ICYMY – ED TO SEND NSLDS ENROLLMENT REPORTING COMPLIANCE NOTIFICATION TO BIG OFFENDERS

NSLDS is gearing up to begin sending Enrollment Reporting Compliance Notifications in June 2019.  NSLDS Newsletter 64 provides some insight as to what’s to come for schools that fail to report enrollment status timely and properly. Here’s what is says:

Compliance Notifications will be sent to schools that are not reporting Program-Level enrollment information for a sufficient portion of their students. NSLDS tracks whether a school has reported Program-Level enrollment information for at least 90% of the students on its Enrollment Reporting Roster. 

When NSLDS determines that a school does not meet the 90% minimum threshold, the school will receive an initial warning notification from NSLDS, addressed to the school’s Financial Aid Administrator (FAA) and the Enrollment Reporting Contact, as provided on the ORG tab of the NSLDS Professional Access website.

If your school has not yet provided an Enrollment Reporting Contact for each of its locations, such as a representative from the Registrar’s Office, please do so as soon as possible. Note that this contact cannot be someone from a school’s third-party servicer.

Schools will receive a separate Enrollment Reporting Compliance Notification for each of its locations that are under the 90% threshold. 

If the school’s reporting performance does not improve, the school will receive a second warning notification addressed to the FAA and to the Enrollment Reporting Contact, with the school’s President or CEO copied.

If the school’s performance still does not improve after two warning notifications, it will receive a third notification that the school has been referred to Federal Student Aid’s Program Compliance office for consideration of possible sanctions.

This third notification will be addressed to the school’s President/CEO, with copies to the school’s FAA and Enrollment Reporting Contact.  The Program-Level reporting threshold is set at 90% to allow for instances in which a school may have a small percentage of students included on its NSLDS Enrollment Reporting Roster who are not enrolled in academic programs. While these students are not receiving aid at the reporting institution, they are enrolled in, for example, continuing education coursework.

CORRECTING HISTORICAL PROGRAM-LEVEL ENROLLMENT DATA IN NSLDS

In mid-July 2019, NSLDS will calculate the data metrics for earnings and debt by field of study using data reported/updated by institutions as of July 10, 2019. They’re asking institutions to ensure the accuracy of previously reported program-level enrollment data that was reported to NSLDS on or after July 1, 2014.

To assist institutions with evaluating and updating previously reported data, Federal Student Aid has provided several resources that institutions can use. Here are the key details from a recent electronic announcement.

We have enabled new functionality in NSLDS to update previously reported data. Information about using the new functionality will be provided in the “How to Correct Historical Enrollment Reporting in NSLDS” webinar, offered on June 11, 2019. To register for the webinar, refer to Dear Colleague Letter ANN-19-02.

Additional guidance on the new functionality will be provided in the forthcoming NSLDS Newsletter 64, which will be posted to the Information for Financial Aid Professionals (IFAP) website in the next several days. Monitor the NSLDS Reference Materials section of the IFAP website for the availability of this information.

An update to the November 2018 version of the NSLDS Enrollment Reporting Guide will provide information on program-level enrollment reporting and guidance on how to use NSLDS for updating previously reported data. Monitor the IFAP website for an announcement of the availability of the updated guide.

The College Scorecard Data web page includes a data file with information on cumulative loan debt for borrowers by field of study based on what was previously reported to NSLDS. We encourage institutions to compare the preliminary NSLDS program-level borrower counts using the NSLDS Enrollment Reporting Graduated Programs Report (SCHEP4) described in NSLDS Newsletter 62 and loan debt values on the College Scorecard data web page with their internal records to evaluate the accuracy of previously reported data. In addition, this preliminary College Scorecard data file provides corresponding data from the Integrated Postsecondary Education Data System (IPEDS) completion survey. To the extent that credentials conferred should generally be reported consistently in IPEDS and NSLDS, we encourage institutions to use the IPEDS data as a comparison in evaluating the accuracy of previously reported NSLDS program-level enrollment data.

Preliminary analysis of enrollment data suggests that, in the aggregate, program-level enrollment records for non-borrowers (e.g., Pell-only students) and students in certificate programs are less complete. In updating previously reported data, we encourage institutions to pay particular attention to records of students who fall into these categories. While the preliminary loan debt data file provided on the College Scorecard data web page excludes non-borrowers, we encourage institutions to ensure that all records are complete for all Title IV students because those students will be included in post-enrollment earnings calculations.” (Source IFAP)

UPDATED REFERENCE MATERIALS FOR NSLDS USERS

New and updated reference materials have been released by Federal Student Aid following recent enhancements to the for the National Student Loan Data System and NSLDS Processional Access website. There are several new reports and updated file layouts that you’ll need to be familiar with so we’ve broken them down for you below.
On October 31, new NSLDS Transfer Student Monitoring/Financial Aid History Batch File Layouts were released.
NSLDS combines the Transfer Student Monitoring (TSM) and Financial Aid History (FAH) batch processes into one input format file and one output format file. Beginning on December 23, 2018 NSLDS will begin using the updated file format which combines the TSM and FAH files into one. According to NSLDS, requests will need to be in the correct file formats and submitted as an input file through the Student Aid Internet Gateway (SAIG) message class, TRNINFIN. After NSLDS verifies that the data requests are in the proper file formats, an output processed file will be sent back to the end user. Depending on the data type requested, the output file will be returned through the SAIG in the TRLTRPOP, TRALRTOP, FAHREPOP, or FAHEXTOP message classes. Because of 2018-2019 processing changes, updates were made to the Transfer Student Monitoring/Financial Aid History batch file record layouts’ field content. The file layout sections include an Add/Modify column annotating specific changes. Be sure to update your systems accordingly.
As explained in NSLDS Newsletter 61,enhancements were recently made to NSLDS to help schools manage aid overpayments that have been reported to the NSLDS website. The new Aid Overpayment Compliance Report was developed to assist schools identify unresolved overpayments that have exceeded the maximum timeframe for resolution. The report will allow schools the ability to research which overpayment records should be updated or deleted on NSLDS and which need to be referred to the Department of Education for collection.
The Aid Overpayment Compliance Report provides school users with a list of overpayments that are assigned to the requested school and either need to be updated on the National Student Loan Data System for Financial Aid Professionals (NSLDSFAP) website or need to be assigned to the Department of Education (ED).
The Aid Overpayment Compliance Report can be requested on demand through the Report List on the Report Tab of the NSLDSFAP website or can be scheduled for a quarterly or monthly distribution.  The scheduled report is delivered via the Student Aid Internet Gateway (SAIG).
NSLDS announced plans to begin sending quarterly Aid Overpayment Email Notifications to schools with reported aid overpayments that need to be updated.
NSLDS also announced the availability of a new report called the Enrollment Reporting No Certified Programs Report (SCHEP1). It provides school users with an extract of students that have appeared on the school’s Enrollment Reporting Roster without a certified program within a specified timeframe for a six-digit School Code or eight-digit School Location Code. The ER No Certified Programs Report includes the current campus-level enrollment information for the student.  Using the Certification Date Begin field, the user chooses a date to limit output to students that have a reported certification on or after the date entered through the date the report is requested. Additionally, the report can be limited to a Social Security Number (SSN) and Last Name range. The report can be sorted by Student SSN only, or by School first, then Student SSN. The report is sent to the SAIG mailbox associated with the NSLDS User ID requesting the report.
NSLDS also announced the release of updated Record Layouts for the NSLDS School Portfolio Report (SCHPR1) in both CSV and Fixed-Width formats. The School Portfolio Report provides school users with information about all William D. Ford Federal Direct Loan (Direct Loan) and/or Federal Family Education Loan (FFEL) program loans. The report output includes both consolidation loans and their underlying loans. Additionally, the report contains other useful loan information such as loan amount, current outstanding principal balance, current outstanding interest balance, delinquency date, discharge and rehabilitation/repurchased and repayment plan information.
The School Portfolio Report (SCHPR1) can be requested ad hoc through the list of school reports on the Report tab of the NSLDS Professional Access Web site or as a scheduled report from the School Profile section on the Org tab of the NSLDS Professional Access Web site.  The report is delivered via the Student Aid Internet Gateway (SAIG).

NSLDS ENROLLMENT REPORTING GUIDE UPDATED

The NSLDS Enrollment Reporting Guide has been updated again. The November 2018 update includes a new section on the Maximum Eligibility Timeline that was implemented earlier this year to assist schools in managing their reporting responsibilities under the 150% SULA rules. NSLDS Newsletters 58, 59 and 60 have been added, as have the April 20 and 21, 2017 Electronic Announcements related to summer enrollment, submission dates, effective dates, certification dates and compliance notifications.
Enrollment Reporting is required for all schools participating in Title IV aid. The collection of enrollment data is essential to the Department. It protects the rights of borrowers by ensuring that loan interest subsidies are based on accurate enrollment data. It ensures loan repayment dates are accurately based on a student’s last date of attendance. It allows in-school deferments to be automatically granted to students using NSLDS enrollment data. It provides vast amounts of critical data about the effectiveness of Title IV aid programs, including completion data.
You can get the November 2018 NSLDS Enrollment Reporting Guide on the Information for Financial Aid Professionals website.

UPDATED NSLDS SCHOOL PORTFOLIO REPORT EXTRACT FILE LAYOUT

Last month Federal Student Aid updated the record layout for the NSLDS School Portfolio Report to include data elements for Statutory Interest Rates and Actual Interest Rates.

The School Portfolio Report (SCHPR1) provides school users with information about all William D. Ford Federal Direct Loan (Direct Loan) and/or Federal Family Education Loan (FFEL) program loans for the school code associated with the user’s ID. It includes loans that are serviced by all servicers, including each of the federal loan servicers, and provides identifying information about the servicer for each loan. The report output includes both consolidation loans and their underlying loans. Additionally, the report contains other useful loan information such as loan amount, current outstanding principal balance, current outstanding interest balance, delinquency date, discharge and rehabilitation/repurchased and repayment plan information.

The School Portfolio Report (SCHPR1) can be requested ad hoc through the list of school reports on the Report tab of the NSLDS Professional Access Web site or as a scheduled report from the School Profile section on the Org tab of the NSLDS Professional Access Web site.  The report is delivered via the Student Aid Internet Gateway (SAIG).  It is available in both fixed with and comma separated value formats and the updated extract file layouts for schools can be found in the links below.

Comma Separated Values

Fixed-Width

UNDERSTANDING THE DATES – NSLDS ENROLLMENT REPORTING UPDATES – PART 3

Understanding NSLDS Enrollment Reporting

Last month, Federal Student Aid published three Electronic Announcements about NSLDS Enrollment Reporting. Over the last few years, some schools have been cited for failing to report students to NSLDS timely as well as for incorrectly reporting student statuses during the summer and other periods of non-attendance. Although most of the guidance isn’t new, they address these common issues very explicitly and will help your school ensure compliance if followed.

This is the third and final part of our NSLDS Enrollment Reporting Updates Series. You can read Parts one and two here.


NSLDS ENROLLMENT REPORTING

PART 3

SUBMISSION DATES, EFFECTIVE DATES, AND CERTIFICATION DATES

Mastering Enrollment Reporting to NSLDS isn’t hard, but you’ve got to understand the dates. What’s the difference between the submission date, effective date and certification date?

The third Electronic Announcement we received from ED last month provides a thorough discussion as well as examples of the differences between the dates used in NSLDS for processing student enrollment data.

Schools are required to report enrollment data to the National Student Loan Data System (NSLDS) at least every 60 days. Schools are required to certify the enrollment status of all students who appear on the NSLDS Enrollment Roster sent to the school (or its designated third-party servicer), either in batch or online using the Enrollment Maintenance page of the NSLDS Professional Access website. Schools are strongly encouraged to add a new or transfer student who has received Title IV aid at another school, even if the student is not receiving aid at the new school. Many schools report enrollment information monthly, which NSLDS recommends as it allows for more current enrollment status changes.

Several dates are used by NSLDS in processing student enrollment data.  Because each date has a different meaning and use, it is important for schools to understand the differences.
Enrollment Status Effective Date is the date that the current enrollment status reported for a student was first effective.  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 Enrollment Status Effective Date remains the same as long as the student stays continuously enrolled in the same enrollment status, and is reported with the same Enrollment Status Effective Date when the student most recently entered that status.

The Enrollment Status Effective Date should not be automatically updated each term or each year, or with each NSLDS Enrollment reporting, unless the student’s enrollment status changed since the last reporting. Enrollment Status Effective Date, and its related enrollment status, must be reported for both the campus level and the program level.

Certification Date is the date the school certified the enrollment information.  The Certification Date, which changes with each reporting submission, roughly corresponds to the date the school (or its servicer) processes its NSLDS Enrollment Roster, and normally changes with each enrollment reporting submission to NSLDS.  Note that to ensure that the reporting is correct before NSLDS removes a student from the school’s Enrollment Roster, the terminal statuses of G, W, X and Z must be certified in two consecutive reporting cycles with different Certification Dates but with the same effective date.

Received Date is not reported by schools, but is the date NSLDS receives (from a school or its servicer) the school’s Enrollment Roster and updates the enrollment information on NSLDS.  This date appears on various pages of the NSLDS website and is used for informational purposes and in the calculation of enrollment reporting statistics.

The Electronic Announcement provides a number of additional examples illustrating how these dates are used in various enrollment scenarios. For more information read the EA here: http://bit.ly/2pMZFGc


Does your Registrar need training on SAP and Enrollment Reporting? Contact us today for more information. Email info@ed-executives.com or call 203-836-4806

REPORTING SUMMER TERM – NSLDS ENROLLMENT REPORTING UPDATES – PART 2

Reporting Summer Enrollment Status to NSLDS

Last month, Federal Student Aid published three Electronic Announcements about NSLDS Enrollment Reporting. Over the last few years, some schools have been cited for failing to report students to NSLDS timely as well as for incorrectly reporting student statuses during the summer and other periods of non-attendance. Although most of the guidance isn’t new, they address these common issues very explicitly and will help your school ensure compliance if followed. 

This is the second of a three part series. You can read Part one here, and stay tuned for part three later this week.


NSLDS ENROLLMENT REPORTING

PART 2

SUMMER TERM ENROLLMENTS

With summer officially only a few weeks away, it’s the perfect time to talk about one of the most misunderstood concepts in enrollment reporting – Summer Term Enrollments.

The second Electronic Announcement released by Ed last month provides guidance on how schools should report a student’s enrollment status to NSLDS during the summer when the student was enrolled in the preceding spring term and is expected to enroll for the upcoming fall term.

In summary, a student is considered to be continuously enrolled at least half time during the summer, or in another period in which students are not generally expected to attend, classes as long as two conditions are met.

  1. There is no reason for the school to believe that the student will not enroll on an at least half time basis for the next regularly scheduled term; and
  2. The student was enrolled at least half time at the end of the previous regularly scheduled term.

According to ED, such a student should not be reported to NSLDS as “Withdrawn” as of the end of the spring term if the student was enrolled at least half time during the spring term and is expected to enroll at least half time for the upcoming fall term. In this case, the school should continue to report, through the summer months, the student’s enrollment status from the spring term even if the student is not enrolled in the summer or is enrolled less than half time. If the student does not return in the fall as expected, the enrollment status must be changed to “Withdrawn” with the end of the spring term as the Enrollment Status Effective Date.

If the student is actually enrolled during the summer or other non-required term, the school should report the summer or other term’s actual enrollment status if the student is enrolled for that term at least half time.

For example, if the student was enrolled three-quarter time in the spring term, and is enrolled half time in the summer term, the school should report the student’s half-time enrollment status for the summer months. If the student was instead enrolled less than-half time in the summer or not enrolled at all, the school should report the student’s end of spring enrollment status (three-quarter-time).

The April 20, 2017 Electronic Announcement provides additional details including a chart and further discussion on the topic of properly reporting students’ statuses. Access it here: http://bit.ly/2pyDVwP


Does your Registrar need training on SAP and Enrollment Reporting? Contact us today for more information. Email info@ed-executives.com or call 203-836-4806

COMPLIANCE NOTIFICATIONS – NSLDS ENROLLMENT REPORTING UPDATES – PART 1

Problems with NSLDS Enrollment Reporting will result in fines and sanctions against institutions
Last month, Federal Student Aid published three Electronic Announcements about NSLDS Enrollment Reporting. Over the last few years, some schools have been cited for failing to report students to NSLDS timely as well as for incorrectly reporting student statuses during the summer and other periods of non-attendance. Although most of the guidance isn’t new, they address these common issues very explicitly and will help your school ensure compliance if followed.

This is the first in a three part series, so check back in over the next few days to see parts two and three.

NSLDS ENROLLMENT REPORTING UPDATES

PART 1

COMPLIANCE NOTIFICATIONS

 

Compliance enforcement for enrollment reporting has never been a big deal, but that’s about to change. The Department will soon begin sending Enrollment Reporting Compliance Notifications to schools and according to the Electronic Announcement, a school that receives three compliance notifications will be referred to the Department’s FSA Program Compliance Office for consideration of possible sanctions.

NSLDS will base these notifications on the school’s Enrollment Reporting Statistics, which can be found on the NSLDS Professional Access website and which are calculated for each of a school’s locations (at the 8-digit OPEID-level). Therefore, a separate notification will be sent for each of the school’s locations that fall below the 90% threshold.

The first notification will be sent to a school if its Enrollment Reporting Statistics fall below 90%. This first notification will be sent to the school’s Financial Aid Administrator contact, as provided by the school, and to the school’s Enrollment Reporting contact, if provided by the school on the ORG tab of the NSLDS Professional Access website. If a school has not yet provided an Enrollment Reporting Contact, which cannot be someone from the school’s third-party servicer, the school should do so as soon as possible. The initial set of these first notifications will be based on Enrollment Reporting Statistics calculated on April 19, 2017 for students who were on schools’ Enrollment Reporting rosters on December 5, 2016.

A second notification will be sent if the school’s academic program reporting performance does not improve. While this second notification will again be sent to the school’s Financial Aid Administrator and to its Enrollment Reporting Contact, we will also provide a copy to the school’s President/CEO.

The Department will soon begin sending Enrollment Reporting Compliance Notifications to schools and according to the Electronic Announcement, a school that receives three compliance notifications will be referred to the Department’s FSA Program Compliance Office for consideration of possible sanctions.

If, even after receiving the two earlier notifications, a school remains out of compliance, it will receive a third notification that the school has been referred to the Department.

For more information, check out the Electronic Announcement on Compliance Notifications here: http://bit.ly/2plqyjb


Don’t let audit or program review findings get you down. Get help. Email Info@ed-executives.com or call 203-836-4806.

NSLDS SCHOOL PORTFOLIO REPORT EXTRACT FILE LAYOUT FOR SCHOOLS

Last month Federal Student Aid updated the record layout for the NSLDS School Portfolio Report to include data elements for Statutory Interest Rates and Actual Interest Rates.

The School Portfolio Report (SCHPR1) provides school users with information about all William D. Ford Federal Direct Loan (Direct Loan) and/or Federal Family Education Loan (FFEL) program loans for the school code associated with the users ID. It includes loans that are serviced by all servicers, including each of the federal loan servicers, and provides identifying information about the servicer for each loan. The report output includes both consolidation loans and their underlying loans. Additionally, the report contains other useful loan information such as loan amount, current outstanding principal balance, current outstanding interest balance, delinquency date, discharge and rehabilitation/repurchased and repayment plan information.

The School Portfolio Report (SCHPR1) can be requested ad hoc through the list of school reports on the Report tab of the NSLDS Professional Access Web site or as a scheduled report from the School Profile section on the Org tab of the NSLDS Professional Access Web site.  The report is delivered via the Student Aid Internet Gateway (SAIG).  It is available in both fixed with and comma separated value formats and the updated extract file layouts for schools can be found here:

Comma Separated Values

Fixed-Width

Additionally, the NSLDS School Portfolio Report Import Tool has been updated with these data elements. The School Portfolio Report Import Tool can be used to easily load data generated from the comma separated values (CSV) extract version of the School Portfolio Report into the Microsoft Excel spreadsheet application, and is designed to assist schools with reviewing and analyzing their School Portfolio Report extract files.

To download the School Portfolio Report Import Tool, go to the Default Prevention Resource Information page. The School Portfolio Report Import Tool can be found in the Default Prevention Resources Reducing Default Risk box in the middle of the page. Instructions for using the tool are provided on the first tab of the workbook. http://bit.ly/2pypyZl

NSLDS REPORTS UPDATE

The NSLDS Professional Access Website got a major update recently. The next time you log in you’ll see a new Organization Profile page. This page allows users to view scheduled reports, batch services, and the Transfer Student Monitoring profile associated with their school. The Scheduled Reports section displays scheduled reports the school has chosen to schedule and users can add scheduled reports right from the drop down menu. You’ll also notice that there are some new reports available such as Borrower Default Summary Report and the Date Entered Repayment Report. Users can set preferences to have these and other reports delivered as ad hoc reports or schedule them to be delivered automatically on a set schedule to their SAIG mailbox through the Profile Update page for each corresponding report. These reports can be very useful in early stage delinquency management efforts when used as part of a broader default management strategy. Check out NSLDS Newsletter 57 for more info about all of the changes and instructions for requesting reports and other data: http://bit.ly/2lcgCIo