Enrollment reporting. Agenda

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1 Enrollment reporting Agenda What is enrollment reporting? Why does it matter? The submittal process and data flow Possible effects of non-reporting Impact on cohort default rates Enrollment reporting scenarios Best practices New updates 2 1

2 What is enrollment reporting? Requirement for schools Students receiving federal loans Determines student s eligibility for: In-school status Deferment Grace Repayment Data used by ED for cohort default rates 3 Why does it matter? ED data states that 91% of those who defaulted did not receive their full 6 month grace period due to late or inaccurate enrollment information by the school 49% had bad telephone numbers 95% were not successfully contacted (360 days) 70% withdrew without completing their academic program Source: August 2008 analysis of Federal Direct Loan portfolio

3 NSLDS reporting What does NSLDS do? Maintains the official enrollment data How often does ED recommend reporting enrollment information? Monthly Why is effective enrollment reporting important? Reduces risk of default 5 Top 5 NSLDS errors Rank Type of error 1 Date of student s birth 2 Date enrollment period begins 3 Student s Social Security number 4 Date enrollment status effective 5 Date of disbursement Top 2008 NSLDS errors 6 3

4 Top 5 Enrollment Reporting errors Error Code Error Message 26 Anticipated Completion date must be greater than Cert. Date 22 Enrollment Status Code: A school cannot report an Enrollment Status of X or Z if an enrollment history (code of F, H, A, or L ) already exists for the student at that school 11 Student Identifiers do not match those for any student on database 32 Enrollment Status Effective Date 30 Enrollment Status Effective Date must be less than Cert Date 2008 top 5 enrollment reporting errors 7 Top audit findings Student status-inaccurate/untimely reporting Submittal file not returned within 30 days of receipt of Roster file Incorrect enrollment status code W for graduated student Incorrect graduation effective date Student(s) reported as withdrawn for summer break even though expected to return in the fall Related to R2T4: Incorrect withdrawal dates Regulation: 34 C.F.R (c) 8 4

5 Enrollment reporting How do students get on a school s enrollment reporting roster file? Reporting of a loan disbursement: DL and Perkins Reporting of a Pell disbursement School adds student to a roster Frequency Controlled by the school ED recommends monthly reporting 9 Roster field names Field Name Student s SSN Student s SSN indicator Student s last name Student s first name Ten Fields: Nine mandatory One optional Student s middle initial Date of student s birth Date of anticipated completion Code for enrollment status Date enrollment status effective School identification designator 10 5

6 Enrollment submittal process SAIG Mailbox Roster files Submittal files* 30 days NSLDS database Certify students via NSLDS Web Acknowledgment/error files Schools or School Servicers Error correction files* 10 days Correct errors via NSLDS Web *NEW Logon to NSLDSFAP and upload the spreadsheet Enrollment data Guaranty agencies, Direct Loan Servicer, and Lenders 11 Submittal/software options Web process Online NSLDSFAP S C H O O L Batch process School s mainframe program Third party servicer SAIG Mailbox ( Edconnect or Mainframe process) N S L D S Guaranty Agency Lender/Servicer DL servicer Clearinghouse NEW Enhanced fixed-width Comma separated-value (CSV) extensible Markup Language (XML) NEW Logon to NSLDSFAP and upload the spreadsheet 12 6

7 Enrollment status categories Code F H L A G W D X Z Comment Full time Half-time Less than half-time Leave of absence Graduated Withdrawn Deceased Never attended Record not found Enrollment reporting guide 2010, ifap.ed.gov 13 Impact on cohort default rates Frequency Are you reporting monthly or once per term? Fields Denominator and numerator Rates Misleading if fields not accurate Adjustments Once a year draft rate 14 7

8 Impact on date entered repayment Enrollment effective date is used to drive date entered repayment (DER) DER is loan-based, not student-based Guaranty agency DER calculation: Grace period = Separation date + 6 months DER = Grace period + 1 day Upon repayment, DER does not change 15 Non-reported enrollment changes Possible effects Loan converted to repayment early Borrower not receiving 6-month grace period Loan entering repayment delayed Borrower receiving > 6-month grace period Borrower unknowingly enters grace period May lead to technical defaults 16 8

9 Possible effect of non-reporting Loan converted to repayment early DER = 04/16/2009 Placed in INCORRECT CY2009 Based on graduation date of DER = 07/01/2010 Placed in CORRECT CY2010 SCHOOL A Withdraws 10/15/2008 SCHOOL B Re-enrolls 01/27/2009 SCHOOL B Graduates 12/31/2009 Draft rate Official rate CY 2009 W FT G 10/1/08 9/30/09 9/30/10 Feb-11 Sep-11 Draft rate Official rate CY /1/09 9/30/10 9/30/12 Feb-13 Sep Enrollment detail 18 9

10 Enrollment scenario Student enrolls below half time School reports: L Lender receives enrollment IA to IG change and updates NSLDS: 19 Enrollment scenario Student re-enters school full time F School reports: Lender receives enrollment RP to DA change and updates NSLDS: 20 10

11 Quiz Joe officially withdraws from school early in the spring semester (February 15). The school s next roster is not scheduled until after spring graduation on June 1. What should the FAA do about Joe s early withdrawal? Solution: School should do a manual update on NSLDS (Web) 21 Quiz Mary withdraws from school midway through the fall semester (October 25). The school uses the default reporting schedule (every 2 months). The next reporting roster is due November 1. What should the FAA do about Mary s withdrawal? Solution: School may either do a Web update or wait for the upcoming November enrollment reporting 22 11

12 Case review Solution: Contact Data Manager Reported By Reported By ID EDFUND COLLEGE Status Eff. Date Active ACD Cert. Date Cert. Method Date Received School Withdrawn 06/15/2011 Yes N/A 02/01/2012 NSLDS Web 02/07/2012 School Full Time 08/01/2011 Yes 03/30/ /01/2011 NSLDS Web 09/05/2011 School Withdrawn 06/15/2011 Yes N/A 06/20/2011 NSLDS Web 06/20/2011 School Full Time 04/15/2008 Yes 08/30/ /17/2009 School Batch 02/17/2009 School Full Time 04/15/2008 Yes N/A 10/07/2008 School Batch 10/10/2008 School Full Time 04/15/2008 Yes 08/30/ /19/2008 School Batch 04/19/2008 Current calculations DER reported on NSLDS is: 10/01/2009 Based on DER, the cohort year is: CY2010 DER was calculated using the ACD: 03/30/2009 Based on enrollment data Correct DER is: 12/16/2011 DER was calculated using the Withdrawn date: 06/15/2011 Based on DER, the cohort year is: CY Best practices Identify campus enrollment data provider Become familiar with campus enrollment reporting process Develop ways to prevent, track and correct data errors Practice timely and accurate enrollment reporting 24 12

13 Best practices Review NSLDS Reports DER, SCHER4, Enrollment Certification Use tracking systems Review withdrawal process Make use of the resources available 25 School designated contact 26 13

14 New updates Enrollment spreadsheet submittal Enrollment Spreadsheet Submittal Web page Enrollment Certification Monitoring Tools NSLDS Enrollment Reporting Guide Selection Deadline Reminder 27 Enrollment spreadsheet submittal Using spreadsheet format with an.xls or.xlsx extension Available early December Guide and Format Via FSAdownload web site Enrollment Spreadsheet Submittal Web page To upload new spreadsheet format file 28 14

15 Enrollment spreadsheet submittal 29 Enrollment certification monitoring Online report quick snapshot Quarterly count by enrollment status March 31, June 30, September 30, and December

16 Enrollment certification by quarter 31 Enrollment certification by quarter 32 16

17 NSLDS Enrollment Reporting Guide Update version is now available at IFAP Notable changes Enrollment Reporting Profile page Formats and File preferences Enrollment Administration Enrollment Reporting Schedules Enrollment Administration 6-digit OPEID to establish a single location 33 NSLDS Enrollment Reporting Guide Notable changes Length of time a student remains on the roster Status: W, G, D, X, Z Appear for two certifications of the same status Previously for W and G: 180 days Previously for D, X or Z: removed immediately Ad-hoc rosters These reports are requested in real time No longer scheduled in advance 34 17

18 Selection deadline reminder Must select one of the new batch file types By March 31, 2013 Enhanced fixed-width flat file Comma Separated Values (CSV) file XML reporting schema Updated file record layouts available in the Guide Transition period allowed until 3/31/ New report SCHER4 Enrollment Reporting Certification Report (SCHER4) Provides a list of active students Latest certification date, enrollment status code, status effective date, and the anticipated completion date (ACD) Specific to a single 8-digit OPEID school location Ensuring data in NSLDS is current Data review for audit purposes 36 18

19 Resources NSLDS Customer Support Center 800/ or Enrollment Reporting Guide agement.html NSDLS Newsletter Default Prevention Assistance request to 37 Ruby Nieto Senior Trainer Outreach and Financial Literacy

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