Scheduling Your Clearinghouse Transmissions
On an annual basis, you should complete a "Transmission Schedule
Worksheet" (an online version is available on our secure site),
which identifies the approximate dates over the next year that your
institution will provide enrollment reports to the Clearinghouse. Your
schedule will let your campus colleagues, the Clearinghouse, and the
Department of Education's NSLDS know what types of files your school plans
to transmit and when you plan to transmit them. Your schedule should be
completed either online or faxed into the Clearinghouse by July 31st each
year.
We suggest that semester schools provide at least four transmissions per
term: First-of-Term, two Subsequent-of-Term, and End-of-Term. Quarter schools should
provide at least the First-of-Term and End-of-Term transmissions. You can
provide the Clearinghouse with more transmissions than those suggested here.
The standard transmission schedule is not recommended for schools that
have multiple concurrent terms with different beginning and ending dates.
These schools should consult with a Clearinghouse School Operations Analyst
before completing their schedule. Most schools with this scenario report
monthly.
Because files must be transmitted to the
Clearinghouse
in chronological order, please remember to transmit your previous term-end
file to the Clearinghouse first.
You can learn more about each type of transmission below:
Early Registration Transmissions
Early Registration Transmissions are used by the Clearinghouse to obtain
enrollment information for students who registered early and are recommended
for:
- All schools participating in Enrollment Verify
- Large schools (over 5,000 enrollment)
- Schools that plan to transmit the First-of-Term file more than 18 days
after the beginning of the term
- Schools with a large population of student loan borrowers
This transmission type can be scheduled and sent as many as 30 days
before classes begin, but no later than five days after classes begin
(unless discussed with a Clearinghouse School Operations Analyst). Because
files are processed in chronological order, the prior term's data must be
completed first.
back to top
First-of-Term Transmissions
First-of-Term Transmissions should be sent immediately after your
registration "add" period ends. If you have not provided us with
an Early Registration Transmission, your First-of-Term transmission will be
used to report students whose student loans should be deferred for the
current term. This file will also be used to determine which students should
be reported as withdrawn because they have not returned from the prior term.
For these reasons, you shouldn't schedule this transmission too early
(students will be incorrectly reported as withdrawn) or too late (students'
deferments will be delayed). The First-of-Term Transmission must be
transmitted within 30 days of the term begin date for compliance reasons.
Subsequent-of-Term Transmissions
Subsequent-of-Term Transmissions are used to report the enrollment of late
registering students and students who have withdrawn or changed status after
the registration period ended. Additional Subsequent-of-Term files will
capture students who have withdrawn and/or changed status during the term
and should be provided every 30-45 days.
End-of-Term Transmissions
End-of-Term Transmissions are used to report the enrollment of late
registering students and students who have withdrawn or changed status. This
transmission should be scheduled no later than two weeks after classes end
and no more than 45 days after your previous transmission to the
Clearinghouse. If possible, report graduates with an enrollment status of
"G" in this file and a status start date equal to the term-end
date or last date of attendance. Otherwise, "G" records should be
submitted via the Graduates Only Transmission or the DegreeVerify service.
back to top
Graduates Only Transmissions
Graduates Only Transmissions should be used if graduating students are not
included in your End-of-Term Transmission. If graduates are not
reported in either your End-of-Term or Graduates Only Transmission,
the Clearinghouse will not report them as having separated from your school
until your fall First-of-Term Transmission. By that time, much of the
students' six-month repayment grace period may have passed, leaving little
time for lenders to notify students of their repayment obligations and
deadlines. Additionally, the Department of Education may recommend sanctions
for your institution if you fail to report "G" statuses. You do not need to transmit this file if you are an active
DegreeVerify participant and have requested that the Clearinghouse generate
this file for you (see
DegreeVerify Transmissions).
DegreeVerify Transmissions
If you are an active DegreeVerify participant, you should transmit a
degree file to the Clearinghouse at least once after each conferral period,
as soon as most of your degrees have been officially posted (usually within
4 to 6 weeks after your degree conferral date). You can send in additional
files at any time in order to capture late conferrals or changes to
previously reported degree records.
Colleges that participate in DegreeVerify do not need to transmit a
Graduates Only enrollment file after each term. The Clearinghouse will use
the data in your degree files to report G (graduated) enrollment statuses to
the Department of Education, lenders and guarantors, etc. If you want to
take advantage of this feature, please make a note on your
"Transmission Schedule Worksheet" or contact the Clearinghouse at 703-742-4200.
back to top
Summer Transmissions
If your institution offers summer sessions you should report this data
to the Clearinghouse. Summer transmissions allow the Clearinghouse to
accurately report the withdrawal date of students who were enrolled in the
spring and summer, but are not returning in the fall. Without summer
enrollment data, these students will be reported as having withdrawn at the
end of the spring term, and you will need to manually correct their
enrollment records. If you do not transmit summer reports, you will also
have to manually process your students' summer deferment forms. You should
provide a summer transmission at the beginning and end of each summer
session.
Special Term Transmissions (optional)
As with Summer Transmissions, you should provide Special Term
Transmissions to the Clearinghouse so we can accurately report the
enrollment of students attending these special sessions (e.g., January or
May terms that all students are not required to attend).
Questions?
If you have question or need a transmission schedule form, contact the Clearinghouse at 703-742-4200 or
service@studentclearinghouse.org.
back to top
