How to Report Graduates as Part of the 150% Reporting Requirement
Per NSLDS guidelines, institutions must report students who have successfully completed a program as graduated in a timely and accurate manner, which can be done through either our free Enrollment Reporting or DegreeVerify services. Under 150% Direct Loan Regulations, there are special requirements for reporting graduates.
Using Enrollment Reporting to Report Graduates
- If graduating students are not included in your “End-of-Term” transmission, you should use the “Graduates Only” transmission.
- According to 150 percent federal reporting requirements, in order for a program to be closed out, your “Graduates Only” transmission MUST include the graduated status along with the corresponding CIP code at the program level for each student. Please make sure you also update the program status effective date.
- If your graduation records are not reported with the appropriate “G” status and CIP code information 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students as having separated from your school until your fall or spring “First-of-Term” transmission.At that time, a withdrawn status would be applied to indicate the separation status and the separation date would be the end of the last term of enrollment. 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 for the school.
The easiest way to report graduates is to participate in free DegreeVerify and request that the Clearinghouse generate the file for you.
Using DegreeVerify to Report Graduates
If you are an active DegreeVerify participant, the easiest way to report graduates is to request that the Clearinghouse generate the file for you. We will use the data in your degree/certificate files to report “G” (graduated) enrollment statuses to the Department of Education, lenders and guarantors, etc., on your behalf.
- You should transmit a degree/certificate file to the Clearinghouse at least once after each conferral period, as soon as most of your degrees and 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 do not need to transmit a Graduates Only enrollment file after each term, as long as you include the appropriate CIP code information in your DegreeVerify transmission.
- You can send additional files at any time, in order to capture late conferrals or changes to previously reported degree/certificate records.
Here are important DegreeVerify behavior and limitations of which you should be aware:
- Graduated enrollment status is not generated from campus-level degree submissions for students who remain enrolled after graduation, instead the student retains the highest status with respect to loan deferral. This prevents the non-deferrable graduated status from being submitted to NSLDS, which could cause the student to lose his or her in-school deferment.
- Graduated status must be included at the program level in your enrollment file for students who remain in the same program and change the program level after graduation. This enables the “G” program level and entrance into the new program to be captured. Therefore, two program records would be necessary: one reflecting students’ graduated status from one program and a second showing their enrolled status in the new program.
- Graduated enrollment statuses are not generated for students who are reported on a degree file with a degree award date that occurs more than 120 days after the student’s last reported enrollment date. The Clearinghouse is working on an enhancement to expand this timeframe.
- If the DegreeVerify graduated record does not include the CIP code, a “G” is not generated at the student’s program level.
- If the CIP code is missing from the degree or enrollment record, a “G” is not generated.