Create NSC Transmittal and Final Files Window

This window allows you to create an NSC Transmittal file and to FTP the file to the National Student Clearinghouse.

When you create NSC transmittal files, J1

  1. reads the NSC student data records and sorts them into groups by FICE and branch codes;

  2. adds student information from the NameMaster and BIOGRAPH_MASTER tables;

  3. compares students' current status codes with their status codes stored in the NSC History table and decides which students need to report status start dates for this report;

  4. replaces the data in the NSC History table with the current data after it completes the comparison (this becomes new data in the NSC History table for the next time the report is run); and

  5. generates the Header and Trailer records that NSC requires with each set of student data.

The window contains three tabs that represent three steps in creating and sending the enrollment data to NSC:

  1. Populate Transmittal Tables

  2. Prepare Final File(s)

  3. View/Send Final File(s)

Populate Transmittal Tables Tab

Parameters are set on this tab for the process that captures the data from J1 (mostly from the NSC Student Data Record table or the NSC Registration Transaction table) and compares it to the data submitted in the previous report. After the data is gathered, the process creates and populates the NSC tables.

When you click the Populate Transmittal Tables button on this tab, the students that are selected for processing meet one of the following conditions:

Tasks to Perform Before Creating Transmittal Files

Perform some or all of the following tasks before you create transmittal files:

  1. If you need to change the CIP Year (for example, because you're using the 2020 CIP codes), follow the instructions below in the How To section: Populate Transmittal Tables.

  2. Use the NSC Maintain Student Data Records window to create NSC student data records.

  3. Edit student data records on the NSC Edit Student Data Records window. If there is an Enrollment Status and Start Date in this window that has expired, clear it so that it does not mistakenly get captured for reporting.

  4. Update PT/FT hours and status on the NSC Update PT/FT Hours and Status window.

  5. Edit registration transactions on the NSC Edit Registration Transactions window if any manual interventions are required.

J1 uses the data in the NSC Transmittal History table when it compares old and current student data. Make sure that this table contains the data you want before you run the Create procedure. this is especially important for reporting the Program data. You will be able to check and edit the information in the Transmittal files before you compile the actual report that will be sent to NSC.

Program Enrollment Statuses are populated with the campus-wide enrollment status.

The Program Effective Date can be populated in one of three ways.

Condition

This Populates the Program Effective Date

The Program Enrollment Status has changed because of a status change on the NSC Student Master that causes a campus-wide enrollment status change.

Status Start Date

The status is coming from a change to the NSC Registration Transaction Status.

Registration Transaction Start Date

A CIP was previously reported to NSC and now is no longer an active major or concentration.

Certification date of the report

(The CIP is given a Program Enrollment Status of 'Withdrawn'.)

 

Group Box and Column Functionality

Group Box

Column/Description

Selected Years and Terms

The default is the Current Year from the REGISTRATION_CONFIG table. This data is editable and includes the Year and Term Codes and Term Begin and End Dates. If you want to change the selected Year and Term, click the Change... button.

 

Change... button

Click this button to open the Select Report Criteria window, which lists the Year and Term combinations displayed in the Selected Years and Terms group box. You can select a Year and Term from the Available Years and Terms.

NSC Create Criteria

FICE and Branch

Select the FICE and Branch for which you wish to do NSC reporting. The selected values are stored in NSLC_TRANS_HIST.NSL_FICE_CDE and NSLC_TRANS_HIST.NSL_BRANCH_CDE.

 

Academic Term

This editable year and term updates the NSLC_TRANS_HEADER.NSL_ACAD_TERM column. The default is the term that is sorted first in the Year Term drop-down list. If you are reporting multiple terms, you may wish to edit the value that the system defaults.

 

Certification Date

This is the date to use for this reporting cycle. The date is saved to NSLC_TRANS_HEADER.NSL_CERT_DTE and used on NSLC_TRANS_HIST.NSL_REPORT_DTE and NSL_CERT_DTE.

With each NSC report that you run, J1 Desktop will process all students with NSC Registration Transaction rows for the years and terms selected with an Enrollment Status Date that is less than or equal to the Certification Date you enter here. 

 

Graduates Only Report

If you select this checkbox:

·       The Academic Term is populated (Year:Grads Term).

·       Only selects records of students with a Special Status equal to 'Graduated' AND Status Start Date is less than or equal to the Grad Date you enter on the prompt.

·       The Standard Report checkbox is selected, and the NSLC_TRANS_HEADER.NSL_REPORT_FLAG is set to 'Y'.

 

Grad Date

Enter a date that will include the Date Degree Conferred on your students' Degree History records. This date will be stamped on these students' records as the term and date.

Address Priority and Report "FO" State. If...

Address Priority

This column allows you to select a set of address codes for the system search in selecting records for the report.

 

... button

This button opens the Address Priority window and allows you to select address codes for the J1 search in selecting records for the report.

 

Country is Not

If the selection process finds an address that has a country code other than the one selected, then "FO" is placed in the State column of the address per NCES requirements.

Student is a US Citizen

if Country is

Select a value from the drop-down. Presumably, it's US United States.

User Defined Post Processing

Stored Procedure

The stored procedure helps you clean up your collected data.

If Standard Report is selected above, the CUST_POST_NSC_ENROLLMENT_COLLECTION stored procedure is provided, and your school can make other options available.

If Graduates Only is selected above, the CUST_POST_NSC_GRAD_COLLECTION stored procedure is provided, and your school can make other options available.

History File to Use for Compare

Select a previous file to compare with the current records to find students whose enrollment status has changed. See below for important information and recommended practices.

 

Delete History... button

If you created a row by mistake, you can select it and click the Delete History... button. A pop-up asks you to confirm the deletion.

 

Never delete a history row unless it was created by mistake. So you'll almost never need to click the Delete History button.
History File to Use for Compare

This group box lists previous NSC Transmittal History files including their FICE Code, Branch Code, Report Date, and Academic term. Click a row to select it. Then, when you click the Populate Transmittal Tables button, the process compares the students' current enrollment status to the selected rows to see whether it has changed. See the important explanation and recommended practice below.

Recommended Practice

Jenzabar recommends the following for accurate enrollment reporting.

First Run of the Fall Term: Select Multiple History Files to Compare

For the first run of the fall term (and only then!), select multiple history rows. Specifically, select the *last* history file for the previous Summer term or terms, and the last history file for the previous spring term.

Example

For the first run of the Fall term report for the 2024-2025 academic year (example: 2024-10), select the following:

??? Last history file of the 2023-SU (2023-2024 Summer term)

o If there were 2 summer terms, select last history file of each summer term.

??? Last history file of the 2023-20 (2024-2024 Spring term)

All Other Runs: Select Only One History File to Compare

The first run of the fall term is the only run that needs multiple history files selected. For all your subsequent runs of the fall term and all runs of other terms in that academic year, select only the last previous history file to compare.

Prepare Final File(s) Tab

This is the second step in preparing data to send to the National Student Clearinghouse (NSC). When you are satisfied with the data generated in the SSN Exception Report and the Transmittal Detail Records report, run this option to create the transmittal files to send to the National Student Clearinghouse (NSC). When you select a FICE and Branch and then click the Create History rows and Final Transmittal File button on this tab, J1 uses the data in the tables listed below to generate a text file that can be submitted to NSC:

  1. NSC_TRANSMITTAL_HEADER (information that identifies your organization and this report)

  2. NSC_TRANSMITTAL_HEADER (detailed information for each student)

  3. NSC_TRANSMITTAL_TRAILER totals of numbers of records by category

The Report Date is appended to the file named with the FICE/Branch (for example, 12345612_10052009.txt).

More Information

A new set of NSC Transmittal History rows is created when you click the Create History Rows and Final Transmittal File button.

More Information

View/Send Final File(s) Tab

When the text file has been created and the NSC History table rows are saved, the View/Send Final File(s) tab is automatically opened and displays the default location and name for the final report and the text file that has been created. You can also view the report file by clicking the View File button and/or view the report in Notepad by clicking the Open in Notepad... button.

Before you click the Secure FTP button, make sure WinSCP is installed, and make sure your firewall is not blocking it.

Jenzabar's FTP process requires you to use the WinSCP software from Standard Networks to facilitate uploading to the NSC Secure FTP site. To download and install WinSCP, go to the https://winscp.net/eng/download.php.

Click the Secure FTP button to submit the Final Transmittal File to NSC.

 How To

Populate Transmittal Tables

Prepare the Final Files

Learn More

NSC Leave of Absence Year and Term