Eric Hardy | June 2014 U.S. Department of Education

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Eric Hardy | June 2014 U.S. Department of Education

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Eric Hardy | June 2014U.S. Department of EducationSoftware Vendors Webinar

NSLDS Update for Software Vendors


AgendaSchool Locations > 99Enhancements to Enrollment ReportingNew Enrollment Reporting GuideNew Enrollment Reporting File LayoutsBundle Concept Enrollment Spreadsheet Submittal

Enrollment Maintenance page enhanced

Enrollment Status ‘Q’ Three-Quarter Time

NSLDS Report Changes



School Locations > 99NSLDS is now able to accept and process data for schools with more than 99 locations. In cases where a school has more than 99 locations, the first digit of the OPEID is incremented to 1. If the school has more than 199 locations, then the first digit is then incremented to 2, and so forth.



School Locations > 99When running reports users can now enter the 8-digit school code to retrieve data for a specific branch or an asterisk (*) to indicate all locations.



150% Direct Subsidized Loan LimitAs a result of the 150% Direct Subsidized Loan Limit, will be required to report individual student’s program-level enrollment data to NSLDS.


Reporting will allow schools to continue sending the existing Enrollment Reporting record types so that loan holders can apply deferments and grace periods


New Record Types will be used to collect:

Program-Level Enrollment Data

Student E-mail Address



New Enrollment Reporting Guide Two important changes to the enrollment reporting process:

Original, Enhanced, and XML Enrollment Reporting batch formats will not be supported… schools will be required to use the new Enrollment Reporting



will be required to certify enrollment information at least every 60 days and respond to Rosters within 15 days.



New ER File LayoutsBatch processing has updated and added new record types for campus-level enrollment, program-level enrollment, and email information: Record Type ‘000' – Header RecordRecord Type ‘001’ – Campus-Level Enrollment informationRecord Type ‘002’ – Program-Level Enrollment information

Record Type ‘003’ – Email Address (Optional)

Record Type ‘999’ – Trailer Record

Layouts are posted on the IFAP website, in the NSLDS Reference Materials, under the NSLDS Record Layouts section.



Campus-Level Record Type 001Schools are required to report individual student’s campus-level enrollment information to NSLDS.



Program-Level Record Type 002 Schools are required to report individual student’s program-level enrollment information to NSLDS.



Email Address Record Type 003Schools may report their students’ email addresses to NSLDS.



Bundle ConceptA single update for a student at a given school location will consist of a bundle of detail records including: One campus-level record (001) - RequiredZero, one, or multiple program-level records (002) - Required

Zero, one or multiple email address records (003) - Optional

When a school sends a Roster Submittal or Error Correction file to NSLDS, the school must group the records for a given student in a single bundle ordered by record type.



Bundle Concept


Each file has a header, a trailer, and detail records for each student

If a student is enrolled in multiple programs, report a ‘002’ record for each program

Reporting of the ‘003’ email record type is optional


Bundle ConceptBundled ErrorsA valid detail record of one type may be rejected by NSLDS because of an error in another detail record in the same student’s bundle.Bundle Rejected FlagThe Bundled Rejected Flag will be set to “Y” for all the detail records in a bundle that contain an error. Only the actual error code will only be displayed on the detail record that contains the error.



Program IndicatorThe Program Indicator, under the Campus-Level record type, indicates whether a student is enrolled in at least one program. If this field is populated with a “Y” or “Space” the school is required to report the student’s program-level enrollment data in record type ‘002’ and NSLDS will reject other records for the student if it does not receive a program-level enrollment record about the student.

If this field is populated with an “N” the school is not required to report the program-level enrollment data in Record Type ‘002’.



Enrollment Status ‘Q’ Three-QuarterNSLDS has implemented a new enrollment status code of ‘Q’ for students enrolled at least three-quarter time, but less than full-time.

‘Q’ may be reported as a campus and/or program-level enrollment status

‘Q’ will display the enrollment status on the NSLDS FAP and SA websites

All scheduled and on-demand reports that contain enrollment status have been updated to include the enrollment status of ‘Q’



Enrollment Spreadsheet SubmittalThe Enrollment Spreadsheet Submittal Template and the Enrollment Spreadsheet Submittal Instruction Guide will NOT be changing at this time and will be updated this summer to allow schools to report enrollment at the program-level and email address information for students


The current Submittal Instruction Guide and the Submittal Template will remain available on the Software and Associated Documents section of the

Federal Student Aid Download



) website.



Enrollment TransitionApril 2014Schools may begin using the new NSLDS Enrollment Reporting File Layouts.

Schools may begin reporting program-level data online on the Enrollment Maintenance page.

July 2014:

NSLDS will request enrollment information from schools every 60 days and schools will be required to respond to those requests within 15 days of the date that the electronic enrollment reporting roster is sent to the school or to its designated third-party servicer.



Enrollment TransitionJuly 2014 (continued):Schools using batch enrollment reporting or the spreadsheet upload process may convert to the new enrollment roster file layouts with program data by first indicating their preference on their enrollment profile on the NSLDS Professional Access Website.

Upon processing of a preference for the new reporting formats, NSLDS will produce and forward to schools (or to their third-party servicers) enrollment reporting rosters in the new format.

October 2014:

All schools must report enrollment records under the new reporting file layouts regardless of their method of reporting.

Reporting of program-level enrollment information must be backdated to July 1, 2014.



Prescreening & PostscreeningUpdates to 2014-2015Fields added to Prescreening include: SULA Flag and Subsidized Loan Eligibility Used



Reason Code ‘25’ was added for SULA Flag status changeUpdates for Total and Permanent Disability

For prescreening, loans with the status of ‘PD’ (Permanent Disability) will display the ‘Contact Type’ of ‘DDP’ (Disability Data Provider) and ‘Contact’ of the Nelnet Total and Permanent Disability Servicer, code ‘582’,


Reason Code ‘06’ will be generated when a loan goes into a ‘PD’ loan status, and

Postscreening Reason Code ‘07’ will be generated when a loan comes out of a ‘PD’ loan status.



TSM/FAHUpdated Transfer Student Monitoring (TSM) and Financial Aid History (FAH) Process and Batch File Layouts are available on IFAPNew Fields:



Loan Eligibility Used



Subsidy Status



TSM/FAH New Fields



TSM/FAH New Fields



NSLDS Reports – ExistingThe following existing reports will be updated to include new information: School Portfolio Report will include:Subsidy usage and tracking information

A loan’s subsidy status

Borrower Demographic Report will include:

Demographic data collected from COD


layouts will be posted on the IFAP website



MyStudent Data DownloadUpdates to the MyStudentData Download include:Subsidy Usage School Name, Program Enrollment Status, Program Description, Program Credential Level, Special Program Indicator, Program Begin Date, Program Length In Years, Maximum Eligibility Period (MEP), Subsidized Usage Period (SUP), and Remaining Eligibility Period (REP)

Program-level enrollment information

School Name, Course of Study, Credential Level, and Program Begin Date

Loan-level Subsidy information

Confirmed Subsidy Status and Subsidized Usage In Years

New student contact information:

Phone and Email

Updates will be implemented July 2014.



NSLDS Contact InformationCustomer Support Center: Phone: 1-800-999-8219 Toll: 785-838-2141



Web: E-mail:






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