nslds 2014 enrollment reporting

Eric Hardy and Valerie Sherrer | Dec. 2013

U.S. Department of Education

2013 FSA Training Conference for Financial Aid Professionals

NSLDS 2014 Enrollment Reporting

Session 15

Agenda

• Importance of Enrollment Reporting• 2013 Enhancements

• Enrollment Administrator • School Location Reporting and “Move To” • Enrollment Push to Roster• Enrollment Spreadsheet Submittal

• 2014 Enhancements • Record Type Reporting (Campus, Program, E-mail)• Record Type Reporting Examples • New Enrollment Status Code• New Reporting Requirements

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Importance of Enrollment Reporting

• Critical for administration of Title IV Loan Programs• Ensures students’ interest subsidy entitlements are protected• Essential for:

• Proper servicing of loan throughout the life cycle of the loan • Preventing loan defaults• School cohort default rate management

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Enrollment Reporting

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2013 Enhancements

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Improving Compliance

NSLDS made Enrollment Reporting enhancements in 2013 to help improve oversight and compliance with reporting requirements. •New means and methods of reporting•Tools to improve timeliness and accuracy of student attendance reporting•Reports to monitor enrollment reporting on NSLDS

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What You Do Matters

Enrollment Reporting is about:

•Timely reporting of enrollment status changes•Accurately reporting the location where the student attends•Ensuring students are:

• Notified early about entering repayment • Timely receipt of in-school deferments• Serviced appropriately

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2013 Enhancements Reminders

Use the tools:

• Enrollment Reporting Profile Page to set administration for school locations

• School Location Reporting Functionality

• Enrollment Reporting Submittal Process

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Enrollment Administration

• Enrollment Administration allows schools with multiple locations to manage Enrollment Reporting from one location• Under the Enrollment Reporting Profile of the Enroll Tab• Option for a single location of a 6-digit school OPEID to act

as the Enrollment Administrator for other locations

• Essential for schools using a 3rd Party Servicer not set up for school location reporting

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Profile for Setting Administrator

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School Location ReportingReport Students Where They Attend

• It is important that schools add financial aid recipients to their rosters if the students are not already on the roster

• Students should be reported at two locations of the same 6-digit OPEID ONLY IF the student is actually attending both locations• If the student is not enrolled at both locations, report the correct

location for the student• If a student appears on a roster of an incorrect location, use the

“Move To” functionality to report the correct location for the student

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“Move To” Location Functionality

• The school location is the last 2-digits of the 8-digit OPEID

• Schools that share the same 6-digit OPEID and Administrator can “move” a student to the roster of the location where the student attends• Helpful for students misreported at a location• Helpful for transfers between locations

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Example OPEID = 12345678

•6-Digit Portion of the OPEID = 123456•2-Digit Location = 78

“Move To” Location Functionality

• In a batch file• Field is “Move to School Branch Code”

• On NSLDSFAP Web site• Field on Enrollment Maintenance is “Loc” (Location)

2014 enhancements will change the appearance of this field

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Enrollment Push to Roster

• A school can use the “Enrollment Push to Roster” feature when:• A student belongs on a roster for which you cannot report• You have no administrative rights for that location• The student transferred to a school for which you do not report

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Enrollment Push to Roster

Enter the 8-digit OPEID of the new school and click submit for the student to be added to the next roster

Enter 8-digit OPEID

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Enrollment Spreadsheet Submittal

• NSLDS has an enrollment spreadsheet submittal process for schools that don’t send batch files• Allows direct upload to NSLDSFAP website from user’s computer• Uses spreadsheet created by the user• User can use the Roster File, in CSV format, received from NSLDS

to create the spreadsheet• Any errors are displayed right away on the user’s screen• File has 1 MB size limitation (that is lots of students!)

The SSCR Release 3.0 software is no longer available!

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•The Enrollment Spreadsheet Submittal Format is posted in the "Software and Associated Documents" section of the Federal Student Aid Download (FSAdownload) website

•Instructions can be found in the NSLDS Enrollment Reporting Guide posted on IFAP January, 2013

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Using Third-Party Servicers

• Many schools use a Third-Party Servicer to report enrollment data to NSLDS on the school’s behalf

• We recommend• Schools verify that new and transfer students are being added to

the correct school location• Schools ensure that students that are certified as enrolled at

multiple locations are actually attending multiple school locations

• Don’t forget that all Third-Party Servicers must be added to your school’s ECAR

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Coming Soon in 2014

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150% Direct Sub Loan Limit

• Electronic Announcements regarding the published regulations were posted on the Information for Financial Aid Professionals (IFAP) website earlier this year• http://ifap.ed.gov/ifap/byTopic.jsp?function=44&year=2013

• Other FSA Training Session to address 150% Subsidy Loan Limit: • FSA Training Conference Session #28• What FAAs Need to Know About 150 Direct Sub Loan Limits

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NSLDS Phases

150% Direct Sub Loan LimitBasic Formula

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• Maximum Eligibility Period (MEP) – Calculated by COD based on disbursement records. Calculated by NSLDS based on Enrollment Reporting.

• Subsidized Usage Period (SUP) – Calculated by COD and sent to NSLDS.

• Remaining Eligibility Period (REP) – Calculated by COD based on disbursement records. Calculated by NSLDS based on Enrollment Reporting.

150% Direct Sub Loan LimitMaximum Eligibility Period

• Maximum Eligibility Period is 150% of the published length of borrower’s current educational program.

• Multiply published length of program by 1.5.• NSLDS will calculate using Enrollment Reporting information• Schools will be required to report individual student’s program-level

enrollment data to NSLDS

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Maximum Eligibility

Period (MEP)

150% Direct Sub Loan LimitMaximum Eligibility Period

Program Length Maximum Eligibility Period

5-Year Bachelor’s Degree 7.50 Years

4-Year Bachelor’s Degree 6.00 Years

2-Year Associate’s Degree 3.00 Years

2-Year Certificate 3.00 Years

1-Year Certificate 1.50 Years

18-Week Certificate 27 Weeks

10-Week Certificate 15 Weeks

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150% Direct Sub Loan LimitLoss of Interest Subsidy Benefits

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Enrollment Reporting Flow Change

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Enhancements to Enrollment Reporting

• Enrollment Reporting will allow schools to continue sending the existing Enrollment Reporting record types so that loan holders can apply deferments and grace periods

• Record Types:• Record Type 000 – Header (existing)• Record Type 001 – Campus-Level (existing with updates)• Record Type 002 – Program-Level (new)• Record Type 003 – E-mail (new)• Record Type 999 – Trailer (existing with updates)

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Record Type Reporting

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Campus-LevelCertifying 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 (new)

Classification of Instructional Program (CIP) Code

Program Credential Level

Published Program Length

Publish Program Length Measurement (Years, Months, Weeks)

Weeks Title IV Academic Year

Special Program Indicator

Program Enrollment Status

Program Enrollment Status Effective Date

Student’s Program Begin Date

E-mail (new)Student E-mail Address

Campus-Level (Record Type 001)

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• Campus-Level Enrollment will continue to provide the same level of detail needed for loan holders to accurately convert loans to repayment.

• 3 Changes to Campus-Level Reporting• Addition of Student Phone Number• OPEID and Move To (Location) will be 8-digit fields• Credential Level moving to Program-Level Record Type

Program-Level (Record Type 002)

Program-Level Reporting is designed to augment the existing data that is reported in Campus-Level Record Type to support 150% Sub Loan Limit.

Basic Reporting Rules:•Schools will provide details for all programs that a student enrolls until the student is no longer enrolled in that program•Unique program is the combination of Classification of Instructional Program (CIP) code and Program Credential Level•Schools will be required to report a Campus-Level Record Type when reporting a Program-Level Record Type•NSLDS will pre-populate the program-level data with information from COD

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Who to report Program-Level data for:•All undergraduate and graduate Title IV Recipients

• Students with any Subsidized Loans, Unsubsidized Loans, Graduate PLUS Loans, Perkins Loans, Pell Grants, Academic Competiveness Grants or SMART Grants or any Overpayments

• SULA Eligible Borrowers and SULA Not-Eligible Borrowers • Student recipients of Parent PLUS loans

Which programs to report:•All programs for which a Title IV Recipient is enrolled

• Title IV Recipients that are enrolled in a single program• Title IV Recipients that are enrolled in multiple programs concurrently must have all

programs reported• Title IV Recipients that are enrolled in multiple programs sequentially must have all

programs reported

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Fields Used to Identify a Unique Program• CIP Code – Six-digit Classification of Instructional Program code (without

decimal) identifying a program’s academic content• Program Credential Level - Level of credential for the educational

program indicated on the record

Fields Used to Set the Maximum Eligibility Period• Published Program Length -The length of the educational program

indicated on the record• Publish Program Length Measurement – Indicates if the measure of

time in Published Program Length is years, months, or weeks.• Weeks Program Title IV Academic Year - Weeks of instructional time in

program's definition of academic year• Special Program Indicator - Indicates borrower is enrolled in a special

Program


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Fields Used to Collect Enrollment Status• Program Enrollment Status – Current status for the student at the

reported program as of the certification date• Program Enrollment Status Effective Date - Date when the

program enrollment status took effect• Student’s Program Begin Date - Date when the student first

attended the reported program


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E-mail Record Type will be used to collect student e-mail address only

Basic Reporting Rules• E-mail address is an optional field. If not reporting an e-mail address,

school should not submit an E-mail Record Type• Multiple e-mail addresses may be reported by reporting multiple E-

mail Record Types• Schools will be required to report a Campus-Level Record Type when

reporting an E-mail Record Type• NSLDS will pre-populate the roster with information from COD

E-mail (Record Type 003)

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New Enrollment Status Code

• A new enrollment status code will be added to capture ¾ (three-quarter) time at the Campus-level and Program-level enrollment reporting

• NSLDS will use the letter ‘Q’ to represent ¾ time • F – Full-Time• Q – Three-Quarter Time• H – Half-Time• L – Less Than Half-Time• A – Leave of Absence• G – Graduated• W – Withdrawn• D – Deceased• X – Never Attended• Z – Record Not Found

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Draft Record Layouts

• Draft Record Layouts were posted to IFAP on November 25, 2013.

• We expect some changes will be made prior to final record layout posting.

• Updated Enrollment Reporting Guide will be available early in the new calendar year.

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Reporting Methods

• Batch Reporting formats:• Fixed-Width • Comma Separated Values (CSV)• Extensible Markup Language (XML) – will be updated in future

• Online Reporting Methods• Individual/Group Student Certification• Spreadsheet Upload

• Schools must use new Record Layouts, Online Web Pages or Spreadsheet Upload

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New Reporting Requirements

• School will be required to report enrollment to NSLDS at a minimum of every 60 days

• Reporting of new enrollment data will begin July 1, 2014. • Retroactive reporting of all programs prior to July 1,

2014 is not required• Programs that a borrower is enrolled in on July 1, 2014

might have a Program Start Date and Enrollment Status Effective Date prior to July 1, 2014

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Transfer Student Monitoring (TSM)

New!

NSLDS will use Transfer Student Monitoring (TSM) to add students to a school roster:

• Based on Enrollment Begin Date provided in TSM• Based on Location reported on TSM

•Make sure to keep a working relationship with your Third- Party Servicer to ensure new and transfer students are added to the appropriate roster

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Loss of SubsidyExample #1 – No Loss of Subsidy

OCT2014

JAN2015

APR2015

JUL2015

OCT2015

JAN2016

APR2016

JUL2016

OCT2016

JAN2017

APR2017

JUL2017

Program A Full Time 10/01/14 – 12/31/15

Published Program Length = 2 YearsMax = 3

Loan #210/01/15 – 06/30/16

SUP = 1

Loan #110/01/14 – 04/30/15

SUP = 1

Loan #310/01/16 – 06/30/17

SUP = 1

Program B Full Time 10/01/15 – 06/30/17


150% Direct Sub Loan LimitExample #1 – No Loss of Subsidy

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Borrower’s Condition at the End of the Loan Period

Is the REP <= 0? Yes

Is the Loan Period Begin Date earlier than a graduation?

No

Is there new qualifying enrollment? No

This borrower does not lose subsidy on their loans as there is no qualifying enrollment.

Loss of SubsidyExample #2 - New Enrollment After Loan Period

OCT2014

JAN2015

APR2015

JUL2015

OCT2015

JAN2016

APR2016

JUL2016

OCT2016

JAN2017

APR2017

JUL2017



Loan #210/01/15 – 06/30/16

SUP = 1

Loan #110/01/14 – 04/30/15

SUP = 1

Loan #310/01/16 – 06/30/17

SUP = 1



Program CFull Time 07/15/17 – 12/31/17


LoS 07/15/17

150% Direct Sub Loan LimitExample #2 – New Enrollment after Loan Period

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Is the Loan Period Begin Date earlier than a graduation?

No

Is there new qualifying enrollment? Yes

This borrower loses subsidy on their loans effective on the first day of qualifying enrollment.

No Loss of SubsidyExample #3 - Subsidy Protected by Graduation

OCT2014

JAN2015

APR2015

JUL2015

OCT2015

JAN2016

APR2016

JUL2016

OCT2016

JAN2017

APR2017

JUL2017



Loan #210/01/15 – 06/30/16

SUP = 1

Loan #110/01/14 – 04/30/15

SUP = 1



Loan #310/01/16 – 06/30/17

SUP = 1

GProgram C

Full Time 07/15/17 – 12/31/17Published Program Length = 2 Years

Max = 3

150% Direct Sub Loan LimitExample #3 – Subsidy Protected by Graduation

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Is the Loan Period Begin Date earlier than a gradation?

Yes

Is there new qualifying enrollment on the day after the end of the loan period?

Yes

This borrower does not lose subsidy on any loan with a Loan Period Begin Date earlier than the Graduation Date.

Enrollment that Never Cause Subsidy Loss

Enrollment programs that Never Cause Subsidy Loss:•Enrollment in a teacher certification program where school does not award an academic credential•Enrollment in preparatory coursework necessary for an Undergraduate program•Enrollment in preparatory coursework necessary for enrollment in a Graduate/Professional program

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QUESTIONS?

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NSLDS Contact Information

Customer Support Center:• Phone: 1-800-999-8219• Toll: 785-838-2141 • Fax: 785-838-2154• Web: www.nsldsfap.ed.gov • E-mail: [email protected]

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nslds 2014 enrollment reporting

Documents

enrollment push

enrollment maintenance

enrollment reportingsession

digit location

mattersenrollment reporting

location functionalityin

single location

incorrect location