sscr error resolution on the web series · sscr error resolution on the web series part 1: errors...

© 2017 National Student Clearinghouse. All Rights Reserved.

SSCR Error Resolution on the Web SeriesPart 1: Errors 22 and 38

Tina Damico, Manager, Data Excellence

Fallon Tygrett, Senior Coordinator, Data Excellence

Stephanie Robison, Coordinator, Data Integrity & Operations


AGENDA

• NSC: Beginnings, Purpose &

Value

• Challenge: NSLDS Change

to SSCR Error Process

• Most Frequently Seen Errors

• Overcoming Obstacles: Error

Resolution Instruction

• Best Practices

• Available NSC Resources

• Q&A

• On the Horizon: What’s New?


3

Our Beginnings

Founded in 1993

Central repository of student enrollment data

Reported to NSLDS and Student Loan Providers


4

Our Beginnings

Founded in 1993

Central repository of student enrollment data

Reported to NSLDS and Student Loan Providers

Student Loan Technical Defaults& Administrative Burden


We serve the education

community by facilitating

the exchange and

understanding of student

enrollment, performance,

and related information.

The Clearinghouse

Mission


We are YOU

6

Our Value to You

Data

Coverage &

UsageInnovative

Solutions

A non-profit organization serving

as a centralized education agent in fulfilling enrollment and

achievement reporting needs to governmental, financial,

student service and educational organizations


Our Challenge

NSLDS Change to the SSCR Error Process


Acceleration of NSLDS Compliance Changes

20161996 2011 20142013 201520121997-2010

SSCR roster response required

at least twice a year

Extended GE reporting deadline

Initial GE reporting deadline

2011-12 GE reporting due

NSLDS requires new data submission format for SSCR roster

New less-than-half-time statusAGD requirement

SSCR roster response spacing adjustment

requiring updated format

Program-level and Q status (for 3/4 time)

requirements

NSLDS requires schools and their servicers to respond within 15 days of SSCR roster receipt

Reporting frequency changed to every 60

days

NSLDS institutes new certification date logic for

summer and non-compulsory term reporting

NSLDS Enrollment Reporting Statistics Page released

New instruction to report unknown or unavailable student addresses as (“UK”) in address

fields

2008-09 through 2013-14 GE reporting due

2014-15 GE reporting due

Reporting X or Z records without program-level data no longer negatively impacts Enrollment Reporting

Statistics

• No changes for 15 years• 15 changes in 5 years

• 8 changes in 2 years

• Changes growing in frequency and complexity

Gainful Employment (GE) disclosure

requirements take effect

LEGENDFormat changesDate-sensitive changesOther changes

“X” enrollment status required for resolving incorrectly reported

program

SSCR errors must be corrected within 10 days


NSLDS Change to the SSCR Error Process

• Previous guidance required a response to SSCR Error report within

10 days

• NOW guidance is calling for correction within 10 days

Its going to be OK; we’re all in this together!

9


Clearinghouse Solutions & Resources

To meet this new change, the Clearinghouse…

• Created a NEW online tool to see list of errors

• Provided the ability to correct certain errors online

• Will add the ability to correct more errors in future enhancements

• Is providing resources and training

10

The Clearinghouse is responding on

Day 1 with information in our system


Typical Reporting & Compliance Schedule

11

School Sends File to NSC on Day 1, NSC Sends Errors and Warnings to School on Day 1.5, School resolves Errors & Warnings on Day 2.5, NSC

does final review and loads file to database on Day 3.

On 1st of Month NSC receives SSCR roster from NSLDS and starts responding with most recent data loaded for school.

Four days later, NSC runs Supplemental SSCR Adds Process

If school submission received and processed between 1st and 11th of month, NSC will run mid month roster.

NSC receives NSLDS SSCR Error Report and posts it on the secure site. Schools have 10 days from receipt to correct any errors.


Most Frequently Seen Errors

• Error 22

• Error 38

• Error 30

• Error 32

• Error 69

• Error 77

• Error 78

• Error 79


13

Overcoming Obstacles

Error Resolution Instruction


Error 22

NSLDS has record of a student for your school, however the Clearinghouse does not have a

record under SSN requested

Approaches for resolution will depend if:

1. The SSN begins with 000 or 9

2. The SSN is a valid number

14


Pseudo SSN Resolution

• SSN beginning with either 000 or 9 is not a valid number

• Was assigned to student

• Requires working with NSLDS directly to resolve

• Pseudo SSN needs to be connected to student’s real SSN

• Clearinghouse does not have ability to enter or report on non-valid SSNs

15


Valid SSN Resolution

• Clearinghouse does not have record for student at your

school

• Could be caused by NSLDS not getting second report

of separation

• Adding student will ensure there is a record to respond

to error reports

16


How to Resolve Error 22



• SSN

• First Name

• Last Name

• DOB

• Separations Status (W, G, D)

• Status Start Date

• Term Begin Date

• Term End Date

• UK – Address 1, City

and State

• N/A – Zip

• N – Program*


Resolving Numerous Students with Error 22

• Submit formatted file to the Clearinghouse

– Set compulsory term flag to “N”

– File name contains your school code and “Corrections”

– Include only students that need to be added

– If possible, include other corrections for non-current students

• Send a spreadsheet to the Clearinghouse with pertinent information

The Clearinghouse will process this file so there is

no impact on your current term data


Resolving Error 22 – Sending Spreadsheet


Resolving Error 22 – Sending Spreadsheet

• Export Results

• Open file in Excel

• Keep columns for SSN,

First Name, Last Name,

DOB

• Clear out remaining

data

• Insert column for Status &

fill

• Insert column for Status

Start Date & fill

• Save in .xls or .xlsx format

• Upload to FTP account

NSC will convert to non-standard file type


Error 38

Certification Date is too old

Two categories

1. W or G status with Status Effective date after 2003

2. Any status and Status Start Date prior to 2004


W or G Status – Status Effective Date After 2003

• An indication that NSLDS is requesting this

student for the first time

• NSC is sending out last record on file with

certification date reported by your school

• These will self-resolve in the next cycle.


Any Status – Status Start Date Prior to 2004

• Remnant of previous process

– Only one profile was maintained for student

• Record not susceptible to calculation of

separation

• Requires manual close out


Any Status – Status Start Date Prior to 2004Resolution


Resolving Error 38 – Status start Date prior to 2004


Additional Errors for Correction

• Error 51 • Error 52


• Error 51 – Invalid MoveTo value

– School/branch combination is not valid per NSDLS

– If both 51 and 52 are present on same record, “Dummy” branch(es) likely culprit (.80, .81 etc)

– Optional field coded as Required in some software packages = schools defaulting value to reporting School/branch

– Delete MoveTo code from student record via correction interface

– NSC may be able to do group edit on NEW files submitted for enrollment reporting until software is updated to optional – work with an analyst.

New Errors 51/52 Caused by Optional MoveTo Field


• Error 52 – Batch TG# (SSCR school/branch)

and MoveTo location do not share Enrollment

Administrator

– Must be addressed w/ NSLDS to align the

branches with the same Administrator if

appropriate

– Delete MoveTo code from student record via

correction interface

New Errors 51/52 Caused by Optional MoveTo Field


Best Practices

• Don’t Panic – We’ll get through this!

• Be Diligent - Stay on top of your errors, even if they

cannot be resolved in the 10-day timeframe

• Keep records for auditors – print confirmation

pages

• Work Smarter. Don’t do hundreds of ad-hocs, send

in a formatted file instead


Best Practices

• If you’re updating NSLDS directly, don’t forget to

make the same updates with the Clearinghouse

• When adding records, make sure to include a valid

SSN

• Remember, each list of errors is static, it does not

change

• Bookmark or save the Clearinghouse resources for

SSCR Error Correction

This is Part 1 of a 2 Part Webinar Series. Each part will

repeat on a monthly basis.


What’s on the Horizon?

• New Enrollment Reporting

Enhancements

• DegreeVerify Enhancements

• Upcoming Transcript Services

Enhancements

• StudentTracker Premium Services


Clearinghouse Resources

We’ve made Online Help

for you and your students even better!

Help for your Students :

mystudentcenter.org

Help for You :

studentclearinghouse.info/help/

Your 24/7 access to training and resources is at

clearinghouseacademy.org


40

Clearinghouse Academy

• Live events and webinars

• Tutorials and recorded webinars

• Conferences attending

• User help and FAQs

Visit us at

clearinghouseacademy.org


Remember…


For More Information:

Contact us at:

[email protected]

sscr error resolution on the web series · sscr error resolution on the web series part 1: errors...

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