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When reporting enrollment to the Clearinghouse, it is important to report accurate and timely data. The Department of Education (ED)’s National Student Loan Data System (NSLDS) requires enrollment status changes to be sent from the Clearinghouse to the NSLDS within 60 days of your school’s date of determination that a student’s enrollment status increased or decreased. This includes the timely reporting of separation statuses (G, W, D) for your students.
How to Report a Student with a Graduated (G) Status
Example 1:
Student A is Full Time (F) in the fall term at both the campus and program levels during academic term dates 08/11/24-12/18/24. The student completed their associate degree program for CIP 240101 at the end of the fall term. They continued enrollment in the spring term during the academic term dates 01/08/25-04/18/25 in order to pursue a bachelor’s degree program for CIP 430107. The institution sends the fall Graduates Only enrollment file after the first spring term enrollment file is submitted and processed.
| Fall 2024 End of Term (08/11/24-12/18/24) |
Spring 2025 First of Term (01/08/25-04/18/25) |
Graduates Only File should reflect |
|---|---|---|
| Student A | Student A | Student A |
| Term Dates: 08/11/24-12/18/24 | Term Dates: 01/08/25-04/18/25 | Term Dates: 01/08/25-04/18/25 |
| Campus Status: Full time (F) | Campus Status: Three Quarter time (Q) | Campus Status: Three Quarter time (Q) |
| Program 1 CIP: 240101 Program 1 Status: Full time (F) |
Program 1 CIP: 430107 Program 1 Status: Three Quarter time (Q) |
Program 1 CIP: 430107 Program 1 Status: Three Quarter time (Q) Program 2 CIP: 240101 |
Example 2:
Student B is enrolled Full time (F) for the fall term during academic term dates 08/11/24-12/18/24. The student graduated from the institution entirely and is not expected to return for the next academic term. The institution sends the fall Graduates Only enrollment file before sending the first enrollment file for the next academic term.
| Fall 2024 (08/11/24-12/18/24) |
Graduates Only File should reflect | Spring 2025 (01/08/25-04/18/25) |
|---|---|---|
| Student B | Student B | Not yet reported to the Clearinghouse |
| Term Dates: 08/11/24-12/18/24 | Term Dates: 08/11/24-12/18/24 | |
| Campus Status: Full time (F) | Campus Status: Graduated (G) | |
| Program 1 CIP: 513801 Program 1 Status: Full time (F) |
Program 1 CIP: 513801 Program 1 Status: Graduated (G) |
Example 3:
Student C is enrolled Full time (F) for the fall term in both a bachelor’s degree program for CIP 520201 and a master’s degree program for CIP 520213 during academic term dates 08/11/24-12/18/24. Student C completes their bachelor’s degree program at the end of the fall term, continues enrollment in their master’s degree program, and is expected to return for the next term. The institution sends the Graduates Only enrollment file before sending the first enrollment file for the next academic term.
| Fall 2024 (08/11/24-12/18/24) |
Graduates Only File should reflect | Spring 2025 (01/08/25-04/18/25) |
|---|---|---|
| Student C | Student C | Not yet reported to the Clearinghouse |
| Term Dates: 08/11/24-12/18/24 | Term Dates: 08/11/24-12/18/24 | |
| Campus Status: Full time (F) | Campus Status: Full time (F) | |
| Program 1 CIP: 520201 Program 1 Status: Full time (F) Program 2 CIP: 520213 |
Program 1 CIP: 520201 Program 1 Status: Graduated (G) Program 2 CIP: 520213 |
The Different Ways to Report Graduated (G) Enrollment Statuses to the Clearinghouse for Enrollment Reporting Compliance
See G from DegreeVerify for more information.
How to Report Current and Historical Graduated (G) Enrollment Statuses on Enrollment Files
Graduated enrollment statuses can be reported in bulk either by:
- Including Graduated statuses on your institution’s final enrollment file for the term, known as the End of Term file
- Sending a Graduates Only enrollment file
About the Graduates Only Enrollment File
- The Graduates Only enrollment file is an optional file type intended to capture separation statuses at the campus and/or program level.
- You should follow the same format you use for your normal Clearinghouse enrollment file, which you submit each month (see File Formats & Field Values), with two exceptions: 1) the standard reporting flag in the header should be set to N and 2) the file should only include students with separation statuses at the campus and/or program level.
- We recommend submitting Graduates Only files at the end of each term or once your school confers degrees.
- Graduates Only files should be added to your Submission Schedule.
- Graduates Only is the preferred file type option if you award degrees long after the term ends (after the next term is already reported).
Common Warnings on Graduated Enrollment Statuses
See How to Report a Student with a Graduated (G) Status for guidance of reporting a student who has graduated from one or more programs. Following this guidance will help prevent the warning codes described below and ensure the student records that are being flagged for any of these warning codes are being reported accurately.
Preventing Warning Code 252 for Graduated Statuses
Warning Code 252 (“Term Date Conflict”) will flag when the Term Begin Date and/or Term End Date on the incoming record is different than the Term Begin Date and/or Term End Date last reported for the same term or reporting period.
Warning Code 252 may occur if a student graduated and immediately re-enrolled for the new term or in a new program. For example, a student graduates from a program for the fall 2023 term and re-enrolls for the spring 2024 term thereby continuing attendance at the institution to pursue another degree. These records should be reviewed to determine if the student is still actively enrolled in the new term.
PREVENTION: Warning Code 252 may occur because the Term Begin Date and/or Term End Date were not extracted from your Student Information System (SIS) correctly. Please note, this warning may not always require that you correct the record or take preventative measures unless the warning is occurring erroneously.
See the Error Resolution Report Guide for further guidance on errors and warnings.
Preventing Warning Codes 275/293 for Graduated Statuses
Warning 275 (“Graduation date not equal to term end date”) will flag when a student is reported with a campus-level enrollment status of Graduated and the Status Start date is not equal to the Term End Date.
PREVENTION: Warning 275 occurs when the Status Start Date reported for records with a Graduated status is not equal to the Term End Date, which may not have been extracted from your Student Information System (SIS) correctly. Please note, this warning may not always require that you correct the record or take preventative measures unless the warning is occurring erroneously.
Warning 293 (“Graduation date prior to the current term”) will flag when the Enrollment Status is Graduated, and the Status Start Date is prior to the Term Begin Date. The term dates reported for graduate records should reflect the last term the student attended at your institution.
PREVENTION: Warning 293 may occur if the Enrollment Status, Status Start Date, and/or Term Dates were not extracted from your Student Information System (SIS) correctly. To prevent this warning in the future, please ensure students are reported with the correct campus- and program-level information, which should reflect their current enrollment at your institution as of the file’s certification date.
If Warning Code 293 repeatedly occurs on your enrollment submissions due to incorrect Enrollment Status, Status Start Date, and/or Term Dates for students who graduated and immediately re-enrolled, please contact your IT department/programmer and/or software vendor for assistance in correcting the issue within your SIS.
See the Error Resolution Report Guide for further guidance on errors and warnings.
Watch the Warning Code 293 Tutorial.
Preventing Warning Code 81 for Graduated Students
Warning Code 81 (“Invalid record in graduates only data”) will flag when a campus-level enrollment status other than Graduated (G) is reported on a Graduates Only enrollment submission. If you are presented with this warning code, you should review the record(s) detail to determine what is being reported for the student at both the campus and program levels and ensure the student’s enrollment is being accurately reported.
PREVENTION: Warning Code 81 occurs when a campus-level enrollment status other than Graduated is reported on a Graduates Only submission. Please note, this warning may not always require that you correct the record or take preventative measures unless the warning is occurring erroneously.
Warning Code 81 may occur because the active enrollment status records for students who did not graduate are being included on the Graduates Only submission in error, which may mean the data was not extracted from your Student Information System (SIS) correctly. Please work with your IT department/programmer and/or software vendor to ensure that only the records of students who have either graduated from your institution entirely or graduated from one or more programs are included in your Graduates Only submissions.
See the Error Resolution Report Guide for further guidance on errors and warnings.
How to Ensure Updated Gs Are Reflected across NSLDS, Your Draft Completers List, and/or the Graduated Status Reconciliation Report
Once batch-reported enrollment data, including Graduates Only files, is processed into the Clearinghouse database, it becomes available to be sent to the NSLDS via the SSCR process. If your institution would like the data to be pushed to the NSLDS as soon as possible, please contact the Data Operations Analyst assigned to your institution’s enrollment file for guidance about requesting an off-schedule Ad Hoc Roster. We recommend that you send G statuses to the NSLDS and wait for NSLDS to accept them before your institution requests a new Draft Completers list or refreshes the Graduated Status Reconciliation report. This will increase the likelihood that the most up-to-date graduated status information (“Gs”) are reflected in both your Draft Completers list and the Graduated Status Reconciliation report.
See Guidelines for Requesting an Ad Hoc Completers List to learn how to request a new Draft Completers List.
See the Graduated Status Reconciliation Shortcut Guide to learn more about the Graduated Status Reconciliation report.