Learn about the status start date enhancement and the warnings and errors available with this enhancement.
Hello and welcome to our Status Start Date enhancement lesson.
So what is the Status Start Date? This is the date in which a student’s enrollment status change becomes effective. For example, the day in which the student officially became Half-time at your institution. Please note, this is different than the date of determination for a students change in status.
Why report a Status Start Date? To help capture the date in which a students status changed to ensure accurate enrollment data is provided to loan servicers for students receiving Title IV aid. To help ensure loan repayment dates are accurate based on a students LDA.
When should you report a change in SSD? If the student was in a higher status and dropped to a lower status during the term, provide the date the student dropped to the lower status as the status start date. Always report the status start date if the student has a non-enrolled status, such as graduated (G), deceased (D), withdrawn (W), or is on an approved leave of absence (A). Report the date stored on your Student Information System that indicates the date the student’s status change was effective.
What about full-time status? We will accept school provided SSD throughout the term For Full-time statuses. If you want to send the updated SSD’s for Full-time statuses, then include those in your extract and we will accept them through our standard process. Note: If SSD is not provided we will continue to revert it back to Term Begin Date for full-time status', but users will be notified that we are doing that.
Once you have clicked on the Error Correction link you will be brought to the Error Report home page, where you can view all of your current Errors and Warnings that need correction or reviewed. These include warning #258, 260, 263, and 264 as well as Error code #7. Please note it is very important for you to closely review the student records under these warning codes to ensure that incoming data is correct. If anything looks unusual or incorrect an analyst at the Clearinghouse may reach out to you for clarification when reviewing the records. Now let’s take a look at some of the status start date warning and error codes that could appear on your error report.
The first warning we'll go over is number 258. This is a Status increase during term, when the Status Start Date is nulled. To resolve this warning for a full-time student, either remove the status start date or leave the provided status start date.
On the Error Resolution Report page, the Error Resolution instructions say: Student status has increased compared to previous report for this same term. While a student's Status Start Date (SSD) is not required in this instance, if no date is present, SSD will be defaulted to the beginning of the term being reported. If you wish to have the change date captured at the campus level, please provide the date the students’ status changed. No changes are needed if you want the date to default to the beginning of the term. Also Note that for all Full-time records throughout this application the status start date is optional. To review, click the plus button in the row with the student's name.
The student is being reported as Full-time with no new SSD. Here, you can leave the record as is and allow us to revert the SSD to equal the current Term Begin Date, or you can provide an updated SSD for the student's Full-time status. Once you have made the necessary corrections and are ready, click the Submit for Validation button. If no corrections are needed, then you can leave the record as is and move on to the next record for corrections.
Once you null the SSD on a student’s record, you will see the following screen level validation for warning code 258 pop up. Please note that if you click continue and no new SSD is provided for the student's current enrollment status then our system will automatically default that date to equal the current Term Begin Date. If you wish to provide a new SSD for the student and didn’t on the previous page, please select Cancel and enter an updated SSD before Submitting for Validation.
The next Warning Code is number 260. This is a status increase during term, Status Start Date is present. To resolve for a full-time student, review the status start date. If this is the start date you want, you can leave the date as is. If you want the status start date to equal the term begin date, you can null the date from the status start date field.
The student's status has increased compared to previous report for this same term. While a Status Start Date (SSD) for a Full-time status is not required in this instance, you have provided a date. If you wish to capture this change of date, no action is needed. If you want the increased status to be defaulted to the beginning of the term, please remove the SSD. Expand the student's record from the row you wish to review.
In this example, the student’s Status has been updated to Full-time and a new SSD has been provided. Again, if you wish to capture this new SSD, then you can leave the record as is and we will now accept this date. Since the SSD is not required for Full-time status, you can null the SSD and we will update it back to the previously reported SSD for this Full-time status. Please be advised that if you null the SSD this will then create the warning code #258, but in that case, no corrections to the warning #258 for this record would need to be done. If any changes were made to the students record, then when you’re ready, click the Submit for Validation button.
The next warning code we’ll review is number 263. This is when the Status Start Date provided is prior to previously reported SSD for the same status.
In this case, the status reported for the student has not changed, however, a Status Start Date has been provided that is EARLIER than that on the previous record. If this is an intentional correction to backdate the status noted, no action is needed. If no correction/backdating is intended, please remove the SSD and the Date on previous record will be maintained.
Expand the student’s record from the row you wish to review.
For this warning code please click on the ‘View Previously Reported Student Data’ link at the top of the page to see the last reported SSD and status for the student.
If the incoming SSD is incorrect you can either update to the appropriate date or you can also null the SSD if the incoming Status is a Full-time record. If you are trying to fix an incorrect previously reported SSD then you can leave the data as is. However, when an analyst at the Clearinghouse reviews the data, they may reach out to you to confirm the changes you are trying to make. If any changes are made to the record, please click the Submit for Validation button. If no changes are made then you can leave the record as is.
The last warning code we’ll be reviewing today is warning number 264. This is when the Status Start Date provided is not within the current term dates. All data should be for the current term only. So please review and correct on the Error Resolution Report as well as in your student information system (SIS). Also note that this warning code is flagged for Full-time, Three-quarter, Half-time, and LT Half-time statuses.
To review the student’s record, please click the plus button in the details column.
Also note that if you are trying to correct the SSD for a previously reported SSD that was incorrect you can leave the date as is, but an analyst at the Clearinghouse may reach out to confirm the data before processing your file.
As you can see from this example the reported SSD is outside of the current term dates. This warning code is flagged for Full-time, Three-Quarter time, Half-time and LT Half-time statuses. Since this Full-time status start date is an optional field, you do have the ability to null the SSD for these records and we will revert it back to previous SSD if the student was Full-time or if they weren’t, we’ll revert it back to equal the current Term Begin Date. We highly recommend also reviewing the ‘View Previously Reported Student Data’ link at the top of the students record on this page to ensure that all of the incoming data is accurate. If the current reported status start date for the student is correct, then no changes are needed. If changes are needed to the record, please make those changes and then click the Submit for Validation button.
Lastly, you may see Error Code number 7. This is when the Status Start Date (SSD) provided is older than or equal to 99 years from the current Certification date of your file. To resolve this error, please correct the Status Start Date (SSD) on the Clearinghouse’s School Secure Site and in your Student Information System (SIS).
Expand the student’s record from the row you wish to review.
This is a very rare error code that you might see, but it could be flagged if the SSD was accidentally mistyped. Please review the data and correct accordingly to a current date. When you’re ready, click Submit for Validation.
Effective October 2019, we have an updated version of our Enrollment Reporting Programming and Testing Guide. To find the Programming & Testing guide, navigate to studentclearinghouse.org. On the gray bar near the top of the page, hover over Colleges. From the drop-down menu, click on Enrollment Reporting. On the right side of the page you will see a list of resources. Click on Programming & Testing guide. You can print this guide, but we recommend saving this link as a favorite in your browser. This way, you will always have access to the most up to date guide.
So in conclusion, you have the ability to provide and updated SSD for all Full-time statuses, but please note this is still an optional field for all Full-time statuses. For any additional questions on the status start date, please review our blog post from October 9th 2019, review our Enrollment Reporting programming & testing guide, or contact us.