another school who will not be receiving aid at your school
Report student who transfer into your school but not yet on the roster.
NSC is helping school clients add new students to the NSLDS enrollment roster.

8. What to Report? Campus-Level Program-Level Email
Certifying 8-digit OPEID
“Move To” 8-digit OPEID
Student Name, SSN, and DOB
Student Physical Address
Student Phone Number
Certification Date
Enrollment Status
Enrollment Status Effective Date
Anticipated Completion Date
Term Begin and End Dates
Program-Level
Classification of Instructional Programs (CIP) Code
Program Credential Level
Published Program Length (PPL)
Program Length, Measurement (Years, Months, Weeks), and Weeks Title IV Academic Year
Special Program Indicator
Program Enrollment Status
Program Enrollment Status Effective Date
Student’s Program Begin Date
Student Address
If in multiple program, report all programs. Include address.
= Combination of these fields identifies a unique program on NSLDS

9. What Programs to Report?
Report any Title IV eligible program student is enrolled in, even if student did not receive aid for that program
Exceptions
If a student is not in a program leading to any credential or degree, such as continuing education courses, do not report program-level information
"Deferment Only" schools do not report program-level information
Use campus level record to report excepted students and indicate no program associated with that student.

10. Ways to Report Batch Online Fixed Width Comma Separated Values (CSV)
Enrollment Maintenance
Enrollment Spreadsheet Submittal

11. When to Report? ROSTER RESPONSE ERRORS
Schools must certify enrollment data
at least every two months
ROSTER
Schools must respond within 15 days
after the roster is generated
RESPONSE
For batch, errors must be corrected and submitted within 10 days of receiving the Error/Acknowledgement file
ERRORS
Note: All successfully processed batch submittal files will receive an Error/Acknowledgement file. If you don’t receive one, verify the header and trailer of the file as a File-level error may have occurred.

12. Using Third-Party Servicers
Note to schools using a Third-Party Servicer to report enrollment data to NSLDS
Schools are responsible for ensuring that Third-Party Servicers are compliant with NSLDS reporting requirements
NSLDS will contact schools, not Third-Party Servicers, if a school is out of compliance
Reminder: Third-Party Servicers must be added to your school’s ECAR

13. Monitoring

14. Compliance Letters
Escalating letters will be sent by to non-compliant schools in early 2017
Schools who fall below 90% of the portfolio certified with a program will be notified for non-compliance
The 90% threshold is considered minimal and may be increased in the future
Schools who do not improve their performance will be referred to FSA Program Compliance for action
Continues to be an issue.
This year, Program compliance has been working with schools that reported environmental issues that prevented them to get to 90% threshold.

15. Enrollment Reporting Contact
First letter will go to FAA and NSLDS Enrollment Reporting Contact
Later letters will go to the school President/CEO
Please add/update your Enrollment Reporting contact on the NSLDS website.

16. Enrollment Reporting Statistics
As of February 2016, statistics no longer include enrollment status of X or Z, with no corresponding program-level data
As of June 2016, the evaluation period was extended from 65 days to 135 days to ease the calculation of statistics
NSLDS gives a lot of information to help you monitor your reporting.
Candy corn icons.
Issue about counting students not recognized or not attending fixed.
Issue about students At least HT in spring and don’t attend summer and return in fall, NSLDS increased measurement period to 135 days. Update as early as possible in the fall.
See NSLDS Newsletter 49 for more information.

17. Program-Level Reporting Compliance
Count of schools within each percentile range of Program-level Reporting Compliance
Schools below 90% will receive the first warning letter
2016 Statistics
June
July
Aug
Sept
Oct
Nov
100%
1173
1373
1425
1449
1474
1502 %
2508
2373
2481
2220
2371
2336 %
761
765
781
822
788
774 %
290
357
288
338
299
324 %
752
666
812
726
728 %
354
211
198
208
201
193
Total
5838
5831
5839
5849
5859
5857
Those in red, are the first schools that PC officers are going to call and work with schools to help them get into compliance.

18. Recent
Enhancements

19. Adding Students to Your Roster
Enrollment Push To Roster allows you to add a student to your roster or another school’s roster
In July, updated to include an Enrollment Push Date
Ensures students are not added to the roster too early
Student is added to portfolio on the Enrollment Push Date and appears on the next roster
Enrollment Push Date is optional and defaults to current date.
NEW
Push date triggers when you want the student added to your school roster.
Note newsletter reference at bottom of page.
See NSLDS Newsletter 55 for more information.

20. Updates to Enrollment Update
Find students who need to be certified
Sort results by Certification Date (oldest first)
Find students without programs
Filter results to display students without program enrollment information by checking the box Exclude Students with Certified Programs
This screen will let you see which students need certification so you can go ahead and cert online as needed.
Sort option by cert date. Longest time appear first after never certified.
Check box will get you a list with missing program info.
Bottom check box defaults to all statuses. Can uncheck to filter to students with W or U that were never certified twice to come off roster.
See NSLDS Newsletter 55 for more information.

21. Updates to Enrollment Maintenance
Sort results by Certification Date (oldest first)
Total Students Matching Criteria
Late Certification Warning Icon
NEW
Sort option added.
Warning icon appears if you have one or more students not certified within 65 days.
See NSLDS Newsletter 55 for more information.

22. Updates to Enrollment Maintenance
NEW
Late Certification Warning Icon
Appears at the top of the page and left of the Cert. Date
Program reported by COD Warning Icon
Appears right of CIP Code
Note warning icon again.
Change for summer enrollment period, did not remove warning icon.
Bottom icon will be changes to information icon.

23. Late Enrollment Certifications Report
Provides a list of students who have not been certified after a specified date
Helps ensure students are certified in a timely manner
Helps address Error 38 – Certification Date is too old
Note newsletter reference at bottom of page.
See NSLDS Newsletter 53 for more information.

24. Credential Level Description
New Error Codes
Also in July, added Program Length reasonability edits to ensure correct reporting
Error 77 – Published Program Length is too short
Error 78 – Published Program Length is too long
Credential Level
Credential Level Description
Minimum Years > or =
Maximum Years < or = 01
Undergraduate Certificate or Diploma Program
0.1 10 02
Associate's Degree
0.4 03
Bachelor's Degree
0.9 04
Post Baccalaureate Certificate 05
Master's Degree 12 06
Doctoral Degree 07
First Professional Degree
0.2 08
Graduate/Professional Certificate 99
Non-Credential Program [Preparatory Coursework/ Teacher Certification]
Last two columns are the edit parameters
See NSLDS Newsletter 55 for more information.

25. New Error Codes
Error 79 – Program Begin Date must not be too far in the past
Updated in October to now allow dates up to 99 years prior to the Program Enrollment Effective Date
Previously allowed only up to 20 years prior
Some obvious errors: 1901, 1015, etc.

26. Common Enrollment Reporting Errors
Table displays most common errors by percent occurrence among all schools as of November 2016.
Error Code
Description
Percentage 22
Conflicting Status Code
26% 38
Certification Date is too old
18% 69
Program Effective Date < Certification Date
13% 75
Inconsistent Record Type indicator
11% 30
Effective Date < Certification Date 8% 26
ACD > Certification Date --
Other
16%
Top 6 are 84% of all problems

27. Error 22 – Conflicting Status Code
If enrollment history already exists for the student at a campus, then the School cannot report the Enrollment Status of X or Z
History includes Enrollment Statuses
‘F’ – Full-Time
‘Q’ – Three-Quarter-Time
‘H’ – Half-Time
‘L’ – Less than Half-Time
‘A’ – Leave of Absence
If correcting history, Effective Date must be prior to a previously reported Effective Date
26%
Effective date has to be earlier that the active status to clear off roster.
Remember must report twice to clear from roster.

28. Common Errors Continued
Error 38 – Certification Date
Certification Date is too old - Identifies overdue reporting
As of June, allows up to 135 days in the past
Error 69 – Program Effective Date < Certification Date
Program Enrollment Effective Date must not be later than the Certification Date
Cannot certify a future enrollment (i.e. for a term that has not yet begun)
18%
13%
Increased from 72 days to 135 days. To fix summer non-enrollment issue.
In response to school concerns about certifying enrollment during the summer for students who are
not actually attending classes, NSLDS has relaxed Edit 38 – Certification Date is too Old. The edit has
been modified to allow certification dates up to 135 days in the past. This will allow schools to meet
the requirement to report enrollment at least every 60 days, while also following the Continuous
Enrollment guidance, by reporting the student’s last spring status (and certification date) through the
summer, if the student is expected to return in the fall (or after another non-required period of
attendance).
See NSLDS Newsletter 55 for more information.

29. Error 75 – Record Type Indicator
Indicates required record is missing from a bundle
Indicates all detail records for the student were rejected
Cause of error could be in either Campus-level or Program-level record
11%
All or nothing. Reject bundle is any record is missing or rejectable.

30. Error 30 – Effective Date < Certification Date
Certification Date must be greater than or equal to Effective Date
Cannot certify a future enrollment (i.e. for a term that has not yet begun)
As of June, the tolerance of Certification Date increased to 135 days 8%

31. Error 26 - ACD > Certification Date
Anticipated Completion Date (ACD) must be greater than Certification Date for Enrollment Statuses
‘F’ – Full-Time
‘Q’ – Three Quarter-Time
‘H’ – Half-Time
‘L’ – Less than Half-Time
‘A’ – Leave of Absence
Update will be made later this year to increase tolerance of this edit 8%
Date for active status cannot be after the ACD.
For graduation, adding a tolerance of 60 days. Listen to the 2016 FSATC session #9 for explanation on this slide and indication that newsletter will explain enhancement.
Adding soon a tolerance to alleviate this problem for some. Don’t necessarily always determine the credentials until sometime later. If you have a roster scheduled before the time and your re-report the student as FT, the roster will reject. We are adding a 60 day cushion to allow you time complete your grad audit and then to report that graduated status.
Section of 11/16 ERG page 16: The effective date for a completion/graduation status (‘G’) is the date that the school assigns to the completion/graduation. In particular, a completion/graduation status
could be either the same as the effective date of a previously reported ‘W’ or sometime after that date. Some schools may wait to assess a student’s completion of program
requirements and, therefore, report a ‘W’ when the student is no longer attending classes followed by a ‘G’ when completion is confirmed with whatever effective date the
school gives the graduation status. It is important to note that, for a student who has graduated, schools who initially report a withdrawn status must subsequently report the student as having graduated by certifying a ‘G’ status at the campus-level and/or program-level as appropriate.

32. Enrollment Errors Report (SCHER5)
Allows monitoring of errors generated by school and/or third-party servicer submittals
Contains submittal error/acknowledgement information for each batch submittal processed for a school within a specified timeframe
Released November 2016
List submittal date and error codes (up to 5).
See NSLDS Newsletter 56 for more information.

33. Program-Level History
Starting in January, Program Enrollment Detail page assists schools in ensuring the correct program data is reported to NSLDS
Schools can view all program history reported for a student was added
Accessible through the Enrollment Summary page
Both student and FAP screens.
Click on blue box to access this detail screen
See NSLDS Newsletter 51 for more information.

34. Program Certification Detail
The Program Certification Detail page displays detail information on each certification for a single program status.
Click on blue box to access this detail screen

35. Enrollment Submittal Tracking
New tool to monitor incoming and outgoing enrollment files
Schools can view information about enrollment rosters and submittals (web and batch) for their school
Accessible through the Enrollment Reporting Profile page
History of your roster submissions.
See NSLDS Newsletter 51 for more information.

36. New Reports

37. Program-Level Certification Report
New Enrollment Reporting Program-Level Certification Report will include program-level history reported for a student (SCHER8)
Program-level history will be provided based on date specified by user
Similar to existing Enrollment Reporting Certification Report (SCHER4)
Ad-hoc report sent to SAIG mailbox of requestor
Formats:
Fixed Width (ERCCFWOP) or CSV (ERCCCDOP)
Released March 2017
Program level version of SCHER4 report.
See NSLDS Newsletter 58 for more information.

38. Program Comparison Report
Will be available to assist in comparing program-level data reported to NSLDS by either the school or COD (SCHE10)
Programs provided based on date specified by user
Helps identify inconsistencies in program identifiers reported by school to COD vs NSLDS
Same CIP, different Program Length or Credential Level
Different CIP reported by COD and school
Formats:
Fixed Width (ERCDFWOP) or CSV (ERCDCDOP)
Released March 2017
Used to compare and see differences between COD and NSLDS reporting. Example: two different lengths for the same program. NSLDS assumes two different programs. See newsletter on how to fix.
See NSLDS Newsletter 58 for more information.

39. Reference
Materials

40. Reference Materials
The NSLDS Enrollment Reporting Guide is available in IFAP under NSLDS User Documentation
Current version is dated November 2016
Updated guide replaced prior version on November 22, 2016

41. Reference Materials
July 22, 2015 – Newsletter 49: Enhancements to NSLDS for Enrollment Reporting and Gainful Employment
February 17, 2016 – Newsletter 51: Enhancements to NSLDS Cohort Default Rate Reports and Enrollment Reporting
March 24, 2016 – Newsletter 53: NSLDS Enhancements for Perkins Reporting, Enrollment Reporting, and Borrower Defense
May 13, 2016 – EA 22: 150% Direct Subsidized Loan Limit: Electronic Announcement #22 – Important Reminders About Program-Level Enrollment Reporting to NSLDS

42. Reference Materials
June 17, 2016 – Newsletter 54: NSLDS Student Access Enhancements
August 2, 2016 – Newsletter 55: NSLDS Enhancements for Enrollment Reporting and Other Resources for Schools
December 12, 2016 – Newsletter 56: New NSLDS Enrollment Errors Report
February 21, 2017 – Newsletter 57: New NSLDS Organizational Profile Page and Scheduled Report Enhancements
April 26, 2017 – Newsletter 58: New Enrollment Reports, Enrollment Reporting Compliance Notifications, and Award ID Search Functionality
#57 explains a new organizational profile page. This page allows users to view and update the school’s scheduled reports, view batch services the school is signed up for, and view and update the Transfer Student Monitoring (TSM) Profile.

43. NSLDS Contact Information
NSLDS Customer Support Center
Phone:
Toll:
Fax:
Web:

44. Dallas Regional Office Contacts
Dallas School Participation Team
Main Number:
Brian Bender (IIS) –
Michael Rhodes (IIS) – 44

45. Your Dallas Regional Training Team
Kevin Campbell, Training Officer
Rick Renshaw, Training Officer
Trevor Summers, Training Officer

46. My Contact Information
Rick Renshaw
Training Officer
U.S. Dept. of ED
Federal Student Aid
Dallas Regional Office

47. Training Feedback
To ensure quality training we ask all participants to please fill out an online session evaluation
Go to
Evaluation form is specific to Rick Renshaw
This feedback tool will provide a means to educate and inform areas for improvement and support an effective process for “listening” to our customers
Additional feedback about training can be directed to my supervisor

48. QUESTIONS?