NSLDS Enrolment Update

NSLDS Enrolment Update Table of Contents Getting Your Enrolment Report... 1 Organizing the Data... 3 Updating the Records... 7 Preparing your Report for Submission... 9 Submitting the Report... 11 This document is a summary of how The University of Queensland has updated enrolment using the NSLDS Enrolment Submittal Tool. This document does not replace or overrule the resources and communication provided to you by the US Department of Education on this matter. The University of Queensland and the author take no responsibility for any instances of US Regulatory noncompliance at your institution. Guide Put Together on 28/05/2015 By: Jonathan McCauley The University of Queensland Contact: j.mccauley@uq.edu.au +61 7 3346 0690

Getting Your Enrolment Report NSLDS Website Log into NSLDS and click the Enroll Tab. Then on the submenu of the Enroll tab, click on: This screen allows you to set up your preferences for the enrolment file that is sent to your SAIG Mailbox. To make sorting the enrolment file easier, set the File Type set as Comma Separated Values (.CSV). On this screen, you can also set up a schedule of when you d like NSLDS to send your institution s enrolment file to your SAIG Mailbox. This allows you to choose times that don t lie in the middle of your peak seasons, holidays, etc, but still within the 60 day reporitng period. If you d rather request an enrolment report on an Ad Hoc Basis, you can do so by clicking on Request Ad Hoc Roster located near the top-middle of your page and following the prompts of the next page. The typical processing time for this report is 24-48 hours, and will then be available through your SAIG Mailbox (EDConnect). 1 P a g e

EDConnect When your report is scheduled to be received, open EDConnect and sign in. It should open up to the Transmission Queue page. If not, select File, New, Transmission Queue. Once you have the Transmission Queue page open, enter the details of what you d like to pull from EDConnect. Activity = Request Project = NSLDS Cycle = All Description = Enrollment File Roster Comma Delimited Then click on the Message Class dropdown and the rest of your boxes should auto-populate. Before: After: Click Transmission on the top menu, and select Now. The file transmission box will appear. Once the transmission has completed, click File; New; Activity Log. Scroll to the bottom of the Activity Log page and find a light blue line that contains the description, Enrollment File Roster Comma Delimited. Look at the path that the file has been saved to (C:\nslds\files\efrcdeop.001 in this example), and find your way to the file on your computer by following that address. Open the file using Notepad. On my computer, I m prompted to open the file by Select a program from a list of installed programs then select Notepad. 2 P a g e

Minus the blur, it will look something like this. Save the file with a name and location you ll remember, then close Notepad. Close EDConnect. Organizing the Data Open Excel In the top menu, move to the DATA menu, then select the Get External Data From Text option. You ll be prompted to select the file you d like to open. Make sure to select the file you ve saved in the previous step. Your Text Import Wizard should open. Step 1: Choose Delimited and click Next Step 2: Select Comma as your only Delimiter and click Next 3 P a g e

One at a time, click on the first three columns in the Data Preview area, and change them from General Columns to Text Columns. If you re familiar with what the Credential Level column (Column AI) and Published Program Length Column (Column AJ) looks like, also adjust those to Text columns. Otherwise, we ll update those to text later. Click Finish. Make sure you ve selected Cell A1 and click Okay. Your Enrolment data should now appear in your current spreadsheet. Copy and paste the column headings from the Headings Spreadsheet and paste them into Row 1 of your NSLDS spreadsheet, replacing the current contents of Row 1. You may need to resize the column widths to make it readable. If the column headings aren t typed exactly as they are in the Sample Spreadsheet, your Enrolment File will be rejected on submission therefore it s much easier to copy and paste. Yellow headings represent an optional data column (not required to report and not discussed in this guide). 4 P a g e

The very last row of your spreadsheet will contain three pieces of data that you will want to delete. Column A contains 999, Column C will contain your School code, and Column D will contain the number of records in this file. Delete this row from your spreadsheet. To ease the updating process, we now want to separate the Record Type 1 s from the Record Type 2 s. On the bottom left of your page, rename your sheet as Type 1 by right-clicking the tab and selecting Rename. Add a second sheet and call it Type 2. On the bottom left of your current spreadsheet, you should now have two sheets named as follows. The first currently contains all of your data, your second is currently blank. Go back to the Type 1 sheet, scroll back to the top, and highlight all of Row 1 (row headings). Copy these headings and paste them into your Type 2 Sheet. Go back to your Type 1 sheet and highlight Row 1 (if it s not already highlighted) and click the Sort & Filter icon in your toolbar, and select Filter. Your headings in the Type 1 sheet should now have drop down arrows. Column A contains the code for the Record Types you are reporting. 001 represents Campus Level Data 002 represents Program Level Data 003 represents Email Level Data (optional not discussed here) Click on the down arrow in Cell A1 and sort Smallest to Largest. Scroll down in your sheet to where the Type 2 Record Types begin. Beginning from the first row of Record Type 2 s, highlight all the Type 2 records, cut and paste them into your Type 2 Sheet below the heading. Your Type 1 sheet should now contain just the Record Type 1 s and your Type 2 sheet should now contain just your Record Type 2 s. If you made the adjustment to columns AI and AJ and imported them as text columns (mentioned on the top of Page 4), proceed to Updating Records. 5 P a g e

If you did not previously convert the Credential Level (Column AI) and Published Program Length (Column AJ) to text columns (top of page 4), these columns would have been imported as general columns. Importing as a general column would strip the place-holding zero from your data. For example, the number 07 converts to 7 and 004000 to 4000. We need to add those zeros back. The easiest way I ve found to update this is to sort the columns A to Z, and then manually update the numbers into what they should appear as. To keep the zero place holder, you would need to type an apostrophe before the zero. If you need to update a bunch of similar records at the same time, highlight two of the same and click on the dark box in the bottom right corner (shown below) over the records you want to update. Before After Click on this dark square and drag to here Your file is now ready to be updated using your institutions internal data. You may want to consider hiding any columns that you re not going to update to make it easier to view your data. Do not delete columns. 6 P a g e

Updating the Records If you re reporting a large number of records, you will want to use an internal report from your data management system (PeopleSoft, etc) that will give you the data needed for your NSLDS Enrolment spreadsheet. Otherwise, you ll need to manually look up the data for each individual student. Decide what is most efficient for you. General Comments: Most of what you need to enter is straightforward, but for a detailed guide of what needs to be entered into each column, refer to Page 8 of the NSLDS Enrollment File Layout document. Type 1 Sheet Columns of Note: Column D, Student SSN Pseudo Indicator: - R indicates a real SSN, - P indicates a Pseudo SSN. - For UQ, this column is completely marked as R and I can t think of a case where P would be used. Column J, Certification Date: For data integrity, this should be the date that your institutional data was current as of. Column K, Enrollment Effective Date: The date that the code located in Column L took effect. Column L, Enrollment Status: F (full-time) Q (three-quarter time) H (half-time) L (less than half-time) A (leave of absence) G (graduated) W (withdrawn) D (deceased) X (never attended) Z (record not found) Column Q, Good Address Flag: Y (if the address data you have on file is valid) N (if not) (Blanks = Y ) Column U, State/Province: FC = Foreign Country Column AC, Program Indicator: Indicates if a student is enrolled in at least one program. Values are: Y (Yes) N (No) (Blanks = Y ) 7 P a g e

If Column AC is populated with a Y or Space the school is required to report the student s program-level enrollment data in record type 002. Column AC should only be set to 'N' when the student is not enrolled in any program of study at the school; otherwise, it should be set to Y. Students, including almost all undecided students, are enrolled in a program of study, whether it is eligible or ineligible for Title IV aid, and must have their program-level enrollment data reported to NSLDS. Type 2 Sheet Columns of Note Column AG, CIP Code: Six-digit CIP Code. Do not use a decimal point Column AH, CIP Year: This is currently 2010 for all records Column AI, Credential Level: The credential level of the program. 01 (Undergraduate Certificate or Diploma Program) 02 (Associate s Degree) 03 (Bachelor s Degree) 04 (Post Baccalaureate Certificate) 05 (Master s Degree) 06 (Doctoral Degree) 07 (First Professional Degree) 08 (Graduate / Professional Certificate) 99 (Non-Credential Program [Preparatory Coursework / Teacher Certification]) Column AJ, Published Program Length: The length of the instructional program in years, months, or weeks as published by the school. Format nnnnnn, with an implied decimal point between the third and fourth digits. Thus, schools should report: 000100 to represent a value of one tenth 001000 to represent a value of one 010000 to represent a value of ten 100000 to represent a value of one hundred Column AK, Program Length Measurement: The unit of measure for the length of the instructional program as published by the school. Values are: W (Weeks) M (Months) Y (Years) Examples: One Year: One Year and a half: Two Years: AJ = 001000, AK = Y AJ = 001500, AK = Y AJ = 002000, AK = Y Column AL, Weeks in Title IV Academic Year: Only report when Published Program Length Measurement is W or M. This column equals the total number of weeks of instruction in the program s academic year. 8 P a g e

Column AN, Special Program Indicator: Flag to indicate that the program belongs to one of the following groups: A (Special Admission Associate Degree Program) B (Bachelor s Degree Completion Program) N (Not Applicable) P (Preparatory Coursework Graduate Professional Program) T (Non-Credential Teacher Certification Program) U (Preparatory Coursework Undergraduate Program) Reviewing your Data Because the format and structure of institution data will vary by institution, I can only provide a description of how we update our Enrolment Report and you ll need to translate to your own systems in developing a step-by-step procedure manual. When we identify a US Loan student, we will add a Service Indicator (an attribute) to their student record in our data management system (PeopleSoft). This then, allows us to create enrolment reports from Peoplesoft on the enrolment status of each student with this particular attribute. An initial challenge we faced was that the NSLDS report does not contain Student ID s and we do not keep SSN s in Peoplesoft. We ve since developed a database that can match the appropriate Student ID to the SSN using a VLookup function in Excel. Our entire process of updating data relies heavily on the use of the VLookup function in Excel. Using the VLookup Function, I will then compare the data of my institutions report from Peoplesoft to the data that was previously reported to NSLDS in the Enrolment Spreadsheet. At this time, you can also identify whether any new students need to be added to your NSLDS report. A few points to remember: - All dates are entered as CCYYMMDD - The Effective Date(s) need to be less than or equal to the Certification Date. - On the Program Level (Record Type 2), consistent use of the CIP Code, Credential Level and Published Program Length is crucial. Your interpretation of the appropriate CIP code can vary from your colleague s. If it does, you may end up with multiple lines on the Program Level. Mark any incorrectly reported Record Type 2 s with an X (Never Attended) so that after two report submissions, they no longer appear on future NSLDS Enrolment Reports. Preparing your Report for Submission After your data in Sheet 1 and 2 has been updated using your institutions data, it s time to reunite them in the same sheet. Cut from Row 2 of your Type 2 Sheet (don t include the headings) and paste into Sheet 1 below the last Type 1 record. Make sure you cut the entire row from Sheet 2 because there is data in Columns A, B, and C of Sheet 2. You can now delete Sheet 2. Scroll to the top of your sheet and first sort by Column A Record Type Smallest to Largest, then sort Column B Student Current SSN Smallest to Largest. 9 P a g e

Your data should now be structured similar to the example below: Now that you ve arranged your data in the correct order, change the name of this sheet from Type 1 to Upload File. NSLDS will not accept your report if the sheet is not correctly named. Your spreadsheet should now only contain one sheet and look similar to the following: Save the report. 10 P a g e

Submitting the Report Log into NSLDS and click the Enroll Tab, then Enrollment Submittal. Set up your options like what is shown below and choose your file: Ensure you ve selected the new format After you ve chosen your file and select the options shown above, click on Validate. NSLDS will begin checking your file to ensure that everything is in the correct format. This process may take a few minutes, so just let it do its thing and wait until you get a response. After NSLDS has validated the file, you ll be notified if there are any errors with your data. If there is an error Red Text will appear stating the number of errors that you need to correct. If there is are errors, a window will also pop up asking you to select a spot to save the response error file. Choose a place and name you will remember and save/open this file. In column AZ, your errors will be listed. Don t focus on the error message 02 Bundle Rejected. This only appears because there is something else wrong with that particular student s record. Most of the comments that I ve seen are fairly descriptive and it should be clear what you need to do to fix the error. Because you re currently viewing these errors in the response file, make sure that any corrections you make to the data are in the original file you re attempting to submit NOT the response file showing you the errors. If you re not careful, you ll be putting in work updating the response file, not the original. 11 P a g e

Once you ve made the edits in your original file, save. Back on the NSLDS screen, you ll need to re-enter your preferences as shown previously. Then repeat the Validate process. If you still haven t corrected your errors, you ll get another red text message. If you ve corrected your errors properly you ll get a black text message that looks similar to this: Now that you re sure that there are no errors, re-enter your preferences as shown previously, select your file, and this time click on Validate and Submit Once NSLDS has finished loading the file, you ll get this fantastic message: Your enrolment has been updated. 12 P a g e