[ctcLinkfinaidsupport] Updates to NSC Reporting Config (FYI Enhancement Request #243)

Tue Jan 9 14:36:38 PST 2024

[Sent from outside SBCTC]

Good morning, CS Community and College Points of Contact!

Important! Please forward this information to all staff members involved with NSC Reporting (including local NSC reporters, college registrars, and Financial Aid Directors).

The last Image update delivered changes to National Student Clearinghouse (NSC) Reporting logic. This new logic was discussed in the Image 29 Image Overview Document (IOVD)<https://www.sbctc.edu/resources/documents/colleges-staff/it-support/erp/ctclink-accessibility/ctclink-cs-image-29-overview-2023-08.pdf>. Here's a quick summary the information in the IOVD:

The National Student Clearinghouse (NSC) reporting logic has been updated to meet NSLDS reporting requirements regarding program level data. These changes will allow for accurate program level reporting and prevent program level data NSC errors (Errors 1801-1806, 1811-1816, 1821- 1826<https://www.studentclearinghouse.org/academy/courses/error-resolution-for-enrollment-reporting/lessons/mass-correct-program-level-data-errors-1801-1806/#:~:text=Errors%201801%20to%201806%20occur,program%20status%20has%20not%20changed.>) by correctly reporting program enrollment status effective dates. Additional information about the updated NSC report logic can be found in Oracle's Supplemental Document for PRP: Bug 34269438 - UPDATE TO CONS STATS PROCESSING FOR NSC ENRL STATUS AND CIP CODE REPORTING (Doc ID 2916886.1).

Each college is responsible for determining when, if at all, the reporting logic changes should take effect. Colleges that implement the new NSC reporting logic should consider reaching out to their NSC contact in advance to inform them of the changes being made.

The Process Consolidate Statistics page (Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Process Consolidate Statistics) features a new NSC Options section. Selecting the "Use the Date the Enrollment Status was Determined" option activates the new NSC processing logic. When selected, the Terms with Missing Enrollment Status Data table becomes available. Terms categories listed in this table are ignored by the Consolidate Academic Statistics process when there is no enrollment status. For example, listing "Summer" term categories will cause the NSC reporting process to ignore all terms with a Term Category value of "Summer," allowing for students who do not enroll in summer terms to be reported without a break in enrollment.

At the time, it was noted in the IOVD that the new "Use the Date the Enrollment Status was Determined" option had not been tested by SBCTC and that Term Category values should continue to use a Term Category value of "Regular." Since then, the "Use the Date the Enrollment Status was Determined" functionality has been tested and confirmed that it works as advertised. In addition, Enhancement Request #243 is now in Production and beginning with 2245, Summer terms will now have a Term Category value of "Summer Term." This means that the new "Use the Date the Enrollment Status was Determined" option can now be used in conjunction with Term Categories to avoid reporting students who have not attended Summer term as having a break in enrollment. The Generating a National Student Clearinghouse (NSC) Report<https://ctclinkreferencecenter.ctclink.us/m/79558/l/1020579-generating-a-national-student-clearinghouse-nsc-report> QRG has been updated to reflect that this new functionality can now be used.

Remember: SBCTC does not oversee the NSC reporting process and does not provide instruction or guidance on how to report to NSC or NSLDS. Colleges must refer to the NSLDS Reporting Guide<https://fsapartners.ed.gov/knowledge-center/library/nslds-user-resources/2022-11-14/nslds-enrollment-reporting-guide-november-2022> and to the National Student Clearinghouse (NSC) website<https://www.studentclearinghouse.org/colleges/enrollment-reporting/schedule/schedule-summer/> on for reporting requirements. This means that each college is responsible for testing the new "Use the Date the Enrollment Status was Determined" option in conjunction with Term Categories before deciding whether to use this functionality going forward. As always, that testing should take place in PCD<https://ctclinkreferencecenter.ctclink.us/m/96101/l/1404795-testing-in-pcd-and-production> (not Production!). Be sure to thoroughly document all testing activities for future reference.

In order for this functionality to work as expected, Summer terms must have a Term Category value of "Summer Term." Regardless of whether your college chooses to implement the new "Use the Date the Enrollment Status was Determined" in conjunction with Term Categories, all Summer terms will be configured with a Term Category value of "Summer Term" starting with 2245.  The Term Category configuration for prior Summer terms will not be updated (though edits can be made to prior Summer terms in PCD to facilitate testing activities). An additional email about the new Summer term configuration requirement has been sent to the ctcLinkCSSupport and ctcLink_POC email lists and is also attached to this email.

If you have any questions about Enhancement Request #243, please see the attached emails previously sent to the ctcLinkCSSupport email list or contact CSSupport at sbctc.edu<mailto:CSSupport at sbctc.edu>. If you have any questions about reporting requirements, refer to the NSLDS Reporting Guide<https://fsapartners.ed.gov/knowledge-center/library/nslds-user-resources/2022-11-14/nslds-enrollment-reporting-guide-november-2022> or to NSC's reporting resources<https://www.studentclearinghouse.org/>. If you have questions about ctcLink NSC Reporting functionality, please submit a ticket<https://ctclinkreferencecenter.ctclink.us/m/67010/l/1211427-how-to-submit-a-ctclink-support-ticket>.

Best,

[Title: SBCTC logo - Description: Compass]
Marissa Baker
Functional Analyst - Campus Solutions
Washington State Board for Community and Technical Colleges
mbaker at sbctc.edu<mailto:mbaker at sbctc.edu>

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Subject: [ctcLinkCSSupport] Changes to Term Category Values (FYI Enhancement Request #243)
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Subject: [ctcLinkCSSupport] Updates to Term/ Session Table Config (FYI Enhancement Request #243)
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