NSLDS Enrollment Report

This report is provided as is with no warranty that it meets the requirements of the NSLDS.

The National Student Loan Data System (NSLDS) is the U.S. Department of Education's central database for federal student aid disbursed under Title IV of the Higher Education Act of 1965 (HEA), as amended. Among other things, NSLDS monitors the programs of attendance and the enrollment status of Title IV aid recipients. Accurate and timely Enrollment Reporting to NSLDS is essential to the Department of Education’s successful delivery of Title IV aid.

This report generates a spreadsheet according to the November 2018 guidelines of the Federal Student Aid office of the U.S. Department of Education in order to report your enrollment data. Documentation can be found here:

Before generating the report, make sure that you have recorded:

For the rest of this page, Admission Status refers to the Admission Status of a student admission record in College Office and Enrollment Status refers to the official NSLDS Enrollment Status Code of a student admission record.

The (NSLDS) Enrollment Statuses are:

  • 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  • W Withdrawn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

As you maintain the Admission Statuses of each enrolled student, College Office keeps track of the history of changes and uses that history to generate the NSLDS report. As much as possible, you should assign an anticipated graduation to each student via the Program Enrollment Edit Form as a way of recording their anticipated graduation date in order to help the report determine an accurate Anticipated Completion Date, other wise the report will estimate that date from the student admission start date and the program duration.

By looking at the Enrollment Status of each student at the end of the previous term and at the beginning of the term, and by scanning the history of Admission Status changes of each student during the term in order to derive a history of Enrollment Status changes, the report is able to create one NSLDS record per student and per Enrollment Status according to the history of the student Enrollment Status changes between the end of the previous term and the end of the term.

For an explanation of each field, check Appendix B of NewNSLDSEnrollmentReportingGuideAppendices.pdf, starting page 54.

The various fields of the NSLDS report are derived from the following data in College Office:

  • Student Current SSN comes from the National ID field in the Person Edit Form
  • Student SSN Pseudo Indicator is assumed to be R (Real).
  • Student Current First Name, Middle Name, Last Name, Date Of Birth comes from the data recorded via the Person Edit Form
  • Student Branch Designator Code is left blank.
  • Certification Date is the date when the report is run.
  • Enrollment Effective Date Effective date student entered current enrollment status: see explanation further down.
  • Enrollment Status Code reflecting student’s current enrollment status: see explanation further down.
  • Anticipated Completion Date Date when a student is scheduled to complete course requirements: see explanation further down.
  • Term Begin Date comes from the start date on the Term Edit Form
  • Term End Date comes from the end date on the Term Edit Form
  • Address Effective Date see explanation further down.
  • Good Address Flag is assumed to be Y.
  • Student Permanent Address Line 1, Line 2, City, State, Country, Postal Code comes from the person primary address on the Contact page of the Person View Form.
  • Student Phone Type is assumed to be C since we extract it from the Mobile Phone field.
  • Student Preferred Phone Number Flag is assumed to be Y.
  • Student Phone Country Code is currently assumed to be 1 (US).
  • Student Phone Number comes from the Mobile Phone field in the Person Edit Form
  • Move To OPEID is left blank.
  • Program Indicator is Y if the student is enrolled in a program, N otherwise. Note that record type 002 of the NSLDS Enrollment Report is only generated when this field is Y.
  • CIP Code comes from the same field on the NSLDS Page of the Program Edit Form
  • CIP Year is 2010.
  • Credential Level comes from the same field on the NSLDS Page of the Program Edit Form
  • Published Program Length comes from the same field on the NSLDS Page of the Program Edit Form
  • Published Program Length Measurement comes from the same field on the NSLDS Page of the Program Edit Form
  • Weeks in Title IV Academic Year comes from the same field on the NSLDS Page of the Program Edit Form
  • Program Begin Date is assumed to be the Admission Start Date recorded via the Admission Edit Form.
  • Special Program Indicator comes from the same field on the NSLDS Page of the Program Edit Form
  • Program Enrollment Status is assumed to be the same as the Enrollment Status
  • Program Enrollment Effective Date is assumed to be the same as the Enrollment Effective Date
  • Email Effective Date is currently not generated (optional record type 003)
  • Good Email Address Flag is currently not generated (optional record type 003)
  • Email Address is currently not generated (optional record type 003)

Explanations

Enrollment Effective Date

  • If the Enrollment Status is G, then it is the last date of attendance of the student which is computed as the furthest end date of any term in which the student is enrolled.
  • Else, if the Enrollment Status is either W, D or X, then it is the date when the corresponding Admission Status was assigned to the student.
  • Otherwise (Enrollment Status is either A, F, Q, H or L), it is the start date of the term.

Enrollment Status

  • The report tries first to identify a G, A, W, D or X Enrollment Status of the student according to the student Admission Status.
  • If no Enrollment Status has been identified, then the report determines the F, Q, H or L Enrollment Status of the student according to the number of credits tried by the student:
    • F 12 credits or more
    • Q 9 credits or more but less than 12
    • H 6 credits or more but less than 9
    • L less than 6 credits
  • The report does not use Z

Anticipated Completion Date

  • If the Enrollment Status is either W, D, or X then it is blank,
  • Else, if the Enrollment Status is G, then it is the same as the Enrollment Effective Date,
  • Else, if the student was assigned an anticipated graduation with a graduation date in the future, then it is the graduation date, unless the resulting date is in the past (which would come from a failure to update the student anticipated graduation,) in which case it is tomorrow's date (as of the day when the report is run).
  • Otherwise, it is the student admission record start date plus the estimated duration of the program according to the Program Published Length, Program Length Measurement and Number of Weeks in Title IV Academic Year, unless the resulting date is in the past in which case it is tomorrow's date (as of the day when the report is run).

Address Effective Date

  • If the Enrollment Status is G, then it is the same as the Enrollment Effective Date,
  • Else, if the Enrollment Status is either W, D or X, then it is the date when the corresponding Admission Status was assigned to the student.
  • Otherwise (Enrollment Status is either A, F, Q, H or L), it is the term start date.

Uploading the report to the NSLDS web site

  • Run the report in College Office and save it as a spreadsheet on your local computer.
  • Open the template reporting spreadsheet provided by the NSLDS
  • Open the spreadsheet downloaded from College Office, copy its content without the headers and paste it into the template reporting spreadsheet.

© College Office, 2019 • Updated: 03/20/19
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