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© 2017 National Student Clearinghouse. All Rights Reserved.
SSCR Error Resolution on the Web SeriesPart 1: Errors 22 and 38
Tina Damico, Manager, Data Excellence
Fallon Tygrett, Senior Coordinator, Data Excellence
Stephanie Robison, Coordinator, Data Integrity & Operations
© 2017 National Student Clearinghouse. All Rights Reserved.
AGENDA
• NSC: Beginnings, Purpose &
Value
• Challenge: NSLDS Change
to SSCR Error Process
• Most Frequently Seen Errors
• Overcoming Obstacles: Error
Resolution Instruction
• Best Practices
• Available NSC Resources
• Q&A
• On the Horizon: What’s New?
© 2017 National Student Clearinghouse. All Rights Reserved.
3
Our Beginnings
Founded in 1993
Central repository of student enrollment data
Reported to NSLDS and Student Loan Providers
© 2017 National Student Clearinghouse. All Rights Reserved.
4
Our Beginnings
Founded in 1993
Central repository of student enrollment data
Reported to NSLDS and Student Loan Providers
Student Loan Technical Defaults& Administrative Burden
© 2017 National Student Clearinghouse. All Rights Reserved.
We serve the education
community by facilitating
the exchange and
understanding of student
enrollment, performance,
and related information.
The Clearinghouse
Mission
© 2017 National Student Clearinghouse. All Rights Reserved.
We are YOU
6
Our Value to You
Data
Coverage &
UsageInnovative
Solutions
A non-profit organization serving
as a centralized education agent in fulfilling enrollment and
achievement reporting needs to governmental, financial,
student service and educational organizations
© 2017 National Student Clearinghouse. All Rights Reserved.
Our Challenge
NSLDS Change to the SSCR Error Process
© 2017 National Student Clearinghouse. All Rights Reserved.
Acceleration of NSLDS Compliance Changes
20161996 2011 20142013 201520121997-2010
SSCR roster response required
at least twice a year
Extended GE reporting deadline
Initial GE reporting deadline
2011-12 GE reporting due
NSLDS requires new data submission format for SSCR roster
New less-than-half-time statusAGD requirement
SSCR roster response spacing adjustment
requiring updated format
Program-level and Q status (for 3/4 time)
requirements
NSLDS requires schools and their servicers to respond within 15 days of SSCR roster receipt
Reporting frequency changed to every 60
days
NSLDS institutes new certification date logic for
summer and non-compulsory term reporting
NSLDS Enrollment Reporting Statistics Page released
New instruction to report unknown or unavailable student addresses as (“UK”) in address
fields
2008-09 through 2013-14 GE reporting due
2014-15 GE reporting due
Reporting X or Z records without program-level data no longer negatively impacts Enrollment Reporting
Statistics
• No changes for 15 years• 15 changes in 5 years
• 8 changes in 2 years
• Changes growing in frequency and complexity
Gainful Employment (GE) disclosure
requirements take effect
LEGENDFormat changesDate-sensitive changesOther changes
“X” enrollment status required for resolving incorrectly reported
program
SSCR errors must be corrected within 10 days
© 2017 National Student Clearinghouse. All Rights Reserved.
NSLDS Change to the SSCR Error Process
• Previous guidance required a response to SSCR Error report within
10 days
• NOW guidance is calling for correction within 10 days
Its going to be OK; we’re all in this together!
9
© 2017 National Student Clearinghouse. All Rights Reserved.
Clearinghouse Solutions & Resources
To meet this new change, the Clearinghouse…
• Created a NEW online tool to see list of errors
• Provided the ability to correct certain errors online
• Will add the ability to correct more errors in future enhancements
• Is providing resources and training
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The Clearinghouse is responding on
Day 1 with information in our system
© 2017 National Student Clearinghouse. All Rights Reserved.
Typical Reporting & Compliance Schedule
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School Sends File to NSC on Day 1, NSC Sends Errors and Warnings to School on Day 1.5, School resolves Errors & Warnings on Day 2.5, NSC
does final review and loads file to database on Day 3.
On 1st of Month NSC receives SSCR roster from NSLDS and starts responding with most recent data loaded for school.
Four days later, NSC runs Supplemental SSCR Adds Process
If school submission received and processed between 1st and 11th of month, NSC will run mid month roster.
NSC receives NSLDS SSCR Error Report and posts it on the secure site. Schools have 10 days from receipt to correct any errors.
© 2017 National Student Clearinghouse. All Rights Reserved.
Most Frequently Seen Errors
• Error 22
• Error 38
• Error 30
• Error 32
• Error 69
• Error 77
• Error 78
• Error 79
© 2017 National Student Clearinghouse. All Rights Reserved.
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Overcoming Obstacles
Error Resolution Instruction
© 2017 National Student Clearinghouse. All Rights Reserved.
Error 22
NSLDS has record of a student for your school, however the Clearinghouse does not have a
record under SSN requested
Approaches for resolution will depend if:
1. The SSN begins with 000 or 9
2. The SSN is a valid number
14
© 2017 National Student Clearinghouse. All Rights Reserved.
Pseudo SSN Resolution
• SSN beginning with either 000 or 9 is not a valid number
• Was assigned to student
• Requires working with NSLDS directly to resolve
• Pseudo SSN needs to be connected to student’s real SSN
• Clearinghouse does not have ability to enter or report on non-valid SSNs
15
© 2017 National Student Clearinghouse. All Rights Reserved.
Valid SSN Resolution
• Clearinghouse does not have record for student at your
school
• Could be caused by NSLDS not getting second report
of separation
• Adding student will ensure there is a record to respond
to error reports
16
© 2017 National Student Clearinghouse. All Rights Reserved.
How to Resolve Error 22
© 2017 National Student Clearinghouse. All Rights Reserved.
How to Resolve Error 22
© 2017 National Student Clearinghouse. All Rights Reserved.
How to Resolve Error 22
© 2017 National Student Clearinghouse. All Rights Reserved.
How to Resolve Error 22
© 2017 National Student Clearinghouse. All Rights Reserved.
How to Resolve Error 22
• SSN
• First Name
• Last Name
• DOB
• Separations Status (W, G, D)
• Status Start Date
• Term Begin Date
• Term End Date
• UK – Address 1, City
and State
• N/A – Zip
• N – Program*
© 2017 National Student Clearinghouse. All Rights Reserved.
How to Resolve Error 22
© 2017 National Student Clearinghouse. All Rights Reserved.
Resolving Numerous Students with Error 22
• Submit formatted file to the Clearinghouse
– Set compulsory term flag to “N”
– File name contains your school code and “Corrections”
– Include only students that need to be added
– If possible, include other corrections for non-current students
• Send a spreadsheet to the Clearinghouse with pertinent information
The Clearinghouse will process this file so there is
no impact on your current term data
© 2017 National Student Clearinghouse. All Rights Reserved.
Resolving Error 22 – Sending Spreadsheet
© 2017 National Student Clearinghouse. All Rights Reserved.
Resolving Error 22 – Sending Spreadsheet
• Export Results
• Open file in Excel
• Keep columns for SSN,
First Name, Last Name,
DOB
• Clear out remaining
data
• Insert column for Status &
fill
• Insert column for Status
Start Date & fill
• Save in .xls or .xlsx format
• Upload to FTP account
NSC will convert to non-standard file type
© 2017 National Student Clearinghouse. All Rights Reserved.
Error 38
Certification Date is too old
Two categories
1. W or G status with Status Effective date after 2003
2. Any status and Status Start Date prior to 2004
© 2017 National Student Clearinghouse. All Rights Reserved.
W or G Status – Status Effective Date After 2003
• An indication that NSLDS is requesting this
student for the first time
• NSC is sending out last record on file with
certification date reported by your school
• These will self-resolve in the next cycle.
© 2017 National Student Clearinghouse. All Rights Reserved.
Any Status – Status Start Date Prior to 2004
• Remnant of previous process
– Only one profile was maintained for student
• Record not susceptible to calculation of
separation
• Requires manual close out
© 2017 National Student Clearinghouse. All Rights Reserved.
Any Status – Status Start Date Prior to 2004Resolution
© 2017 National Student Clearinghouse. All Rights Reserved.
Resolving Error 38 – Status start Date prior to 2004
© 2017 National Student Clearinghouse. All Rights Reserved.
Additional Errors for Correction
• Error 51 • Error 52
© 2017 National Student Clearinghouse. All Rights Reserved.
• Error 51 – Invalid MoveTo value
– School/branch combination is not valid per NSDLS
– If both 51 and 52 are present on same record, “Dummy” branch(es) likely culprit (.80, .81 etc)
– Optional field coded as Required in some software packages = schools defaulting value to reporting School/branch
– Delete MoveTo code from student record via correction interface
– NSC may be able to do group edit on NEW files submitted for enrollment reporting until software is updated to optional – work with an analyst.
New Errors 51/52 Caused by Optional MoveTo Field
© 2017 National Student Clearinghouse. All Rights Reserved.
• Error 52 – Batch TG# (SSCR school/branch)
and MoveTo location do not share Enrollment
Administrator
– Must be addressed w/ NSLDS to align the
branches with the same Administrator if
appropriate
– Delete MoveTo code from student record via
correction interface
New Errors 51/52 Caused by Optional MoveTo Field
© 2017 National Student Clearinghouse. All Rights Reserved.
Best Practices
• Don’t Panic – We’ll get through this!
• Be Diligent - Stay on top of your errors, even if they
cannot be resolved in the 10-day timeframe
• Keep records for auditors – print confirmation
pages
• Work Smarter. Don’t do hundreds of ad-hocs, send
in a formatted file instead
© 2017 National Student Clearinghouse. All Rights Reserved.
Best Practices
• If you’re updating NSLDS directly, don’t forget to
make the same updates with the Clearinghouse
• When adding records, make sure to include a valid
SSN
• Remember, each list of errors is static, it does not
change
• Bookmark or save the Clearinghouse resources for
SSCR Error Correction
This is Part 1 of a 2 Part Webinar Series. Each part will
repeat on a monthly basis.
© 2017 National Student Clearinghouse. All Rights Reserved.
What’s on the Horizon?
• New Enrollment Reporting
Enhancements
• DegreeVerify Enhancements
• Upcoming Transcript Services
Enhancements
• StudentTracker Premium Services
© 2017 National Student Clearinghouse. All Rights Reserved.
Clearinghouse Resources
We’ve made Online Help
for you and your students even better!
Help for your Students :
mystudentcenter.org
Help for You :
studentclearinghouse.info/help/
Your 24/7 access to training and resources is at
clearinghouseacademy.org
© 2017 National Student Clearinghouse. All Rights Reserved.
© 2017 National Student Clearinghouse. All Rights Reserved.
© 2017 National Student Clearinghouse. All Rights Reserved.
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Clearinghouse Academy
• Live events and webinars
• Tutorials and recorded webinars
• Conferences attending
• User help and FAQs
Visit us at
clearinghouseacademy.org
© 2017 National Student Clearinghouse. All Rights Reserved.
Remember…
© 2017 National Student Clearinghouse. All Rights Reserved.
For More Information:
Contact us at: