Summer Report Scheduling
Why Should We Report Summer Enrollment?
By submitting summer enrollment reports to the Clearinghouse, you will be able to:
- Ensure that the Clearinghouse maintains a complete enrollment history for your students.
- Avoid manually completing summer deferment forms.
- Prevent the withdrawal date of summer graduates from being set back to the spring. (The Clearinghouse will do this automatically if we do not receive summer term data from you.)
- Prevent the effective status date of first-time students who start in the summer from being moved up to the fall. (The Clearinghouse will do this automatically if we do not receive summer term data from you.)
When Should Summer Reports Be Submitted?
You should time your summer reports to match the term start and end dates that you use now for summer deferments. If you have multiple deferment end dates, then you may need to provide multiple summer data submissions to the Clearinghouse.
The following are the most commonly used summer reporting schedules:
- One Summer Session: The term begin date is the first day of classes. The term end date is the last day of classes or final exams. The school schedules one summer report, sending the data at the end of the summer session.
- Multiple Summer Sessions: The school schedules multiple summer reports (one for each summer session), sending the data submission at the end of each term during the summer period.
Which Students Should I Include in Summer Reporting?
Summer term data should only include students who qualify for FFELP deferments based upon their enrollment status:
- Students who are enrolled (e.g., full-time, half-time, etc.)
according to your institution's definitions for summer enrollment.
- Students who graduated at the end of the previous semester and are not attending the summer term can also be included.
How Do I Sign Up for Summer Reporting?
Complete a submission scheduling form and fax or mail it to the Clearinghouse. We will plan on receiving your summer reports on the dates you've scheduled.
Mail:
National Student Clearinghouse
13454 Sunrise Valley Drive, Suite 300
Herndon, VA 20171
Fax: 703-742-7792
Phone: 703-742-4200
Do We Need to Modify Our Existing Clearinghouse Program?
Yes, you will need to make the following minor changes to a copy of your existing Clearinghouse program (do not modify your existing program, make all changes on a copy of the program):
- Header Records
If you submit data in the standard Clearinghouse format, your program generates an output file containing a header record, followed by data records. These two data elements in the header record should be changed as follows:
- Academic Term value should be set to some abbreviation of "Summer Term 200?" that will fit in header positions 11-25
- Standard Report Flag (position 26) should be set to "N", for non-standard term data
If you report to the Clearinghouse via a vendor-supplied software interface, consult your vendor about the changes that need to be made in order to submit summer reports.
- Data Records
Most programs calculate an enrollment status based on each student's credit hours. For a summer term, the equivalence between the credit hours and full- or half-time enrollment status can vary. You need to review this logic and adjust the translation values, if necessary.
- Program Execution
Execute your program at the end of each summer session and before posting summer "graduated" status to your student information system. This ensures that full- or half-time students are included in your summer reports, but excludes summer graduate ("G") records.
Questions?
