NSC Enrollment Reporting Process

This topic presents an overview of the enrollment report—reporting scenarios, outline of the steps (and the windows you use in each step), and a detailed how-to. You can find more information and detailed instructions in the help topics for the various windows.

Reporting Scenarios

The reporting process is different depending on your reporting scenarios such as

In addition, there are reports for three situations: standard terms (such as fall and spring), nonstandard terms (such as summer), and graduates of the recent term.

First-Time-Ever Reporting with Jenzabar Software

Your first run ever requires setup. See the Setting Up for NSC Reporting topic. This setup allows J1 to collect the data it needs for your reports.

Start with a Summer Term

For your first NSC enrollment report with Jenzabar J1 (or EX), report on a summer term. Summer terms are smaller and less complex than a spring or fall term, and you'll be able to work out any issues more easily.

Don't start in the middle of a term. Instead, plan carefully for your first run. Set up your windows before the term begins, and use the validation steps to address issues.

On your first-ever run, you won't have previous reports to compare to. On other runs, you'll select previous reports from the History table for comparison.

First Run of a Term

For the first run of a term, J1 looks for all students that have activity by looking at the REG_TRANSACT table. We report the current programs. Schools usually run a term's first report in the first few days of the term.

Subsequent Runs for a Term

Schools run subsequent reports on a schedule they work out with their NSC representative to keep their information up to date.

The process for subsequent runs in a term is the same as the process for the first run of a term, but the important issue is what data has changed since the previous run. NSC is especially interested in students who withdrew after your first run of the term and students whose programs have changed or whose PT-FT status has moved lower.

Where Data Comes From

Some information for the report comes from standard J1 processes, and some comes from Rules Based Updates (RBUs). Some of the RBUs are required; these run automatically as you step through the process of creating the report. Other RBUs are optional; you run them from the Rules Based Update window if you need them.

Details About Populating the Transmittal Tables

The Populate Transmittal Tables process finds all students enrolled in the selected year/term by looking at the NSLC_REG_TRANSACT table (NSC Edit Registration Transactions window).

As courses are added and dropped on the STUDENT_CRS_HIST table for the student/year/term, rows are also written to the NSLC_REG_TRANSACT table updating the NSL_PTFT_HOURS and the NSL_ENROLL_STS columns (NSC Edit Registration Transactions window). The NSLC_REG_TRANSACT table thus reflects the hours information that's in STUDENT_CRS_HIST.

More Information about NSC RBUs

For detailed information on where each update code is populated, see Where NSC RBUs Are Run.

Outline of the Steps

Step 1: Update the NSC Student Data

Depending on your setup, you might update the student data for the enrollment report in several places:

1a. Run the NSC Maintain Student Data Records Window

Use the NSC Maintain Student Data Records window to update the NSLC_STUDENT_MAST table.

Select Create New Student Records to make sure that the process makes new NSC records for students new to your system since your previous run.

Select Update existing Students, and select all the checkboxes under it to run the required RBUs.

After you run the process, check the results in the NSC Edit Student Data Records window to make sure the information is correct.

1B. (Optional) Run Custom RBUs

Again after these updates, verify the results in the NSC Edit Student Data Records window.

Step 2: Populate the Transmittal Tables

Use the Create NSC Transmittal and Final Files window | Populate Transmittal Tables tab to update these tables:

· Select Graduates Only for reporting only on graduates after a term. Enter the graduation date.

In all but your first-ever run, you select a previous run in the History File to Use for Compare grid so you can see what's changed for this run. (In your first run, there won't be any previous runs to choose from.)

Step 3: Prepare the Final File

Use the Create NSC Transmittal and Final Files window | Prepare Final Files tab to update the NSLC_TRANS_HISTORY table and create the Final Transmittal .txt file you'll upload to NSC. This process creates a set of NSC History rows. The Certification Date you select is used as the Report date.

Click the Create History Rows and Final Transmittal File... button, and then select a file path. We recommend a shared network directory so others at your school can view the file.

You can also open the file in Microsoft Notepad, or you can view and edit the report information in a convenient format on the NSC Edit Transmittal History Records window.

Verify the Information

Verify the information in the final file. If information is missing or incorrect, see the Troubleshooting section below. When the information is correct, you're ready to send the file to NSC.

Step 4: Send the File

Use the Create NSC Transmittal and Final Files window | View/Send Final Files tab to send the report to NSC via a secure FTP.

If the file is still loaded in that tab from Step 4, you're ready to send. Otherwise, use the filepath icon

to find and load the file.

How To

1. Update the NSC student data records:

a. Use the NSC Maintain Student Data Records window to update the NSLC_STUDENT_MAST table.

i. Select Create New Student Records to add students who are new since your previous run.

ii. Select Update Existing Students, and select all the checkboxes below it to update that information. This runs the required RBUs, and it updates the Anticipated Graduation Date.

iii. Check the results in the NSC Edit Student Data Records window to make sure the information is correct.

b. Run any optional custom RBUs you wish using the Rules Based Update window.

i. See above for the list of optional RBUs.

ii. Verify the results in the NSC Edit Student Data Records window.

c. Update the NSC PT/FT and enrollment status:

i. Use the NSC Update PT / FT Hours and Status Information window to update the NSLC_REG_TRANSACT table.

ii. Validate the results using the NSC Edit Registration Transactions window.

2. Populate the Transmittal tables, and select a history file to compare:

a. Use the Create NSC Transmittal and Final Files window | Populate Transmittal Tables tab to update these tables:

NSLC_TRANS_DETAIL
NSLC_TRANS_HEADER
NSLC_TRANS_TRAILER

b. Select the type of report.

§ Select Standard Report for standard terms such as fall and spring.

§ Deselect Standard Report for nonstandard terms such as summer.

§ Select Graduates Only for reporting only on graduates after a term. Enter the graduation date.

c. Select a previous report for comparison in the History File to User for Compare data window. (Skip this step in your first-ever run.)

d. Validate the results in these windows:

3. Prepare the final file:

a. Use the Create NSC Transmittal and Final Files window | Prepare Final Files tab to update the NSLC_TRANS_HISTORY table and create the Final Transmittal .txt file you'll upload to NSC.

b. The View/Send Final Files tab opens automatically showing the report.

c. Verify the information in the final file.

d. If necessary, edit the information on the NSC Edit Transmittal History Records window.

4. Send the file:

a. Make sure MOVEit Freely is installed, and make sure your firewall is not blocking it

b. Use the Create NSC Transmittal and Final Files window | View/Send Final Files tab to send the report to NSC via a secure FTP.

c. If the file is still loaded in that tab from Step 4, you're ready to send. Otherwise, use the filepath icon to find and load the file.

d. Click the Secure FTP button to send the file.

Dos and Don'ts

FAQ

Report a group of related records for each FICE-Branch combination. Include

One Header record

School identifiers (FICE and branch codes)
Year/term identifiers (description, date of report, whether it's a standard term)

Multiple student detail records

SSN
Name
Address
Birthdate (if known)
Enrollment status
Status date (if required)
Anticipated graduation date (if required)

One trailer record

Total number of records in FICE-Branch report
Count of records in each status code (including header and trailer records)

Include all students who are eligible to receive federal student loans even if they don't receive any.

See the Enrollment Reporting Programming & Testing Guide at https://studentclearinghouse.info/onestop/wp-content/uploads/EnrollRept_ProgrammingandTestingGuide.pdf

Include These Students	Exclude These Students
Continuing education	Medical students in internships or fellowship programs
Writing a thesis or dissertation but taking no classes	Consortium students whose degree-granting school isn't yours (visiting students)
Enrolled at your school but currently taking coursework at another school under a cooperative arrangement. Include all of the student's credit hours—including courses at the away school—in your status calculation.
Studying abroad in a school-sponsored program
Attending a special program that qualifies as enrolled for the Federal Family Education Loan Program (FFEL and Direct)
Have no valid Social Security number in your records
Foreign students you've assigned a numeric identifier to
High school students receiving Title IV aid

You can select the Exclude from Rpt checkbox on the NSC Edit Student Data Records window to exclude students.

If the student withdrew from the term by the time you ran your first report of the term, they won't be included. But if they were still enrolled in courses when you ran your first report of the term, then they were included in your first report, and they should be included with the status of 'Withdrawn' in the subsequent reports for the term.

If students withdraw from a term after you've already reported them, report them with the Status 'Withdrawn' in every subsequent report for the term. When students are withdrawn or not enrolled at all, it starts the clock toward when they need to start repaying loans.

Report returned students as you would any enrolled student. Under certain conditions, returning can stop the clock on when students need to start repaying loans.

If a student changes programs, the previous program is reported as withdrawn, and the current program is reported as new.

Every time you report, the students' part-time/full-time status is updated (reflecting either an RBU or in the NSC Update PT/FT Hours and Status Information window) based on the effective date of changes that affect their status. When a student's status moves down (further from full-time), it may hasten the time toward when they need to start repaying their loans.

Often when there's confusion about dates, it comes from overlooking the effective date of a change. For example, a student may change their program on March 10, but it's not effective until August 1, which may be in a different reporting cycle. See the NSC Program Data: Status and Dates topic for more guidance.

Troubleshooting the Report

Because every school handles student information differently, it can take some troubleshooting and tweaking to get the right information to show up in your report. If you're having trouble, make sure these windows are optimally configured.

Student Information Window | Degree Tab

Major/Minor Definition Window and Certification Definition Window

CIP Definition Window

Part-Time/Full-Time Information

If something is amiss with part-time/full-time hours or status, check the following:

· Registration Configuration window | Registration Configuration tab | Registration Controls group

o If so, then RBU is setting the PT/FT status, overwriting the calculation defined in the Part Time/Full Time Definition window. Your school may desire this, but if you’re having trouble, it’s important to know.

o There’s no need to run this process. Use the regular Part Time/Full Time Update window instead.

Required RBUs	Optional RBUs	Part-Time Full-Time	Anticipated Graduation Date
Part-Time/ Full-Time	Go to the NSC Update PT/FT Hours and Status Information window to update part-time full-time status.	PFN-NSCSTS: NSC Enrollment Status if your school doesn't use RBU for NSC PT/FT definition (Registration Configuration window \| Registration Configuration tab)	The Create NSC Transmittal and Final Files window uses this to populate the NSC transmittal tables.
This is populated automatically from the Student Information window \| Student Division tab \| Expected Graduation group. Your school must have the Perform Cross Student Tables Update checkbox selected on the Registration Configuration window \| Registration Configuration tab.

Do	Don't
Make your first report using Jenzabar software the summer term report.	Don't start in the middle of a term the first time you report enrollment with Jenzabar J1.
Run Data validation reports, and perform necessary data cleanup before submitting reports. Check to see that all the data elements are populated.	Don't start using the process the first time without setting up each of your configuration tables.
Run data validation reports after populating the transmittal tables. Check to see that the data matches your expectations.	Don't ever delete history rows (unless they were created in error).
Store your report files in a network location to make it easier for others to access it.	Don't manually modify data until after you've populated the transmission tables for the last time in a cycle. (Otherwise, it will overwrite whatever manual changes you've made.)