Valerie Sherrer and Eric Hardy | Dec U.S. Department of Education 2015 FSA Training Conference for Financial Aid Professionals NSLDS ® Enrollment Reporting Session 10

Agenda Importance of Enrollment Reporting Enrollment Reporting Cycle Enrollment Reporting Uses Enrollment Reporting Statistics and Monitoring Upcoming Enhancements 2

Enrollment is essential for: Proper servicing of loans throughout their life cycle Ensuring borrower’s loan entitlements (ex. grace, deferments) are protected Measuring effectiveness of the Federal student aid programs, especially the Federal Pell Grant Program After July 1, 2014 – Added Program-level Enrollment critical for: Ensuring compliance with new statutory provisions – 150% Direct Subsidized Loan Limit Importance of Enrollment Reporting 3

Enrollment Reporting Cycle 4

5 NSLDS sends roster to the school based on the school’s schedule School updates students on roster and adds new students School sends roster to NSLDS NSLDS sends error acknowledgement file to school School corrects errors and submits updated records NSLDS creates the Enrollment roster

Enrollment Reporting Cycle 6 NSLDS sends roster to the school based on the school’s schedule School updates students on roster and adds new students School sends roster to NSLDS NSLDS sends error acknowledgement file to school School corrects errors and submits updated records NSLDS creates the Enrollment roster Schools Servicers Lenders, GAs and Perkins Originations and Disbursements TSM and FAH Push to Roster Student Reported

School sends Enrollment School Code on grant and loan disbursement records to the Common Origination and Disbursement (COD) System. COD sends the grant, disbursement, and program data to NSLDS and disbursement records to the loan servicer. NSLDS uses the Enrollment School Code and program-level data from COD to place aid recipients on Enrollment Rosters. NSLDS sends the Enrollment Roster to the school. Enrollment Reporting Flow 7

Who is on your Roster? Who NSLDS will put on your roster? Students who received Title IV Aid at your school as reported by Schools, Federal Loan Servicers, Guaranty Agencies, Lenders, COD, and the student Students entered on Transfer Student Monitoring (TSM) and Financial Aid History (FAH) Who you must add to your roster? Students with Title IV aid from another school who will be receiving aid at your school Who you should add to your roster? Students with Title IV aid from another school who will not be receiving aid at your school 8

Roster Population from COD 9 Data ElementCODNSLDS CIP Code YearX CIP CodeXX Credential LevelXX Published Program LengthXX Weeks in Title IV Academic YearXX Special Program IndicatorXX Enrollment StatusXX Enrollment Status Effective DateX Program Begin DateX Payment Period Start DateX Program IndicatorX Combination of 3 Fields identifies a unique program on NSLDS CIP Code Credential Level Published Program Length NSLDS uses the Payment Start Date from COD to populate the Program Begin Date on the NSLDS Roster

Address Population on Roster Rosters without previously reported addresses will now include student address data from: Common Origination and Disbursement (COD) System Central Processing System (CPS) 10

Roster Takeaways Data populated to the roster from COD is not considered “certified” until the school reports to NSLDS The OPEID reported in the Enrollment School Code to COD determines which school’s roster the student will be populated to. NSLDS has seen schools pushing students to another school’s roster because they have misreported the Enrollment School Code NSLDS populates a unique program on the roster based on the combination of OPEID, CIP Code, Credential Level, and Published Program Length NSLDS uses the Payment Period Begin Date from COD to pre-populate the Program Begin Date on the roster 11

Enrollment Reporting Cycle 12 NSLDS sends roster to the school based on the school’s schedule School updates students on roster and adds new students School sends roster to NSLDS NSLDS sends error acknowledgement file to school School corrects errors and submits updated records NSLDS creates the Enrollment roster

Enrollment Reporting Profile 13

Pay close attention to the timing as to when NSLDS sends out Enrollment Rosters. Schools that use a Third-Party Servicer should ensure their Enrollment Reporting Profile matches the schedule on which the school sends data to their Third-Party Servicer Schools can create adhoc rosters around important events on their academic calendars ER Profile Takeaways 14

Reporting Methods Batch Reporting formats: Fixed-Width Comma Separated Values (CSV) Online Reporting Methods: Enrollment Maintenance Spreadsheet Submittal 15

Reporting Requirements Schools are required to report enrollment to NSLDS at a minimum of every two months 168 Schools are not meeting reporting requirements Schools must return rosters within 15 days of receipt Schools must correct errors within 10 days of receipt of an Error Acknowledgement 16

Enrollment Reporting Cycle 17 NSLDS sends roster to the school based on the school’s schedule School updates students on roster and adds new students School sends roster to NSLDS NSLDS sends error acknowledgement file to school School corrects errors and submits updated records NSLDS creates the Enrollment roster

Record Type Reporting Campus-Level Certifying 8-digit OPEID “Move To” 8-digit OPEID Student Name, SSN, and DOB Student Physical Address Student Phone Number Certification Date Enrollment Status Enrollment Status Effective Date Anticipated Completion Date Term Begin and End Dates Program-Level Classification of Instructional Program (CIP) Code Program Credential Level Published Program Length Publish Program Length Measurement (Years, Months, Weeks) Weeks Title IV Academic Year Special Program Indicator Program Enrollment Status Program Enrollment Status Effective Date Student’s Program Begin Date Student Address Schools respond back to the roster with three record types. 18

NSLDS enhancement made in June 2015 If an address is unknown or not available for a student, report Unknown (‘UK’) in any of the address fields Campus-Level Takeaways 19

Published Program Length If the PPL reported to COD differs from NSLDS, it will generate a new unique program on NSLDS Schools will need to examine data reported to COD and to NSLDS to determine whether the program length was correctly reported To correct the data on NSLDS, report the incorrect program as Never Attended (‘X’) and it will be removed from the Enrollment Roster Program-Level Takeaways Unique Program = OPEID, CIP Code, Credential Level, and Published Program Length 20

Program-Level Takeaways Schools have been improperly reporting the Published Program Length in the batch records Example #1: 10 weeks Published Program Length = 10 weeks  Published Program Length Measurement = Weeks  W Weeks in Title IV Academic Year = 26 weeks  –NSLDS will convert to years = 10/26  years Example #2: 1.5 years Published Program Length = 1.5 years  Published Program Length Measurement = Years  Y Weeks in Title IV Academic Year = Not required when reporting in years 21

Program Begin Date The date the student actually started in the program of study. This does not change based on a new term date NSLDS uses the Payment Period Begin Date from COD as the Program Begin Date for all program-level enrollment data reported by COD Schools will need to correct this date if incorrect Program Enrollment Effective Date The effective date of the enrollment status being reported for that program. This 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 the date your system uses Program-Level Takeaways 22

Adding students to a Roster From the Enrollment Summary page, click the Enrollment Maintenance button. 23

Adding students to a Roster From the Enroll Update page, retrieve the enrollment roster. Then click the “Add Student” button at the bottom of the page. 24

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 Adding students to a Roster 25

Enrollment Reporting Cycle 26 NSLDS sends roster to the school based on the school’s schedule School updates students on roster and adds new students School sends roster to NSLDS NSLDS sends error acknowledgement file to school School corrects errors and submits updated records NSLDS creates the Enrollment roster

Using Third-Party Servicers Schools using a Third-Party Servicer to report enrollment data to NSLDS should know that: The school is responsible for ensuring that their Third-Party Servicer is compliant with NSLDS reporting requirements NSLDS will contact schools, not their Third-Party Servicer, if the school is out of compliance Don’t forget that all Third-Party Servicers must be added to your school’s ECAR 27

28 Enrollment Submittal Tracking

Enrollment Reporting Cycle 29 NSLDS sends roster to the school based on the school’s schedule School updates students on roster and adds new students School sends roster to NSLDS NSLDS sends error acknowledgement file to school School corrects errors and submits updated records NSLDS creates the Enrollment roster

Error Acknowledgement If after sending a roster to NSLDS you do not receive an Error Acknowledgement, verify the header and trailer of the file as a File-level error may have occurred Contact the Customer Service Center for assistance

Error Breakdown ErrorMessage Monthly Errors Error 38 – Certification Date Certification Date is too old.Aug: 14,323,633 Sept: 19,686,789 Oct: 5,652,352 Error 69 – Program Enrollment Effective Date Must be a valid date not later than the Certification Date.Aug: 105,783 Sept: 2,002,197 Oct: 736,049 Error 30 – Enrollment Status Effective Date Enrollment Status Effective Date must be less than or equal to Certification Date. Aug: 74,724 Sept: 1,579,641 Oct: 546,738 Error 22 – Enrollment Status Code A school cannot report an Enrollment Status of ‘X’ or ‘Z’ if an enrollment history (Enrollment Status Code of ‘F’, ‘Q’, ‘H’, ‘A’, or ‘L’) already exists for student at that OPEID. Aug: 987,223 Sept: 1,264,909 Oct: 1,057,118 Error 45 – Address Effective date Required if an address is supplied.Aug: 296,131 Sept: 401,294 Oct: 312,970 31

Error Breakdown Error 38 - Certification Date Indicates the day that the school certifies the borrower’s enrollment NSLDS does not accept certification more than 72 days in the past NSLDS receives MANY old certification dates Schools are not addressing old certification dates 32

Enrollment Reporting Cycle 33 NSLDS sends roster to the school based on the school’s schedule School updates students on roster and adds new students School sends roster to NSLDS NSLDS sends error acknowledgement file to school School corrects errors and submits updated records NSLDS creates the Enrollment roster

Enrollment Reporting Uses School Enrollment Data Loan Servicing Cohort Default Rates 150% Loan Subsidy Gainful Employment Studentloans.gov College Scorecard Research Administration and Congressional Reports 34

ER Uses - Loan Servicing Enrollment data is used to determine when a loan should enter its grace period or repayment 35

ER Uses - Loan Servicing Enrollment data is used to determine when a servicer should apply an in-school deferment 36

ER Uses - Loan Servicing Reporting in a timely manner means that schools have less paper deferment forms 37

ER Uses - CDR 38

ER Uses - CDR Schools can appeal if the Scheduled Date Entered Repayment is incorrect which may change the cohort year which the borrower is included 39

ER Uses – Loss of Subsidy Based on enrollment, not borrowing, or requesting aid. Lost eligibility due to 150% limit Did not complete program Enrolls in program of equal or shorter length Subsidy loss 40

ER Uses – Loss of 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 41

ER Uses – GE Program Tracking GE Program Tracking uses enrollment data sourced from your Origination and Disbursement records 42

ER Uses – SL.gov 43

ER Uses – Research & Reporting 44

Enrollment Reporting Statistics and Monitoring 45

Enrollment Reporting Statistics In March 2015, FSA began an outreach campaign ( s and phone calls) to schools that had not yet reported Program-level Enrollment In July 2015, NSLDS released the Enrollment Reporting Statistics web page Available to all school-users associated to that school Generated on the third Wednesday of each month Designed to emphasize the “completeness” of reporting not just the timeliness 46

Enrollment Reporting Statistics 47

Enrollment Reporting Statistics Start DateBeginning of the evaluation period Evaluation DateEnd of the evaluation period and date the evaluation is performed Students in PortfolioNumber of students on the school’s roster as of the start date Students CertifiedNumber of students on a roster as of the start date which were certified at least once on or before the evaluation date Students Certified with Program EnrollmentNumber of students on a roster as of the start date that was certified with a program at least once on or before the evaluation date Percent CertifiedStudents Certified divided by Students in Portfolio Percent Certified with Program EnrollmentStudents Certified with Program Enrollment divided by Students in Portfolio 48

Enrollment Reporting Statistics Start DateBeginning of the evaluation period Evaluation DateEnd of the evaluation period and date the evaluation is performed Roster Record ReturnedTotal number of records the school submitted between the Start Date and Evaluation Date Roster Record in Error ReturnedTotal number of records returned to the school for an error between the Start Date and Evaluation Date Roster Error PercentRoster Record in Error Returned divided by Roster Record Returned 49

Enrollment Reporting Statistics 50 Warning icons will display under the following conditions: The school location has, as of the most recent calculation, failed to achieve the minimum threshold for certifying students in its portfolio The school location is currently late in responding to a roster sent by NSLDS. A late letter has been sent and no roster has been received after the late letter was sent The school location has failed to achieve the minimum threshold for certification and is currently late responding to a roster

Enrollment Statistics Report 51 The Enrollment Statistics Report (ENLST1) includes information about completeness and quality of the enrollment reporting provided by schools participating in federal student aid.

Enrollment Reporting Monitoring Compliance Letters Escalating letters will be sent to non-compliant schools as early as January 2016 Schools who fall below 90% of the portfolio certified with a program will be notified for non-compliance The 90% threshold is considered minimal and may be increased in the future. Letters will be distributed to the President and Financial Aid Director Schools who do not improve their performance will be referred to FSA Program Compliance for action after receiving two notifications 52

Enrollment Reporting Monitoring Schools with a Portfolio of Students Total Number of Students Total Number of Students Certified Total Number of Students Certified with a Program % Certified with a Program Number of Schools Less Than 90% Certified with a Program July 2015 August 2015 September 2015 October 2015 November NSLDS strongly encourages schools to review their enrollment statistics prior to January 2016.

Upcoming Enhancements 54

Upcoming Enhancements In Spring 2016, NSLDS will create the ability for schools to view all program history reported for a student. 55

Upcoming Enhancements Schools will be able to drill down to individual school certifications for each student. 56

Upcoming Enhancements Expected to be released Summer 2016 Mass Push to Roster Online users will be able to push all students with previous participation on the enrollment roster to the most current roster for a school location. This functionality will assist schools in correcting erroneously data reported to NSLDS Urgent/Late Ad-Hoc Report The new Urgent/Late Ad-Hoc Report will assist schools in making sure enrollment data is reported for students in a timely manner. Online users will be able to request the Urgent/Late Ad-Hoc Report on the NSLDSFAP web site and retrieve it from their SAIG mailbox. The report will use the same layout as the Enrollment Roster 57

Upcoming Enhancements Implementation TBD Upcoming changes to Enrollment Maintenance Update selection criteria to display students “with programs” or “without programs” Create a sort that displays oldest Certification Dates first Add a warning icon next to students that have not been certified in more than 65 days Add an icon to indicate if a row if sourced from COD or a school New Edits Create reasonability edits between Credential Level and Published Program Length Create reasonability edits on Program Begin Date to ensure the date is not more than 20 years in the past 58

Reference Materials NSLDS Enrollment Reporting Guide: October 2015 NSLDS Enrollment Reporting Guide Dear Colleague Letter GEN-14-07: April 14, 2014GEN Dear Colleague Letter GEN-14-17: August 29, 2014GEN Newsletter 47: Recent NSLDS Enhancements Newsletter 47 Newsletter 49: Enhancements to NSLDS for Enrollment Reporting and Gainful Employment Newsletter 49 59

Reference Materials EA April 20, 2015: 150% Direct Subsidized Loan Limit: Electronic Announcement #17 - School Misreporting of Data to COD and NSLDS EA April 20, 2015 EA July 20, 2015: 150% Direct Subsidized Loan Limit: Electronic Announcement #18 - Implementation of Loss of Interest Subsidy Based on Enrollment EA July 20, 2015 EA September 25, 2015: 150% Direct Subsidized Loan Limit: Electronic Announcement #19 - Importance of Accurate Direct Loan and Enrollment Reporting to Prevent Loss of Subsidy EA September 25,

QUESTIONS? 61

NSLDS Contact Information Customer Support Center: Phone: Toll: Fax: Web: 62