Table of Contents
About the EDI Format
Electronic Data Interchange (EDI) is a standardized format designed to enable efficient data transmission using a predictable structure. Many student information systems (SIS) leverage this format, and schools commonly use it to transmit enrollment reporting and other file types. The EDI format is syntax-driven rather than meaning-driven; as a result, it is not intended for direct use. Instead, the data must be translated upon receipt at the destination point to make it usable and enable validation checks. During translation, records with missing required fields will not pass validation and are included in an EDI Rejected Records file for school awareness and review. This file is placed in the designated secure FTP account receive folder; typically, the same account the school uses to transmit enrollment files to the Clearinghouse.
Description of EDI Rejects
EDI Rejects only occur for schools that submit Enrollment Reporting files in EDI format. Schools using EDI mapping software (such as Banner) must meet all required field and formatting rules for each student’s enrollment record.
Any student record that cannot be successfully translated from EDI format due to missing or invalid data in certain required EDI fields is automatically removed from the enrollment file and identified as an EDI reject.
Because these records fail during EDI translation and are removed from the enrollment file before validation, EDI rejects are different than other record level errors on Error Resolution Report on the Web (ERW), the Reject Detail Report, and the NSLDS SSCR Error Report.
| Type of Error Report | Description | Where to Access |
|---|---|---|
| EDI Rejects | File listing EDI rejected records that were removed from the enrollment file prior to validation. | Designated secure FTP account for download and review |
| Error Resolution Report on the Web (ERW) | Web-posted report showing errors and warnings generated for records on an enrollment file. | Data Reporting Dashboard → Enrollment Reporting – Error Resolution Report tile |
| Reject Detail Report | Report generated after enrollment file is processed for records the Clearinghouse could not accept due to discrepancies, such as name or Social Security number (SSN) conflicts. | Data Reporting Dashboard → Enrollment Reporting – Reject Detail tile |
| NSLDS SSCR Error Report | Report generated by NSLDS after each roster cycle when data is transmitted from the Clearinghouse to NSLDS. If records are rejected and errors are flagged by NSLDS, this report is posted. | Data Reporting Dashboard → NSLDS Reporting – Correct SSCR Errors tile |
Impact of EDI Rejects
EDI rejected records are not processed into the Clearinghouse database. As a result the:
- Enrollment information is not stored by the Clearinghouse
- Data is not sent to NSLDS for Title IV aid recipients and student loan servicers. It is also unavailable for other Clearinghouse service solutions (e.g., EnrollmentVerify, StudentTracker).
- Enrollment details for affected students are not reflected in their enrollment history until corrections are made
When and Where to Retrieve the EDI Rejected Records List
After an enrollment submission is uploaded, any EDI rejects are provided in a dedicated “EDI rejects” file in the school’s secure FTP account. If an enrollment file transmitted in EDI format has no EDI rejects, an EDI rejected records file is not generated. If the enrollment file has EDI rejects, a corresponding EDI rejects file is placed in the school’s secure FTP for its review.
Key points:
- The EDI Rejected Records file is delivered to the school’s FTP account (this is typically the FTP account used to submit enrollment file transmissions).
- Authorized school administrators with FTP credentials can access the file.
- The EDI Rejected Records file is separate from records flagged on Error Resolution Report on the Web (ERW), the Reject Detail Report, and the NSLDS SSCR Error Report.
- The EDI Rejected Record file is available for 30 days in the secure FTP account’s receive folder and for 45 days in the receive-archive folder from the date it is posted.
- The EDI Rejected Record file is tied to the file name. If you submit multiple enrollment files with the same file name during the same 30-day window, the EDI Rejected Record file in the FTP account will be replaced each time a new enrollment file with the same name is received.
- Enrollment files with different file names do not replace each other. If you send enrollment files with different file names within the same 30-day window, you will see a separate EDI Rejected Record file in the FTP account for each unique file name.
IMPORTANT! Timely retrieval and review of these files is critical to prevent unresolved EDI rejects from creating downstream compliance and audit issues.
Email Notification
When an EDI Rejected Record file is available, an automated email notification is sent to the designated school administrators on the school’s FTP account’s email notification list.
The email notification:
- Alerts recipients that an EDI rejects file is posted
- Subject line: New Files Notification
- Sent from: ftpadmin@studentclearinghouse.org
- File naming convention includes: edi_rejects
- Directs users to log in to the FTP account to retrieve the file
- Does not include any PII or reject details in the email
How to Address EDI Rejects
To address EDI rejected records:
- Retrieve the EDI Rejected Record file from the FTP account.
- Review the rejected records to identify missing or invalid data.
- Correct the EDI mapping or student records in the school’s Student Information System (SIS) to prevent future rejections.
IMPORTANT! The best practice is to correct EDI rejected records in the SIS source data, rather than submitting online updates through the Clearinghouse website’s Student Look-Up tab. Some online updates require manual review, which may delay processing. Note: Records that continue to be rejected during EDI translation can lead to an increase in enrollment file errors, such as Error 208: Unreported student previously enrolled in the term.
Common Formatting Issues That Cause EDI Rejects
Typically, EDI rejected records occur when a student enrollment record contains data that cannot be translated into the format required for file set up in the Clearinghouse system. A record that cannot be translated is considered “failed.” The translation process resynchronizes to continue translating subsequent detail records in the EDI File.
Formatting issue examples:
- Missing required data element
- Invalid value in a required field
- Improper formatting that does not align with EDI mapping rules
- Data that does not meet field length or content requirements
Records removed for failing to translate are included in the EDI rejected records file that is placed in the secure FTP account for school review and action.
Examples of common issues:
Missing CIP Code and/or CIP Year missing from the FOS|P|81 statement
| Incorrect | Correct |
|---|---|
FOS|P|81|||Y|002000
|
FOS|P|81|240102|2020|Y|002000
|
Incomplete FOS statement: No data provided after the “81” in the FOS statement when there should be program information.
| Incorrect | Correct |
|---|---|
FOS|P|81 |
FOS|P|81|240102|2020|Y|002000
|
Open delimiters: Statement ends in a delimiter.
| Incorrect | Correct |
|---|---|
N4|Herndon|VA|22153|
|
N4|Herndon|VA|22153|US
|
Incorrect line count in the final SE statement
The number after SE| is the total line count for the student’s EDI record. In the sample EDI record below, the total line count should be 28.
Punctuation in a statement (e.g., quotation marks, slashes, etc.)
| Incorrect | Correct |
|---|---|
"N4|Herndon|VA|22153|US" |
N4|Herndon|VA|22153|US |
Non-numeric character in the Student Citizenship code within the DMG statement
| Incorrect | Correct |
|---|---|
DMG|D8|19901021|M||7|A
|
DMG|D8|19901021|M||7|1 |
Three-Quarter Time status code EBO incorrectly contains a zero instead of the capital letter “O”
| Incorrect | Correct |
|---|---|
ENR|EB0|28|D8|20270530||||||N|Y|D8|20250226
|
ENR|EBO|28|D8|20270530||||||N|Y|D8|20250226
|
Transaction Set Number in ST02, BGN02 and SE02 should match
Also see our EDI Mapping Guide and the EDI Implementation Guide.
If you have questions or need assistance with EDI rejected records, contact us at schoolops@studentclearinghouse.org.