The National Student Clearinghouse is incorporating a new validation that compares inconsistencies in a student’s reported “Program Enrollment Status” and the “Program Enrollment Status Effective Date” in Enrollment Reporting’s Error Resolution on the Web reporting process. This enhancement is part of the Clearinghouse’s continued commitment to providing exceptional support that helps your institution meet evolving NSLDS (National Student Loan Data System) and FSA (Federal Student Aid) Title IV enrollment compliance reporting expectations.
Why is the new validation being added to Error Resolution on the Web reporting?
In consultation with NSLDS, FSA, and our school clients, the Clearinghouse is adding the additional validations to ensure institutions maintain compliance with the following guidance in the NSLDS Enrollment Reporting Guide (see page 20):
“This date only changes when the student’s enrollment status changes, for example, when the student drops from full-time enrollment to half-time enrollment. The Effective Date remains the same as long as the student stays continuously enrolled in the same enrollment status. The Effective Date should not be updated each term or each year, or with each NSLDS Enrollment reporting, unless the student’s enrollment status changed since the last reporting.”
What is the new 1801 Warning Code series?
The new series includes Warning Codes 1801 to 1806, which are used to report up to six program level records per student (e.g., 1801 – Program 1, 1802 – Program 2, 1803 – Program 3, etc.). The 1801 Warning Code series is slated to be in place in mid-December 2021.
On the Error Resolution on the Web screen, the 1801 Warning Code series will be displayed in black. You will be required to review and act if 1801 series Warning Code is flagged and your institution’s records show that a program status effective date needs to be corrected. If the program enrollment status effective date is correct, no action is required for the 1801 series Warning Code that is flagged.
Which enrollment records does the new 1801 Warning Codes series flag?
The 1801 Warning Code series flags “Program Status Effective Date” inconsistencies on student records in the incoming enrollment file and presents them to the institution for review in our Error Resolution on the Web application. The record is flagged with an 1801 Warning Code if the “Program Enrollment Status Code” has not changed since the last submission but the “Program Status Effective Date” has changed in the incoming file.
Users will be able to perform mass updates and group edits for each of the warning codes in the series (1801-1806) within Error Resolution on the Web. As a result, you can quickly fix “Program Status Effective Date” inconsistencies.
To learn how to address the new warnings within Error Resolution on the Web, please watch our tutorial, Mass Correct Program Level Data: Errors 1801-1806.
If you receive an 1801-1806 Warning Code and have a question, please contact the Data Operations Analyst assigned to your Enrollment File. Your Data Operations Analyst’s direct contact information is available on the summary screen within the Clearinghouse Error Resolution on the Web application.
Resources
- “Mass Correct Program Level Data: Errors 1801-1806” tutorial
- Compliance Central: Updates, tips, and resources to help you stay in compliance
- Learn about our Audit Resource Center
- Clearinghouse Academy: Learning resources and events