NSLDS 2014 Enrollment Reporting

1. Session 23 NSLDS 2014 Enrollment Reporting Valerie Sherrer and Randy Bowman | Dec. 2014 U.S. Department of Education 2014 FSA Training Conference for Financial Aid Professionals

2. 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 2

3. 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 3

4. 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 4

5. 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 5

6. 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 6

7. Building your Enrollment Roster 7

8. 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 8

9. Reporting Requirements • Schools must return rosters within15 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 9

10. 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 10

11. 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 11

12. Campus-Level Record Type 001 12

13. 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 13

14. Program-Level Program-Level Record Type 002 • 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 14

15. 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 15

16. Program-Level Fields • Program Credential Level • Now reported at the program level • Special Program Indicator • See Enrollment Reporting Guide for special reporting rules 16

17. 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 17

18. 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 18

19. 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) 19

20. E-mail Address Record Type 003 20

21. 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 21

22. Reporting Methods • Batch Reporting formats: • Fixed-Width • Comma Separated Values (CSV) • Online Reporting Methods • Enrollment Maintenance • Spreadsheet Submittal 22

23. Batch Reporting – “Bundle” 23

24. Enrollment Maintenance 24

25. Student Contact Information 25

26. 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 26

27. 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 27

28. Meet Terri Certificate 28

29. 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 29

30. Terri’s Campus-Level Reporting 30

31. Terri – Enrollment Summary 31

32. Terri’s Program-Level Reporting 32

33. Terri – Enrollment Maintenance 33

34. Terri – Student Access 34

35. E-mail Address 003 Terri’s E-mail Address Reporting • E-mail Address: Terri@SmallTownBeautySchool.edu 35

36. Terri – Student Contact Information 36

37. Terri CompletedHer Program! 37

38. Reporting Terri’s Graduation * Graduation and withdrawals must be reported twice 38

39. Terri – Student Access 39

40. Meet Billy Bachelor 40

41. 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 41

42. Billy – August 2014 Retroactive Reporting back to 07/01/14 42

43. Billy – October 2014 • Billy has decided to only major in History • Billy has withdrawn from the Math program 43

44. Billy – October 2014 Retroactive Reporting back to 07/01/14 44

45. Billy – December 2014 • After two consecutive ‘W’ reporting's, the Math program drops from the roster • Continue to report on the History program 45

46. Billy – December 2014 Math program was dropped from the roster. 46

47. Billy Completed His Program! 47

48. Billy – June 2017 48

49. 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 49

50. 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) 50