If you wish to update or change your planned schedule of transmissions, you can do so on the Student Reporting tab of our school secure site by selecting “Create or Edit Future Transmission Schedule” under “Select Query Type.” The “Create or Edit Future Transmission Schedule” function identifies the approximate dates over the next year that your institution will provide enrollment reports to the Clearinghouse. Your schedule will let your campus colleagues, the Clearinghouse, and the Department of Education’s NSLDS know what types of files your school plans to transmit and when you plan to transmit them. Your schedule should be completed online by July 31.
We suggest that semester schools provide at least four transmissions per term: First-of-Term, two Subsequent-of-Term, and End-of-Term, or send us a transmission every 30-45 days. Quarter schools should provide at least the First-of-Term and End-of-Term transmissions. You can provide the Clearinghouse with more transmissions than those suggested here.
The standard transmission schedule is not recommended for schools that have multiple concurrent terms with different beginning and ending dates. These schools should consult with a Clearinghouse school operations analyst before completing their schedule. Most schools with this scenario report monthly.
Because files must be transmitted to the Clearinghouse in chronological order, please remember to transmit your previous term-end file to the Clearinghouse first.
Learn more about each type of transmission below.
Early Registration Transmissions
Early Registration Transmissions are used by the Clearinghouse to obtain enrollment information for students who registered early and are recommended for:
- All schools participating in EnrollmentVerify
- Large schools (over 5,000 enrollment)
- Schools that plan to transmit the First-of-Term file more than 18 days after the beginning of the term
- Schools with a large population of student loan borrowers
Early Registration Transmissions should be sent on or after the Term Begin Date, but no later than 10 days after classes begin (unless discussed with a Clearinghouse School Operations Analyst). The optional Early Registration File Type makes enrollment information available sooner for students certified at least Half Time at the start of the term. Because files are processed in chronological order, the prior term’s data must be completed first. This transmission only reports deferrable statuses and is not the same as Advanced Registration. For more information, please see “Early Registration vs. Advanced Registration: How to Get the Most Out of Both.”
First-of-Term Transmissions should be sent immediately after your registration “add” period ends. If you have not provided us with an Early Registration Transmission, your First-of-Term Transmission will be used to report students whose student loans should be deferred for the current term. This file will also be used to determine which students should be reported as withdrawn because they have not returned from the prior term. For these reasons, you shouldn’t schedule this transmission too early (students will be incorrectly reported as withdrawn) or too late (students’ deferments will be delayed). The First-of-Term Transmission must be transmitted within 30 days of the term begin date for compliance reasons.
Subsequent-of-Term Transmissions are used to report the enrollment of late registering students and students who have withdrawn or changed status after the registration period ended. Additional Subsequent-of-Term files will capture students who have withdrawn and/or changed status during the term and should be provided every 30-45 days.
End-of-Term Transmissions are used to report the enrollment of late registering students and students who have withdrawn or changed status. This transmission should be scheduled no later than two weeks after classes end and no more than 45 days after your previous transmission to the Clearinghouse. If possible, report graduates with an enrollment status of “G” in this file for the completed program (002 record) and at the campus level (001 record), where applicable. The Graduated status start date should be equal to the last date of attendance or term end date. Otherwise, “G” records can be submitted via the Graduates Only Transmission.
Graduates Only Transmissions
Graduates Only transmissions should be used if graduating students are not included in your End-of-Term transmission. According to 150 percent federal reporting requirements, in order for the program to be closed out, the Graduates Only transmission MUST include the graduated status on the completed program (002 record) for each student.
If your graduation records are not reported with the appropriate “G” status and for the completed program (002 record) in either your End of Term or Graduates Only transmission, the Clearinghouse will not report your students as having separated from your school until your fall First-of-Term transmission. By that time, much of the six-month repayment grace period may have passed, leaving little time for lenders to notify students of their repayment obligations and deadlines. Additionally, failure to report “G” statuses can negatively impact a borrower and may result in Department of Education sanctions.
If you are an active DegreeVerify participant, you should transmit a degree/certificate file to the Clearinghouse at least once after each conferral period, as soon as most of your degrees/certificates have been officially posted (usually within four to six weeks after your degree/certificate conferral date). According to 150 percent federal reporting requirements, you MUST include CIP codes at the program level for each graduating student in order to close out the records. You can send additional files at any time, in order to capture late conferrals or changes to previously reported degree/certificate records.
Colleges that participate in the G From Degree function, for DegreeVerify, may need to transmit Graduated enrollment statuses on End of Term enrollment files or on Graduates Only enrollment files after each term in addition to sending DegreeVerify files. For more information about reporting Graduated statuses for compliance, please see Graduates Reporting FAQs.
If your institution offers summer sessions, you should report this data to the Clearinghouse. Summer Transmissions allow the Clearinghouse to accurately report the withdrawal date of students who were enrolled in the spring and summer, but are not returning in the fall.
Without summer enrollment data, these students will be reported as having withdrawn at the end of the spring term, and you will need to manually correct their enrollment records. If you do not transmit summer reports, you will also have to manually process your students’ summer deferment forms. You should provide a Summer Transmission at the beginning and end of each summer session.
Special Term Transmissions (optional)
As with Summer Transmissions, you should provide Special Term Transmissions to the Clearinghouse so we can accurately report the enrollment of students attending these special sessions (e.g., January or May terms that all students are not required to attend).