Learn about the program level report process for FVT/GE Reporting. The two most recent award years need to be completed on the student level report before the program level report will generate.
It’s important to note that many of those additional data fields are optional. They are only required if you’re accreditor requires that information. So you want to check and make sure that those are required to report.
The two most recent student level report award years need to be complete to access the program level report to generate. The student level report must be complete and sent to NSLDS before the program level report can be sent to NSLDS.
This session is intended for post-secondary institutions active with FVT/GE Reporting.
Resources
Transcript
The Clearinghouse's FVT/GE program level report file is the least complex of the reporting asks of the institution. The program file is the third and last requirement. It focuses on the current award year and lists all your programs with at least 30 completers over the last four award years and includes information on program enrollment, accreditation, licensure and licensure exams.
Once you complete the two most recent award years of your student level report, the Clearinghouse creates your initial program file with the header fields that your institution must provide or supplement with institutional data. We'll build this file based on the enrollment data your school provided to us during the enrollment reporting and FVT/GE processes. For programs in the most recent award year with at least 30 graduates in the four digit CIP code family, we'll pull the program name, CIP code, credential level, program length, total enrollment including both Title IV aid recipients and nonreipients, if you've completed the qualifying graduate programs before you begin piece, we'll include that information as well. We'll also provide the states in your metropolitan statistical area where your institution's main campus is located.
Now let's go through the application. On the Clearinghouse's FVT/GE dashboard, the program level report tile is available. Click select report.
There's an explanation of the program level report process and why institutions must report this data. There is the file specifications document which is the file layout. Click continue.
At the top is a pizza tracker menu. Once you've gone to a page, you can click back and through, if available. There's a file specifications document again. Under that is your program file in CSV format. Click download.
Your program file is populated with all the data elements the Clearinghouse can populate on your behalf. Add the additional 40% of the missing required data elements. Indicate if the program is programmatically accredited and if so, provide the name of the accrediting agency, the total number of graduates who took and passed the licensure exam and then if that program is accredited in each of those states.
On the download program file page, you can access the file in the download history. Once you've downloaded and augmented the file with your data, continue to securely upload that file back through the portal.
On the data upload page, drag and drop your CSV file. There is not a specific naming convention for the PLR file. A green star with a check mark appears indicating you successfully uploaded your file, who uploaded it and the upload date. You can download a copy of that. Then navigate to the data corrections page.
There will be information on the file that you sent to us. How many total programs did you include, how many errors are on those programs and how many warnings are on those programs. There are also instructions on how to review and validate your errors and warnings. A set of errors and warnings will be run on the file. Similar to the student level report file process you will review the errors and warnings and correct the errors.
The blue bar at the very top becomes available after you've completely accepted your student level report. Syncing the program file with changes made in your student level report is critical. This sync ensures that if students or programs are removed from the SLR such as your institution changes graduated statuses to withdrawn and as a result the program student combinations are removed from the student level report the corresponding changes are made in the PLR as well. We'll run that match to ensure these files stay parallel to each other before submitting that data to NSLDS. At the bottom continue to accept and send is now available. Click that button.
This final screen lets you accept and send this data to NSLDS. To send the program file all student level files need to be completed and sent to NSLDS first. Please check the student level report is complete before attempting to send the program file. Download a copy of the program level report to review what is going to be sent to NSLDS. You can view the download history of who else has downloaded the program level report. Once you have reviewed this, click accept and send to NSLDS and that completes the process for the program level report. There is an audit trail confirming that it was accepted by such and such user on such and such date.
Return to the homepage and this is complete. There is a discrepancy resolution process for the PLR as well. If NSLDS returns errors, you'll get an email and can review them in the program level report tile. To make updates, go to NSLDS.
If you mistakenly added or missed a program and need to edit the program level file submitted to NSLDS, go to data corrections and download the program level report. Reverting the program level report erases all changes and you'll start over at step one. Navigate to accept and send. Then click reset PLR to in-progress. Make your changes to the PLR file, re-upload it and repeat the process.
That is a quick run through of the program level report. If you have any questions please contact us.