Session C-18

NSLDS Enrollment Reporting

Brenda Seidel Andrea Wise

U.S. Department of Education

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Compliance/Requirements

• Regulations regarding Enrollment Reporting:– 34 CFR 682.610(c) (FFEL)– 34 CFR 685.309(b) (Direct Loans)

• Federal regulations require institutions, lenders, GAs, and the Direct Loan Servicer to monitor and update the enrollment status of students who receive Federal student loans

• It is the school’s responsibility, as a participant in the Title IV aid programs, to monitor and report enrollment changes to NSLDS

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Compliance/Requirements

• Schools that participate as “Deferment only” must also report enrollment

• Only Enrollment Reporting to NSLDS satisfies the regulatory requirements for schools (giving data to the school’s servicer is not enough)

• NSLDS can be used to grant in school deferments. Add students to rosters to ensure the monitoring of their enrollment and notification to loan holder

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Importance of Enrollment Reporting

• Enrollment Reporting – Is the primary means of verifying student’s loan privileges

and the federal government’s financial obligations– Provides student benefits by determining when repayment

must begin, grace periods, and deferment privileges– Enrollment Reporting is critical for effective administration

of Title IV loans and prevention of defaults• While loan holders “need to know,” only the school can certify

actual enrollment• Coordinate reporting to your academic calendar. This provides

the most accurate and timely data

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Enrollment Reporting Requirements

• Enrollment changes for students must be reported within 30 days, unless a roster will be submitted within 60 days

• Changes include:– reductions or increases in attendance levels– withdrawals – graduations – approved leaves-of-absence

• Summer reporting is optional

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Enrollment Reporting References

Enrollment Reporting Guide (ERG) – IFAP/NSLDS Reference Material/User Documentation

Newsletters

Dear Colleague Letters- GEN-96-5 and GEN-96-17 dealt specifically with the

SSCR process.- GEN-96-20 that explained the Title IV Wide Area

Network (TIV WAN) (Now SAIG).- GEN-97-9 summarized the SSCR process.

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Enrolling for Access to NSLDS

The electronic exchange of information for Enrollment Reporting is processed using SAIG.

• Managing enrollment reporting requires both batch and online function access.

• NSLDS Access is completed through SAIG Participation Management. To enroll, go to:

www.fsawebenroll.ed.gov

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Enrolling for Access to NSLDS

• The Primary Destination Point Administrator (PDPA) is responsible for the organization’s access to NSLDS

• The PDPA must complete the application for the batch process and request online access for an individual

• Your President/Chief Executive Officer (CEO)/Chancellor/Equivalent Person/Designee must approve each designated individual that applies for NSLDS online access

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Using an Enrollment Reporting Servicer

“Our Servicer does our Enrollment Reporting”

The School Remains Responsible for Compliance

and Accuracy!

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Using an Enrollment Reporting Servicer

• Even schools using a servicer must have a user with online NSLDS enrollment update capabilities – In order to ensure timely enrollment updates:

• Conversion to repayment without loss of the grace period

• Documentation of enrollment for the granting of in-school deferments

• Reporting of enrollment should the servicer relationship change

• Designating an Enrollment Reporting Servicer– This may be done when you sign up for SAIG or at any time

thereafter, through:

www.fsawebenroll.ed.gov/PMEnroll/index.jsp

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Enrollment Reporting Schedule

NSLDS puts a school in control of its roster schedule

• A school can decide when rosters are to be sent

• A school can make rosters day-specific, i.e. August 15, 2008

• Use your academic calendar to determine best times to report

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Change Schedule Online

- Add a blank line to add a date- Type over dates- Change type- Cancel a date

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Or Create A New Schedule

Pick Start Date,Frequency,Sort Order

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Importance of Accurate Data

• Loan records depend on the accuracy of the enrollment data reported by the school

• Enrollment information is used to determine student borrower entitlements

• Accurate enrollment status reporting is critical for the effective administration of Title IV aid

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Enrollment Reporting Rosters

Students are placed on rosters based on student and OPE ID relationship

• School originating the loan as reported to NSLDS– Based on 8-digit OPE ID reported on the loan record

• Grant record for student with an open loan– Based on 8-digit OPE ID reported on the grant record – If the school reports grants at main campus branch,

XXXXXX00, but loan at attending branch, XXXXXX02, student will be on both rosters

• Loan record from loan holder that reports an 8-digit OPE ID in the “current school field”

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Adding Students to a Roster

• The student does not have to have a loan with your school to be added to your roster. Any student with open Title IV loans (even if not from your school) should have enrollment reported

• Adding the student with updated enrollment allows NSLDS to inform the GA and Direct Loan Servicer of the attendance

• Based on NSLDS data, lenders can put students in an automatic In-School Deferment

• The student will be removed from the roster if they do not have an open Title IV loan record in the NSLDS database

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Add Students via Web

ENTER SSN, First Name,

and DOB,Then Click “Retrieve”

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Students Retrieved And Ready For Update

Students retrievedand ready for updates

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Add Students via Batch

NSLDS

School

4. NSLDS retrievesSubmittal File orError Correction Filefrom its mailbox.

1. NSLDS transmitsRoster File orAcknowledgement/Error File to school’smailbox.

2. School retrievesRoster File orAcknowledgement/Error File from itsmailbox.

3. School transmitsSubmittal File or ErrorCorrection File toNSLDS mailbox.

School’sSchool’sSAIGSAIG

MailboxMailbox(Destination ID)(Destination ID)

NSLDSNSLDSSAIGSAIG

MailboxMailbox(Destination ID)(Destination ID)

NSL-1136

Roster File Created

SSCRXXOP

SSCRXXIN

RetrieveFrom SAIG

Update Data/Add Students

NSLDS appliesUpdates

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Enrollment Reporting Errors and Fixes: Batch

– Records that fail with edits are returned in the Acknowledgment/Error file (SSCEXXOP)

– School submits an Error Correction File with the corrected records (SSCRXXIN)

– Schools may correct the rejected records by certifying erred student’s enrollment information on the NSLDS Web site

– Schools have up to 10 business days to correct the errors

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Top 5 Errors in Enrollment Reporting

See Enrollment Reporting Guide, Appendix A.3 for complete list of error codes and messages.

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Enrollment Reporting Errors and Fixes: OnlineError icon indicates data that did not pass edits.Correct and submit again.

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School Eligibility Changes

• For schools reported through the Department’s Postsecondary Education Participants System (PEPS) as:– Closed– Merged– Ineligible to participate in Title IV programs

• Schools must submit a final Enrollment Reporting Roster to NSLDS

• If school fails to change enrollment status,– NSLDS automatically reports “W” (withdrawn) after a

period of time– NSLDS web site shows “ED Authorized” as Certification

Method

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Organization Contact Information

It is important to keep your contacts up to date on the NSLDS Org Contact List Page

NSLDS uses Contacts from this page for important notifications

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Late Enrollment Reporting Notifications

• Schools have 30 days from Enrollment Reporting Roster file creation to either:– Return submittal file to NSLDS– Complete updates online

• A school is considered late if updates are not made.

• Late Enrollment Reporting email sent to school’s:– Enrollment Reporting Contact – Primary Contact – President or CEO (from PEPS)

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Enrollment Reporting Summary Report

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Report sent to the SAIG Mailbox of the User Requesting the Report

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Enrollment Reporting Enhancements for GAs and DLSS

• Enhancement provides current enrollment records when a new relationship between a borrower and GA or DL is established on NSLDS– NSLDS sends record in enrollment notification process if

• Enrollment was certified within the last 6 months (before the loan record loaded)

• The enrollment status is Full-time, Half-time, or Approved Leave of Absence status

– Implemented July 20, 2008

• Enhancement finalizes enrollment for schools that have closed, merged or become ineligible– NSLDS will withdraw the students from the roster– First run June 20, 2007

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Enrollment Reporting Enhancementsfor Schools

Error Code 32 “Enrollment Status Effective Date”– Enhanced to hinder mistakes which invalidate

historical enrollment data

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Enrollment Reporting Guide

• IFAP.ED.GOV

– Under NSLDS Reference Materials

• NSLDS User Documentation

– Enrollment Reporting Guide

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Enrollment Reporting and the Target State Vision • Goals

– Process Improvements– Most efficient way to collect enrollment– Collect the most accurate enrollment information– Most efficient way to distribute the enrollment data

• What we have done – Evaluation of how enrollment is reported to NSLDS – Began discussions with GA, NCHELP NSLDS Workgroup,

and the National Student Clearinghouse• Next steps

– School Focus Groups

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Q & A

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Contact Information

We appreciate your feedback and comments. We can be reached at:

Phone: 800-999-8219 Fax: 785-838-2154 Web: www.nsldsfap.ed.gov Email: nslds@ed.gov