Resources to Help You Report Student Data to the Clearinghouse
The Clearinghouse Reporting Process: All Students Reported
The Clearinghouse’s comprehensive reporting process covers all aid recipients (federal and private), helping to prevent students from being overlooked. Schools and their students benefit from faster, more timely reporting and deferment form processing that also enables greater accuracy and fewer errors. As your authorized agent, the Clearinghouse provides status and deferment information to the Department of Education’s NSLDS (National Student Loan Data System), guaranty agencies, lenders, and servicers on your behalf.
The Clearinghouse Data Flow with NSLDS
On behalf of your school, the Clearinghouse responds to NSLDS requests for Student Status Confirmation Reports (SSCRs) following this data flow:
The Clearinghouse Data Flow with Schools
Periodically, you need to report the enrollment status for all your students to the Clearinghouse via secure FTP according to your school’s transmission schedule. If you participate in our free DegreeVerify service, you will also report your degree data to us.
Also see out blog post G from DV – Better Than Before.
The Clearinghouse Data Flow with Lenders
Another way that the Clearinghouse completes compliance reporting for your school is via weekly notifications for non-Direct Loans.
Your School’s Transmission Schedule
Key to maintaining compliance is developing your transmission schedule for reporting enrollment and degree information to us. Each school that participates with the Clearinghouse has a unique enrollment reporting schedule, which is established at the time of service activation and tailored to your academic calendar, clock methodology (clock hours, semester, trimester), and break periods. Your transmission schedule is:
- Designed to meet compliance best practices and your school’s reporting needs
- Adjustable (watch our “Changing Your Reporting Schedule” tutorial)
- Evergreen. You enter a schedule for one full academic year and we automatically generate a new one for you every year.
The following is the typical reporting and compliance schedule:
Anticipated Completion Date (ACD) Reporting
Reporting an accurate Anticipated Completion Date (ACD) — also commonly known as the Anticipated Graduation Date or AGD — for each student for whom it is required is critical. Accurate ACD reporting enables loan servicers to correctly communicate changing obligations to borrowers as they approach repayment and helps prevent student loans from being converted to repayment either too early or too late. The following are best practices we recommend you follow, as you review and report ACDs:
- Report ACDs for students with F, Q, H, L, and A enrollment statuses. Do not report ACDs for students with W, G, or D statuses.
- Ensure that the ACD reflects the date when you expect the student to graduate. (For example, if a student working on a four-year degree started in fall 2016 and is expected to graduate in spring 2020, you should report an ACD that occurs at the end of the spring 2020 term.)
- If you are unsure when a student is expected to graduate, we recommend you report the ACD using the current term end date plus one year to avoid the student entering repayment too early.
- Do not report the student’s ACD as occurring more than 10 years after the certification date of your enrollment file. This can trigger NSLDS error #16 and cause NSLDS to not accept the record.
- Review ACDs at least once every term to ensure the dates for all enrolled students (those with F, Q, H, L, and A statuses) are calculated and reported accurately. Typically, the ACD calculation is based on the number of credits completed and the total number of credits required for graduation or program completion.
How to View the Clearinghouse’s Average File Processing Turnaround Time
You can see the average processing turnaround time for enrollment and degree files submitted to the Clearinghouse by selecting the “Student Reporting” tab of our secure website. This information is also displayed when you select the “Enrollment Reporting” and “Degree Transmissions” links on the tab.
Frequently Asked Questions
What is an SSCR?
How often does the Clearinghouse respond to Student Status Confirmation Reports (SSCRs)?
How often is enrollment reported to the Clearinghouse?
What is the timeframe for reporting to NSLDS? Is it 30 or 60 days?
Do SSCRs go out at least every 60 days?
How does the Clearinghouse know who to send my enrollment data to if the information is not requested through the SSCR process?
While the Clearinghouse primarily serves school clients, our participants also include members of the education finance community. These organizations provide the Clearinghouse with their borrower portfolios, typically monthly. The Clearinghouse uses the student borrower lists to identify which lenders, servicers, and guarantors need to know about specific students’ changes.
How can I view enrollment reporting completion through the Clearinghouse website and NSLDS?
- Enrollment history
- Enrollment data reported to lenders, servicers, and guarantors
- NSLDS notification history
How should my school report unofficial withdrawals through the Clearinghouse to NSLDS?
- Use the online update feature via the Student Look-Up tab on our secure site.
- Schedule an enrollment file that contains the withdrawals.
We recommend you report unofficial withdrawals as soon as possible. If a student re-enrolls after an unofficial withdrawal, it is important to remember that you must capture both the withdrawal and the enrollment.
Clearinghouse Academy Q&As
- Average Enrollment File Processing Times
- Determining File Submission Frequency
- Required and Optional Transmission Types
- Using Certification Dates for Enrollment File Reporting
- AACRAO Presents: National Student Loan Data System (NSLDS) Enrollment Reporting Statistics Page and Compliance
- Discover the Clearinghouse: The Evolving Enrollment Compliance Reporting Landscape
- Enrollment Reporting: Delving into G from Degree
- Enrollment Reporting: NSLDS’s New L Status Requirement, Explained
- Enrollment Reporting: The Case of the Perpetual Student
- G from Degree: Transparency Enhancement
- Holding Hands: Maximizing Your Compliance and Enrollment Reporting
- Meet & Beat the NSLDS 90% Threshold Effective Partnership Between Financial Aid & Registrar Offices
- Anticipated Graduation Date & Anticipated Completion Date Errors
- Changing Your Reporting Schedule
- Difference Between Early and Advanced Registration
- Editing Individual Student Records
- Enrollment Data Flow
- File Submission Frequency
- SSCR Error Correction
- Things to Know Before You Get Started Submitting Files
- Transmission Types
- X Program Enrollment Status
- “6 Things that Can Keep You Above NSLDS’s 90% Threshold” infographic
- Deferment Form Checklist
- Enrollment Reporting Programming & Testing Guide
- G from DV FAQs
- NSLDS Enrollment Reporting Statistics Page FAQs
- Secure Web Site Guide
- SSCR Transmission Guide for International Schools
- Webinar Q&A: AACRAO Presents – NSLDS Enrollment Statistics Page & Compliance
- X status for Program-Level Reporting Resource Document
As part of the National Student Clearinghouse’s partnership with your school, we complete your compliance enrollment reporting responsibilities to the National Student Loan Data System (NSLDS), using the data you report to us within your enrollment...
If you missed our “Date of Determination Solved!” webinar, watch the recording and read the Q&As.
Brush up on the best time to submit first of term files
Take our short survey to tell us the types of Enrollment Reporting analytics reports you’d like to see.
New NSLDS Enrollment Reporting Guide offers additional clarification regarding reporting retroactive enrollment status changes.
Update on the October 2017 enrollment rosters, which were not sent by NSLDS.
Get the answers to common questions about early registration files.
The Clearinghouse has identified approximately 700 institutions for whom the National Student Loan Data System (NSLDS) did not send an October enrollment roster.
The Clearinghouse’s Graduated from DegreeVerify (or G from DV) service helps schools meet National Student Loan Data System (NSLDS) graduated status reporting requirements.
Do you participate in the Clearinghouse’s G from Degree process? If so, you won’t want to miss our new 60-minute webinar, “G from Degree: Transparency Enhancement.”
Today’s students often attend multiple institutions or locations. Here’s how your institution should report a student’s primary location code.
The Clearinghouse recently identified a discrepancy that caused the “Move To” field NOT to be transmitted to National Student Loan Data System (NSLDS).
It used to be traditional for students to enroll in coursework at only one location. However, traditional is no longer the norm.
ED to Stop Using Transfer Monitoring and Financial Aid Queries to Add Students Back to Enrollment Rosters
Department of Education to stop using Transfer Monitoring and Financial Aid queries to add students back to enrollment roster.
Resources to help answer your compliance and audit-related questions.
An update to our June 29, 2017, post on our plans to help ensure your school’s compliance with the Department of Education’s April 20, 2017, announcement regarding modifications to summer enrollment reporting.
On April 20, 2017, the Department of Education (ED) released new summer enrollment reporting guidance. The announcement relates specifically to how to report students who are “L” (Less Than Half-Time) time during a non-required, summer term.
FSA guidance related to Summer Term Reporting and what you need to know.
Federal Student Aid Office to send letters of non-compliance.
Make sure you read our NSLDS Enrollment Reporting Statistics Page FAQs for key summary-level information about the data fields and calculations.
As a part of your compliance reporting service, the National Student Clearinghouse responds to NSLDS on your behalf, providing up-to-date information on your students, who have been identified as possible Title IV Aid or Direct Loan recipients.
Our new online SSCR Error Correction system is now live!
It’s critical that you report an accurate Anticipated Completion Date (ACD) — also commonly known as the Anticipated Graduation Date or AGD — for each student for whom it is required.
NSLDS released an updated enrollment reporting guide in November.
Learn how you can log on to the Clearinghouse secure site to see when your enrollment information was sent to NSLDS.
Learn about the SSCR process and how your school’s submission schedule plays a role.
Follow the Latest NSLDS Guidelines to Correctly Report Published Program Length Measurements and Begin Dates
In NSLDS Newsletter #55, FSA announced a series of new error codes to improve the accuracy of program-level reporting. Learn more.
Did you know that under the 150% requirement NSLDS can use Graduated enrollment status to help determine a borrower’s maximum interest subsidy and remaining eligibility? It’s true!
We reached maximum capacity with our recent webinar, “Preparing for Your Annual Audit.” If you missed it, you can watch the recording on demand.
If an audit began today, would your registrar and financial aid offices be ready to collaborate seamlessly? A strong collaborative relationship between the registrar and financial aid office is integral in compliance reporting, especially during an audit.
A look at the three things related to timely NSLDS reporting that institutions should remember when an auditor visits.
Enrollment compliance reporting is based on the date a school discovers that a student dropped below half-time, not necessarily the actual date that the student’s status dropped.