NSLDS Enrollment Reporting Guide

NOVEMBER 2017

NSLDS Enrollment Reporting Guide

What is New?

Date

Section

November Section 2.2 ? Additional Guidance

2017

? Added Newsletters 56 and 57

Section 3.2.1 ? Visiting, Transient, or Consortium Students

? New reporting guidance provided for Visiting, Transient, or Consortium Students.

Section 4.2 ? Programs

? Added CIP codes for undeclared majors and remedial course guidance

Section 4.4.2 ? Effective Dates, Certification Dates and Received Dates

? New section added regarding Effective Dates, Certification Dates and Received Dates with guidance, including clarification of how retroactive status reporting does not violate the "60 Day" enrollment reporting regulation

Section 4.4.5 ? Continuous Enrollment (Campus- and Program-Level Record)

? Guidance updated

Section 6.1 ? Reporting Timely

? Updated guidance on Timely Reporting requirements.

Section 6.3 ? Situational Examples

? Section removed

Section 7.7.2.8 ? Subsidized Usage

? Added Loss of Subsidy Effective Date

Chapter 8 ? Monitoring of Reporting Compliance

? Reorganized the monitoring of reporting compliance

? Reorganized all Enrollment Reporting reports into one section

Appendix A, A-1: Fixed-Width and A-2: Comma Separated Values

? Updated description in Header Label

Appendix B ? Reporting Instructions

? Updated description in Header Label

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NSLDS Enrollment Reporting Guide

Table of Contents

What is New? ................................................................................................................. ii

Chapter 1.

Introduction ........................................................................................ 1

1.1 Why Report?...................................................................................................................................... 1

1.2 Who to Report?................................................................................................................................ 1

1.3 What to Report?............................................................................................................................... 2

1.4 Ways to Report................................................................................................................................. 2

1.5 When to Report?.............................................................................................................................. 2

1.6 How to Report? ................................................................................................................................ 2

1.7 Monitoring of Reporting Compliance...................................................................................... 3

Chapter 2.

Why Report? ....................................................................................... 4

2.1 Federal Regulations ........................................................................................................................ 4

2.2 Additional Guidance....................................................................................................................... 5

2.3 The Importance of Accurate, Timely, and Complete Enrollment Data......................... 6

2.4 150% Direct Subsidized Loan Limit........................................................................................... 8

2.4.1 Program-Level Reporting ........................................................................................................ 8

2.4.2 Loss of Subsidy............................................................................................................................ 8

2.4.3 Protection of Subsidy................................................................................................................ 9

Chapter 3.

Who to Report?................................................................................. 10

3.1 Which Schools Should Report Enrollment Information? ................................................ 10

3.2 Types of Students to be Reported .......................................................................................... 10

3.2.1 Visiting, Transient, or Consortium Students ................................................................... 11

3.3 Schools Who Use an Enrollment Reporting Servicer........................................................ 11

3.4 Listing an Enrollment Reporting Contact.............................................................................. 13

Chapter 4.

What to Report?................................................................................ 16

4.1 Campus/Location........................................................................................................................... 16

4.2 Programs .......................................................................................................................................... 16

4.2.1 Unique Program........................................................................................................................ 17

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NSLDS Enrollment Reporting Guide 4.3 What Information Needs to be Reported?........................................................................... 18 4.3.1 Campus-Level Enrollment Data........................................................................................... 18 4.3.2 Program-Level Enrollment Data.......................................................................................... 18 4.3.3 Email Address Data.................................................................................................................. 19 4.4 How to Report Specific Fields ................................................................................................... 19 4.4.1 Program Indicator (Campus Level Record) ..................................................................... 19 4.4.2 Effective Dates, Certification Dates and Received Dates ........................................... 19 4.4.3 Withdrawal versus Graduation and Effective Dates..................................................... 21 4.4.4 Reporting Graduation and Anticipated Completion Dates....................................... 22 4.4.5 Continuous Enrollment (Campus- and Program-Level Record).............................. 23 4.4.6 Published Program Length and Associated Fields (Program-Level Record) ...... 24 4.4.7 Credential Level (Program-Level Record) ........................................................................ 27 4.4.8 Program Begin Date (Program-Level Record) ............................................................... 27 4.4.9 Special Program Indicator (Program-Level Record) .................................................... 27 4.4.10 Enrollment Statuses (Campus- and Program-Level Record) .................................... 29 4.4.11 Reporting Information to the COD System and NSLDS............................................. 30

Chapter 5.

Ways to Report ................................................................................. 31

5.1 Enrollment Reporting Online .................................................................................................... 31

5.1.1 Enrollment Update................................................................................................................... 31

5.1.2 Enrollment Maintenance........................................................................................................ 31

5.1.3 Enrollment Spreadsheet Submittal .................................................................................... 31

5.2 Enrollment Reporting Batch Process ...................................................................................... 32

5.2.1 Batch File Types ........................................................................................................................ 33

Chapter 6.

When to Report?............................................................................... 38

6.1 Reporting Timely ........................................................................................................................... 38

6.2 Special Situations........................................................................................................................... 41

6.2.1 Waiver Process .......................................................................................................................... 41

6.2.2 Change in School Eligibility .................................................................................................. 41

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NSLDS Enrollment Reporting Guide

Chapter 7.

How to Report?................................................................................. 45

7.1 Reporting Online ........................................................................................................................... 45

7.2 How to Sign Up .............................................................................................................................. 45

7.2.1 Enrollment Reporting Process ............................................................................................. 47

7.3 Listing an Enrollment Reporting Contact.............................................................................. 49

7.4 Navigating NSLDSFAP ................................................................................................................. 49

7.5 Using NSLDSFAP Online ............................................................................................................. 52

7.6 Enrollment Reporting................................................................................................................... 53

7.7 Enrollment Reporting Online .................................................................................................... 56

7.7.1 NSLDSFAP Website Enrollment Reporting Key Pages ................................................ 56

7.7.2 Viewing Enrollment Data for a Student............................................................................ 58

7.8 Updating Student Enrollment Data ........................................................................................ 84

7.8.1 Getting Started: The Enrollment Update Page .............................................................. 84

7.8.2 Retrieving All Your School's Enrollment Records ......................................................... 85

7.8.3 Retrieving Student Records to Update............................................................................. 88

7.8.4 Going Further: Using the Advanced Search Options .................................................. 89

7.8.5 Updating Selected Enrollment Records ........................................................................... 93

7.8.6 Confirming Enrollment Information .................................................................................. 99

7.8.7 Enrollment Maintenance: What Happens If... ..............................................................101

7.9 Student Contact Information ..................................................................................................106

7.10 Enrollment Reporting Profile...................................................................................................109

7.10.1 The Enrollment Reporting Profile Page..........................................................................109

7.11 Enrollment Spreadsheet Submittal .......................................................................................128

7.11.1 Process Overview....................................................................................................................128

7.11.2 Spreadsheet Creation ...........................................................................................................129

7.11.3 Data Entry..................................................................................................................................132

7.11.4 Formatting ................................................................................................................................134

7.11.5 Updating a Roster ..................................................................................................................135

7.11.6 Uploading an Enrollment Spreadsheet Submittal File ..............................................137

7.11.7 Working Errors ........................................................................................................................141

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NSLDS Enrollment Reporting Guide 7.12 Enrollment Reporting By Batch ..............................................................................................142 7.12.1 Batch Enrollment Data Transmission: The Basics........................................................142 7.12.2 Identifying Your File Type....................................................................................................143 7.12.3 Adding Students to the Roster..........................................................................................146 7.12.4 Processing Enrollment Rosters ..........................................................................................146 7.13 Common Reporting Errors .......................................................................................................151 7.13.1 Improper reporting of Publish Program Length (PPL) ..............................................151 7.13.2 Improper reporting of Program Begin Date.................................................................152 7.14 Ways to Improve Enrollment Reporting..............................................................................152

Chapter 8.

Monitoring of Reporting Compliance ........................................... 154

8.1 Enrollment Reporting Statistics ..............................................................................................154

8.1.1 Enrollment Reporting Statistics Page..............................................................................154

8.1.2 Certification Statistics ...........................................................................................................157

8.1.3 Enrollment Reporting Compliance Notifications ........................................................158

8.2 Late Roster Notification ............................................................................................................159

8.3 Enrollment Submittal Tracking ...............................................................................................159

8.4 Enrollment Certification by Quarter......................................................................................162

8.5 Enrollment Reporting User Reports......................................................................................163

8.5.1 Enrollment Statistics Report ...............................................................................................163

8.5.2 Enrollment Reporting Compliance Report ....................................................................164

8.5.3 Enrollment Submittal File Tracking Report ...................................................................166

8.5.4 Enrollment Reporting Summary Report.........................................................................167

8.5.5 Enrollment Certification Report ........................................................................................168

8.5.6 Late Enrollment Certifications Report .............................................................................169

8.5.7 Enrollment Errors Report .....................................................................................................170

8.5.8 ER Program-Level Certification Report...........................................................................171

8.5.9 NSLDS?COD Program Comparison Report ..................................................................172

Appendix A ? Enrollment Reporting Roster File Record Layouts ........................ 174 A-1: Fixed-Width .......................................................................................................................................176

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NSLDS Enrollment Reporting Guide A-2: Comma Separated Values ............................................................................................................191 A-3: Submittal Spreadsheet Layout ....................................................................................................208 Appendix B ? Reporting Instructions ...................................................................... 219 Appendix C ? Enrollment Status Codes.................................................................. 292 Appendix D ? Error Codes........................................................................................ 295 Appendix E ? Error Checking................................................................................... 303 Appendix F ? State Codes ........................................................................................ 305 Appendix G ? Country Codes .................................................................................. 308

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NSLDS Enrollment Reporting Guide

Table of Figures

Figure 2-1: Enrollment Reporting Uses ..................................................................................................4 Figure 2-2: NSLDS Student Access ? Enrollment................................................................................7 Figure 3-1: Organization Contact Add ................................................................................................ 14 Figure 5-1: Bundle Format Example ..................................................................................................... 34 Figure 5-2: Student Identifiers................................................................................................................ 36 Figure 6-1: Enrollment Reporting Cycle.............................................................................................. 40 Figure 7-1: SAIG Enrollment Site ........................................................................................................... 46 Figure 7-2: Legend of Icons and Symbols.......................................................................................... 51 Figure 7-3: NSLDS Professional Access website after log on...................................................... 52 Figure 7-4: NSLDSFAP Menu .................................................................................................................. 53 Figure 7-5: Enrollment Reporting Options......................................................................................... 54 Figure 7-6: NSLDS Enrollment Reporting Process .......................................................................... 56 Figure 7-7: Organization Contact List .................................................................................................. 57 Figure 7-8: Enrollment Summary........................................................................................................... 59 Figure 7-9: Enrollment Summary........................................................................................................... 60 Figure 7-10: Enrollment Detail ............................................................................................................... 63 Figure 7-11: Program Enrollment Detail ............................................................................................. 69 Figure 7-12: Program Certification Detail .......................................................................................... 70 Figure 7-13: Enrollment Timeline .......................................................................................................... 77 Figure 7-14: Subsidized Usage............................................................................................................... 80 Figure 7-15: Enrollment Push to Roster .............................................................................................. 84 Figure 7-16: Enrollment Update ............................................................................................................ 85 Figure 7-17: Enrollment Maintenance ................................................................................................. 87 Figure 7-18: Enrollment Update ............................................................................................................ 91 Figure 7-19: Enrollment Maintenance ................................................................................................. 92 Figure 7-20: Enrollment Maintenance Update ................................................................................. 96 Figure 7-21: Enrollment Maintenance Confirm................................................................................ 98 Figure 7-22: Enrollment Maintenance - Successfully Updated ................................................100

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