valerie sherrer and randy bowman | dec. 2014 u.s. department of education 2014 fsa training...

Valerie Sherrer and Randy Bowman | Dec. 2014

U.S. Department of Education

2014 FSA Training Conference for Financial Aid Professionals

NSLDS 2014 Enrollment Reporting

Session 23

Agenda• Importance of Enrollment Reporting• Who to Report• What to Report• How to Report• Situational Examples• Common Questions• Enrollment & Loss of Subsidy• Academic Success• Upcoming Enhancements• Q&A

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Importance of Enrollment Reporting

• Critical for administration of Title IV Loan Programs• Ensures students’ interest subsidy entitlements are

protected• Essential for:

• Timely receipt of in-school deferments• Proper servicing of loan throughout the life cycle of the

loan• Preventing loan defaults• Determining academic outcomes

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What You Should Know…

• Release of New Enrollment Reporting File Layouts • Final – February 27, 2014

• Dear Colleague Letter GEN-14-07: April 14, 2014• Newsletter 45: April 24, 2014 Enhancements to NSLDS• Newsletter 46: June 30, 2014 Enhancements to NSLDS• New Enrollment Reporting Guide: July 23, 2014

• Updated version will be available Spring 2015

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What You Should Know…

• Webinar # 4: “General Overview of Program-Level Enrollment Reporting” July 15 & 16, 2014

• Webinar # 5: “Critical Details to Proper Program-Level Enrollment Reporting” July 30 & 31, 2014

• Dear Colleague Letter GEN-14-17: August 29, 2014• Electronic Announcement: Reminder of Program-Level

Enrollment Reporting Requirement: September 26, 2014

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Agenda• Importance of Enrollment Reporting• Who to Report• What to Report• How to Report• Situational Examples• Common Questions• Enrollment & Loss of Subsidy• Academic Success• Upcoming Enhancements• Q&A

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Building your Enrollment Roster

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Report Students Where They Attend

• It is important that schools add financial aid recipients to their rosters if the students are not already on the roster

• Students should be reported at two locations of the same 6-digit OPEID ONLY IF the student is actually attending both locations• If the student is not enrolled at both locations, report the correct

location for the student• If a student appears on a roster of an incorrect location, use the

“Move To” functionality to report the correct location for the student

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Reporting Requirements

• Schools must return rosters within 15 days of receipt

• Schools must correct errors within 10 days of receipt of the Error Acknowledgement file

• Schools are required to report enrollment to NSLDS at a minimum of every 2 months

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Using Third-Party Servicers

• Schools using a Third-Party Servicer to report enrollment data to NSLDS should:

• Verify that new and transfer students are being added to the correct school location

• Ensure that students that are certified as enrolled at multiple locations are actually attending multiple school locations

• Don’t forget that all Third-Party Servicers must be added to your school’s ECAR

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Agenda• Importance of Enrollment Reporting• Who to Report• What to Report• How to Report• Situational Examples• Common Questions• Enrollment & Loss of Subsidy• Academic Success• Upcoming Enhancements• Q&A

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Campus-Level Record Type 001

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Campus-Level Fields• Credential Level

• Moved to Program-level record type

• Program Indicator• Report ‘Y’ if the student is enrolled in at least one program• Report ‘N’ only if the student is not enrolled in any program at your

location• Can be used by “deferment only” schools • Should not be used for undeclared majors

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Program-Level Record Type 002

Program-Level

•Classification of Instructional Programs (CIP) Code•CIP Year •Program Credential Level•Published Program Length•Published Program Length Measurement •Weeks in Title IV Academic Year•Program Begin Date•Special Program Indicator•Program Enrollment Status•Program Enrollment Effective Date

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Program-Level Fields

• Classification of Instructional Programs (CIP) Code• Six-digit CIP code (without period) identifying a program’s academic

content• All programs for a student must be reported• CIP Codes can be found at:

http://nces.ed.gov/ipeds/cipcode/Default.aspx?y=55

• CIP Year = 2010

Example: 12.0401 Cosmetology/Cosmetologist, General 120401 Example: 12.0401 Cosmetology/Cosmetologist, General 120401

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Program-Level Fields

• Program Credential Level• Now reported at the program level

• Special Program Indicator• See Enrollment Reporting Guide for special reporting rules

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Program-Level Fields

• Program Begin Date• Date on which the student began attending the program• Does not change if student withdraws and returns to same program

• Program Enrollment Status• Matches Campus-level enrollment status

• Except when graduating or withdrawing from only one of multiple programs

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Program-Level Fields• Published Program Length

• The length of the instructional program in years, months, or weeks as published by the school

• What is published in your catalog or other official publications

• Published Program Length Measurement • The unit of measure for the length of the instructional program as

published by the school• Values include: ‘Y’ Years, ‘M’ Months, ‘W’ Weeks

• Weeks in Title IV Academic Year• The total number of weeks of instruction in the program’s academic

year. Only required when Published Program Length Measurement is ‘W’ or ‘M’

• This is the financial aid academic year

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Program-Level Fields

• Example 1: 10 weeks• Published Program Length = 10 weeks 010000 • Published Program Length Measurement = Weeks W• Weeks in Title IV Academic Year = 26 weeks 026000

• NSLDS will convert to years = 10/26 0.3846 years

• Example 2: 1.5 years• Published Program Length = 1.5 years 001500 • Published Program Length Measurement = Years Y• Weeks in Title IV Academic Year = Not required when reporting in

years (report all zeroes: 000000 if not required)

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E-mail Address Record Type 003

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Agenda• Importance of Enrollment Reporting• Who to Report• What to Report• How to Report• Situational Examples• Common Questions• Enrollment & Loss of Subsidy• Academic Success• Upcoming Enhancements• Q&A

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Reporting Methods

• Batch Reporting formats:• Fixed-Width • Comma Separated Values (CSV)

• Online Reporting Methods• Enrollment Maintenance• Spreadsheet Submittal

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Batch Reporting – “Bundle”

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Enrollment Maintenance

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Student Contact Information

Spreadsheet Submittal

• The Enrollment Spreadsheet Submittal Instruction Guide and Submittal Format are available on the Federal Student Aid Download (FSAdownload) website

• CSV roster format can be imported into a spreadsheet for reporting using the Enrollment Spreadsheet Submittal

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Agenda• Importance of Enrollment Reporting• Who to Report• What to Report• How to Report• Situational Examples• Common Questions• Enrollment & Loss of Subsidy• Academic Success• Upcoming Enhancements• Q&A

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Meet Terri Certificate

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Terri Certificate

• Enrolls in a Certificate Program in Cosmetology Operations (CIP 120401) at Small Town Beauty School (OPEID 09876500)

• Begins full-time enrollment in 60 week program

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Terri’s Campus-Level Reporting

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Terri – Enrollment Summary

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Terri’s Program-Level Reporting

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Terri – Enrollment Maintenance

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Terri – Student Access

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Terri’s E-mail Address Reporting

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E-mail Address 003

• E-mail Address: Terri@SmallTownBeautySchool.edu

Terri – Student Contact Information

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Terri Completed Her Program!

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Reporting Terri’s Graduation

* Graduation and withdrawals must be reported twice

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Terri – Student Access

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Meet Billy Bachelor

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Billy Bachelor

• Enrolls in dual major Bachelor's degree Programs in History (CIP 540101) and Math (CIP 270101) at Big State University (OPEID 06789900)

• Begins Full-time in the 4-year academic program on 09/25/2013

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Billy – August 2014

Retroactive Reporting back to 07/01/14

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• Billy has decided to only major in History

• Billy has withdrawn from the Math program

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Billy – October 2014

Billy – October 2014

Retroactive Reporting back to 07/01/14

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Billy – December 2014

• After two consecutive ‘W’ reporting's, the Math program drops from the roster

• Continue to report on the History program

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Billy – December 2014

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Math program was dropped from the roster.

Billy Completed His Program!

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Billy – June 2017

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Agenda• Importance of Enrollment Reporting• Who to Report• What to Report• How to Report• Situational Examples• Common Questions• Enrollment & Loss of Subsidy• Academic Success• Upcoming Enhancements• Q&A

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Common Questions

• What CIP Code do I report for non-degree programs? • If program does not lead to a degree or certificate and doesn’t meet

any of the special program requirements – Do not report

• Do CIP Codes have decimals for NSLDS? • They do for COD, not for NSLDS

• What program length do I report for my program?• If GE program, report length from GE disclosure• The published program length (from website, catalog, etc.)• If not published report “normal time” to complete (calendar time)

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Common Questions• How do I report preparatory coursework?

• Preparatory Coursework, Graduate/Professional Program:

• Preparatory Coursework, Undergraduate Program:

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Common Questions

• What’s the difference between a graduate/professional certificate and a post-baccalaureate certificate?• Post-baccalaureate certificate is at undergrad level but requires

completion of bachelor’s degree for admission• Graduate/professional certificate is at graduate level, also generally

requires completion of bachelor’s degree

• Does the enrollment status that I report to NSLDS satisfy the requirement to report enrollment status to COD?   • No, enrollment status must also be reported to COD

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Common Questions

• Program Begin Date vs Program Enrollment Effective Date• Program Begin Date is the date the student actually started in the

program of study. This does not change based on a new term date • Program Enrollment Effective Date is the date of the enrollment status

being reported for that program. Date only changes when enrollment status changes

• Cannot certify future enrollment, i.e., for a term that has not already begun

• Report changes of program using whatever date your system uses

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Common Questions

• Using Transfer Student Monitoring (TSM) to add students to Enrollment rosters• NSLDS adds students to rosters based on the monitoring

Enrollment Begin Date• Monitoring should not start until the student is actually enrolled• When student appears on the roster, report actual enrollment

information

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Agenda• Importance of Enrollment Reporting• Who to Report• What to Report• How to Report• Situational Examples• Common Questions• Enrollment & Loss of Subsidy• Academic Success• Upcoming Enhancements• Q&A

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Consequence: Interest Subsidy Loss

Based on enrollment, not borrowing, or requesting aid.

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Loss of Interest Subsidy• NSLDS sends Loss of Subsidy data to the Federal Loan

Servicers

• NSLDS will include Loss of Subsidy in selected NSLDS Reports

• The NSLDS Professional Access Website now displays the new Loss of Subsidy warning icon for borrowers who have lost interest subsidy

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Loss of Interest Subsidy

A new field has been added to the Loan History page for (D0) loans to display the status of the interest subsidy:

•Loss of Sub - Indicates that a D0 loan has lost interest subsidy

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Agenda• Importance of Enrollment Reporting• Who to Report• What to Report• How to Report• Situational Examples• Common Questions• Enrollment & Loss of Subsidy• Academic Success• Upcoming Enhancements• Q&A

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Academic Success and Outcomes

• Currently, the Department uses information from IPEDS to respond to information requests about borrower academic success (graduation, completion, etc.)

• The Administration and Congress wants more insight into the academic success specific to individual Title IV recipients. NSLDS is the only source that links individual enrollment statuses to individual persons

• Recently, The Consolidated Appropriations Act of 2014, directed the U. S. Department of Education to report information on Pell Grant recipients’ academic success (graduation) to Congress

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Academic Success and Outcomes

• Enrollment Reporting focus will now shift to include academic success of loan and grant recipients

• New College Ratings on the Financial Aid Shopping Sheet• Median income of borrowers who complete• Graduation rates• What happens to students who complete

• In 2015, NSLDS will be providing all schools the opportunity to update individual student’s completion/graduation data

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Agenda• Importance of Enrollment Reporting• Who to Report• What to Report• How to Report• Situational Examples• Common Questions• Enrollment & Loss of Subsidy• Academic Success• Upcoming Enhancements• Q&A

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Upcoming Enhancements

• Student Contact Information will be mandatory

• Compliance Measurements/Letters to schools• Focus on roster completion, including program-level• Report all Title IV students attending your school• Escalating notices will be sent for non-compliance • Referral to FSA Program Compliance for action

• Updated Enrollment Reporting Guide (Spring 2015)

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Agenda• Importance of Enrollment Reporting• Who to Report• What to Report• How to Report• Situational Examples• Common Questions• Enrollment & Loss of Subsidy• Academic Success• Upcoming Enhancements• Q&A

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QUESTIONS?

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NSLDS Contact Information

Customer Support Center:• Phone: 1-800-999-8219• Toll: 785-838-2141 • Fax: 785-838-2154• Web: www.nsldsfap.ed.gov • E-mail: nslds@ed.gov

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