Information for National Student Clearinghouse (NSC) reports is populated in various ways in various windows. Some of it comes from Rules Based Updates (RBUs) if your school uses RBUs for NSC. (This is set on the Registration Configuration window.) Some of the RBUs run automatically, and some you run manually. Here are details about where the rules are run to populate the transmittal tables.
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The examples below represent syntax commonly used for NSC rules-based updates. Syntax is written in the Update Results and Rules window, on the Results Rules Definition tab. To use the syntax below, you must modify the values to match the data in your database. |
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NS 1 is run automatically when you create a new student. |
Report Type |
Enrollment |
Purpose |
Provides the correct FICE if your school reports students under more than one FICE code. (If your school reports students under only one code, then you don’t need to select FICE Code and Branch Code.) |
Process Type |
Update |
How Populated |
Run automatically when you create a new student NSC Maintain Student Data Records window when these checkboxes are selected:
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Target
Table, Column, |
NSLC_STUDENT_MAST.NSL_STD_FICE_CDE NSC Edit Student Data Records window |
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NS 2 is run automatically when you create a new student. |
The NSC Maintain Student Data Records process uses these rules to update the FICE and Branch Code columns in the NSC Edit Student Data Records window (NSLC_STUDENT_MAST.NSL_STD_FICE_CDE and NSL_STD_BRANCH_CDE, respectively) when the Update Existing Students and the FICE Code and Branch Code checkboxes are selected. They are only necessary if your institution reports students under more than one OPE ID (FICE) and/or Branch code.
Report Type |
Enrollment |
Purpose |
Provides the correct FICE if your school reports students under more than one FICE code. (If your school reports students under only one code, then you don’t need to select FICE Code and Branch Code.) |
Process Type |
Update |
How Populated |
Run automatically when you create a new student NSC Maintain Student Data Records window when these checkboxes are selected:
|
Target
Table, Column, |
NSLC_STUDENT_MAST.NSL_STD_BRANCH_CDE NSC Edit Student Data Records window |
FICE/Branch
Code assigned based on Location
Seq # |
Rules Table/Column/Expression |
Rules Operator |
Rules Value |
Logical AND/OR |
| 1 | student_master.loc_cde | = | 'NORTH' |
NS3 was used in some previous versions of Jenzabar EX but is no longer. Instead, Anticipated Graduation Date is collected directly from the Student Information window | Student Division tab | Expected Graduation group (STUDENT_DIV_MAST.EXPECTED_GRAD_YR and STUDENT_DIV_MAST.EXPECTED_GRAD_TRM). For that year/term, it uses the term end date (YEAR_TERM_TABLE.TRM_END_DTE).
You can update the collected data on the NSC Maintain Student Data Records window.
The NSC Maintain Student Data Records process uses this rule to update the Foreign Student checkbox in the NSC Edit Student Data Records window (NSLC_STUDENT_MAST.NSL_FOREIGN_STD), when the Update Existing Students and the Foreign Student Status checkboxes are selected. It is only necessary to exclude international students who are ineligible to receive federal financial aid.
Report Type |
Enrollment |
Purpose |
Exclude those international students who are ineligible to receive federal financial aid. |
Process Type |
Update |
How Populated |
NSC Maintain Student Data Records window when these checkboxes are selected:
|
Target
Table, Column, |
NSLC_STUDENT_MAST.NSL_FOREIGN_STD NSC Edit Student Data Records window |
Citizen
Of is not 'US', and Citizenship Status is not 'C', 'R', or 'N', and the
SSN is 'NULL'
Seq # |
Rules Table/Column/Expression |
Rules Operator |
Rules Value |
Logical AND/OR |
1 |
biograph_master.citizen_of |
<> |
'US' |
AND |
2 |
biograph_master.citizenship_sts |
NOT IN |
('C', 'R', 'N') |
AND |
3 |
biograph_master.ssn |
IS |
NULL |
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The NSC Maintain Student Data Records process uses this rule to update the Grad Level Indicator checkbox in the NSC Edit Student Data Records window (NSLC_STUDENT_MAST.NSL_GRAD_LEVEL_INDICTR), when the Update Existing Students and the Graduate Level Indicator checkboxes are selected. It is only necessary if your institution offers graduate programs.
Report Type |
Enrollment |
Purpose |
Provides the correct division a student graduated from. Necessary only if your school offers graduation program. |
Process Type |
Update |
How Populated |
NSC Maintain Student Data Records window when these checkboxes are selected:
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Target
Table, Column, |
NSLC_STUDENT_MAST.NSL_GRAD_LEVEL_INDICTR NSC Edit Student Data Records window |
Current
Division
Seq # |
Rules Table/Column/Expression |
Rules Operator |
Rules Value |
Logical AND/OR |
| 1 | student_master.cur_stud_div |
IN | ('GR', 'DR') |
The NSC Maintain Student Data Records process uses this rule to update the Data Block Indicator checkbox in the NSC Edit Student Data Records window (NSLC_STUDENT_MAST.DATA_BLOCK_INDICTR), when the Update Existing Students and the Data Block Indicator checkboxes are selected.
Report Type |
Enrollment |
Purpose |
Prevents the NSC from including the student's information in their Enrollment Search results. |
Process Type |
Update |
How Populated |
NSC Maintain Student Data Records window when these checkboxes are selected:
|
Target
Table, Column, |
NSLC_STUDENT_MAST.DATA_BLOCK_INDICTR NSC Edit Student Data Records window |
The
This SSN is Private checkbox is selected
Seq # |
Rules Table/Column/Expression |
Rules Operator |
Rules Value |
Logical AND/OR |
| 1 | biograph_master.ssn_private |
= | 'Y' |
The NSC Degree Verification Data Collection and Transmission—Populate NSC Tables process uses this rule to update the FERPA Block checkbox on the Detail Records tab of the same window (NSC_DEG_VERIF_DETAIL.FERPA_BLOCK), when the Use NSC Rules to Update: FERPA Block checkbox is selected. It is only necessary if you use a column other than the FERPA Restricted checkbox to identify students who have opted not to have any directory information released.
Report Type |
Degree Verification |
Purpose |
Prevents the NSC from including the student's FERPA-restricted information in their DegreeVerify results.
This uses RBU to update the FERPA Block flag. Necessary only if you use a column other than the FERPA Restricted checkbox in Name Master to identify students who have opted not to have any directory information released. |
Process Type |
Update |
How Populated |
NSC Degree Verification Data Collection and Transmission window | Collect Data tab when these are checkboxes selected:
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Target
Table, Column, |
NSC_DEG_VERIF_DETAIL.FERPA_BLOCK NSC Degree Verification Data Collection and Transmission window | Detail Records tab |
FERPA
Restricted checkbox is selected
Seq # |
Rules Table/Column/Expression |
Rules Operator |
Rules Value |
Logical AND/OR |
| 1 | namemaster.is_ferpa_restricted |
= | 'Y' |
The NSC Degree Verification Data Collection and Transmission—Populate NSC Tables process uses this rule to update the Financial Block checkbox on the Detail Records tab of the same window (NSC_DEG_VERIF_DETAIL.FINANCIAL_BLOCK), when the Use NSC Rules to Update: Financial Block checkbox is selected. It is only necessary if you use something other than a hold to identify students who have an outstanding financial obligation to the institution.
| Report Type | Degree Verification |
Purpose |
Prevents the NSC from including in their DegreeVerify results the degrees of students whose Financial Block Indicator is selected. This uses RBU to update the Financial Block flag. Necessary only if you use something other than a hold to identify students who have an outstanding financial obligation to the school. If not selected here, you can indicate financial obligations by selecting holds in the Outstanding Financial Obligation group box on this Collect Data tab. |
Process Type |
Update |
How Populated |
NSC Degree Verification Data Collection and Transmission window | Collect Data tab when these are checkboxes selected:
|
Target
Table, Column, |
NSC_DEG_VERIF_DETAIL.FINCANCIAL_BLOCK NSC Degree Verification Data Collection and Transmission window | Detail Records tab |
User-defined
column on Degree tab
Seq # |
Rules Table/Column/Expression |
Rules Operator |
Rules Value |
Logical AND/OR |
| 1 | degree_history.udef_1a_1 |
= | 'Y' |
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NS 9 is not run from the RBU window. Instead, it runs automatically behind the scenes when you run the Create Transmittal and Final Files process. |
The Create NSC Transmittal and Final Files—Populate Transmittal Tables process uses this rule to update the Class/Credential Level column in the NSC Edit Transmittal Detail Records window (NSLC_TRANS_DETAIL.NSL_CLASS_CDE).
Report Type |
Enrollment |
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Purpose |
Updates students' classifications and credential levels. |
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Process Type |
Update |
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How Populated |
Create NSC Transmittal and Final Files window | Populate Transmittal Tables tab |
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Target Table, Column |
Any character column that isn't already being used
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The following table identifies the NSC Class Codes and Descriptions to which each of your institution’s class codes must be mapped:
NSC Class/Credential Level |
Notes |
A Associate's (UG) |
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F Freshman (UG) |
Students seeking a bachelor's degree |
S Sophomore (UG) |
Students seeking a bachelor's degree |
J Junior (UG) |
Students seeking a bachelor's degree |
R Senior (UG) |
Students seeking a bachelor's degree |
C Certificate (UG) |
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N Unspecified (UG) |
Students pursuing second bachelor's degrees and non-degree-seeking students taking undergraduate courses |
M Master's (GR) |
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D Doctoral (GR) |
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P Post-Doctorate (GR) |
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L First Professional (GR) |
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G Unspecified (GR) |
Students seeking graduate-level certificates and non-degree-seeking students taking graduate courses |
NSC
‘F’ classification value based on FR classification code
Seq # |
Rules Table/Column/Expression |
Rules Operator |
Rules Value |
Logical AND/OR |
| 1 | student_master.current_class_cde |
= | 'FR' |
NSC
‘N’ classification value based on non-degree-seeking checkbox and UG division
Seq # |
Rules Table/Column/Expression |
Rules Operator |
Rules Value |
Logical AND/OR |
1 |
degree_history.cur_degree |
= |
'Y' |
AND |
2 |
degree_history.active |
= |
'Y' |
AND |
3 |
degree_history.non_degree_seeking |
= |
'Y' |
AND |
4 |
degree_history.div_cde |
= |
'UG' |
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NS 10 is not run from the RBU window. Instead, it runs automatically behind the scenes when you run the Create Transmittal and Final Files process. |
The Create NSC Transmittal and Final Files—Populate Transmittal Tables process uses this rule to update the Good Student column in the NSC Edit Transmittal Detail Records window (NSLC_TRANS_DETAIL.NSL_GOOD_STUDENT).
Report Type |
Enrollment |
Purpose |
Identifies students whose GPA meets the standard your school sets for this status. |
Process Type |
Validation |
How Populated |
Create NSC Transmittal and Final Files window | Populate Transmittal Tables tab |
Target
Table, Column, |
NSLC_TRANS_DETAIL.NSL_GOOD_STUDENT NSC Edit Transmittal Detail Records window |
Good
Student identifier based on career GPA
Seq # |
Rules Table/Column/Expression |
Rules Operator |
Rules Value |
Logical AND/OR |
| 1 | student_div_mast.career_gpa |
>= | 3.00 |
The NSC Maintain Student Data Records process uses this rule to update the NSC Ethnicity and Race checkbox in the NSC Edit Student Data Records window (NSLC_STUDENT_MAST.DATA_BLOCK_INDICTR), when the Update Existing Students and the NSC Ethnicity and Race checkboxes are selected.
Report Type |
Enrollment |
Purpose |
Updates students' race and ethnicity. |
Process Type |
Update |
How Populated |
NSC Maintain Student Data Records window when these checkboxes are selected:
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Target
Table, Column, |
NSLC_STUDENT_MAST.NSL_ETHNIC_RACE NSC Edit Student Data Records window |
The following table maps the NSC Ethnicity/Race Values to the IPEDS values stored in the IPEDS column on the Ethnic/Race tab of the Biograph tab (ETHNIC_RACE_REPORT.IPEDS_VALUE).
NSC Ethnicity/Race Codes |
Description |
IPEDS Value |
A |
Nonresident Alien |
1 |
AN |
Native Asian |
5 |
| B | Black, Non-Hispanic | 6 |
IA |
American Indian/Alaska Native |
4 |
NP |
Asian/Pacific Islander |
5 |
H |
Hispanic |
3 |
HP |
Native Hawaiian/Pacific Islander |
7 |
W |
White, Non-Hispanic |
8 |
TM |
Two or More Race/Ethnic Categories |
9 |
U |
Race/Ethnicity Unknown |
2 |
NSC
Ethnicity/Race value of 'B-Black, Non-Hispanic' based on IPEDS value of
6
Seq # |
Rules Table/Column/Expression |
Rules Operator |
Rules Value |
Logical AND/OR |
1 |
namemaster.id_num |
= |
namemaster.id_num |
AND |
2 |
6 |
= |
(SELECT inv.ipeds_report_value FROM ethnic_race_report inv WHERE inv.id_num = namemaster.id_num |
AND |
3 |
inv.seq_num = (SELECT MAX (seq_num) FROM ethnic_race_report WHERE id_num = namemaster.id_num)) |
This rule and the next one clear the Special Status and Special Status Date columns in the NSC Edit Student Data Records window (NSLC_STUDENT_MAST.NSL_SPECL_STS). They should be run prior to the Populate Transmittal Tables process, and can be run from the Rules Based Update window, using either a customized query, or the default query named d_q_rbu_yr_trm_id. They are only necessary when you have students who have been stamped with a special status (Leave of Absence, Deceased, or Graduated) either inadvertently or correctly, but for whom the status is no longer valid.
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In previous versions of the software, students would be stamped with the graduated status after receiving a value in the Exit Date and Exit Reason columns on the Degree tab, even though the value in the Exit Reason column did not correlate to the IPEDS value of 10; additionally, students who have returned from being on a financial aid-approved leave of absence sometimes remain in the Leave of Absence special status, as do students who previously graduated and have returned to pursue another award. |
Report Type |
Enrollment |
Purpose |
Clears special statuses.
Necessary only if you have students with a special status (Leave of Absence, Deceased, or Graduated), and either the status is no longer valid or else it shouldn't have been applied in the first place.
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Process Type |
Update |
How Populated |
Rules Based Update window |
Target
Table, Column, |
NSLC_STUDENT_MAST.NSL_SPECL_STS NSC Edit Student Data Records window |
Special Status cleared based on data
from the last row in the Leave of Absence table or any Active row in Degree
History
Seq # |
Rules Table/Column/Expression |
Rules Operator |
Rules Value |
Logical AND/OR |
1 |
nslc_student_mast.nsl_specl_sts |
= |
'A' |
AND |
2 |
nslc_student_mast.nsl_id_num |
IN |
(SELECT id_num FROM leave_of_absence LOA |
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3 |
|
|
WHERE loa.id_num = nslc_student_mast.nsl_id_num |
AND |
4 |
|
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loa.seq_num = (SELECT MAX(seq_num) FROM leave_of_absence WHERE id_num = nslc_student_mast.nsl_id_num) |
AND |
5 |
|
|
loa.return_dte IS NOT NULL)) |
OR |
6 |
nslc_student_mast.nsl_specl_sts |
= |
'G' |
AND |
7 |
nslc_student_mast.nsl_id_num |
IN |
(SELECT id_num FROM degree_history |
|
8 |
|
|
WHERE degree_history.id_num = nslc_student_mast.nsl_id_num |
AND |
9 |
|
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degree_history.active = 'Y' AND degree_history.dte_degr_conferred IS NULL)) |
|
Report Type |
Enrollment |
Purpose |
Clears special statuses dates. Necessary only if you have students with a special status (Leave of Absence, Deceased, or Graduated), and either the status is no longer valid or else it shouldn't have been applied in the first place. |
Process Type |
Update |
How Populated |
Rules Based Update window |
Target
Table, Column, |
NSLC_STUDENT_MAST.NSL_SPECL_STS_DTE NSC Edit Student Data Records window |
Special Status Date cleared based
on a NULL in the Special Status column
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This rule determines a student’s enrollment status in the NSC Edit Registration Transactions window (NSLC_REG_TRANSACT.NSL_ENROLL_STS). Once the rule is written, and you have enabled the Use Rules Based Updates for NSC PT/FT Definition setting in the Registration Configuration window, the rule’s criteria is used as students add, drop, and withdraw from classes to determine their enrollment status for the term. Additionally, this rule is used when you run the NSC Update PT/FT Hours and Status process. It is only necessary if your enrollment statuses cannot be determined based on the student’s division, term enrolled, and number of hours enrolled, and instead must be determined based on other criteria, such as the specific courses or programs they are enrolled in.
You must add the following statuses to the Resulting Code tab, and then write criteria for them on the Results Rules Definition tab:
· F Full Time
· Q Three Quarter Time
· H Half Time
· L Less Than Half Time
Report Type |
Enrollment |
Purpose |
Updates a student's enrollment status. Necessary only if your enrollment statuses can't be determined based on the student's division, term enrolled, and number of hours enrolled, and instead must be determined based on other criteria such as the specific courses or programs they are enrolled in. |
Process Type |
Update |
How Populated |
NSC Update PT/FT Hours and Status Information window |
Target
Table, Column, |
NSLC_REG_TRANSACT.NSL_ENROLL_STS NSC Edit Registration Transactions window |
Full Time status based on enrollment
in at least three credit hours of Dissertation
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Run this before populating
the transmittal tables.