Lesson
Materials

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  Always report the status start date if the student has a non-enrolled status, such as graduated (G), deceased (D), withdrawn (W), or is on an approved leave of absence (A).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 does the enhancement change things? We will now be accepting school provided SSD throughout the term For Full-time statuses, rather than reverting it back to Term Begin Date via warnings and errors on your schools error resolution report page. Note: If SSD is not provided we will continue to revert it back to Term Begin Date, but users will be notified that we are doing that. Your school will not need to make any adjustments to how you report your enrollment files to the Clearinghouse, unless you do want to start sending updated SSD’s for Full-time statuses, then you will need to include those in your extract and we will now accept through our standard process.

Due to this enhancement, you may see a few more errors and warnings on your error resolution report that you may have not seen before.

First, lets just go over a refresher of how to access your Error Resolution Report. Log in to our secure site, go to the Student Reporting tab, and then click on the Error Correction link.

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. As you can see, there are some new warning codes you might not have noticed before. These include warning #258, 260, 263, and 264 and Error #7. Which we will discuss in todays presentation. Please note that you may have seen these warning codes before but may have overlooked them since they are in black. Because of this enhancement, 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. To review the error, click on the error number.

Warning Code 258: Status increase during term, Status Start Date is null. 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 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. Note: For all Full-time records throughout this application the status start date is optional.

As you can see here, the student is being reported as Full-time with no new SSD. Previously, our system would have reverted it back to equal the Term Begin Date. Now, for example, if the student was previously reported as Three-Quarter time and is now being reported as Full-time with no new SSD provided, you will see warning code #258. 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. When you’re ready, click Submit for Validation. To review, click the plus button under the Details column in the row with the student’s name.

Once you null the SSD on a student’s record, you will see the following screen level validation for warning code #258. 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.

Warning Code 260: 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, leave the date as is. If you want the status start date to equal the term begin date, remove the date from the status start date field.

Student 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 date, no action is needed. If you want the increased status to be defaulted to the beginning of the term, please remove the SSD. Note: For all Full-time records throughout this application, the status start date is optional.

To expand the record, click the plus button in the details column for the row with the student you wish to review.

In this example, you will notice that the student’s Status has been updated to Full-time and a new SSD has been provided. 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 in this case, 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 changes were made to the students record, then when you’re ready, click Submit for Validation.

Warning Code 263: The Status Start Date reported is prior to previously reported SSD for the same status. Resolution: If the student's status has not changed, review the previously reported student data and update the SSD accordingly. If the status has changed, update the status to match the new reported SSD.

The SSD reported is prior to previously reported SSD for same status. Status reported for 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. Note: For all Full-time records throughout this application the Status Start Date is optional.

To expand the record, click the plus button in the details column for the row with the student you wish to review.

For this warning code, please click on the ‘View Previously Reported Student Data’ link to see the last reported SSD 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 Full-time. 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. Once the appropriate corrections have been made click Submit for Validation, if no changes are made then leave the record as is.

Warning Code 264: The Status Start Date provided is not within the dates of the term. All data should be for the current term only. Please review and correct on this Error Resolution Report as well as in your student information system (SIS). Previously this warning could only be flagged for Three-quarter, Half-time, and LT Half-time statuses and has now changed to also include Full-time statuses. Note: For all Full-time records throughout this application the status start date is optional.

The Status Start Date provided is not within the dates of the term. All data should be for the current term only. Please review and correct on this Error Resolution Report as well as in your student information system (SIS). Note: For all Full-time records throughout this application the status start date is optional.

Please 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.

To expand the record, click the plus button in the details column for the row with the student you wish to review.

As you can see from this example the reported SSD is outside of the current term dates. Previously, this warning code was only flagged for Three-Quarter time, Half-time and LT Half-time statuses. And we are now flagging it for Full-time records. Again, you do have the ability to null the SSD for the Full-time status and we will revert it back to previous SSD if the student was previously Full-time or 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 incoming data is correct. Once you’ve made any necessary changes, click Submit for Validation.

Error Code 7: The Status Start Date (SSD) provided is older than or equal to 99 years from the Certification date. To resolve, correct the Status Start Date (SSD) on the Clearinghouse’s School Secure Site and in your Student Information System (SIS).

To view the student's current record that you are correcting, please click the plus button in the details column from the row with the student you are trying 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.

In conclusion, the Clearinghouse was previously nulling the SSD for Full-time statuses and updating it to either equal the previously reported SSD (if the student was previously Full-time) or the currently reported Term Begin Date. You now have the ability to provide a SSD for a Full-time status, but it is still an optional field for all Full-time statuses. For questions on the status start date, please review our blog post from October 9th 2019 or contact us at service@studentclearinghouse.org.

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