enrollment reporting error resolution on the web · your institution’s enrollment reporting...

© 2016 National Student Clearinghouse. All Rights Reserved.

Enrollment Reporting Error Resolution on the Web

Intermediate/Advanced

Managing and Resolving enrollment reporting errors

through our secure site.

Sara Fry


Agenda

• NSC: Beginnings, Purpose & Value

• A Closer Look: Enrollment Reporting

• Errors & Warnings

• Best Practices: Enrollment & Compliance Reporting

• On the Horizon: What’s New?

• Next Steps

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Beginnings, Purpose & Value

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Our Beginnings

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Our Purpose

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Department of Educationand

Student Loan Lenders, Servicers, and Guarantors

Student

Enrollment


Our Purpose

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Assist institutions in meeting compliance for federal aid reporting.


7

We serve the education community by facilitating

the exchange and understanding of student

enrollment, performance, and related

information.

The Clearinghouse Mission


Enrollment Reporting

Data Intake for Enrollment Reporting


Enrollment Reporting Service

The Clearinghouse provides enrollment status

and deferment information for financial aid

students on behalf of its participating institutions to

guarantee agencies, lenders, servicers and the

Department of Education.


Clearinghouse Data Flow – Enrollment Data Intake

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School Sends Data

Via secure FTP

Clearinghouse Database

Once the file arrives, the Clearinghouse performs edits on the data.

Clearinghouse back to School

School completes required edits to data, correcting any information that was identified as erroneous.

School back to Clearinghouse

Corrections are reviewed and, if corrections are complete, data is loaded to Clearinghouse database.


Clearinghouse Hierarchy of Errors

• Why another error generates after one is fixed

• Incorrectly fixing error 1519, 1529, etc…

– Error 1519, 1529, 1539, etc… are previously reported programs that were not included on the file and need to be accounted for

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Clearinghouse Hierarchy of Errors continued

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Common Error Codes

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002Duplicate SSN

288Student Found for Same School

in Multiple Branches, G Status

290Name Conflict with Prior Institution,

Rejected Multiple Times

206Future Status Start Date

253Name Conflict with Prior Institution

First Time Student is Rejected


Error Code 002 – Duplicate SSN

• Why is this error generated?

• How to correct?

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Error Code 002 – Duplicate SSNCase Study

Example # 1:

123-45-6789- John Smith (DOB 1/1/1994) – FT- 1/19/2017

123-45-6789- John Smith (DOB 1/1/1994) – W- 12/01/2016

Example # 2:

987-65-4321- John Smith (DOB 1/1/1994) – FT- 1/19/2017

987-65-4321- Suzie Que (DOB 5/8/1986) – FT- 1/19/2017

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Error 288

• Error 288 is defined by the Clearinghouse as student found for

same school in multiple branches with a Graduated enrollment

status.

• Will only be seen on Grad Only enrollment files

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Error 206

• Occurs when a student’s record is being reported with a future

status start date

• Status start dates cannot be after the certification date of your

enrollment file

• If your institution reports with rolling terms student records being

reported with active statuses will be rejected

• If your institution reports a W, G, A, or D with a future status start

date it will be posted to our secure site for you to update to a

current status start date

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Errors 253 & 290

• Error 253 is a name conflict with prior school for same SSN and is

used to identify situations where the school is report a student under a

SSN that previously was reported for a different student and it is the

first time the student is being rejected.

• Error 290 is a name conflict with a prior school for same SSN and has

been rejected more than once

• Can access these records on your Reject Detail

– After your enrollment file is processed an automated email is sent to

individuals that have the following roles/permissions:

• reports, submission data contact, or submission data alternate

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Reject Detail

• Are records that were rejected from your enrollment file for various reasons

• Some of the most common reason a record is rejected is because of a name conflict or a record has been reported with a G or W multiple times and is not needed

• Can be reviewed after your file has been merged, after your file has been merged an automated email will be sent to individuals who have the reports role assigned to them

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Accessing Your Reject Detail


Accessing Your Reject Detail

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Accessing Rejected Records

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Updating a Rejected Record

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Updating a Rejected Record

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Clearinghouse

Schools


SSCR sent to NSC

monthly

Lenders Send Overlay Files

U.S. Dept of Ed

NSLDS

Lenders/Servicers/

Guarantors

Clearinghouse

Schools


Clearinghouse Reports

Student Status Clearinghouse Submits

Students on SSCR

U.S. Dept of Ed

NSLDS

Lenders/Servicers/

Guarantors

Clearinghouse

Schools


Enrollment Reporting Best Practices

• Submit on time and in sync with your submission schedule and transmission

type.

• Update your submission schedule with any changes as soon as you are aware.

• Keep your Submission Data and Submission Data Alternate contacts updated.

• Process your Error Resolution on the Web report in a timely manner.

• Update your SIS with any changes you make on your error report to avoid

future errors and warnings.

• Print or copy the students included on your error report.

• Contact [email protected] or 1.703.742.4880 with any

questions related to enrollment reporting.


Your institution’s enrollment reporting schedule is

designed to help ensure compliance with the

federal regulations.

Compliance Best Practices


We recommend your school take the following actions when reporting

your students:

• Report every month

• Resolve Error Resolution On The Web reports promptly and

please 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 your graduates have been

reported

• Contact [email protected] for

assistance with any non-standard updates, changes or unique

situations

Compliance Best Practices


On the Horizon or

What’s New?

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The Clearinghouse Solution – Going Forward

NSC is working to meet school client needs expressed and

upcoming changes from FSA.


The Clearinghouse Solution – Going Forward

• The X-status

• Adding visibility into SSCR process on secure site,

guidance for resolving SSCR errors, and portal to submit

• Enhancing and leveraging DegreeVerify logic to create

graduated enrollment status records for schools

participating in G from DV

• Streamlining online update process for submitting

individual student changes


What’s New on the Horizon at NSC?


Available Resources

• Clearinghouse Audit Resource Center SSCR & Compliance Questions

[email protected]

• School Operations Enrollment & Degree File Processing

[email protected]

• Education Finance Industry Operations SSCR Questions

[email protected]

OR

[email protected]


Your Client Services TeamVisit studentclearinghouse.info/reps

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Re-Discover the Clearinghouse Academy


Re-Discover the Clearinghouse Academy

• Live Webinars

• On-Demand Tutorials and Recorded Webinars

• Conferences We’re Attending

• User Guides and Other Resources

• Events Calendar

• NSC News and Blog Articles

Rediscover a new way to get the training and information you need to maximize

use of NSC services and increase efficiency. Visit ClearinghouseAcademy.org

to access…


Enrollment Reporting Error Resolution on the Web

4/28/2017 39

Questions?


Live: In Your NeighborhoodSAVE THE DATE!

https://nscblog.org/2017/01/save-the-date-for-a-

clearinghouse-academy-session-near-you/

enrollment reporting error resolution on the web · your institution’s enrollment reporting...

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