The most efficient and reliable method for capturing enrollment status changes is through scheduled enrollment files. The individual student online update option is intended for low volume updates only (e.g. 10 updates or less) and should be used minimally. Prioritizing file submissions helps reduce turnaround time and lower the risk of creating backlogs caused by high volumes of individual updates.
If you have a high volume of enrollment status updates but your next scheduled enrollment file is still weeks away, you don’t need to rely on time-consuming manual updates. You can use a one-off enrollment file submission, which is in addition to the regular cadence, that will get processed into the Clearinghouse database and become available for data flow to NSLDS faster than individual online updates. You can reach out to the Compliance and Data Operations team to request we add a submission to your schedule for the current term.
Use a scheduled enrollment file when updating:
- Data for the current academic term (e.g., enrollment status increase/decrease, anticipated graduation dates, directory blocks)
- Student status changes to withdrawn (W) or graduated (G) for the current term on a scheduled end-of-term (final subsequent-of-term) or graduates only file
- Withdrawn (W) statuses for a prior term for students who have no enrollment history after the withdrawn effective date on a graduates only file. For example, the current enrollment status in the Clearinghouse for 20 students is withdrawn, effective 5/17/2025, and should be 5/16/2025 for the term ending 5/20/2025. The students had no enrollment status changes between 5/16/2025 and 5/17/2025 and did not re-enroll in the next consecutive term that began 6/2/2025.
Use the individual online update when updating only a few records between scheduled enrollment submissions.
If an online update is submitted for a current student, you should ensure the change is reflected in your student information system, where applicable. This will prevent data being inadvertently overridden on future enrollment submissions.
If you encounter any of the situations below, please contact our Compliance and Data Operations team for personalized support.
- Reporting retroactive withdrawn (W) status for student aid recipients who have enrollment history after the withdrawn effective date, as this may involve additional reporting considerations
- Submitting a high volume of updates to determine whether you should submit a file or individual updates
- Reporting program-level changes where one or more of the unique identifiers (CIP Code, Credential Level, Program Length, Program Length Measurement, Weeks in Title IV Academic Year) is being changed
Remember, our team is here to assist you and ensure your reporting is accurate and compliant. We can also help you determine the most effective submission method for your institution’s needs.