Table of Contents
Once your institution uploads the Student Level Report files, the Clearinghouse will process the data and conduct validations against strict field level definitions and standards. If the Clearinghouse Financial Value Transparency and Gainful Employment (FVT/GE) system flags any errors or warnings for the Student Level Report files you uploaded, you will be presented with a list of errors that must be corrected.
Warnings are flagged to highlight student records that require further review, such as adjustments to the total financial aid information or exclusions that may be necessary. You can acknowledge a warning to resolve it. Once all errors for all award years are resolved, your institution can accept them, which will finalize your Student Level Report, and request that the Clearinghouse send your file to NSLDS.
You can manage the errors and warnings listed below via the FVT/GE service on our secure site.
Errors
Errors: 13-266 | 1501-1510 | 5001 – 5006 | 5100 – 5105 | 5200 – 5217
Code | Description | Type | Solution | Prevention |
13 | Student Last Name is blank/invalid | ENROLLMENT | Provide the student’s last name. | Ensure the student’s last name is populated. |
30 | College Student ID is invalid | ENROLLMENT | Provide the student’s institutionally supplied student ID number. | Ensure the student’s CSID contains no special characters. |
51 | Student First Name is blank/invalid | ENROLLMENT | Provide the student’s first name. | Ensure the student’s last name is populated. |
266 | Social Security Number is blank/invalid | ENROLLMENT | Provide the student’s Social Security number. | Ensure the student’s Social Security number is populated. |
1501 | CIP Code is blank/invalid | ENROLLMENT | Provide a valid CIP code. | Ensure the six-digit CIP Code (without period) is a valid code from the 2010/2020 CIP Code list. |
1503 | Credential Level is blank/invalid | ENROLLMENT | Provide a valid program credential level. | Ensure the Credential Level of the program the student was enrolled in during the award year is valid. |
1504 | Published Length of Program is blank/invalid | ENROLLMENT | Provide a valid Published Program Length. | Ensure the length of the instructional program in weeks, months, or years (as published by the school) is valid. |
1505 | Published Length of Program Measurement is blank/invalid | ENROLLMENT | Provide a valid Program Length Measurement. | Ensure the unit of measure for the length of the instructional program (as published by the school) is valid. |
1506 | Weeks in Title IV Academic Year is blank/invalid | ENROLLMENT | Provide the total number of weeks of instruction in the program’s academic year. | Ensure the total number of weeks of instruction in the program’s academic year is valid. |
1507 | Program Enrollment Begin Date is blank/invalid | ENROLLMENT | Provide a valid date for when the student began enrollment in the educational program. | Ensure the date the student began enrollment in the educational program is valid. |
1509 | Program Attendance Status During Award Year is blank/invalid | ENROLLMENT | Provide a valid enrollment status of the student in the educational program. | Ensure the enrollment status of the student in the educational program is valid. |
1510 | Date Student Completed or Withdrew from Program is blank/invalid | ENROLLMENT | Provide a valid date of student’s graduation or withdrawal from the FVT/GE Program. | Ensure the date of student’s graduation or withdrawal from the FVT/GE Program is valid. |
5001 | Ineligible record for student cohort file | ENROLLMENT | Download the list of students for your records. Acknowledge the student records will be excluded from the Student Level Report. | Ensure student was actively enrolled, withdrawn or graduated at the end of corresponding award year (AY). An AY is July 1-June 30. |
5002 | New record in the student cohort file | ENROLLMENT | Download the list of students for your records. Acknowledge the student records will be excluded from the Student Level Report. | Submit an online update to incorporate the students into the Clearinghouse database. |
5003 | Original record in the student cohort file is missing | ENROLLMENT | Provide financial aid data for the student, if necessary. If the student did not receive Title IV Aid, populate “T” in the Invalid Flag field. | Ensure all student/program records included on the initial student cohort file are included in the uploaded file. |
5004 | Student/program data does not match the original student cohort file | ENROLLMENT | The selected value does not match the corresponding value in the student cohort file. Please review the discrepancy and correct the information, as needed. After addressing all discrepancies, click “Validate” to resolve the error. | Ensure that all fields in the uploaded file match the generated Student Cohort file. If the values are correct, no action is needed. |
5005 | Invalid flag mismatch for non-GE program | ENROLLMENT | The program is flagged as not being a Gainful Employment program and should be excluded from the cohort. Please ensure the GE Program Flag is set to “No” and “Program Attendance Status During Award Year” is “Withdrawn.” | When a program is not a Gainful Employment program and should be excluded from cohort, please ensure the “GE Program Flag” = “No” AND “Program Attendance Status During Award Year” = “Withdrawn.” |
5006 | Additional non-GE program(s) found with the same credential level | ENROLLMENT | The student withdrew from the non-GE program and another program with the same credential level was found for this student. If the student is enrolled in another non-GE program at the same credential level, please select “Not a GE Program” from the dropdown menu to exclude this record from the student cohort file. Otherwise, you can acknowledge that the TA amounts have been aggregated. | Ensure the student is not enrolled in another non-GE program with the same credential level. If the student is enrolled in another non-GE program at the same credential level, report “Not a GE Program” to exclude this record from the student cohort file. |
5100 | Record Type is blank/invalid | ENROLLMENT | Provide valid value –
|
Ensure a valid two-character Record Type is populated. |
5101 | Institution Code is blank/invalid | ENROLLMENT | Provide a valid 8-digit ED Office of Postsecondary Education (OPE) code to identify the institution. | Ensure a valid 8-digit OPEID, which is used to identify the institution, is populated. |
5102 | Award Year cannot be blank/invalid | ENROLLMENT | Provide a valid award year reflecting when the student was enrolled in the program.
Valid values –
|
Ensure the award year the student is enrolled in the program is for consecutive years. |
5103 | Student’s Enrollment Status as of the 1st Day of Enrollment in the Program is blank/invalid | ENROLLMENT | Provide a valid code for the student’s enrollment status, as of the 1st day in the FVT/GE program.
Valid values –
|
Ensure a valid code for the student’s enrollment status, as of the 1st day in the FVT/GE program, is provided. |
5104 | Program Attendance Status Date During Award Year is blank/invalid | ENROLLMENT | Provide June 30 of the award year being reported. | Ensure June 30 of the award year is reported. |
5105 | Student Date of Birth blank/invalid | ENROLLMENT | Provide a valid date of birth. | Ensure the date of birth is populated with a valid date. |
5200 | Comprehensive Transition and Postsecondary (CTP) Program must be “Y” or “N” | FINANCIAL | Provide valid value –
|
Ensure field is populated with a valid value. |
5201 | Approved Prison Program Indicator must be “Y” or “N” | FINANCIAL | Provide valid value –
|
Ensure field is populated with a valid value. |
5202 | Total Amount Student Received in Private Education Loans During Student’s Entire Enrollment in the Program is blank/invalid | FINANCIAL | Provide a numerical value that does not exceed six digits. Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals.
Enter all zeros if the student did not receive private educational loans. |
Ensure field is populated with numerical values only and does not exceed six digits.
Enter all zeros if the student did not receive private educational loans. |
5203 | Total Amount of Institutional Debt During Student’s Entire Enrollment in the Program is blank/invalid | FINANCIAL | Provide a numerical value that does not exceed six digits. Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals.
Enter all zeros if the student did not have any institutional debt. |
Ensure field is populated with numerical values only and does not exceed six digits.
Enter all zeros if the student did not have any institutional debt. |
5204 | Total Amount of Tuition & Fees Assessed During Student’s Entire Enrollment in the Program is blank/invalid | FINANCIAL | Provide a numerical value that does not exceed six digits. Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals.
Enter all zeros if the student did not have any tuition or fees. |
Ensure field is populated with numerical values only and does not exceed six digits.
Enter all zeros if the student did not have any tuition or fees. |
5205 | Total Amount of Allowance for books, supplies, and equipment included in the student’s title IV, HEA COA During Student’s Entire Enrollment in the Program is blank/Invalid | FINANCIAL | Provide a numerical value that does not exceed six digits. Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals.
Enter all zeros if the student did not have any allowance for books, supplies, and equipment. |
Ensure field is populated with numerical values only and does not exceed six digits.
Enter all zeros if the student did not have any allowance for books, supplies, and equipment. |
5206 | Total Amount of Grants and Scholarships the student received During Student’s Entire Enrollment in the Program is blank/invalid | FINANCIAL | Provide a numerical value that does not exceed six digits. Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals.
Enter all zeros if the student did not receive any grants and scholarships. |
Ensure field is populated with numerical values only and does not exceed six digits.
Enter all zeros if the student did not receive any grants and scholarships. |
5207 | Invalid Flag must be “Y,” “N,” “T,” or “X” | FINANCIAL | Provide valid value –
|
Ensure field is populated with a valid value. |
5208 | Gainful Employment Program Flag must be “Y” or “N” | FINANCIAL | Provide valid value –
|
Ensure field is populated with a valid value. |
5209 | Annual Cost of Attendance (COA) is blank/invalid | FINANCIAL | Provide a numerical value that does not exceed six digits.
Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals. |
Ensure field is populated with numerical values only and does not exceed six digits. |
5210 | Tuition and Fees Amount for Award Year being Reported is blank/invalid | FINANCIAL | Provide a numerical value that does not exceed six digits. Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals. | Ensure field is populated with numerical values only and does not exceed six digits. |
5211 | Residency Tuition Status by State or District must be IS, ID or OS. | FINANCIAL | Provide valid value –
|
Ensure field is populated with a valid value. |
5212 | Allowance for Books, Supplies, and Equipment is blank/invalid | FINANCIAL | Provide a numerical value that does not exceed six digits. Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals. | Ensure field is populated with numerical values only and does not exceed six digits. |
5213 | Allowance for Housing and Food is blank/invalid | FINANCIAL | Provide a numerical value that does not exceed six digits. Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals. | Ensure field is populated with numerical values only and does not exceed six digits. |
5214 | Institutional Grants and Scholarships is blank/invalid | FINANCIAL | Provide a numerical value that does not exceed six digits. Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals. | Ensure field is populated with numerical values only and does not exceed six digits. |
5215 | Other State, Tribal, or Private Grants is blank/invalid | FINANCIAL | Provide a numerical value that does not exceed six digits. Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals. | Ensure field is populated with numerical values only and does not exceed six digits. |
5216 | Private Loans Amount is blank/invalid | FINANCIAL | Provide a numerical value that does not exceed six digits. Round to the nearest whole dollar. Do not include dollar signs, commas, or decimals. | Ensure field is populated with numerical values only and does not exceed six digits. |
5217 | Invalid Award Year for Invalid Flag Indicator = X (Not a Qualifying Graduate Program) | FINANCIAL | Update the Invalid Flag to “Y,” “T,” or “N” based on the specific criteria for the program. | Ensure “X” (not a Qualifying Graduate Program) is only applied to records in AY 2016-2017. |
Warnings
Code | Description | Type | Solution | Prevention |
5053 | Student withdrew from non-GE Program | FINANCIAL | The student withdrew from a non-GE program and no other non-GE programs were found for this student with same credential level. No further action is needed. | The student withdrew from a non-GE program and no other non-GE programs were found with same credential level for this student. No further action is needed. |
5054 | Student graduated from non-GE program | FINANCIAL | The student graduated from a non-GE program and withdrew from another program with the same credential level. You can acknowledge that the TA amounts have been aggregated. | The student graduated from a non-GE program and withdrew from another program with the same credential level. Ensure the TA amounts have been aggregated. |
5055 | Dual enrollment | FINANCIAL | The student is enrolled in multiple programs with the same credential level that have overlapping enrollment periods. Please verify the financial aid information for these programs is correct. | Ensure that the financial aid information for students enrolled in multiple programs with overlapping enrollment periods is reported correctly. |
Roles
There are two types of classifications for errors and warnings: Enrollment and Financial.
- An “Enrollment” error or warning pertains to the management of Enrollment Reporting data, including program information.
- A “Financial” error or warning affects FVT/GE financial aid cost data, which is usually accessible by staff in the financial aid office.
Please confirm you have the correct FVT/GE role(s) to handle the discrepancies effectively. Your Clearinghouse user administrator can assign the appropriate role to one or more administrators at your institution.
Role(s) | Student Level Report (SLR) Data Correction Permissions |
Financial Aid Officer |
|
Financial Aid Viewer |
|
Financial Aid Officer AND Submission Data OR Submission Data Alternate |
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Financial Aid Viewer AND Submission Data OR Submission Data Alternate |
|