Background for Clearinghouse Enrollment Reporting

Institutions report data for enrolled students to the National Student Clearinghouse. The Clearinghouse, in turn, passes the data on to the U.S. Department of Education's National Student Loan Data System (NSLDS), large lenders and servicers (Clearinghouse members), small lenders (non-Clearinghouse members), guarantors, and non-Clearinghouse institutions. The Clearinghouse also sends tuition tax credit data to the U.S. Internal Revenue Service (IRS). Transfer data is sent to Clearinghouse institutions. Institutions that use the Clearinghouse typically report data for all enrolled students two or three times per term.

For more information, see https://fsapartners.ed.gov/knowledge-center/library/nslds-user-resources/2020-11-12/nslds-enrollment-reporting-guide-november-2020

As per the Clearinghouse Enrollment Reporting guide, institutions that teach various programs with different academic terms or mandatory attendance periods may be recommended by the Clearinghouse to generate a separate data file for each program under an OPEID. The Clearinghouse may also recommend that the grouped programs be differentiated by a Clearinghouse-assigned branch code or the official branch code. To accommodate this recommendation, Regulatory 12.1 and later provides the option to create Clearinghouse Extract files by Program Version or Program Version Groups in addition to the previously available option to create extract files by Campus.

For more information, see: https://studentclearinghouse.info/onestop/wp-content/uploads/EnrollRept_ProgrammingandTestingGuide.pdf

Source of CIP Codes for Clearinghouse Export

Regulatory extracts two CIP codes to the Clearinghouse export file for the student.

Type of CIP Code	Fields in the Extract File	Additional Information
For the major	NCES CIP code for Major 1	NCES CIP code for Major 2 is optional and is not extracted from the file.
For the programs associated with the enrollment	Program 1 CIP code - Program 6 CIP code	The number of fields depends on the number of programs (max. 6).

For both types of CIP codes, Regulatory checks the following locations, in the order listed, and extracts the first CIP code it finds to the Clearinghouse export file.

Area of study for the enrollment
Program version
Program

For example, if there is no CIP code for the area of study for the enrollment or the program version, the CIP code for the program is extracted from the file.

If a student has:

One enrollment:

NCES CIP code for Major 1 and Program 1 CIP code have the same CIP code.

Multiple enrollments:

Regulatory determines the CIP code to extract for NCES CIP code for Major 1 and reports the CIP codes for the programs for each enrollment in the Program 1 CIP code - Program 6 CIP code fields.

The table shows how Regulatory determines the NCES CIP code for Major 1 for a student who has multiple enrollments.

Status of Multiple Enrollments	Source of NCES CIP Code Major 1
Connected	CIP code for the default enrollment
Not connected	CIP code for the enrollment with the latest graduation date. If they both have the same graduation date, Regulatory evaluates the School Statuses for the enrollments in order and uses the CIP code for the first one that is Active.

If no CIP code is specified at the area of study, Regulatory uses the same locations and orders listed above and extracts the first CIP code it finds to the file.

If a CIP code is not found in any of the three locations, the field is blank and will cause an error. Verify that a CIP code is specified in at least one of the following locations:

Area of study for the enrollment
Program version
Program

If a student changes a major:

If a student declares a new major and the previous major is moved to a minor, Clearinghouse logic recognizes a change in major. When a major moves to a minor this represents a withdrawal from the major.
When a new major is added, this represents the beginning of a new program (determined by the first day of the term in which the student began attendance in the program).
If a student does not declare a new major (the previously declared major is moved to a minor and no major area of study exists), the program to be reported is determined by the CIP on the program version (and may require reporting a new program if the CIP on the program version is different than the CIP on the previously declared major).

Reporting Summer Enrollment Extract

Clients can report summer enrollment data for Standard Term programs to the National Student Clearinghouse (NSC) using the format and business rules provided in the National Student Clearinghouse Enrollment Reporting Programming and Testing Guide. The option Extract Summer Term When this option is selected, Anthology Student extracts the data of all students that attended, withdrew, or graduated during the selected Summer term(s). For the summer term, Anthology Student reports the student’s: - Spring enrollment status if the student was enrolled at least half-time in spring and is not enrolled in summer or is attending summer with a less than half-time enrollment status - Summer enrollment status if the student is enrolled at least half-time in summer. This is applicable if there is no reason for the institution to believe that the student will not enroll on an at least half-time basis for the fall term. is available on the Process tab of the Clearinghouse Export form under Selection Criteria. When this option is selected, Anthology Student extracts the data of all students who attended, withdrew, or graduated during the selected Summer term(s).

For the summer term, Anthology Student reports the student’s:

Spring enrollment status if the student was enrolled at least half-time in spring and is not enrolled in summer or is attending summer with a less than half-time enrollment status
Summer enrollment status if the student is enrolled at least half-time in summer.

This is applicable if there is no reason for the institution to believe that the student will not enroll on an at least half-time basis for the fall term.

See Clearinghouse Enrollment Reporting.