National Student Loan Data System 

Enrollment Reporting Guide 

February 2008 

Final Copy, July 8, 2008 
Executive Summary 

Executive Summary 

The National Student Loan Data System (NSLDS) Enrollment Reporting Guide includes a table 

of contents, three chapters, and an appendix. Each of the chapters and the appendix are described 

below. This guide assumes reader familiarity with basic computer terminology and concepts. 

• Chapter 1: Compliance, Guidelines, and Administrative Functions—Presents an 

overview of Enrollment Reporting: compliance rules, reporting guidelines, and 

administrative functions and responsibilities. 

• Chapter 2: NSLDS Enrollment Reporting Processing—Describes the batch reporting 

process: receiving Enrollment Reporting roster files, matching/updating/returning student 

records, and completing error files. 

• Chapter 3: Enrollment Reporting Online: The NSLDS Web Site—Provides step-bystep instructions for using the Web site, including how to log on, navigate the site, report 

and update student enrollment, and create and modify reporting schedules. 

• Appendix A: Enrollment Reporting Roster File Record Layouts—Provides the 

record layouts for Enrollment Reporting roster files and error files, as well as error codes 

and explanations. 
Table of Contents 

February 2008 i

Table of Contents

Chapter 1: Compliance, Guidelines, and Administrative Functions ....................................... 1

1.1 Basic Concept of Enrollment Reporting................................................................................... 1 

1.2 Compliance ............................................................................................................................... 1 

1.3 Reporting Requirements ........................................................................................................... 2 

1.3.1 Additional School Enrollment Reporting Responsibilities.............................................. 4 

1.3.1.1 Using an Enrollment Reporting Servicer.................................................................4 

1.3.1.2 Listing an Enrollment Reporting Contact................................................................4 

1.3.1.3 Student Identifiers and Data Conflicts.....................................................................5 

1.4 Administrative Functions.......................................................................................................... 5 

1.4.1 Software Options ............................................................................................................. 6 

1.4.2 NSLDS Online................................................................................................................. 6 

1.5 How to Sign Up ........................................................................................................................ 7 

1.6 Enrollment Reporting Process Flow ......................................................................................... 8

1.7 Scheduling: Building Enrollment Reporting Schedules ........................................................... 9 

1.8 School Late Enrollment Reporting Roster Notification ......................................................... 10 

1.9 School Enrollment Reporting Audit ....................................................................................... 11 

1.9.1 Waiver Process............................................................................................................... 11 

1.9.2 Change in School Eligibility.......................................................................................... 11 

1.9.2.1 For Schools That Are Closing ...............................................................................12 

1.9.2.2 For Schools That Are Ineligible.............................................................................12 

1.9.2.3 For Schools That Are Merging ..............................................................................13 

1.9.2.4 For Schools That Become a New Stand-Alone Entity ..........................................13 

Chapter 2: NSLDS Enrollment Reporting Processing............................................................ 15

2.1 Batch Enrollment Data Transmission: The Basics ................................................................. 16 

2.1.1 Identifying Your Data: Message Classes....................................................................... 17 

2.1.2 Adding Students to the Roster ....................................................................................... 19 

2.2 Processing Enrollment Rosters ............................................................................................... 21 

2.2.1 Receiving the Enrollment Reporting Roster File........................................................... 21 

2.2.2 Preparing the Received Roster....................................................................................... 22 

2.2.3 Matching Student Records............................................................................................. 23 

2.2.4 Updating Student Information ....................................................................................... 23 

2.2.5 Returning the Enrollment Reporting Roster File as the Submittal File......................... 24 

2.2.6 Submittal File Processing .............................................................................................. 24

2.2.7 Error Notification and Correction.................................................................................. 24 

2.3 Ad Hoc Reporting................................................................................................................... 27 

Chapter 3: Enrollment Reporting Online: The NSLDS Web Site ......................................... 28

3.1 Your Web Browser ................................................................................................................. 28 

3.2 Enrollment Reporting Online: How the NSLDS Web Site Can Help You ............................ 28 

3.3 Logging on to NSLDS ............................................................................................................ 29 

3.4 Navigating: Where Do You Want to Go?............................................................................... 33 

3.5 Viewing Enrollment Data for a Student ................................................................................. 34 
NSLDS Enrollment Reporting Guide 

ii February 2008 

3.5.1 Enrollment Summary: Selecting a Student to View ...................................................... 34 

3.5.1.1 Enrollment Summary: A Closer Look ...................................................................36 

3.5.2 Enrollment Detail: Getting the Full Picture................................................................... 38 

3.5.2.1 Using Advanced Display Options for Enrollment Detail ......................................39 

3.5.2.2 Enrollment Detail: A Closer Look.........................................................................40 

3.5.3 Enrollment Timeline: The Whole Story ........................................................................ 42 

3.5.3.1 Using Advanced Display Options..........................................................................43 

3.5.3.2 Enrollment Timeline: A Closer Look ....................................................................44 

3.6 Updating Student Enrollment Data......................................................................................... 45

3.6.1 Getting Started: The Enrollment Update Page .............................................................. 45 

3.6.2 Retrieving All Your School’s Enrollment Records ....................................................... 46 

3.6.3 Retrieving Student Records to Update........................................................................... 48 

3.6.3.1 Narrowing the Search: The Primary Search Options.............................................48 

3.6.3.2 Going Further: Using the Advanced Search Options ............................................51 

3.6.4 Updating Selected Enrollment Records......................................................................... 54 

3.6.5 Confirming Enrollment Information.............................................................................. 55 

3.6.6 Enrollment Update: What Happens If . . ....................................................................... 57 

3.6.7 Handling Update and Certify Errors.............................................................................. 58 

3.7 Adding Students to a School’s Enrollment Reporting Roster ................................................ 60 

3.7.1 Retrieving Student Records to Add ............................................................................... 60 

3.7.2 Updating New Enrollment Data..................................................................................... 64 

3.7.3 Confirming Enrollment Information.............................................................................. 64 

3.8 Enrollment Reporting Schedule............................................................................................. .65 

3.8.1 The Enrollment Reporting Schedule Page..................................................................... 65 

3.8.1.1 User Profile ............................................................................................................66 

3.8.1.2 Current Schedule....................................................................................................67 

3.8.2 Creating an Enrollment Reporting Schedule ................................................................. 67 

3.8.2.1 Creating an Enrollment Reporting Schedule: Things to Remember .....................70 

3.8.3 Modifying an Enrollment Reporting Schedule.............................................................. 71 

Appendix A: Enrollment Reporting Roster File Record Layouts.......................................... 76

A.1 Record Layout Specifications ................................................................................................ 76 

A.1.1 Header Record............................................................................................................... 78 

A.1.2 Enrollment Reporting Roster File or Submittal File Detail Record ............................. 86 

A.1.3 Enrollment Reporting Roster File or Submittal File Trailer Record .......................... 102 

A.1.4 Acknowledgment/Error File ....................................................................................... 106 

A.2 Enrollment Status Codes...................................................................................................... 108 

A.3 Error Codes .......................................................................................................................... 110 

A.4 Error Checking..................................................................................................................... 114 

A.4.1 Header Record............................................................................................................. 114 

A.4.2 Detail Record .............................................................................................................. 114 

A.4.3 Trailer Record ............................................................................................................. 115 
Table of Contents 

February 2008 iii

Figures 

Figure 1–1, NSLDS Batch and Online Enrollment Reporting Process Flow..................................8 

Figure 2–1, Process Flow...............................................................................................................17 

Figure 2–2, Sample Enrollment Data Changes During the Enrollment Reporting Process ..........20 

Figure 3–1, NSLDS Logon............................................................................................................29 

Figure 3–2, Privacy Act .................................................................................................................30 

Figure 3–3, User Access Verification............................................................................................31 

Figure 3–4, NSLDS Menu .............................................................................................................32 

Figure 3–5, Enrollment Summary—No Student Selected.............................................................35 

Figure 3–6, Enrollment Summery for a Student............................................................................36 

Figure 3–7, Enrollment Detail .......................................................................................................38 

Figure 3–8, Enrollment Timeline...................................................................................................43 

Figure 3–9, Enrollment Update .....................................................................................................46 

Figure 3–10, Enrollment Maintenance—Entire Enrollment Reporting Roster .............................47 

Figure 3–11, Enrollment Maintenance—Primary Search Options (Name)...................................50 

Figure 3–12, Enrollment Update—Advanced Search Options (SSN Begin/End).........................52 

Figure 3–13, Enrollment Maintenance—Advanced Search Options Result .................................53 

Figure 3–14, Enrollment Maintenance Confirm............................................................................55 

Figure 3–15, Enrollment Maintenance—After Confirmation .......................................................56 

Figure 3–16, Enrollment Maintenance Error Message..................................................................58 

Figure 3–17, Enrollment Add ........................................................................................................61 

Figure 3–18, Enrollment Add With Student SSN, First Name, and DOB Entered for Retrieval..63 

Figure 3–19, Enrollment Maintenance ..........................................................................................64

Figure 3–20, Enrollment Reporting Schedule ...............................................................................66 

Figure 3–21, Enrollment Reporting Schedule Create—New Schedule Options...........................68 

Figure 3–22, Enrollment Reporting Schedule Create Confirm .....................................................69 

Figure 3–23, Enrollment Reporting Schedule—New Schedule ....................................................70 

Figure 3–24, Enrollment Reporting Schedule Modify ..................................................................72 

Figure 3–25, Enrollment Reporting Schedule Modify—New Report...........................................73 

Figure 3–26, Enrollment Reporting Schedule Modify Confirm....................................................74 

Figure 3–27, Enrollment Reporting Schedule Modify—After Confirm .......................................75 

Figure A–1, Enrollment Status Codes .................................................................................108, 109 

Figure A–2, Error Codes and Messages ..............................................................................110–112 

Chapter 1: Compliance, Guidelines, and Administrative Functions 

February 2008 1

Chapter 1: Compliance, Guidelines, and Administrative Functions 

1.1 Basic Concept of Enrollment Reporting 

Since the passage of the Higher Education Act of 1965, as amended, schools have been required 

to confirm and report the enrollment status of students who receive Federal student loans—

Federal Family Education Loans (FFELs) and Federal Direct Loans. This process is called 

Enrollment Reporting [formerly the Student Status Confirmation Report (SSCR)]. 

• Schools report the enrollment status of students who received Title IV loans to the 

NSLDS. 

• This enrollment information is updated in the NSLDS database and reported to 

guarantors, lenders, and servicers of student loans. 

A student’s enrollment status determines eligibility for in-school status, deferment, grace 

periods, and repayments, as well as the Government’s payment of interest subsidies. Enrollment 

Reporting is critical for effective administration of the Title IV student loan programs. 

In 1996, the U.S. Department of Education (ED) began using NSLDS to track the enrollment of 

all student loan borrowers. ED has incorporated Enrollment Reporting into NSLDS to centralize 

and automate fully the enrollment verification system. The Enrollment Reporting process 

benefits the entire student loan community: students, schools, Guaranty Agencies (GAs), the 

Direct Loan Servicer, loan holders, and ED. 

Students reported to NSLDS as having Title IV loans are added to the roster of the school that 

has certified the loans. Students who also have Federal grants, and concurrently have an open 

loan, will also be added to the roster of the school with grants. 

1.2 Compliance 

Federal regulations governing Title IV student aid programs require institutions, lenders, GAs, 

and the Direct Loan Servicer to monitor and update the enrollment status of students who receive 

Federal student loans. Completion of Enrollment Reporting satisfies the regulatory requirements 

for schools. According to Federal Regulation 34 CFR 682.610 (c) Student status confirmation 

reports: 

“A school shall— 

(1) Upon receipt of a student status confirmation report form from the Secretary . . . 

complete and return that report within 30 days of receipt to the Secretary . . .; and 

(2) Unless it expects to submit its next student status confirmation report . . .within 

the next 60 days, notify the guaranty agency or lender within 30 days— 

(i) If it discovers that a Stafford, SLS, or PLUS loan has been made to or on 

behalf of a student who enrolled at that school, but who has ceased to be 

enrolled on at least a half-time basis; 
NSLDS Enrollment Reporting Guide 

2 February 2008 

(ii) If it discovers that a Stafford, SLS, or PLUS loan has been made to or on 

behalf of a student who has been accepted for enrollment at that school, 

but who failed to enroll on at least a half-time basis for the period for 

which the loan was intended; 

(iii) If it discovers that a Stafford, SLS, or PLUS loan has been made to or on 

behalf of a full-time student who has ceased to be enrolled on a full-time 

basis; . . . .” 

Or, according to Federal Regulation 34 CFR 685.309 – Administrative and fiscal control and 

fund accounting requirements for schools participating in the Direct Loan Program (b) 

Student status confirmation reports: 

“A school shall— 

(1) Upon receipt of a student status confirmation report from the Secretary, complete 

and return that report to the Secretary within 30 days of receipt; and 

(2) Unless it expects to submit its next student status confirmation report to the 

Secretary within the next 60 days, notify the Secretary within 30 days if it 

discovers that a Direct Subsidized, Direct Unsubsidized, or Direct PLUS Loan 

has been made to or on behalf of a student who— 

(i) Enrolled at that school but has ceased to be enrolled on at least a halftime basis; 

(ii) Has been accepted for enrollment at that school but failed to enroll on at 

least a half-time basis for the period for which the loan was intended; or 

(iii) Has changed his or her permanent address.” 

The accuracy of Title IV student loan records depends heavily on the accuracy of the enrollment 

information reported by schools. Schools must review, update, and verify student enrollment 

statuses, effective dates of the enrollment status, and the anticipated completion dates that appear 

on the Enrollment Reporting roster file or on the Enrollment Maintenance page of the 

NSLDSFAP Web site. Schools must correct any returned errors that are identified by NSLDS 

within 10 business days. 

1.3 Reporting Requirements 

The following business rules apply for your school to be in compliance: 

• The Enrollment Reporting roster file is placed in schools’ (or enrollment reporting 

servicers’) designated Student Aid Internet Gateway (SAIG) mailboxes on the business 

day of the month designated by the Enrollment Reporting Schedule. Schools may set up 

their schedule using the Enrollment Reporting Schedule Web page under the Enroll Tab 

on the NSLDS Web site. A school is advised that if an enrollment reporting servicer is 

being used and a change is made to the normal reporting schedule, the servicer should be 

notified. 
Chapter 1: Compliance, Guidelines, and Administrative Functions 

February 2008 3

• Responses to the Enrollment Reporting roster file are due within 30 days of creation of 

the file. Schools can set up or modify their Enrollment Reporting schedule via the 

NSLDS Web site. 

• NSLDS processes the file and returns an Acknowledgment/Error File that contains a 

count of accepted records and any error records. If the Acknowledgment/ Error File does 

not indicate any errors, it serves as proof that the submittal file was received and 

processed by NSLDS and should be kept for audit purposes. 

• If the Acknowledgement/Error file indicates any errors, error records must be corrected 

by updating the student online or submitting an Error Correction file within 10 business 

days of the date it was received. 

• Students are placed on a roster based on the school’s Office of Postsecondary Education 

Identifier (OPEID) (8 digits) that is used to certify the loan. Schools that report grants at 

a main campus, but that report loans at a branch campus, may find the student on both 

rosters. Main campus and branch campus enrollments for a single student should be 

reported only if the student is attending both campuses. 

• Correct reporting of a ‘G’ for “graduated” status rather than a ‘W’ for “withdrawn” 

additionally assists the Government in identifying individual student completion of 

programs of study. Further, an accurate anticipated completion date aids in correct 

servicing of a student’s loans, avoiding unnecessary early conversion to repayment or 

too late conversion, causing technical defaults. 

• Students are considered to be in school and continuously enrolled during academic year 

holiday and vacation periods, as well as during the summer between academic years 

(even if not enrolled in a summer session), as long as there is reason to believe that they 

intend to enroll for the next regularly scheduled term. For example, students should not 

be reported as: “Withdrawn” at the end of the spring term if they are expected to re-enroll 

for the fall term. If they do not return as expected, status must be changed to 

“Withdrawn” within 30 days of that determination, or within 30 days of the start of the 

new term, whichever occurs first, with an effective date of the last date of attendance. 

• It is imperative that the student identifiers in the added records match the student 

identifiers on NSLDS. Students cannot be added to NSLDS unless a current loan is on 

the database. If a data provider has not reported a loan to NSLDS and the school tries to 

add the record in a batch process, the student record will be rejected on the submittal file 

or Error Correction File. 
NSLDS Enrollment Reporting Guide 

4 February 2008 

1.3.1 Additional School Enrollment Reporting Responsibilities 

1.3.1.1 Using an Enrollment Reporting Servicer 

As with any school/servicer arrangement for the administration of Title IV programs, the school 

remains responsible for submitting timely, accurate, and complete responses to Enrollment 

Reporting roster files and for maintaining proper documentation in accordance with Federal 

Regulation 34 CFR 682.610(c). 

Schools should understand that their reporting of data to their servicers may differ from when the 

servicer responds to rosters on behalf of the school. You can see the NSLDS expectations on the 

NSLDS Enrollment Reporting Schedule page of the Web site. NSLDS will send the roster to the 

servicer designated; however, if the response is not received in a timely matter, NSLDS will 

notify the school rather than the servicer. Refer to Section 1.8 for more information on the Late 

Enrollment Reporting Roster Notification process. 

Schools may designate an enrollment reporting servicer to handle the Enrollment Reporting 

process. This may be done when you sign up for SAIG or at any time thereafter, through the 

FSAWebenroll site. The Enrollment Reporting process, when using a servicer, proceeds as 

follows: 

1. NSLDS sends your school’s Enrollment Reporting roster file to the servicer. 

2. The servicer matches the Enrollment Reporting roster file to enrollment data that you 

provide to the servicer. 

3. The servicer returns the updated Enrollment Reporting roster file (now the submittal file) 

to NSLDS. 

4. NSLDS processes the file and returns the Acknowledgment/Error File to the servicer. 

5. The servicer corrects any errors and returns the Error Correction File to NSLDS. The 

servicer may need to contact the school to correct errors. 

Even though a school may use an enrollment reporting servicer, it is important that a member of 

the institution has an online NSLDS User ID with enrollment update capabilities. This allows the 

school to make immediate enrollment updates to NSLDS to ensure timely: 

• Conversion to repayment without loss of the grace period. 

• Documentation of enrollment for the granting of in-school deferments. 

• Reporting of enrollment should the servicer relationship change. 

1.3.1.2 Listing an Enrollment Reporting Contact 

Each school is required to have at least an Enrollment Reporting Contact and a Primary Contact 

on the NSLDSFAP Web site for important communications from the NSLDS. To update the 

Enrollment Reporting Contact and the Primary Contact of an organization, a school should log 

onto the NSLDSFAP Web site and access the ORG tab. The ORG Contact List will display with 
Chapter 1: Compliance, Guidelines, and Administrative Functions 

February 2008 5

an “Add New Contact” selection option. To change a contact listed, click on the number beside 

the function to view the contact detail and update the information. 

1.3.1.3 Student Identifiers and Data Conflicts 

You must be certain that you have a legitimate match of identifiers when reporting enrollment on 

a student. One or more of the student identifiers provided by NSLDS may differ from the 

information in your school records. If you are sure your data are correct based on the reliable 

source of your data or documentation on file, you must contact the data provider (GA or lender, 

lender/servicer, DLSS, and DCS for each loan) and work with the provider to make changes. If 

you cannot resolve the discrepancy with the data provider, you may contact the NSLDS 

Customer Service Center (CSC) at 1-800-999-8219, Option 3. You will need to provide copies 

of certain legal documents to make changes. The student identifiers are: 

− Student’s Social Security number (SSN) (record identifier) 

− Student’s Last Name 

− Student’s First Name (record identifier) 

− Student’s Middle Initial 

− Date of Student’s Birth (record identifier) 

Schools that do not use the student SSN to identify student registration records may provide 

NSLDS with their Student Designator. NSLDS will not remove or change the Student 

Designator, which can be provided via file or online, so it may be used in later Enrollment 

Reporting roster files to match records easily. You must not change the SSN provided by 

NSLDS. 

1.4 Administrative Functions 

A school is responsible to report the enrollment status, the effective date of the status, and the 

anticipated completion date of all borrowers attending its school. The enrollment status 

categories are: 

• ‘F’ (full-time) 

• ‘H’ (half-time) 

• ‘L’ (less than half-time) 

• ‘A’ (leave of absence) 

• ‘G’ (graduated) 

• ‘W’ (withdrawn) 

• ‘D’ (deceased) 

• ‘X’ (never attended) 

• ‘Z’ (record not found) 
NSLDS Enrollment Reporting Guide 

6 February 2008 

If a student has a reported enrollment status of ‘G’ or ‘W’ with an outstanding balance on any 

FFEL or Direct Loan, he or she will remain on the Enrollment Reporting roster for 180 days 

after the enrollment status effective date in case the student returns to the school. A student 

reported with a status of ‘D’ (deceased), ‘X’ (never attended), or ‘Z’ (no record found) will not 

appear on the next Enrollment Reporting roster. 

Enrollment Reporting must be completed in a timely and accurate manner to meet regulatory 

requirements. Enrollment information must be reported within 30 days whenever attendance 

changes for students, unless a roster will be submitted within 60 days. These changes include 

reductions or increases in attendance levels, withdrawals, graduations, or approved leaves-ofabsence. It is the school’s responsibility, as a participant in the Title IV aid programs, to monitor 

and report these changes to the NSLDS. 

NSLDS is responsible for forwarding reported enrollment data it receives to the appropriate GA 

and/or Direct Loan Servicer. These notifications include newly reported enrollment data received 

from schools through the batch process and online updates. The updates are sent weekly to the 

GAs and Direct Loan Servicer. GAs are then responsible for sending enrollment updates to the 

appropriate lender or lender servicer. 

To increase the ease of meeting this requirement, the NSLDS Enrollment Reporting process can 

be managed electronically. Managing enrollment reporting requires both batch and online 

function access. The electronic exchange of information through the Enrollment Reporting 

process is done using SAIG. The enrollment reporting can also be done on the NSLDS Web site, 

www.nsldsfap.ed.gov. The organization must have both online and batch access. Refer to 

Section 1.5 for more information on applying. 

1.4.1 Software Options 

ED makes Enrollment Reporting Roster processing software available. The SSCR–Release 3.0 

Software can be downloaded from fsadownload.ed.gov. SSCR for Windows, Release 3.0 is a 

multi-year software application designed to help schools electronically certify borrowers’ 

enrollment. The software and help files can be obtained at http://fsadownload.ed.gov/softsscr.

htm. 

The use of SSCR software is optional. Your school may elect to process its student enrollment 

data using commercial or in-house software. Schools may also use a servicer but should become 

familiar with the online process. 

1.4.2 NSLDS Online 

In addition, NSLDS Web pages enable schools to create or modify their reporting schedule and 

add ad hoc reports, giving each school control over when NSLDS will create its Enrollment 

Reporting roster files. The NSLDS Web site displays the school’s Enrollment Reporting roster of 

students, allowing easy enrollment certification for one or all of the school’s Title IV aid 
Chapter 1: Compliance, Guidelines, and Administrative Functions 

February 2008 7

recipients. Students can be added to the school’s Enrollment Reporting roster by simply entering 

key identifier data [the student’s SSN, first name, and date of birth (DOB)]. As long as the 

student exists in the NSLDS, the system retrieves the student record for update. The NSLDS 

stores the full history of reported enrollment information, beginning with the student’s status on 

the NSLDS at the end of 2001. This allows schools to return any Enrollment Reporting roster—

not just the last one created—and provides more complete information to the loan community. 

1.5 How to Sign Up 

To increase the ease of meeting this requirement, the NSLDS Enrollment Reporting process can 

be managed electronically. Managing enrollment reporting requires both batch and online 

functions access. The batch process allows schools to transmit enrollment information 

electronically usually by responding to a file from NSLDS. The school may also update 

enrollment information online by retrieving the entire roster or individual students. The 

organization must have both online and batch access. 

The electronic exchange of information through the Enrollment Reporting process is done using 

SAIG. To apply for batch and online enrollment reporting access, go to 

www.fsawebenroll.ed.gov.

The Primary Destination Point Administrator (PDPA) for the organization must complete the 

application for the batch process and to request online access. The PDPA must also enforce the 

security requirements as outlined in the SAIG User Statement including the completion and 

maintenance of this statement(s). Your President/Chief Executive Officer (CEO)/Chancellor/ 

Equivalent Person/Designee must approve each designated individual that applies for NSLDS 

online access. 

Web 

Notes 

You can enroll for access to the NSLDS Web site at 

www.fsawebenroll.ed.gov. 

See Section 1.5 for details. 

After you have applied through fsawebenroll.ed.gov, NSLDS will assign a personal User ID to 

you for online access. This will be e-mailed to the PDPA of your organization. When a User ID 

is assigned to an individual, the NSLDS Rules of Behavior are included in the e-mail sent to the 

PDPA, which contains the User ID. It is the PDPA’s responsibility to forward the e-mail to you. 

The Rules of Behavior, along with the SAIG User Statement signed through the enrollment 

process, outline the appropriate uses of all Federal Student Aid Systems including NSLDS online 

and the consequences of inappropriate actions. On receipt of the e-mail, you will then contact 

NSLDS Customer Service for your initial password. 
NSLDS Enrollment Reporting Guide 

8 February 2008 

1.6 Enrollment Reporting Process Flow 

Enrollment Reporting through NSLDS streamlines the entire enrollment confirmation process. 

Proper scheduling provides consistent submission of enrollment data. This is illustrated in Figure 

1–1, NSLDS Batch and Online Enrollment Reporting Process Flow. 

NSLDS

Database

 Roster Files

Submittal Files

Acknowledgment/ Error Files

Error Correction Files

1

2

3

4

5

Enrollment Data

NSL-1138

Guaranty Agencies,

Direct Loan Servicer,

 and Lenders

Schools

or

School Servicers

Certify students 

via NSLDS Web

Correct errors 

via NSLDS Web

Figure 1–1, NSLDS Batch and Online Enrollment Reporting Process Flow 

The Enrollment Reporting process for batch and online is described in detail, designating the 

responsible party for each step: 

1. NSLDS: 

A. Adds students with loans, or students with grants who also have loans, to the roster of 

the school that certified the loan or awarded the grant. 

B. Generates the Enrollment Reporting roster file for the school based on the Enrollment 

Reporting schedule. 

C. Forwards the Enrollment Reporting roster file to the school or its servicer through the 

SAIG mailbox. 

2. School (or servicer): 

A. Receives the Enrollment Reporting roster file. 

B. Matches the Enrollment Reporting roster file with registration files. 

C. Updates the Enrollment Reporting roster file with any changes to each student’s 

enrollment status, status effective date, or anticipated completion date fields. 

D. Adds a Detail record for each new student. 

E. Reviews the updated file for valid data to eliminate errors. 

F. Returns the updated Enrollment Reporting roster file, now the submittal file, with a 

certification date to NSLDS within 30 days of the creation date, 

OR 
Chapter 1: Compliance, Guidelines, and Administrative Functions 

February 2008 9

goes online at www.nsldsfap.ed.gov to certify enrollment for its students. 

3. NSLDS: 

A. Receives the submittal file. 

B. Edits (error-checks) the submittal file contents. If enrollment is updated online, edits 

occur as entries are made. 

C. Updates the NSLDS database with enrollment data. 

D. Returns the Acknowledgment/Error File (contains any rejected records). 

E. Forwards new and/or changed data to each affected data provider (GAs and the Direct 

Loan Servicer). 

4. School (or servicer): 

A. Receives and saves the Acknowledgment/Error File, and reviews any error records. 

Cycle is complete if all records are accepted by NSLDS. 

B. Returns the corrected records to NSLDS as an Error Correction File within 10 days of 

the date it is sent to the school (or servicer). 

OR 

Goes online at www.nsldsfap.ed.gov to certify students whose record had an error. 

Certifying online will correct the errors, and no roster file will need to be returned. 

5. NSLDS: 

A. Receives the returned Error Correction File and repeats step 3. 

B. Forwards new and/or changed data to each affected data provider, GA, and Direct 

Loan Servicer. 

Note: When error corrections are not completed, the enrollment record is not updated on the 

NSLDS database or distributed to GAs or Direct Loan Servicers. 

1.7 Scheduling: Building Enrollment Reporting Schedules 

Default schedules for rosters are every 2 months for schools and weekly for all other 

organizations. ED recommends that all schools report enrollment data using the Enrollment 

Reporting process at least five times a year. Scheduling five regular Enrollment Reporting roster 

files per year can reduce or eliminate the need for ad hoc submissions. Building your schedule 

can be completed on the Enrollment Reporting Schedule page of the NSLDSFAP Web site. 

Schools should review their academic schedules when preparing their Enrollment Reporting 

schedule. NSLDS provides schools great flexibility in scheduling their Enrollment Reports, 

including setting specific dates for creation of an Enrollment Reporting roster file. Schools may 

wish to coordinate the schedule for Enrollment Reporting rosters to coincide with activities in 

their academic calendar, such as after the end of a drop/add period at the beginning of a semester 

or following the date of graduation. 

The Enrollment Reporting Schedule page allows a school to select a start date, which can be any 

valid date greater than or equal to the current date, and less than or equal to the current date plus 
NSLDS Enrollment Reporting Guide 

10 February 2008 

1 year. Files will only be generated on weekdays. This means that a file scheduled for generation 

on a Saturday will be generated on the following Monday. Schools may also select a frequency 

such as: 

• Every week 

• Every 2 weeks 

• Every month 

• Every 2 months (default frequency for schools) 

• Every 3 months 

• Every 4 months 

• Every 6 months 

This will develop an initial schedule, which the school can modify for more specific time 

periods. Every 6 months is only recommended for schools that have little enrollment change, 

such as medical schools. Schools that select frequencies greater than bimonthly must keep in 

mind that they will have to complete ad hoc reports or update online if a student enrollment 

status changes within 30 days of the enrollment status change. 

1.8 School Late Enrollment Reporting Roster Notification 

Once NSLDS creates an Enrollment Reporting Roster file and sends it to a school, that school 

has 30 days from the date the Enrollment Reporting Roster file was created to return a submittal 

file to NSLDS or complete the updates online. Any school that fails to return a submittal file or 

make updates online within the 30-day period is considered to be late in responding. NSLDS will 

produce an e-mail notification to remind schools of their responsibility to “complete and return 

that report within 30 days of receipt to the Secretary” [34 CFR 682.610(c)]. 

The Late Enrollment Reporting notification will be sent if no updates are received by batch or 

online by the 37th day after the creation date of the roster from NSLDS. The notification is sent 

to the school’s Enrollment Reporting Contact and Primary Contact as designated by the school 

on the Organization Tab (ORG Tab). The President or CEO, as listed with the Postsecondary 

Education Participation System (PEPS), is also copied on the e-mail notification. 

This notification is the only warning the school will receive regarding its non-compliance in 

replying to the Secretary of the Department of Education’s request for enrollment status 

information. 

The school is ultimately responsible for timely and accurate reporting, even when it uses an 

enrollment reporting servicer to submit the Enrollment Reporting files. Therefore, Late 

Enrollment Reporting e-mail notifications are sent to the school and not to the servicer. Schools 

that do not comply may have their eligibility for Title IV student aid revoked or they may have 

fines imposed. 
Chapter 1: Compliance, Guidelines, and Administrative Functions 

February 2008 11

1.9 School Enrollment Reporting Audit 

Schools may wish to perform internal oversight or may receive a request for an audit history of 

Enrollment Reporting. Requests are made by internal auditors, ED, GAs, and other agencies to 

verify compliance with Federal regulations. The Enrollment Reporting Summary Report 

(SCHER1) has been provided on the NSLDS Web site to assist schools by creating a report 

showing the dates Enrollment Reporting roster files were sent and returned; the number of 

errors, date, and number of online updates; and the number of late enrollment reporting 

notifications that have been sent for overdue Enrollment Reporting rosters. Enter the requested 

information, 

8-digit OPEID, dates of the requested report, and output medium. The report will be deposited in 

the designated SAIG mailbox. This report is a good tool for schools using an enrollment 

reporting servicer to review the Enrollment Reporting History done on behalf of the school. 

For answers to questions regarding the audit report, call the NSLDS CSC at 1-800-999-8219, or 

submit your question to nslds@ed.gov. 

1.9.1 Waiver Process 

A school may apply for a waiver for the Enrollment Reporting process if there are unusual or 

unforeseen circumstances that prevent the submission of a roster within the required 30-day 

period. A waiver has a start and an end date; the end date signifies when the roster cycle will 

resume. If a waiver is granted, a late notification will not be sent, and while in effect, the school 

is not considered to be out of compliance if the roster is not returned within the 37 days. 

Each waiver request is reviewed by ED and approved or denied on a case-by-case basis. To 

request a waiver, please call the NSLDS CSC at 1-800-999-8219, or e-mail nslds@ed.gov. 

Include with your request an explanation of the events that will cause you to miss the Enrollment 

Reporting deadline. The waiver request must include the start date and expected end date. A 

waiver can be requested before the late e-mail notification, but not after the distribution of the 

Late Enrollment Reporting e-mail has been sent. 

A waiver request for a deadline that has passed will not be processed once the late e-mail 

notification has been sent for the missed cycle. 

1.9.2 Change in School Eligibility 

NSLDS receives school participation eligibility from PEPS. If a school’s eligibility to participate 

in Title IV aid changes, it is the school’s responsibility to update properly all students on its 

Enrollment Reporting roster before discontinuing participation in the Enrollment Reporting 

process. Furthermore, a school can be non-eligible to disburse Title IV aid, yet still be eligible to 

participate in loan deferments. If a school is eligible for loan deferments only, it must continue to 

report enrollment for its students through the Enrollment Reporting process. Final updates can be 
NSLDS Enrollment Reporting Guide 

12 February 2008 

made via batch processing or online. 

1.9.2.1 For Schools That Are Closing 

Steps to complete the final enrollment reporting roster if your school is closing: 

1. The school (or school’s servicer) must update roster one final time. All students need to be 

updated to the appropriate non-active enrollment status, such as ‘G,’ ‘W,’ ‘X,’ or ‘Z.’ If the 

status is based on the date the school closed, the enrollment status effective date will be the 

date the school closed. 

A) ‘G’ (graduated): Provide the status effective date of the student’s graduation. 

B) ‘W’ (withdrawn): The status effective date should match the date the student 

withdrew or the effective date of school’s closure. 

C) ‘X’ (never attended): The status effective date should match the date the student was 

first reported on the roster. 

D) ‘Z’ (no record found): The status effective date should match the date the student was 

first reported on the roster. 

2. Once all updates and any resulting errors have been completed, the school should contact its 

PDPA to terminate all online access including access for the Enrollment Reporting Process. 

1.9.2.2 For Schools That Are Ineligible 

Steps to complete the final enrollment reporting roster if your school is ineligible or has become 

ineligible to participate in Title IV aid, and/or is ineligible to participate in loan deferments only: 

1. The school (or school’s servicer) must update roster one final time. All students need to be 

updated to the appropriate non-active enrollment status, such as ‘G,’ ‘W,’ ‘X,’ or ‘Z.’ If the 

status is based on the date the school became ineligible to participate, the enrollment status 

effective date will be the date the school lost eligibility or stopped participating. 

A) ‘G’ (graduated): Provide the status effective date of the student’s graduation. 

B) ‘W’ (withdrawn): The status effective date should match the date the student 

withdrew or the effective date the school became ineligible. 

C) ‘X’ (never attended): The status effective date should match the date the student was 

first reported on the roster. 

D) ‘Z’ (no record found): The status effective date should match the date the student was 

first reported on the roster. 

2. Once all updates and any resulting errors have been completed, the school should contact its 

PDPA to terminate all online access including access for the Enrollment Reporting Process. 
Chapter 1: Compliance, Guidelines, and Administrative Functions 

February 2008 13

1.9.2.3 For Schools That Are Merging 

Steps to complete the final enrollment reporting roster if your school has merged (old school) 

with another school (new school): 

1. The school (or school’s servicer) must update the roster one final time. All students need to 

be updated to the appropriate non-active enrollment status, such as ‘G,’ ‘W,’ ‘X,’ or ‘Z,’ with 

an enrollment status effective date that is the date of the school’s merger. 

A) ‘G’ (graduated): Provide the status effective date of the student’s graduation. 

B) ‘W’ (withdrawn): The status effective date should match the date the student 

withdrew or the effective date of school’s merger. 

C) ‘X’ (never attended): The status effective date should match the date the student was 

first reported on the roster. 

D) ‘Z’ (no record found): The status effective date should match the date the student was 

first reported on the roster. 

2. The old school must contact the new school. Any students who will continue to be enrolled 

at the new school must be added to the new school roster with the appropriate enrollment 

status and the effective date of the merger. 

3. Once all updates and any resulting errors have been completed, the school should contact its 

PDPA to terminate all online access including access for the Enrollment Reporting process 

for the old school’s OPEID. 

1.9.2.4 For Schools That Become a New Stand-Alone Entity 

Steps to complete regarding enrollment reporting if your school has separated from another 

school to become a new stand-alone entity: 

1. The school (or school’s servicer) must update the roster one final time. All currently enrolled 

students need to be updated to the appropriate non-active enrollment status, such as ‘G,’ ‘W,’ 

‘X,’ or ‘Z,’ with an enrollment status effective date that is the date of the school’s separation 

to stand alone. 

A) ‘G’ (graduated): Provide the status effective date of the student’s graduation. 

B) ‘W’ (withdrawn): The status effective date should match the date the student 

withdrew or the effective date of that school’s separation to stand alone. 

C) ‘X’ (never attended): The status effective date should match the date the student was 

first reported on the roster. 

D) ‘Z’ (no record found): The status effective date should match the date the student was 

first reported on the roster. 

2. The new stand-alone school needs to sign up using the new OPEID to participate in the 

NSLDS Enrollment Reporting through www.fsawebenroll.ed.gov. 
NSLDS Enrollment Reporting Guide 

14 February 2008 

3. Students who are currently enrolled and will continue to be enrolled at the new stand-alone 

school must be withdrawn from the current school OPEID and added to the new school’s 

Enrollment Reporting roster with the appropriate enrollment status and effective date. 

If you have any questions regarding your responsibilities for enrollment reporting, please call the 

NSLDS CSC at 1-800-999-8219, Monday through Friday, from 8 a.m. to 9 p.m. ET. 
Chapter 2: NSLDS Enrollment Reporting Processing 

February 2008 15

Chapter 2: NSLDS Enrollment Reporting Processing 

The complete Enrollment Reporting process is discussed, including processes for setting up 

Enrollment Reporting Schedules to minimize ad hoc reporting requirements, submission of 

submittal files, and technical aspects of the process. 

Web 

Notes

You can make the batch Enrollment Reporting process simpler and more 

timely by using the NSLDS Web site. 

Web Notes throughout this chapter will provide hints and tips for using the 

Web site in conjunction with the batch reporting process. 

Refer to Chapter 3 for complete information on Web Enrollment Reporting.

Once a school receives notification that a batch roster file is available, the school can complete 

the process online rather than downloading the file, responding, and resubmitting. The chart 

below demonstrates various steps in the reporting process and how each step can be completed at 

different points using either the batch or the Web process. 

NSLDS Enrollment Reporting Process 

Batch Web 

Receive 

Enrollment 

Reporting 

Roster File 

• Check SAIG mailbox. 

• Download Enrollment Reporting roster 

file. 

Update Roster 

File 

• Match Enrollment Reporting roster file 

with in-house database. 

• Edit Enrollment Reporting roster file using 

SSCR-3.0 software, mainframe program, 

or other software. 

Return 

Submittal File 

• Send submittal file to SAIG mailbox. 

• Log on to NSLDSFAP and select 

Enrollment Update. 

• Retrieve school’s Enrollment Reporting 

roster (or selected records). 

• Edit and certify enrollment records on 

Enrollment Maintenance page. 

• Submit. 

• Errors displayed on Enrollment 

Maintenance page. 

• Correct errors displayed and certify 

changes. 

• Submit and confirm. 
NSLDS Enrollment Reporting Guide 

16 February 2008 

NSLDS Enrollment Reporting Process (continued) 

Batch Web 

Receive 

Acknowledgment/Error File 

• Check SAIG mailbox for 

Acknowledgment/Error File. 

• Download Acknowledgment/Error file. 

Correct Error 

File 

• Match Acknowledgment/Error file to inhouse database. 

• Edit Acknowledgment/Error file using 

SSCR-3.0 software, mainframe program, 

or other software. 

• Save as Error Correction file. 

Return Error 

Correction File 

• Send Error Correction file to SAIG 

mailbox. 

• Log on to NSLDSFAP and use either 

Enrollment Add or Enrollment Update. 

• For Enrollment Add – 

− Enter list of SSNs that need to be 

corrected from 

Acknowledgment/Error file. 

− Retrieve list and update records 

(see 3.6.3). 

− Submit and confirm. 

• For Enrollment Update 

− Use Advance Search Option 

“Certification Date End.” 

− Enter the day before your batch 

certification date to retrieve all 

records that were not updated by 

the last batch file. 

− Retrieve list and update records 

(see 3.6.3). 

− Submit and confirm.

2.1 Batch Enrollment Data Transmission: The Basics 

The batch Enrollment Reporting process involves transmitting files electronically. Schools find 

batch processing to be an efficient method of data exchange. In batch processing, the Enrollment 

Detail records are received from NSLDS as a single file (the Enrollment Reporting roster file), 

fully processed in your school’s (or servicer’s) computing environment, and then transmitted 

back to NSLDS—again as a single file (the submittal file). This is the most efficient method for 

processing large quantities of data. 

ED’s SAIG is used to send and receive batch enrollment data electronically. You can log on to 

SAIG from a mainframe computer or personal computer (PC) to send and receive data through 

the SAIG facility for batch file processing. You must have the EDconnect software or other 

mainframe process to retrieve the file from the SAIG mailbox. 
Chapter 2: NSLDS Enrollment Reporting Processing 

February 2008 17

NSLDS

School

4. NSLDS retrieves

Submittal File or

Error Correction File

from its mailbox.

1. NSLDS transmits

Roster File or

Acknowledgement/

Error File to school’s

mailbox.

2. School retrieves

Roster File or

Acknowledgement/

Error File from its

mailbox.

3. School transmits

Submittal File or Error

Correction File to

NSLDS mailbox.

School’s School’s

SAIG

Mailbox Mailbox

(Destination ID) (Destination ID)

NSLDS

SAIG

Mailbox Mailbox

(Destination ID) (Destination ID) NSL-1136

Figure 2–1, Process Flow 

If you have questions or problems downloading the file from the SAIG, please call CPS/SAIG 

Technical Support at 1-800-330-5947. 

Web 

Notes 

You can enroll for access to the NSLDS Web site at 

www.fsawebenroll.ed.gov. 

See Section 1.5 for details. 

2.1.1 Identifying Your Data: Message Classes 

NSLDS transmits the Enrollment Reporting Roster file to your SAIG electronic mailbox on the 

Enrollment Reporting Schedule created by your institution. You can then retrieve the Enrollment 

Reporting Roster file from your mailbox using either mainframe or PC communications 

software. 

The following message classes are used when transmitting enrollment data via SAIG to identify 

the type of file being sent or received: 

• SSCRXXOP—Enrollment Reporting roster file (Appendix A.1.2) sent to your school by 

NSLDS on the schedule created by your institution 
NSLDS Enrollment Reporting Guide 

18 February 2008 

• SSCRXXIN—Completed submittal file (Appendix A.1.2) or Error Correction File 

(Appendix A.1.4) that is returned to NSLDS 

• SSCEXXOP—Acknowledgment/Error File (Appendix A.1.4).sent to your school by 

NSLDS 

• SSCMXXIN—Files generated by the school as an ad hoc report following the format of 

the completed submittal files (Appendix A.1.2) 

Note: ‘XX’ appears literally in each message class name. It represents date information that is 

no longer included in the class name. 

Each Roster file has the following structure: 

• Header, Detail, and Trailer Records—Each Enrollment Reporting Roster file contains 

a single Header record, multiple Detail records, and a single Trailer record. The Header 

record identifies the source of the file and the file’s preparation/creation date, as well as 

the certification date. The Detail records, one for each student, contain current 

information on file with NSLDS in the mandatory fields. The Trailer record shows the 

number of Detail records contained in the file. 

• Format Data—Any Detail records added or data added, updated, or changed must be 

formatted according to the record layout and field definition specifications in Appendix 

A. Verify changes and check for formatting errors before returning the submittal file to 

NSLDS. 

• Record Sequence Numbers—Each Detail record begins with a Record Sequence 

Number, which NSLDS uses to ensure security and audit-ability. Sequence Numbers are 

sorted by NSLDS in ascending order. Do not change the Record Sequence Number. 

• Student Identifiers—Each Detail record contains five student identifiers. Three of the 

five student identifiers are also record identifiers, which NSLDS uses to match Detail 

records in its database against Detail records returned in the school submittal file. The 

student identifiers uniquely identify the Detail record. 

The student identifiers are: 

− Student’s SSN (record identifier) 

− Student’s Last Name 

− Student’s First Name (record identifier) 

− Student’s Middle Initial 

− Date of Student’s Birth (record identifier) 

• Student Designator—Schools that do not use the student SSN to identify student 

registration records may enter the identifier in the Student Designator field provided in 

the Detail record. NSLDS will not remove or change the Student Designator, so it may be 

used in later Enrollment Reporting roster files to match records easily. You must not 

change the SSN provided by NSLDS. 
Chapter 2: NSLDS Enrollment Reporting Processing 

February 2008 19

• Enrollment-Related Fields—Each Detail record in the Enrollment Reporting roster file 

includes three enrollment-related fields: Anticipated Completion Date (ACD), Code for 

Enrollment Status (ES), and Enrollment Status Effective Date (ESED). These fields must 

be reviewed for each record on the Enrollment Reporting roster file and updated with any 

change. The list of valid Enrollment Status Codes is in Appendix A. 

2.1.2 Adding Students to the Roster 

If you are aware of students who should be on the Enrollment Reporting Roster file but who are 

not, add a Detail record for each student to the submittal file. This occurs most frequently when a 

transfer student has a loan that needs to be deferred. To add students to the Enrollment Reporting 

roster file, the Record Sequence Number for added students must be 9999998, and all mandatory 

fields must be completed (see Appendix A). If you use an Enrollment Reporting servicer, you 

will need to work with it to have students added to your roster who should be there. 

• Pseudo SSN—Sometimes the Student SSN contains a pseudo-SSN constructed by the 

data provider in the absence of the real SSN. This may be found in older student loans, 

which were made before Congress required an official SSN on loan applications. Usually 

a pseudo-SSN is indicated by a P in the Student’s Social Security Number Indicator field. 

If a match is found between other NSLDS student identifiers and a student enrollment 

record, and the real SSN is known, contact your data provider. Your data provider will 

confirm that the NSLDS record and the school record are for the same student. Conflicts 

in SSN identifiers can be reported to the NSLDS CSC by calling 1-800-999-8219. 

• Withdrawn or Graduated Students—Students who have graduated or withdrawn stay 

on the Enrollment Reporting Roster for 180 days past the Enrollment Status Effective 

Date (time equivalent to the grace period). A graduated student will continue on the 

Enrollment Reporting Roster for 180 days only if there is a Title IV loan with an 

outstanding balance. Students remain on the Enrollment Reporting Roster to enable you 

to report easily a change back to an active status should they return to school. 

It is imperative that the student identifiers in the added records match the student identifiers on 

NSLDS. Students cannot be added to NSLDS unless a current loan is on the database. If a data 

provider has not reported a loan to NSLDS and the school tries to add the record in a batch 

process, the student record will be rejected on the submittal file or Error Correction File. 
NSLDS Enrollment Reporting Guide 

20 February 2008 

Web 

Notes 

You can add students to your school’s Enrollment 

Reporting roster using the NSLDS Web site. 

Enrollment data for students you add online are instantly 

available. 

If you are unable to retrieve a record on the NSLDS Web 

site, it means that the student has no record on the 

database, and you must contact the lender, GA, or Direct 

Loan Servicer before updating the student’s enrollment 

information. If you discover an identifier conflict for a 

student, make copies of verifying documents and contact 

the data provider. If you cannot resolve the issue with the 

data provider, contact the NSLDS Customer Service Center 

at 1-800-999-8219, Option 3. 

See Section 3.7 for details. 

Figure 2–2, Sample Enrollment Data Changes During the Enrollment Reporting Process 

illustrates sample enrollment data as first provided by NSLDS in the Enrollment Reporting 

Roster file, then as returned by the school in the submittal file, and then as processed by NSLDS 

and returned to the school as the next scheduled Enrollment Reporting Roster file. In this 

example, the school has added a student designator and has updated several other fields. Also, 

the GA or Direct Loan Servicer has submitted two name changes between reporting cycles. 

Field Name 

Reporting Requirement 

(Mandatory, 

Do Not Change, 

Conditional, 

or Optional) 

As Provided 

by NSLDS in 

Enrollment 

Reporting 

Roster File 

As Returned 

by School in 

Submittal

File 

As Returned 

by NSLDS in 

the Next 

Enrollment 

Reporting 

Roster File 

Student’s SSN Mandatory, Do Not Change 123456789 123456789 123456789 

Student’s SSN Indicator Mandatory, Do Not Change R R R 

Student’s Last Name Mandatory, Do Not Change Jones Jones Janes 

Student’s First Name Mandatory, Do Not Change Helen Helen Helene 

Student’s Middle Initial Mandatory, Do Not Change R R R 

Date of Student’s Birth Mandatory, Do Not Change 19781223 19781223 19781223 

Date of Anticipated Completion Mandatory, Conditional 20030528 20041215 20041215 

Code for Enrollment Status Mandatory F H H 

Date Enrollment Status 

Effective 

Mandatory 19990523 20010425 20010425 

School Identification Designator Optional Spaces 98Z654321 98Z654321 

Figure 2–2, Sample Enrollment Data Changes During the Enrollment Reporting Process 
Chapter 2: NSLDS Enrollment Reporting Processing 

February 2008 21

2.2 Processing Enrollment Rosters 

This section explains the following in detail: 

• How to receive your Enrollment Reporting Roster file from NSLDS 

• How to build a complete submittal file from the Enrollment Reporting Roster file 

• What to expect in the Acknowledgment/Error File you receive back from NSLDS 

• How to build an Error Correction File in response to the Acknowledgment/Error File 

This section also explains how the enrollment data are processed by NSLDS. 

If your school uses an enrollment reporting servicer, you must make sure that the servicer has the 

latest student enrollment information. 

The accuracy of Title IV student loan records depends heavily on the accuracy of the data that 

your school reports. NSLDS records must be accurately matched with your enrollment records. 

You should review, update, or verify student enrollment statuses and other information with 

information that appears on the Enrollment Reporting roster file. You should correct any errors 

in reporting that were identified by NSLDS. If the student has existing enrollment in NSLDS and 

there is an error, the enrollment will not be updated; and if there is no existing enrollment 

information, no new enrollment information will be added. 

Your Enrollment Reporting Roster will include borrowers with enrollment statuses of ‘F’ (fulltime), ‘H’ (half-time), ‘L’ (less than half-time), ‘A’ (leave of absence), ‘G’ (graduated), or ‘W’ 

(withdrawn). 

• A student with an enrollment status of ‘W’ remains on the Enrollment Reporting Roster 

for 180 days after the enrollment status effective date and is then dropped from the 

Enrollment Reporting Roster if the status remains the same. 

• A student with an enrollment status of ‘G’ remains on the Enrollment Reporting Roster 

for 180 days after the enrollment status effective date and is then dropped from the 

Enrollment Reporting Roster if the status remains the same. 

• Any student who is certified by the school as ‘D’ (deceased), ‘X’ (never attended), or ‘Z’ 

(no record found) will not appear on the next Enrollment Reporting Roster. 

2.2.1 Receiving the Enrollment Reporting Roster File 

Based on the Enrollment Reporting Schedule set up by the school, NSLDS prepares an 

Enrollment Reporting roster file for your school. This Enrollment Reporting roster contains 

students with outstanding loans, newly reported loans, and students who may not have loans at 

the institution, but have open loans and are receiving grants and borrowers reported as attending 
NSLDS Enrollment Reporting Guide 

22 February 2008 

your school, recently graduated, or withdrawn. 

Enrollment Reporting Rosters are received as follows: 

• Telecommunications—Users log on to SAIG to receive the Enrollment Reporting 

Roster file in an electronic mailbox. 

• Enrollment Reporting Servicers—Schools using a servicer will not receive the 

Enrollment Reporting Roster file. The Enrollment Reporting Roster file is sent directly to 

the servicer. 

For data transmission details, see Section 2.1. 

Web 

Notes 

You can use the NSLDS Web site to view your school’s 

current Enrollment Reporting roster. 

On the Enrollment Update page, simply click Retrieve without 

entering any display options. Your school’s entire Enrollment 

Reporting roster will then be displayed on the Enrollment 

Maintenance page. 

See Section 3.6.2 for details. 

2.2.2 Preparing the Received Roster 

This Enrollment Reporting Roster contains students with outstanding loans, newly reported 

loans; students who may not have loans at the institution but who have open loans and are 

receiving grants; and borrowers reported as attending your school, recently graduated, or 

withdrawn. You can compare a printed copy of the Enrollment Reporting Roster file contents 

against your registration records, but to do this, you will have to convert the Enrollment 

Reporting Roster file into a printable format. Another option is to use SSCR–3.0 software to 

obtain a printed copy of the records in your Enrollment Reporting Roster file. The most efficient 

method for comparing records is to use an automated matching process or use the batch. Your 

information technology (IT) department or enrollment reporting servicer has or can develop 

software to match the records, and then you need to review manually only unmatched records. 

It is imperative that the student identifiers in the added records match the student identifiers on 

NSLDS. Students cannot be added to NSLDS unless a current loan is on the database. If a data 

provider has not reported a loan to NSLDS and the school tries to add the record in a batch 

process, the student record will be rejected on the submittal file or Error Correction File. 
Chapter 2: NSLDS Enrollment Reporting Processing 

February 2008 23

2.2.3 Matching Student Records 

After receiving the Enrollment Reporting Roster file, you must match the Detail records in that 

file to the student records in your registration system or other system that maintains current 

enrollment information. During the matching process, you must be certain that you have a 

legitimate match. One or more of the student identifiers provided by NSLDS may differ from the 

information in your school records. 

If you are sure your data are correct (based on the reliable source of your data or documentation 

on file) you must contact the data provider (GA or Lender servicer for each loan) and work with 

it to make changes. If you cannot resolve the discrepancy with the data provider, you may 

contact the NSLDS CSC at 1-800-999-8219, Option 3. You will need to provide copies of 

certain legal documents to make changes. 

Enrollment Reporting Roster files received by electronic transmission through SAIG can be 

processed on a PC. The SSCR-3.0 software provided by ED can display the Enrollment 

Reporting Roster file records one at a time, and let you update them individually or as part of a 

batch process. SSCR-3.0 software also builds the submittal file for transmission through SAIG. 

2.2.4 Updating Student Information 

For each matching record, you must either confirm that the current enrollment provided by 

NSLDS in the enrollment roster is still valid, or update the enrollment status to the correct value 

according to the codes in Appendix A. When updating the enrollment status, the ESED must also 

be updated to correspond. If the status is correct but the ESED is not, you may correct the ESED 

without a change of status. The ESED is critical to maintain student loan records and repayment 

schedules properly, and therefore, must be reported accurately. 

Web 

Notes 

You can use the NSLDS Web site to update your school’s 

current roster. 

See Section 3.6 for details. 

• Pseudo SSN—Sometimes the Student SSN contains a pseudo SSN constructed by the 

data provider in the absence of the real SSN. This may be found in older student loans, 

which were made before Congress required an official SSN on loan applications. Usually 

a pseudo SSN is indicated by a P in the Student’s Social Security Number Indicator field. 

If a match is found between other NSLDS student identifiers and a student enrollment 

record and the real SSN is known, contact your data provider. Your data provider will 

confirm that the NSLDS record and the school record are for the same student. Conflicts 

in SSN identifiers can be reported to the NSLDS CSC by calling 1-800-999-8219. 

• Withdrawn or Graduated Students—Students who have graduated or withdrawn stay 

on the Enrollment Reporting roster for 180 days past the Enrollment Status Effective 
NSLDS Enrollment Reporting Guide 

24 February 2008 

Date (time equivalent to the grace period). A graduated student will continue on the 

Enrollment Reporting Roster for 180 days only if there is a Title IV loan with an 

outstanding balance. Students remain on the Enrollment Reporting Roster to enable you 

to report easily a change back to an active status should they return to school. 

2.2.5 Returning the Enrollment Reporting Roster File as the Submittal File 

After all enrollment records are validated as correct or updated appropriately, the submittal file is 

returned to NSLDS via SAIG through message class SSCRXXIN.

Web 

Notes 

Using the NSLDS Web site eliminates the need to return 

an Enrollment Reporting roster file.

All changes you make online are immediately applied to the 

NSLDS database. 

See Section 3.6 for details. 

2.2.6 Submittal File Processing 

After receiving the submittal file, NSLDS edits the file. Detail records that pass all edits are 

accepted and processed through the remaining steps. Detail records that pass all edits are 

accepted and updates are applied to NSLDS. 

You have up to 10 business days to correct the errors. This may be done online or by returning 

the file as the Error Correction File. Records that have been returned to the school in an 

Acknowledgment/ Error File are not added to the NSLDS database unless the error is corrected 

and the record returned to NSLDS. 

Note: If you have not received an Acknowledgment/Error File within 48 hours of transmitting 

your submittal file, you should contact the NSLDS CSC at 1-800-999-8219. NSLDS does not 

send notification if the full submittal file fails.

2.2.7 Error Notification and Correction 

Detail records that fail with one or more edits are returned in the Acknowledgment/Error file 

(SSCEXXOP). Each Detail record returned has error code(s) appended to the end of the record 

explaining the rejection. Except for appended error codes, the Acknowledgment/Error File has 

the same format as the Enrollment Reporting Roster file, but it only contains those records that 

have an error. 

The following table shows the Error Codes and Error Messages (see also Appendix A.3): 
Chapter 2: NSLDS Enrollment Reporting Processing 

February 2008 25

Error 

Code Field Name Error Message 

Student’s Social 

Security number 

Student’s First 

Name 

11 

Date of 

Student’s Birth 

The student identifiers (Student’s Social Security number, first name, and date of 

birth) submitted by a school do not match those for any student in the database. 

13 Date of 

Student’s Birth 

Invalid Date of Student’s Birth. Must be a valid date in CCYYMMDD format. 

15 Anticipated 

Completion Date 

Invalid Date of Anticipated Completion. Must be a valid date in CCYYMMDD 

format when Enrollment Status Code of ‘A,’ ‘F,’ or ‘H.’ 

16 Anticipated 

Completion Date 

Anticipated Completion Date cannot be greater than 10 years after the 

Certification Date. 

19 Enrollment 

Status Code 

Missing Enrollment Status. 

20 Enrollment 

Status Code 

Invalid Enrollment Status Code. Valid codes are ‘F,’ ‘H,’ ‘L,’ ‘A,’ ‘W,’ ‘G,’ ‘D,’ 

‘X,’ and ‘Z.’ 

21 Enrollment 

Status Effective 

Date 

Invalid Enrollment Status Effective Date. Must be a valid date in CCYYMMDD 

format. It must be less than 45 years in the past, based on Certification Date 

(formerly based on Roster Generation), and greater than the Date of Student’s 

Birth plus 12 years. This edit is not applied to Enrollment Status ‘D’ with default, 

‘X’ or ‘Z.’ 

22 Enrollment 

Status Code 

A school cannot report an Enrollment Status of ‘X’ or ‘Z’ if an enrollment history 

(Enrollment Status Code of ‘F,’ ‘H,’ ‘A,’ or ‘L’) already exists for student at that 

school. 

23 Enrollment 

Status Effective 

Date 

Missing Enrollment Status Effective Date. Must be a valid date in CCYYMMDD 

format. This edit is not applied to Enrollment Status ‘D,’ ‘X,’ or ‘Z.’ 

26 Anticipated 

Completion Date 

Anticipated Completion Date must be greater than Certification Date when school 

reports Enrollment Status Code of ‘A,’ ‘F,’ or ‘H.’ NSLDS will substitute the 

ACD on its database when no ACD is returned on the submittal file, but that ACD 

will still be subject to this edit. 

30 Enrollment 

Status Effective 

Date 

Enrollment Status Effective Date must be less than Certification Date. 

32 Enrollment 

Status Effective 

Date 

Student status could not be applied as current. 

Formerly, this was due to a school reporting an Enrollment Status Effective Date 

prior or equal to two or more previous Enrollment Status Effective Dates. 

Beginning January 2, 2002, this is due to a school reporting an Enrollment Status 

Code, Enrollment Status Effective Date, or Anticipated Completion Date that does 

not match the current value stored in the database with a new Certification Date 

prior to the current Certification Date. 
NSLDS Enrollment Reporting Guide 

26 February 2008 

Error 

Code Field Name Error Message 

Anticipated 

Completion Date 

33 

Enrollment 

Status Effective 

Date 

Anticipated Completion Date must be greater than or equal to Enrollment Status 

Effective Date for Enrollment Status of ‘F,’ ‘H,’ and ‘A.’ 

Certification 

Date 

34 

Enrollment 

Status Effective 

Date 

If the Enrollment Status Code is ‘F,’ ‘H,’ or ‘A,’ and has not changed since the 

last submission, Enrollment Status Effective Date cannot equal Certification Date. 

35 Enrollment 

Status Code 

Certification Date cannot be more than 180 days after Enrollment Status Effective 

Date for Enrollment Status of ‘A.’ 

36 Enrollment 

Status Effective 

Date 

If a school has 10 or more students on its previous Enrollment Reporting Roster 

file and more than 10 percent of the records on a submittal file have an 

Enrollment Status Code of ‘D,’ Roster Receipt will reject all the detail records 

that contain that status. 

37/11 

Web/ 

header 

Certification 

Date is Invalid 

Invalid Date of Certification. Must be a valid date in CCYYMMDD format. 

38/13 

Web/ 

header 

Certification 

Date is too Old 

The certification date has preceded the earliest allowable date for certification of 

data. This date is controlled by a validation parameter and is calculated by 

subtracting the number of parameter days from the current date. 

39/21 

Web/ 

header 

Certification 

Date is in the 

future 

The certification date is in the future. Future certification of data is not allowed. 

After NSLDS receives and processes the file, you will receive one of the following: 

• An Acknowledgment/Error File that contains no error records—It is an acknowledgment 

that the Detail records in the submittal file contained no errors and were added to the 

database. 

• An Acknowledgment/Error File with error records—It will contain the Detail records that 

could not be processed and the applicable error codes. 

Note: The Trailer record of the Acknowledgment/Error File contains the total number of 

Detail records received in positions 27–34, the total number of accepted records in 

positions 35–42, and the total number of rejected records in positions 43–50. 

This file serves as the acknowledgment that NSLDS has received and processed the submittal 

file. You should retain a copy of the Acknowledgment/Error File for audit purposes. 

If you received an Acknowledgment/Error File containing Detail records with errors, you must 

correct the errors and return the file as the Error Correction File within 10 days. You should 

build and return the Error Correction File the same way you built and returned the submittal file. 
Chapter 2: NSLDS Enrollment Reporting Processing 

February 2008 27

Refer to the Error File record layout specifications in Appendix A for formatting differences. 

The error codes occupy an additional 30 bytes at the end of each Detail record. 

Web 

Notes 

You can use the NSLDS Web site to correct the records of 

student errors contained in the Acknowledgment/Error 

file. Sort by certification date to retrieve those records 

that were not updated. 

If you correct errors using the Web, you do not need to 

return the Error Correction File through SAIG. 

See Section 3.6.7 for details. 

If you have not received an Acknowledgment/Error File within 48 hours of transmitting a 

submittal or correction file, you should call the NSLDS CSC at 1-800-999-8219. 

2.3 Ad Hoc Reporting 

Because Enrollment changes must be reported within 30 days, or on an Enrollment Reporting 

Roster if it is to be received by NSLDS within 60 days of the enrollment change, there is a 

chance that not all scheduled rosters will fulfill this requirement. You can fulfill this requirement 

by Ad Hoc reporting. Ad Hoc reporting may be done by requesting a file from NSLDS or by 

creating your own submittal file. 

• You can request a previously unscheduled roster file by requesting an Ad Hoc report 

using the Enrollment Reporting Schedule function on the NSLDS Web site under the 

ENROLL tab. The request can be for a file to be produced the same day or a future day 

and will be sent via SAIG. It may be updated and returned as a submittal file through the 

SAIG. 

• You can also submit an unscheduled submittal file (Ad Hoc) containing detail for 

enrollment status changes (created on a PC or mainframe). The file is created using the 

file layout for a submittal file as in Appendix A.1. The file is submitted via SAIG using 

message class SSCMXXIN.

You can also fulfill the requirement of notifying NSLDS of the enrollment change by going 

online and updating the individual students who have had a change. 

Web 

Notes 

Use the NSLDS Web site to create or update your 

school’s Enrollment Reporting Schedule. 

See Section 3.8.1.2 for details. 
NSLDS Enrollment Reporting Guide 

28 February 2008 

Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

This chapter tells how to access and use the Enrollment Reporting pages available to school 

users on the NSLDS Web site at www.nsldsfap.ed.gov.

3.1 Your Web Browser 

To use the NSLDS Web site, you need Microsoft Internet Explorer (version 5.0 or higher). If you 

do not have Internet Explorer, you can download from www.microsoft.com/ie/. (As of February 

2008, ED no longer provides technical support for Netscape.) 

For security, you must be capable of encrypting transmissions between your computer and 

NSLDS. To do this, the browser uses a form of encryption called secure socket layer (SSL). 

Current browsers support 40-bit, 56-bit, and 128-bit encryption (128-bit is the most secure). 

NSLDS can operate with any of these encryption levels, but to increase the security of your 

financial aid data, we recommend that you use 128-bit encryption. 

3.2 Enrollment Reporting Online: How the NSLDS Web Site Can Help You 

• Enrollment Update—Select a student or a range of students, and make changes 

to the enrollment information. You can choose which students to retrieve and 

how they are to be sorted—by name, SSN, school-designated identifier, or 

enrollment status. The default setting displays all students associated with your 

school, 30 at a time/per page. 

• Enrollment Add—Add students to your Enrollment Reporting roster. Once a 

student has been added, you can immediately certify the enrollment status and 

anticipated completion date for that student. As of January 1, 2002, NSLDS 

began retaining all enrollment data you report, providing a full history for all 

enrollment data received for each student. This history includes data already in 

NSLDS as of January 1, 2002. 

• Enrollment Reporting Schedule—View or modify your current enrollment 

schedule, create a new schedule, or request that additional ad hoc Enrollment 

Reporting Roster files be sent to your school. 

• Enrollment Detail—View a detailed history of a student’s enrollment status. 

• Enrollment Timeline—View a chronology of a student’s enrollment status as 

reported to NSLDS. 

• Enrollment Reporting Contact Under the ORG Tab

The Late Enrollment Reporting Notification e-mail will be sent to the Enrollment 

Reporting Contact designated by the school on the Organization Tab (ORG Tab) 

Contacts page of the NSLDSFAP Web site. It is important to keep contacts 

updated and e-mail contact roles current. 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 29

• Help!—Each Enrollment Reporting page has its own printable Help page, which 

can be viewed by clicking the question mark icon. If you wish to download all or 

part of the Help pages, click Download Help on the Menu page. 

3.3 Logging on to NSLDS 

Once you have a valid user ID and password, you can reach the Web site from your PC using 

Microsoft Internet Explorer. 

1. Type www.nsldsfap.ed.gov in your Web browser’s address box and press Enter. The 

NSLDS Logon page now appears (Figure 3–1). 

Figure 3–1, NSLDS Logon 

2. Type your NSLDS user ID in the User ID box. Press Tab on your keyboard or use your 

mouse to move the cursor to the Password box. 

3. Type your NSLDS password in the Password box. Your password does not display as 

you type. 

• If the message “Unable to recognize this User ID. Please refer to Help” appears, 

make sure the user ID and password you type in are correct and try again. You can 

also click the Help icon for more information. 
NSLDS Enrollment Reporting Guide 

30 February 2008 

• After three unsuccessful logon attempts, NSLDS activates a lockout but continues to 

display the error message. If this happens, you must contact the NSLDS CSC at 

1-800-999-8219 and ask it to reset your user ID and password. The NSLDS CSC will 

tell you how to log on after the reset. 

4. Click Logon to continue. The Privacy Act appears (Figure 3–2). 

Figure 3–2, Privacy Act 

• All information in NSLDS is protected by the Privacy Act of 1974 (as 

amended). It is your responsibility under Federal law to obey Privacy Act 

regulations that protect the information in this database.

5. Click “I Agree” to continue. The User Access Verification page appears (Figure 3–3). 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 31

Figure 3–3, User Access Verification 

6. Enter the text shown in the image displayed on the screen. The text may include both 

alphabetical and numerical characters. Click ‘Submit Response.’ The NSLDS Menu page 

appears (Figure 3-4). 

• If the text is entered correctly, the Main Menu will display. If the text is entered 

incorrectly, a new image will appear. Enter the text displayed in that image and 

submit it again. After three unsuccessful attempts, the user access is revoked. If this 

happens, you must contact the NSLDS CSC immediately at 1-800-999-8219 to 

request assistance. 
NSLDS Enrollment Reporting Guide 

32 February 2008 

Figure 3–4, NSLDS Menu 

Congratulations! 

You have successfully logged on to NSLDS.

Note: For security reasons, NSLDS will time out after 30 minutes of 

inactivity. This means enrollment data that have not been submitted 

within 30 minutes WILL BE LOST when NSLDS automatically logs 

you off. A warning pop-up button appears 5 minutes before the page 

times out. Clicking on this button resets the clock for another 30 

minutes if clicked before the time listed in the pop-up message. 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 33

3.4 Navigating: Where Do You Want to Go? 

The Navigation Bar is directly below the Navigation Tabs, and includes links to the other pages 

within the section. Your name and your institution’s name appear below the links. There are also 

icons and symbols to help you. Below is a list of what you might see. 

Legend of Icons and Symbols 

Icon/Symbol Description 

Contact icon links you to the NSLDS contact information page for help by 

phone or e-mail.

Help icon links you to the specific Help page.

Exit icon logs you off and returns you to the Logon page.

Colored tab with white text indicates that you are in the active subject area.

Blue tab with white text indicates that other subject areas are available to you 

by clicking that tab.

Help Popup text appears near the mouse pointer explaining an icon’s function. 

(This is an example of that text.)

LINK Underlined blue text links you to additional information.

Left arrow icon returns you to a specified page. For example: Return to 

Menu.

Right arrow icon links you to the next page in a series of pages. For example: 

Go to Report Log.

Previous group arrow icon links you to the previous list of items for this page.

Next group arrow icon links you to the next list of items for this page.

Alert symbol warns you of critical information that is not in error. For 

example: The borrower has defaulted loans.

Information symbol notifies you that additional facts are available. For 

example: The borrower has received Pell Grants.

Error symbol alerts you of an error. If the error is an entry error, the prompt 

for the box is displayed in bold RED.

Capitalized Interest symbol notifies you that the identified Outstanding 

Principal Balance contains Capitalized Interest. 

Lock icon indicates the loan is locked and cannot be updated. 
NSLDS Enrollment Reporting Guide 

34 February 2008 

Icon/Symbol Description 

History icon links you to the Borrower Name History page or Borrower SSN 

History page if history exists in the database.

Active Bullet Number icon allows you to update, delete, or see more detail. 

Blue is the active selection color.

Inactive Bullet Number indicates that no additional information is available 

regarding this item.

Plus symbol provides you more detailed information. It is activated when the 

mouse pointer is on the symbol.

Report Log Page icon links you to the Report Log.

E-mail icon links you to e-mail.

Glossary icon links you to the Glossary page.

Print icon allows you to print the Help page.

Close icon allows you to close the Help page.

3.5 Viewing Enrollment Data for a Student 

Three enrollment pages allow NSLDS users to view the enrollment records that NSLDS has for a 

student. The display options are: 

1. Enrollment Summary—Provides an overview of a student’s most recent status at every 

school where enrollment has been reported for that student. 

2. Enrollment Detail—Gives the full details of a student’s enrollment information at each 

school attended. 

3. Enrollment Timeline—Displays a chronology of a student’s enrollment status and 

allows users to check a student’s status at a particular point in time. 

The following sections explain how to use these three options. 

3.5.1 Enrollment Summary: Selecting a Student to View 

To view a student’s enrollment records, you must first search for the student in the NSLDS 

database. 

1. On the NSLDS Menu page, look for the Enrollment tab and click Enrollment Summary. 

The Enrollment Summary—No Student Selected page appears (Figure 3–5). 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 35

OR 

You can also reach the Enrollment Summary page at any time by clicking the Enroll tab. 

This will cause the Enrollment Summary page to appear. 

Figure 3–5, Enrollment Summary—No Student Selected 

2. Type in the student’s identifying information in the corresponding boxes at the top of the 

page: 

• SSN

• First Name 

• DOB

You can retrieve using only the student’s SSN, but you must make sure the correct 

student is displayed. 

3. Click Retrieve. The Enrollment Summary for A Student page redisplays with the latest 

enrollment information provided to NSLDS by schools and loan holders for the student 

you selected (Figure 3– 6). 

If the student has attended more than one school, each school’s enrollment summary 

information is displayed on a separate line. If the student has attended or is attending a 

school that has not certified enrollment, the school will be displayed with the enrollment 

information provided by the GA or Direct Loan Servicer. 
NSLDS Enrollment Reporting Guide 

36 February 2008 

Figure 3–6, Enrollment Summary for a Student 

The page also displays the following buttons: 

• Enrollment Detail—Displays the Enrollment Detail page, where you can view the 

full details of a student’s enrollment information at each school attended. Enrollment 

Detail is explained in Section Error! Reference source not found.

• Enrollment Timeline—Displays the Enrollment Timeline page, which shows a 

chronology of a student’s enrollment status and allows you to check a student’s status 

at a particular point in time. Enrollment Timeline is explained in Section 3.5.3. 

• Enrollment Maintenance—This button is visible ONLY to school users who have 

signed up for Enrollment Update capabilities. It takes you to the Enrollment 

Maintenance page, where you can make changes to the student’s enrollment 

information as described in Section 3.6.4. 

3.5.1.1 Enrollment Summary: A Closer Look 

Enrollment Summary provides a quick overview of a student’s most recent status at every school 

where enrollment has been reported for that student. Whenever possible, the Enrollment 

Summary page displays enrollment information reported by schools. It only displays information 

reported by GAs or the Direct Loan Servicer when they have reported on a particular student but 

the school has not. 

The Enrollment Summary page contains the following information: 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 37

• School Name—The name of the school at which enrollment was reported for the student. 

Click the school name to link to the school’s Organization Contact List page. If the 

student’s enrollment was not reported by the school, a small warning icon appears after 

the school’s name. 

• OPEID—The 8-digit OPEID number of the school that reported enrollment. 

• Most Recent Status—The status most recently reported for the student at that school. 

Users wanting to view the full history of a student’s status at one or more schools should 

navigate to the Enrollment Detail page. 

• Eff. Date—The Effective Date is the date when the most recently reported status took 

effect. The following special rules apply: 

− NSLDS sets the Effective Date equal to the Certification Date for Enrollment Status 

‘X’ (Never Attended) or ‘Z’ (No Record Found) when it is not reported by the school. 

− NSLDS sets the Effective Date equal to 12/31/9999 when it is not reported by the 

school for records with an Enrollment Status of ‘D’ (Deceased). 

• ACD—The Anticipated Completion Date is the date when the student completed, or is 

expected to complete, his or her studies. The following special rules apply: 

− Anticipated Completion Date is not required for Enrollment Status ‘X’ (Never 

Attended), ‘Z’ (No Record Found), ‘W’ (Withdrawn), and ‘L’ (Less Than Half 

Time). 

− NSLDS sets the Anticipated Completion Date to 12/31/9999 for Enrollment Status 

‘D’ (Deceased). 

− NSLDS sets the Anticipated Completion Date equal to the Effective Date for 

Enrollment Status ‘G’ (Graduated). 

• Cert. Date—The Certification Date is the date a school certified the enrollment 

information. 

• Cert. Method—The Certification Method shows the method the school used to certify 

the enrollment information. The following methods are used: 

− School Batch—The school certified the enrollment information through the batch 

Enrollment Reporting process. This includes files submitted by a Servicer on behalf 

of a school. 

− NSLDS Web—The school certified the enrollment information using the Enrollment 

Maintenance page. 

− ED Authorized—NSLDS certified enrollment information when students are affected 

by a school’s closure, merger, or loss of eligibility. 

− N/A—The enrollment information has not been certified by the school. 

Sources other than schools do not certify enrollment data. If an Enrollment Summary record 

is based on non-school data, the Cert. Date and Cert. Method boxes for that record will display 

‘N/A’ (Not Applicable). 
NSLDS Enrollment Reporting Guide 

38 February 2008 

3.5.2 Enrollment Detail: Getting the Full Picture 

The Enrollment Detail page allows schools and loan holders to view the full record of student 

enrollment reported to NSLDS. There are two ways to view Enrollment Detail on the Enrollment 

Summary page: 

1. If the student has one or more schools listed, click the blue number next to school whose 

records you wish to see (Figure 3-6). 

2. To view all schools listed, click Enrollment Detail. 

The Enrollment Detail page appears (Figure 3–7). The detail information you selected is shown 

in the table at the bottom of the page. 

Figure 3–7, Enrollment Detail 

• To return to the Enrollment Summary page, click the blue arrow at the upper left corner 

of the Enrollment Detail page. 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 39

3.5.2.1 Using Advanced Display Options for Enrollment Detail 

Advanced Display Options, located in the center of the Enrollment Detail page, allow you to 

limit or expand the number of enrollment records displayed on the page. This is useful when a 

student has many enrollment detail records and you need to see, for example, only records from 

a specific school or within a certain date range. You can also choose how the enrollment data are 

sorted. For example, you can sort by Effective Date, 8-digit OPEID, or Anticipated Completion 

Date, depending on your needs. 

To use this feature: 

1. Select the options you wish to use by clicking on the corresponding lists and clicking the 

desired value. You can also type in the Begin Effective Date and/or End Effective Date. 

2. Click Apply. The Enrollment Detail page will appear again, showing only the records 

you specified using Advanced Display Options. 

The following Advanced Display Options are available: 

• Enrollment At—Allows you to select enrollment information about all the schools the 

student has attended or about an individual school identified by name and 8-digit OPEID. 

• Show Records—Allows you to select which records to view: 

− All Active and Inactive—Allows you to view a complete record of the enrollment 

information that was reported to NSLDS and when it was reported. If you select this 

option, you should distinguish between active records (which contain current 

information about a student’s enrollment history), and inactive records (which 

contain enrollment information previously reported to NSLDS and that is no longer 

current).

− Active Only—Active records collectively constitute NSLDS’ current understanding of 

a student’s enrollment history. (Inactive records contain enrollment information that 

was reported to NSLDS at some time in the past but was corrected at a later date.) 

Showing all active records allows you to view a complete record of a student’s 

enrollment history in the NSLDS database. 

− Active Only, Changes Only, Earliest Certified—Allows you to view only active 

records that contain a change in Enrollment Status, Effective Date, or Anticipated 

Completion Date from the previous record reported to NSLDS. If you select this 

option, records containing such changes are displayed together with the first 

Certification Date on which they took effect. 

− Active Only, Changes Only, Latest Certified (Default Setting)—Allows you to view 

only active records that contain a change in Enrollment Status, Effective Date, or 

Anticipated Completion Date from the previous record reported to NSLDS. If you 

select this option, records containing such changes are displayed together with the 

last Certification Date on which they were in effect. 

• Reported By—Allows you to display only the enrollment information reported by 

specific types of organizations. 
NSLDS Enrollment Reporting Guide 

40 February 2008 

− All—Allows you to view information reported by both schools and non-school 

organizations. 

− Schools (Default Setting)—Allows you to view only information reported by schools. 

− Non-Schools—Allows you to view only information reported by GAs and Direct 

Loan Servicers. 

• Sort Schools By—Allows you to select the order in which the schools the student 

attended are displayed on the page. 

− OPEID (Default Setting)—Presents the schools in numerical order by their 8-digit 

OPEID number. 

− Name—Presents the schools in alphabetical order by the school name. 

− Merge Schools—Combines enrollment information from all the schools the student 

attended in a single table. 

• Sort Records By—Allows you to select the order in which records for a student’s 

enrollment at a given school are displayed. 

− Reported By, Certification Date (Default Setting)—Performs a primary sort on 

Reported By and a secondary sort on Certification Date. 

− Reported By, Effective Date—Performs a primary sort on Reported By and a 

secondary sort on Effective Date. 

− Reported By, Anticipated Completion Date—Performs a primary sort on Reported By 

and a secondary sort on Anticipated Completion Date. 

− Date Received—Performs a single sort on the date when NSLDS received the 

information. This sort is the only sort that mixes records reported by schools with 

records reported by GAs and other organizations. It can help you determine the order 

in which enrollment information was reported to NSLDS, regardless of effective date. 

Note: NSLDS converted all existing records to new enrollment tables to begin 

retaining history. Enrollment records on NSLDS during the conversion display a 

Date Received of 12/26/2001, 12/27/2001, or 12/28/2001. Records added after the 

conversion have actual Dates Received. 

• Begin Effective Date—Allows you to display only records with an Effective Date later 

than or equal to the date you enter. 

• End Effective Date—Allows you to display only records with an Effective Date earlier 

than or equal to the date you enter. 

3.5.2.2 Enrollment Detail: A Closer Look 

The Enrollment Detail table (located at the bottom of the Enrollment Detail page) displays the 

following information for each enrollment record that matches the Advanced Display Options 

you selected: 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 41

• School Name and OPEID—The name and OPEID of the school where enrollment has 

been reported for a student. This information normally displays on a separate row that 

divides the records for enrollment at one school from the records for enrollment at 

another school. When you select Merge Schools as the option for Sort Schools By, 

schools’ 8-digit OPEIDs display in a single column at the left side of the Enrollment 

Detail table. 

• Reported By—Identifies the type of organization that reported the enrollment 

information. 

• Reported By ID—Contains the organizational code, such as the OPEID or GA number, 

for the organization that reported the enrollment information. 

• Status—The student’s enrollment status. 

− Includes students with enrollment statuses of ‘F’ (full-time), ‘H’ (half-time), ‘L’ (less 

than half-time), ‘A’ (leave of absence), ‘G’ (graduated), ‘W’ (withdrawn), ‘D’ 

(deceased), ‘X’ (never attended), or ‘Z’ (no record found). Eff. Date—The Effective 

Date, which is the date when the reported status change took effect. The following 

special rules apply: 

− NSLDS sets the Effective Date equal to the Certification Date for Enrollment Status 

‘X’ (Never Attended) or ‘Z’ (No Record Found) when it is not reported by the school. 

− NSLDS sets the Effective Date equal to 12/31/9999 when it is not reported by the 

school for records with Enrollment Status ‘D’ (Deceased). 

• Active—An identifier that indicates whether a record reflects a valid enrollment status in 

the NSLDS database. 

− Yes—Indicates that the record is active. 

− No—Indicates that the record is no longer active. This means the record contains 

enrollment information that was reported to NSLDS at some point in the past but was 

subsequently corrected by a later submission. For example, a student was reported 

with a full-time status beginning September 30, but the school subsequently reported 

that the full-time status was effective July 30. The September 30 record will be coded 

with ‘N.’ 

• ACD—The Anticipated Completion Date, which is the date when the student completed, 

or is expected to complete, his or her studies. The following special rules apply: 

− Anticipated Completion Date is not valid for Enrollment Status ‘X’ (Never 

Attended), ‘Z’ (No Record Found), ‘W’ (Withdrawn), and ‘L’ (Less Than Half 

Time). 

− NSLDS sets the Anticipated Completion Date to 12/31/9999 for Enrollment Status 

‘D’ (Deceased). 

− NSLDS sets the Anticipated Completion Date equal to the Effective Date for 

Enrollment Status ‘G’ (Graduated). 
NSLDS Enrollment Reporting Guide 

42 February 2008 

• Cert. Date—The Certification Date is the date as of which the school certified the 

enrollment information to be accurate. 

• Cert. Method—NSLDS will display the Certification Method used by the school to 

certify the enrollment information as one of the following methods: 

− School Batch—The school certified the enrollment information through the batch 

Enrollment Reporting process.

− NSLDS Web—The school certified the enrollment information using the Enrollment 

Maintenance page. 

− ED Authorized—NSLDS certified enrollment information when students are affected 

by a schools closure, merger, or loss of eligibility. This process was first run on 

06/20/2007, for all schools in NSLDS with open enrollment at closed, merged, and 

ineligible schools. 

− N/A—The enrollment information has not been certified by the school. 

• Date Received—Indicates the day when NSLDS processed the enrollment information. 

In cases where different organizations were reporting different information about the 

same student, or where you suspect that an organization may not have reported 

information in a timely manner, you can use Date Received to determine when 

information was reported to NSLDS and in what order. 

Note: In December 2001, NSLDS converted all existing records to new enrollment tables 

to begin retaining history. Enrollment records existing on NSLDS during the conversion 

display a Date Received of 12/26/2001, 12/27/2001, or 12/28/2001. Records added after 

the conversion have actual Dates Received. 

Sources other than schools do not certify enrollment information. If an Enrollment Detail 

record is based on non-school data, the Cert. Date and Cert. Method boxes for that record will 

display ‘N/A’ (Not Applicable). 

3.5.3 Enrollment Timeline: The Whole Story 

The Enrollment Timeline page displays the student’s enrollment history chronologically. This 

format is useful when you need an ‘audit trail’ showing how each school or data provider 

reported the student’s enrollment over time. 

The Enrollment Timeline consists of a series of boxes, each displaying a date range at the top 

and a table of enrollment data at the bottom. NSLDS adds a new box to the top of the timeline 

each time the student’s enrollment status changes. Ordering is based on the Effective Date of the 

most recent change. The date range at the top of each box runs from the day after the previous 

change to the day of the latest change. The rows in the table show the latest enrollment records 

from every school and data provider that has reported enrollment data for the student. Thus, each 

box provides a ‘snapshot’ view of the student’s complete enrollment status since the previous 

status change. 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 43

To view the student’s enrollment timeline, start at the Enrollment Summary page: 

1. Click Enrollment Timeline. The Enrollment Timeline page appears (Figure 3–8). 

Figure 3–8, Enrollment Timeline 

• Click the blue arrow at the upper left corner to return to the Enrollment Summary page. 

3.5.3.1 Using Advanced Display Options 

As on the Enrollment Detail page, you can select Advanced Display Options to show specific 

types of records in the timeline. You can also specify a particular date and NSLDS will display 

the enrollment record for that student at that time. 

The following Advanced Display Options are available: 

• Reported By—Allows you to display only enrollment information reported by a specific 

type of organization. 

− All—Allows you to view information reported by both schools and non-school 

organizations, such as GAs and Direct Loan Servicer. 

− Schools (Default Setting)—Allows you to view only information reported by schools. 
NSLDS Enrollment Reporting Guide 

44 February 2008 

− Non-Schools—Allows you to view only information reported by organizations other 

than schools, including GAs and Direct Loan Servicer. 

• Date—Causes the date range containing the date you type to appear at the top of the 

timeline. You will still be able to scroll up or down to earlier or later time periods. 

Remember: The date range refers to the Effective Date of the current and previous 

enrollment status changes. 

To use Advanced Display Options: 

1. In the Reported By list, click a selection. 

2. Type a date in the Date box. 

3. Click Apply. 

3.5.3.2 Enrollment Timeline: A Closer Look 

The Enrollment Timeline table displays the following information in descending chronological 

order, from the present to the earliest time period for which any enrollment was reported. All the 

enrollment information displayed on the timeline is ordered according to Effective Date. Data for 

each time period is displayed in an individual box. A new box is created only when an 

organization reports new enrollment information. 

• Statuses in Effect—The time period in which the enrollment statuses were in effect. This 

information appears in each box above the rows containing enrollment records. 

• School OPEID—The 8-digit OPEID number of the school for which enrollment was 

reported. 

• Reported By—Identifies the type of organization that reported the enrollment 

information. 

• Reported By ID—Contains the organizational code, such as OPEID or GA number, for 

the organization that reported the enrollment information. 

• Status—The student’s enrollment status. 

• Eff. Date—The Effective Date is the date when the most recently reported status took 

effect. The following special rules apply: 

− NSLDS sets the Effective Date equal to Certification Date for Enrollment Status ‘Z’

(No Record Found). 

− NSLDS sets the Effective Date equal to 12/31/9999 when it is not reported by the 

school for records with an Enrollment Status of ‘D’ (Deceased). 

• Last ACD—The Anticipated Completion Date most recently reported to NSLDS for that 

status. The Anticipated Completion Date is the date when the student completed, or was 

expected to complete, his or her studies. The following special rules apply when there is 

no reported date by school: 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 45

− NSLDS sets the Anticipated Completion Date to 01/01/0001 for Enrollment Status 

‘Z’ (No Record Found), ‘W’ (Withdrawn), and ‘L’ (Less Than Half Time) in the 

batch file and displays blank online. 

− NSLDS sets the Anticipated Completion Date to 12/31/9999 for Enrollment Status 

‘D’ (Deceased). 

− NSLDS sets Anticipated Completion Date equal to the Effective Date for Enrollment 

Status ‘G’ (Graduated). 

3.6 Updating Student Enrollment Data 

The Enrollment Update pages allow you to change student enrollment data for your school’s 

Title IV aid recipients. If you are using the batch Enrollment Reporting process (see Chapter 2), 

you can use these pages to display your school’s Enrollment Reporting roster and correct errors 

shown in the Acknowledgment/Error file. Updating student enrollment data involves three 

activities: 

1. Retrieving the student records you want to update using the Enrollment Update page 

2. Changing and certifying the enrollment data in those records using the Maintenance 

page 

3. Confirming the new enrollment data using the Enrollment Maintenance Confirm page 

This section explains how to perform these activities. 

3.6.1 Getting Started: The Enrollment Update Page 

1. On the NSLDS Menu page, look for the Enrollment tab and click Enrollment Update. 

The Enrollment Update page appears (Figure 3–9). 

OR 

You can also reach the Enrollment Update page at any time by clicking the Enroll tab. 

This will cause the Enrollment Summary page to appear. Then look for the teal menu row 

at the top of the page and click Enrollment Update. 
NSLDS Enrollment Reporting Guide 

46 February 2008 

Figure 3–9, Enrollment Update 

3.6.2 Retrieving All Your School’s Enrollment Records 

The quickest way to retrieve enrollment records to update is simply to display them all. This is 

the equivalent of viewing an Enrollment Reporting roster file in the batch process. Retrieving the 

roster online provides the most current information NSLDS has and may not match a previously 

generated roster file. If loans have loaded with students at your school since the roster file was 

generated they will appear online, although they may not have been in your roster file. 

If you click Retrieve without entering any search criteria, Enrollment Update will retrieve all 

enrollment records for your school. 

1. On the Enrollment Update page, click Retrieve. The Enrollment Maintenance page will 

appear (Figure 3–10), showing ALL enrollment records for your school, 30 at a time. If 

your Enrollment Reporting roster contains more than 30 records, you can use the blue 

arrows to scroll through the records. 

2. Follow the instructions in Section 3.6.1 to update and certify your records. 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 47

Figure 3–10, Enrollment Maintenance—Entire Enrollment Reporting Roster 
NSLDS Enrollment Reporting Guide 

48 February 2008 

3.6.3 Retrieving Student Records to Update 

Before you can make changes to students’ enrollment records, you must retrieve the records you 

wish to update. The Enrollment Update page gives you three options for retrieving records: 

1. Retrieve ALL enrollment records for your school by simply clicking 

Retrieve. This is equivalent to getting your school’s most recent roster. 

2. Retrieve and sort a set of records by student’s SSN, last name, or Student 

Designator using the Primary Search Options. 

3. Retrieve a smaller and more specific set of records using Advanced Search 

Options. 

The following sections describe how to use each of these options. 

3.6.3.1 Narrowing the Search: The Primary Search Options 

You can limit the number of enrollment records retrieved, and control the order in which they 

are displayed, by entering criteria in the Primary Search Options box. 

1. In the Primary Search Options box, click the Retrieve/Sort by list to display the three 

retrieve/sort options. These are: 

• SSN (Default)—Displays student records in ascending numeric order by student 

SSN. 

• Last Name—Displays student records in ascending alphabetic order by student last 

name. 

• Student Designator—Displays student records ordered by the identifier you use on 

your internal system, provided that you report that identifier to NSLDS as part of the 

Enrollment Reporting process. 

2. Click the Retrieve/Sort by option you wish to use. 

3. In the Begin Value box, type the letters or numbers you wish to use as the starting point 

of your search. 

• You can type an entire name, SSN, or student identifier as a beginning value for the 

roster you will retrieve. For example, if you choose NAME as your Retrieve/Sort By 

option and type the first few letters of a name, such as ‘Rep’ and it will retrieve all 

the student records beginning with those letters and the records that follow (see 

Figure 3–11). 

4. Click Exact Match Only if you want an exact match for the Begin Value you typed. 

Keep the following facts in mind: 

• When you click Exact Match Only with a complete SSN or a unique Student 

Designator, NSLDS returns only one student record. 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 49

• When it is used with last name, Exact Match Only returns records for all students 

with that last name. 

5. Click Retrieve. When the Enrollment Maintenance page appears (Figure 3–11), follow 

the instructions in Section 3.6.1 to update and certify your records. 
NSLDS Enrollment Reporting Guide 

50 February 2008 

Figure 3–11, Enrollment Maintenance—Primary Search Options (Name) 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 51

3.6.3.2 Going Further: Using the Advanced Search Options 

The Primary Search Options alone are adequate for most enrollment maintenance situations. 

Sometimes, however, you may need to narrow your search using other criteria. The Advanced 

Search Options give you additional flexibility in choosing enrollment records to update. 

The Advanced Search Options include the following: 

• Last Name Begin/End—Allows you to retrieve records for students whose last 

names fall within an alphabetic range. Be careful when typing the End value. A 

single letter End value (such as ‘B’) will not retrieve names that begin with that 

letter (such as ‘Bush’) since the names come after the letter alphabetically. Type 

the next letter after the initial letter of the names(s) you seek, or do not specify an 

End value. To search for last names that begin with ‘Z,’ leave the End value blank 

or type ‘ZZZZZZZ’. 

• SSN Begin/End—Allows you to retrieve records for students whose SSNs fall 

within a numeric range. Be careful when typing the End value. An End value 

containing fewer than 9 digits (such as ‘99’) will not retrieve SSNs that begin 

with that number but contain more digits (such as ‘990–00–0000’), since the 

longer number comes after the shorter one numerically. 

• Student Designator Begin/End—Allows you to retrieve records for students 

whose designators fall within an alphanumeric range. Be careful when typing the 

End value. 

• Certification Date Begin/End—Allows you to retrieve records for students who 

have been certified within a specified date range. The Begin and End values are 

inclusive; that is, records with a Certification Date equal to the Begin or End date 

are retrieved, as well as records certified between those two dates. If you recertify a group of students online, you can, at some later time, set the End date 

equal to the day before the earlier online session to retrieve all the records you did 

not re-certify in that session. 

• Anticipated Completion Date Begin/End—Allows you to retrieve records for 

students whose ACD falls within a specific date range. The Begin and End values 

are inclusive; that is, records with an ACD equal to the Begin or End date are 

retrieved, as well as records with an ACD between those two dates. You can use 

these options to retrieve all students who are scheduled to graduate at the end of a 

given semester. 

• Enrollment Codes—Allows you to search for records with specific Enrollment 

Codes. By default, Enrollment Update searches for all Enrollment Codes. 
NSLDS Enrollment Reporting Guide 

52 February 2008 

To retrieve a student using the Advanced Search Options: 

1. Select the Primary Search Options you want (see Section 3.6.3, Steps 2–5), or skip this 

step to use the default option: SSN. 

2. Enter the Advanced Search Options you want. In Figure 3–12, for example, partial 

student SSNs have been entered in the SSN Begin: and End: boxes. 

Figure 3–12, Enrollment Update—Advanced Search Options (SSN Begin/End) 

3. Click Retrieve. The Enrollment Maintenance—Advanced Search Options Result page 

appears (Figure 3–13). In this example, the page displays enrollment records for students whose 

SSNs begin with values between 9665594 and 9665599 inclusive. Follow the instructions in 

Section 3.6.13.6.4 to update and certify your records. 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 53

Figure 3–13, Enrollment Maintenance—Advanced Search Options Result 

When you use the Advanced Search Options, keep the following facts in mind: 

• If you do not enter any Primary or Advanced Search Options and accept the default sort 

on Student SSN, your organization’s entire Student Portfolio displays in SSN order on 

the Enrollment Maintenance page, 30 at a time. 

• Advanced Search options are evaluated together with Primary Search options. Neither 

supersedes the other. This means that if your Primary and Advanced Search Options 

contradict each other, Enrollment Update will not find any records, even though each 

individual part of the combination would find and display records. 

For example, if you select an exact match on Student SSN 111-11-1111 as your Primary 

Search Option and Student SSNs between 555-55-5555 and 888-88-8888 as your 

Advanced Search Option, Enrollment Update will not find any records. This occurs even 

though the NSLDS contains enrollment records for a student with SSN 111-11-1111 and 

for students with SSNs between 555-55-5555 and 888-88-8888. 

• As you scroll through the list and update individual or multiple records, the Enrollment 

Maintenance Page continues to display only those records that match the search options 
NSLDS Enrollment Reporting Guide 

54 February 2008 

you selected on the Enrollment Update page. To change search options, you must return 

to Enrollment Update. 

3.6.4 Updating Selected Enrollment Records 

The Enrollment Maintenance page displays all enrollment records for your school that match the 

criteria you entered in Steps 1–3 of the previous section. To update the selected student 

enrollment records:

1. On the Enrollment Maintenance page, type a recertification date in the Recertification 

Date box, or accept the default date (the current date) displayed by the page. This date is 

used to populate the Cert. Date box of the individual student records you select in Step 2 

below. 

2. Select the student enrollment records you want to certify. There are two ways to do this: 

• Select the records individually by clicking the check box to the far left of the row 

with the student’s SSN, name, and DOB. 

• Select all the records displayed on the page by clicking Check All at the top of the 

form. 

3. Update as necessary the information in the following boxes: 

• Cert. Date (Certification Date)—The Certification Date is the date a school certified 

the enrollment information. 

• Enroll Code (Enrollment Code)—Allows you to search for records with specific 

Enrollment Codes. 

• Eff. Date (Effective Date)—The Effective Date is the date when the most recently 

reported status took effect. 

• ACD (Anticipated Completion Date)—The Anticipated Completion Date, which is 

the date when the student completed, or is expected to complete, his or her studies. 

• Student Designator—Is an identifier you use on your internal system, provided that 

you report that identifier to NSLDS as part of the Enrollment Reporting process. 

4. Click Certify Checked Students to submit the enrollment data changes. 

If you click Reset, the Enrollment Maintenance page will redisplay with whatever 

information it displayed when you last retrieved your students’ records. 

5. If the information you submitted contains no errors, the Enrollment Maintenance 

Confirm page appears (Figure 3–14). 

If your information contains errors, NSLDS will display an appropriate message. See 

Section 3.6.7 for more information on handling errors.
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 55

Note: For security reasons, NSLDS will time out after 30 minutes of 

inactivity. This means enrollment data that have not been submitted 

within 30 minutes WILL BE LOST when NSLDS automatically logs 

you off. A warning pop-up button appears 5 minutes before the page 

times out. Clicking on this button resets the clock for another 30 

minutes if clicked before the time listed in the pop-up message. 

Figure 3–14, Enrollment Maintenance Confirm 

3.6.5 Confirming Enrollment Information 

To confirm your changes: 

1. On the Enrollment Maintenance Confirm page, verify the displayed enrollment 

information to make sure it is correct and up to date. 

2. Click Confirm to apply your changes to the database. The Enrollment Maintenance page 

redisplays with the updated enrollment information Figure 3–15). 

You can also click Cancel to return to the Enrollment Maintenance page, where you can continue 

to correct or change your enrollment data.
NSLDS Enrollment Reporting Guide 

56 February 2008 

Figure 3–15, Enrollment Maintenance—After Confirmation 

Congratulations! 

You have successfully updated and certified your school’s 

enrollment records.
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 57

3.6.6 Enrollment Update: What Happens If... 

When updating student enrollment records, these situations come up: 

You change your mind?

• If you check records but then decide that you do not want to certify them, uncheck the 

records individually or click Uncheck All at the top of the form. When you uncheck a 

record, the Cert. Date reverts to the date it was set to before you selected the record, but 

any other changes you made to enrollment information remain. 

You click the Reset button? 

• If you click Reset, Enrollment Maintenance will redisplay the information it displayed 

when you last retrieved your students’ records. This creates two possibilities: 

If you have not clicked Certify Checked Students, Enrollment Maintenance will redisplay 

with the information it displayed when you first navigated to it. 

− If you have clicked Certify Checked Students one or more times, Enrollment 

Maintenance will redisplay with the information it displayed after you last clicked 

Submit. 

Your student disappears? 

• Sometimes, submitting and confirming an update to a student’s enrollment status causes 

that student to “disappear” from the Enrollment Maintenance page. This happens because 

your school no longer has any obligation to report enrollment information for a student 

under the following circumstances: 

− There is no longer any lending institution with an interest in tracking the enrollment 

status of the student. The NSLDS only tracks enrollment information for students 

with an open FFEL or Direct Loan. When you update a student’s enrollment status, 

the NSLDS also verifies that the student still holds an open loan, and so is of 

interest to some lending institution. If the student no longer holds an open loan, the 

NSLDS removes that student from the Enrollment Maintenance page for your 

school, regardless of the student’s enrollment status. 

You update a student’s enrollment status to Withdrawn (‘W’), Graduated (‘G’), or 

Deceased (‘D’) with an Effective Date more than 180 days in the past. 

− You update a student’s enrollment status to Never Attended (‘X’) or No Record 

Found (‘Z’). 

You want to retrieve specific students? 

• You can use the Enrollment Add page to search for up to 30 specific students at a time. 

For instance: Tom Jones, Jasmine Singh, Joe Black, Bob White, Martha Schultz, Pedro 

Perez, Kim Nguyen, and Tamika Morrison. 

See Section 3.7.1 for detailed instructions. 
NSLDS Enrollment Reporting Guide 

58 February 2008 

3.6.7 Handling Update and Certify Errors 

If the information you submitted contains errors, the Enrollment Maintenance Error Message 

page redisplays (Figure 3–16). A small error icon appears to the left of each row that contains an 

error. In the example below, record number 1 displays an error icon to the left of the record 

number. Place your cursor over the icon to display the error message associated with that row. 

Figure 3–16, Enrollment Maintenance Error Message 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 59

There are several ways to correct errors so the enrollment information you updated can be saved 

in NSLDS: 

• Edit the data in the boxes for Cert. Date, Enroll. Code, Eff. Date, and ACD for all records 

displaying errors. 

For example, in Figure 3–16, James T. Ftyiwkrat’s record has an error: ensure 

Enrollment Effective Date is less than or equal to certification date. Correct this error and 

resubmit as instructed. 

• If you are unable to correct an individual record so that NSLDS will accept it, uncheck 

that record so it is not submitted when you resubmit the other student records you want to 

certify. Write down the student identifiers for the record, or identify some search criteria 

that allow you to retrieve and certify it later, after you have done the research needed to 

submit information acceptable to NSLDS. 

• If the records you want to certify contain too many errors or failed edits, you may have to 

perform the Update process over again. In this case, you can use Primary Search 

Options at the top of the Enrollment Maintenance page to retrieve your school’s student 

enrollment records again. You can also return to the Enrollment Update page and use 

Advanced Search Options to retrieve a different set of records. 

Common Errors Error Message 

Anticipated Completion Date Invalid Date of Anticipated Completion. Must be a valid date in 

CCYYMMDD format when Enrollment Status Code of ‘A,’ ‘F,’ or ‘H.’) 

Anticipated Completion Date Anticipated Completion Date cannot be greater than 10 years after the 

Certification Date. 

Enrollment Status Effective Date Invalid Enrollment Status Effective Date. Must be a valid date in 

CCYYMMDD format. It must be less than 45 years in the past, based on 

Certification Date (formerly based on Roster Generation), and greater than the 

Date of Student’s Birth plus 12 years. This edit is not applied to Enrollment 

Status ‘D’ with default, ‘X’ or ‘Z.’) 

Enrollment Status Code A school cannot report an Enrollment Status of ‘X’ or ‘Z’ if an enrollment 

history (Enrollment Status Code of ‘F,’ ‘H,’ ‘A,’ or ‘L’) already exists for 

student at that school. 

Anticipated Completion Date Anticipated Completion Date must be greater than Certification Date when 

school reports Enrollment Status Code of ‘A,’ ‘F,’ or ‘H.’ NSLDS will 

substitute the ACD on its database when no ACD is returned on the submittal 

file, but that ACD will still be subject to this edit. 

Enrollment Status Effective Date Enrollment Status Effective Date must be less than Certification Date. 

Anticipated Completion Date Anticipated Completion Date must be greater than or equal to Enrollment 

Status Effective Date for Enrollment Status of ‘F,’ ‘H,’ and ‘A.’ 

Enrollment Status Code Certification Date cannot be more than 180 days after Enrollment Status 

Effective Date for Enrollment Status of ‘A.’ 
NSLDS Enrollment Reporting Guide 

60 February 2008 

Note: For security reasons, NSLDS will time out after 30 minutes of 

inactivity. This means enrollment data that have not been submitted 

within 30 minutes WILL BE LOST when NSLDS automatically logs 

you off. A warning pop-up button appears 5 minutes before the page 

times out. Clicking on this button resets the clock for another 30 

minutes if clicked before the time listed in the pop-up message. 

3.7 Adding Students to a School’s Enrollment Reporting Roster 

Enrollment Add allows you to inform NSLDS that a current or former Title IV aid recipient, who 

does not appear on your roster, is attending your school. Adding the student with updated 

enrollment allows NSLDS to inform the GA and Direct Loan Servicers of the attendance, which 

allows lenders to put the student in an automatic In-School Deferment. Additionally, the student 

will be added to your roster for continued monitoring should the enrollment status change. 

Adding Title IV aid recipients to your school’s Enrollment Reporting roster involves three 

activities:

1. Retrieving NSLDS student records for specific existing Title IV aid recipients to add to 

your school’s Enrollment Reporting roster 

2. Changing and certifying the enrollment data in those records using the Maintenance page 

3. Confirming the new enrollment records using the Enrollment Maintenance Confirm page 

This section explains how to perform these activities. 

3.7.1 Retrieving Student Records to Add 

To add student enrollment records to your school’s Enrollment Reporting roster, you must first 

determine whether NSLDS contains loan records for those students. If you already have access 

to student identifier information (SSN, first name, DOB), you can use Enrollment Add to search 

for existing students in the NSLDS database. 

1. On the NSLDS Menu page, look for the Enrollment tab and click Enrollment Add. The 

Enrollment Add page appears (Figure 3–17). 

OR 

You can also reach the Enrollment Add page at any time by clicking the Enroll tab. This 

will cause the Enrollment Summary page to appear. Then look for the teal menu row at 

the top of the page and click Enrollment Add. 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 61

Figure 3–17, Enrollment Add 

This page displays 30 blank lines to allow you to check the database for up to 30 students 

at a time.
NSLDS Enrollment Reporting Guide 

62 February 2008 

2. Type the identifiers (SSN, First Name, and DOB) for the students you want to add in the 

boxes (Figure 3–18). 

You can either type information in all three boxes (SSN, First Name, and DOB) or only 

type information in the SSN box. 

• If you type the SSN only, and that SSN is shared by two or more students, an icon 

will ask that you ensure the correct student has been retrieved. Compare the first 

name, last name, and DOB of what is displayed to the student you are trying to 

update. If you retrieve students by SSN alone, check all three identifiers of the 

student records that display on the Enrollment Maintenance page to make sure 

that Enrollment Add has retrieved the students you want. 

To clear the SSN, First Name, and DOB boxes on a given row, click Clear. 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 63

Figure 3–18, Enrollment Add With Student SSN, First Name, and DOB Entered for Retrieval 
NSLDS Enrollment Reporting Guide 

64 February 2008 

3. Click Retrieve at the bottom of the page. The Enrollment Maintenance page appears 

(Figure 3–18), displaying enrollment information for the students you specified in Step 2. 

Figure 3–19, Enrollment Maintenance 

• The student does not have to have a loan with your school to be added to your roster. 

Any student with open Title IV loans (even if not from your school) must have 

enrollment reported. 

• If a student you specified does not appear on the Enrollment Maintenance page, it 

means that no Title IV loan record for that student exists in the NSLDS database. If 

this happens, check with the loan provider to determine why the student has not been 

added to NSLDS. 

3.7.2 Updating New Enrollment Data 

The procedure for updating new enrollment data using the Enrollment Maintenance page is 

identical to the one described in Section 3.6.4, Updating Selected Enrollment Records. 

3.7.3 Confirming Enrollment Information 

The procedure for confirming new enrollment data is identical to the one described in Section 

3.6.5, Confirming Enrollment Information. 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 65

3.8 Enrollment Reporting Schedule 

This area of the Web site allows a school, GA, or Direct Loan Servicer to display its enrollmentreporting schedule, and it allows authorized users to change that schedule online. This area also 

contains complete information and rules for setting and maintaining Enrollment Reporting 

Schedules. 

When a school signs up for Enrollment Reporting, unless the school selects a reporting schedule, 

the default schedule determined by the Department will be assigned. The default schedule is set 

at every 2 months or every 60 days. You may wish to change this default schedule to reflect 

accurately the frequency of enrollment changes at your school, as well as your own need for 

timely enrollment data. 

The following Enrollment Reporting Schedule functions are available on the NSLDS Web site: 

• Enrollment Reporting Schedule—Displays your enrollment reporting schedule. Start at 

this page to use the Create and Modify features. 

• Create Enrollment Schedule—Allows you to delete your existing reporting schedule and 

create a new one. 

• Modify Enrollment Schedule—Allows you to make changes to your existing reporting 

schedule. This function is also used to schedule ad hoc reports. 

The following sections explain how to use these options. 

3.8.1 The Enrollment Reporting Schedule Page 

To begin working with your school’s Enrollment Reporting schedule, you must start at the 

Enrollment Reporting Schedule page. 

1. On the NSLDS Menu page, look for the Enrollment tab and click Enrollment Reporting 

Schedule. The Enrollment Reporting Schedule page appears (Figure 3–20). 
NSLDS Enrollment Reporting Guide 

66 February 2008 

Figure 3–20, Enrollment Reporting Schedule 

The page contains the Create Schedule and Modify Schedule buttons, a User Profile box, and 

a table showing your school’s current reporting schedule. The Current Schedule extends 1 year 

into the future. 

3.8.1.1 User Profile 

The User Profile displays different user options depending on the type of organization and the 

particular values the organization has selected. The user profile contains three pre-populated 

fields: 

• Distribution Medium—Beginning January 1, 2007, all enrollment information is sent to 

the organization via SAIG. (Reports on tape have been eliminated for security of data.) 

• Distribution SAIG User ID—The organization’s TG number. For organizations that 

receive enrollment information by the SAIG, this is the TG number to which that 

information is sent. 

• Sort Order (Schools Only)—The order in which enrollment records are sorted on the 

enrollment report. Options are: 
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February 2008 67

− Student SSN (Default)—Sort student records in ascending numeric order by student 

SSN. 

− Last Name—Sort student records in ascending alphabetic order by student last name. 

− Student Designator—Sort student records ordered by the identifier you use on your 

internal system, provided that you report that identifier to NSLDS as part of the 

Enrollment Reporting process. 

• Split File Indicator (Schools Only)—For schools that use a third-party servicer, a “Yes” 

or “No” option indicating whether the servicer submits enrollment information for all the 

schools it services as a single file (No) or as a series for separate files (Yes). 

Note: A school is only able to modify the Sort Order option of the User Profile, which is 

explained in Section 3.8.3, Modifying an Enrollment Reporting Schedule. 

3.8.1.2 Current Schedule 

The Current Schedule displays the following information: 

• Date—The date when NSLDS will send an organization an Enrollment Reporting roster 

file if the organization is a school, or a Notification file if the organization is a GA or the 

Direct Loan Servicer. Dates are displayed up to 1 year into the future or past. 

• Type—The type of file that NSLDS will send the organization. Valid values are: 

− Regular—A regularly scheduled file. When NSLDS sends an organization a regular 

file, it automatically schedules another such file for 1 year in the future. 

− Ad hoc—A file generated that is not part of the organization’s regular schedule. 

When NSLDS sends an organization an ad hoc file, it will not automatically schedule 

another ad hoc file. 

• Created By (Date)—Who created or updated the schedule that caused the generation of a 

particular schedule item and, in parentheses, the date the change was made. Valid values 

are: 

− Original Schedule—Schedule items created when the organization originally signedup with NSLDS. 

− User Name—Schedule items created by an online user using the Enrollment 

Reporting Create page or the Enrollment Reporting Modify page. 

3.8.2 Creating an Enrollment Reporting Schedule 

This selection allows you to delete your school’s existing report schedule and create a new one. 

Submitting a Start Date, a Frequency, and a Default Sort Order will create a sample schedule 

based on those parameters. 

To create a new schedule: 
NSLDS Enrollment Reporting Guide 

68 February 2008 

1. On the Enrollment Reporting Schedule page, click Create Schedule. The Enrollment 

Reporting Schedule Create page appears (Figure 3–21). 

Figure 3–21, Enrollment Reporting Schedule Create—New Schedule Options 

2. In the Start Date box, type a valid date greater than or equal to the current date and less 

than or equal to the current date plus 1 year. 

3. In the Frequency box, click a selection. Valid frequencies for schools are: 

• Every Week 

• Every Two Weeks 

• Every Month 

• Every Two Months 

• Every Three Months 

• Every Four Months 

• Every Six Months 
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February 2008 69

Valid frequencies for GAs and Direct Loan Servicer are: 

• Every Day 

• Every Week 

The default frequency is Every Two Months for schools and Every Week for all other 

organizations. 

4. In the Default Sort Order box (Schools only), click a selection. Valid sort orders are: 

• Student SSN (Default)—Sort student records in ascending numeric order by student 

SSN. 

• Last Name—Sort student records in ascending alphabetic order by student last name. 

• Student Designator—Sort student records ordered by the identifier you use on your 

internal system, provided that you report that identifier to NSLDS as part of the 

Enrollment Reporting process. 

5. Click Submit. If you entered a valid start date and frequency, the Enrollment Reporting 

Schedule Create Confirm page appears (Figure 3–22). 

Figure 3–22, Enrollment Reporting Schedule Create Confirm 
NSLDS Enrollment Reporting Guide 

70 February 2008 

6. Click Confirm. NSLDS now voids the original schedule and replaces it with the one you 

just created. The Enrollment Reporting Schedule page appears again, displaying your 

new schedule (Figure 3–23). 

You can also discard your new schedule by clicking Cancel. The Enrollment Reporting 

Schedule Create page appears again, showing your original schedule. 

Figure 3–23, Enrollment Reporting Schedule—New Schedule 

3.8.2.1 Creating an Enrollment Reporting Schedule: Things to Remember 

• If you entered an invalid start date or frequency, the Enrollment Reporting Schedule 

Create page will redisplay with the appropriate error message. 

• The start date can be any valid date greater than, equal to, and up to 1 year in the future 

from the current date. Files will only be generated on weekdays. This means that a file 

scheduled for generation on a Saturday will be generated on the following Monday. 

However, NSLDS will not generate more than one file for the same organization at the 

same time. This means that if an organization has files scheduled for generation on 
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February 2008 71

Saturday, Sunday, and Monday, a single file will be generated on Monday, not three 

separate files. 

• Default frequencies are every 2 months for schools and weekly for all other 

organizations. The following variations are possible: 

− If a school does not enter a start date and selects a default frequency, Enrollment 

Reporting rosters are scheduled for the first day of every other month, and the months 

are odd or even depending on the school type. 

− If a school enters a start date and selects a default frequency, Enrollment Reporting 

rosters are scheduled every other month starting on the date selected by the school. 

− If a non-school organization does not enter a start date and selects a default 

frequency, Notification files are scheduled for Monday every week. 

− If a non-school organization enters a start date and selects a default frequency, 

Enrollment Reporting rosters are scheduled weekly starting on the date selected by 

the non-school organization. 

Note: The flexibility of Enrollment Reporting allows schools to schedule Enrollment Reporting 

rosters to coincide with important academic dates, such as add-drop date, mid-term, or 

graduations. 

3.8.3 Modifying an Enrollment Reporting Schedule 

The Enrollment Reporting Schedule Modify page allows you to make changes to your school’s 

current Enrollment Reporting Schedule, the SSCR roster can be sent as often as once a week or 

as seldom as twice a year. Specifically, you can change the following report settings: 

• Default Sort Order—Allows schools to change how the records on your enrollment 

reports are sorted. 

• Add blank line—Allows you to add a new scheduled or ad hoc report to your school’s 

current reporting schedule. 

• Date—You can change the specific date on which to receive an Enrollment Reporting 

roster from NSLDS. This is useful if a regularly scheduled report is to arrive on an 

inconvenient date. This field also allows you to specify the date on which to receive an 

ad hoc Enrollment Reporting roster. 

• Type—Allows you to specify whether a report is part of your school’s normal reporting 

schedule or an ad hoc (off-schedule) report. 

• Cancel—Allows you to remove an individual report from your school’s current reporting 

schedule. 

To modify the existing schedule: 
NSLDS Enrollment Reporting Guide 

72 February 2008 

1. On the Enrollment Reporting Schedule page, click Modify Schedule. The Enrollment 

Reporting Schedule Modify page appears (Figure 3–24). You may change one or any of 

the available fields. 

Figure 3–24, Enrollment Reporting Schedule Modify 

2. In the Default Sort Order list, click a selection. Valid sort orders are: 

• Student SSN (Default)—Sort student records in ascending numeric order by student 

SSN. 

• Last Name—Sort student records in ascending alphabetic order by student last name. 

• Student Designator—Sort student records ordered by the identifier you use on your 

internal system, provided that you report that identifier to NSLDS as part of the 

Enrollment Reporting process. 

3. To add a new report date to your school’s reporting schedule, click Add blank line. The 

Enrollment Reporting Schedule Modify—New Report page displays again, this time with 

a blank row in the Current Reporting Schedule (Figure 3–25). Update the information for 

the new report as described in Steps 4 and 5. 
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February 2008 73

Figure 3–25, Enrollment Reporting Schedule Modify—New Report 

4. In the Date field for an individual report, type over any date you wish to change for 

receiving the report from NSLDS. The date must be greater than or equal to the current 

date and less than or equal to the current date plus 1 year. 

5. In the Type list, click the type of individual report you wish to retrieve. Reports types 

are: 

• Regular—A regularly scheduled file. When NSLDS sends an organization a regular 

file, it automatically schedules another such file for 1 year in the future. 

• Ad hoc—A file generated for some special reason and not as part of the 

organization’s regular schedule. When NSLDS sends an organization an ad hoc file, 

it does not automatically schedule another ad hoc file for 1 year in the future. 

6. If you want to remove a report date from your school’s schedule, click the appropriate 

box under the Cancel column. 

7. When you have finished changing your school’s reporting schedule, click Submit. The 

Enrollment Reporting Schedule Modify Confirm page appears (Figure 3–26). 

You can also discard your schedule changes and return to the Enrollment Reporting 

Schedule page by clicking Reset. 
NSLDS Enrollment Reporting Guide 

74 February 2008 

Figure 3–26, Enrollment Reporting Schedule Modify Confirm 

8. To save your schedule changes to the NSLDS database, click Confirm. The Enrollment 

Reporting Schedule page appears again, showing the newly modified reporting schedule 

(Figure 3–27). 

You can also return to the Enrollment Reporting Schedule Modify page without saving 

changes by clicking Cancel. This allows you to continue modifying your schedule. 
Chapter 3: Enrollment Reporting Online: The NSLDS Web Site 

February 2008 75

Figure 3–27, Enrollment Reporting Schedule Modify—After Confirm 
 NSLDS Enrollment Reporting Guide 

76 February 2008 

Appendix A: Enrollment Reporting Roster File Record Layouts 

This appendix defines the layout for each record within the Enrollment Reporting roster files and 

each field within the records. You must ensure both the accuracy of the reporting data and 

correct placement and coding of the data within the files. In addition to the record layouts and 

field definitions, this chapter lists the codes for two fields: Enrollment Status Codes and error 

codes returned in the Acknowledgment/Error File. The appendix ends with a table showing the 

error checking, or edits, that NSLDS performs on the submittal file. You can use this table to 

develop software that updates the submittal file before returning it to NSLDS and reduce the 

error correction portion of the Enrollment Update cycle. 

Remember these files are transmitted via SAIG: 

• SSCRXXOP—The Enrollment Reporting roster file sent to your school by NSLDS on 

the schedule created by your institution. 

• SSCRXXIN—The completed submittal files or Error Correction File that is returned to 

NSLDS. 

• SSCEXXOP—The Acknowledgment/Error File sent to your school by NSLDS. 

• SSCMXXIN—The files generated as a result of ad hoc reporting. 

A.1 Record Layout Specifications 

This section describes the record and file formats that NSLDS uses to collect enrollment 

verification from schools. The record layout specification is provided, including field definitions 

and formatting instructions. 

The Enrollment Reporting roster file and the submittal file have the same record layout. The 

Acknowledgment/Error File and the Error Correction File have the same record layout. 

Each field definition includes the following: 

• Name—Brief, descriptive title 

• Description—Short narrative definition 

• Type—Indicator of the kind of value that must be in the field, as follows: 

− Character denotes a field that may contain spaces, letters, or numbers in any 

combination—for example, 17 Magnolia Street. Character fields not specifically 

reported must be filled with spaces. If a field is said to require a value ‘greater than 

spaces,’ the field must contain at least one letter or number. 

− Numeric denotes a field that must contain only numbers—for example, 1234567 as a 

Loan Sequence Number. Letters, special characters, or spaces in a numeric field are 

invalid. An entry of T491_24, for example, would not be accepted. Unless otherwise 

specified in the record layout, numeric fields not specifically reported must be filled 

with zeros. 
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 77

− Date fields must contain only numeric data, 8 digits, and appear in the format 

CCYYMMDD, where: 

⇒ CC = 2-digit century 

⇒ YY = 2-digit year 

⇒ MM = 2-digit month designation (01–12) 

⇒ DD = 2-digit day designation (01–31, depending on the month and year) 

Under this convention, an entry of 19950430 would be accepted, but 043095 would 

not. Unless otherwise specified in the record layout, date fields not specifically 

reported must be filled with zeros. 

− Date/Timestamp fields add a timestamp immediately after the date and appear in the 

format HHMMSSNNNNNN, where: 

⇒ HH = 2-digit hour designation 

⇒ MM = 2-digit minute designation 

⇒ SS = 2-digit second designation 

⇒ NNNNNN = 6-digit nanosecond designation 

The field’s full format is CCYYMMDDHHMMSSNNNNNN. NSLDS supplies the 

data for all date/timestamp fields. 

• Size—Number of bytes the field occupies 

• Comments—Additional information about the field 

• Edit(s)—Description of the error checking that NSLDS applies to the file that you return 

• Reporting—Instructions indicating whether the field must contain data other than spaces 

or zeroes are described below: 

− Mandatory, do not change—NSLDS provides the data in the field and you must not 

change it. 

− Mandatory—You must fill in this field for every Detail record.

− Mandatory, conditional—You must fill in this field if the condition described applies 

to the student. For example, ACD (anticipated completion date) must be completed 

for ‘F’ enrollment status, but not for ‘W’ or ‘L’ enrollment status.

− Optional—You may fill in this field if desired.

• Position—The position refers to the beginning and ending location (byte number) of the 

field within the record. 
 NSLDS Enrollment Reporting Guide 

78 February 2008 

A.1.1 Header Record 

The following section provides the specifications of the Header record at the beginning of the 

Enrollment Reporting roster file and submittal file. NSLDS provides most of the data in this 

record’s fields, and it must not be changed. The sole exception is the Certification Date, which 

must be filled in before the file is returned to NSLDS. 

Enrollment Reporting Roster Header Records 

Enrollment Reporting Roster Header Record 

Roster Sequence Number 

History Kept: Type: Size: Position: 

N/A Numeric 7 1–7 

Description: A 7-digit number used to verify the proper location of the Header record in 

the Enrollment Reporting roster file or submittal file. 

Comments: None 

Edits: Must equal 0000000. 

Default Value/Use: None 

Reporting: Mandatory, do not change. 

Verifies: Error: Error No.: Error Message: 

Must equal 0000000. Does not equal 000000. None File not processed. 

Cannot be blank. Is blank. None File not processed. 

Trailer record required for 

each header in file. 

Trailer record is missing. None File not processed. 

School or servicer must be 

enrolled with the NSLDS as 

a participant. 

School or servicer not 

enrolled with the NSLDS 

as a participant. 

None File not processed. 

SAIG mailbox same as sent 

to SAIG mailbox. 

Received SAIG mailbox 

different than sent to 

SAIG mailbox. 

None File not processed. 

Servicer submitted batch for 

school using a servicer. 

School cannot submit 

batch if signed on with a 

servicer. 

None File not processed. 

School not set up with 

servicer submits own data. 

School not submitting 

own data. 

None File not processed. 

Submission is from SAIG Submission not from 

SAIG. 

None File not processed. 

Date Revised: 2/10/2008
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 79

Enrollment Reporting Roster Header Title 

History Kept: Type: Size: Position: 

N/A Character 18 8–25 

Description: Contains SSCR ROSTER HEADER to indicate that this is the Enrollment 

Reporting roster file or the submittal file. Or contains SSCR ERROR 

HEADER to indicate Acknowledgment/Error File. 

Comments: NSLDS supplies the data in this field. 

Edits: None 

Default Value/Use: None 

Reporting: Mandatory, do not change. 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 3/3/1999

Continued from previous page
 NSLDS Enrollment Reporting Guide 

80 February 2008 

Filler 

History Kept: Type: Size: Position: 

N/A Numeric 3 26–28 

Description: Blank field reserved for future use. 

Comments: This field is blank when sent to the school. 

Edits: Not applicable 

Default Value/Use: None 

Reporting: Mandatory, do not change. 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 3/3/1999

Continued from previous page
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 81

Code for School 

History Kept: Type: Size: Position: 

N/A Numeric 8 29–36 

Description: An 8-digit ED Office of Postsecondary Education (OPE) code used to 

identify the school. 

Comments: • NSLDS supplies the code in this field. 

• If a school has questions about its OPE code, it should call the NSLDS 

Customer Service Center at 1–800–999–8219. 

Edits: Must be all numbers and a valid OPE school code from the NSLDS School 

Codes Table. 

Default Value/Use: None 

Reporting: Mandatory, do not change. 

Verifies: Error: Error No.: Error Message: 

Must be numeric. Not numeric. None File not processed. 

Must be valid OPE ID. Not valid OPE ID. None File not processed. 

Date Revised: 3/3/1999

Continued from previous page
 NSLDS Enrollment Reporting Guide 

82 February 2008 

Enrollment Reporting Roster Create Date/Timestamp 

History Kept: Type: Size: Position: 

Yes Date/Timestamp 20 37–56 

Description: Date and time the Enrollment Reporting roster file was produced by 

NSLDS. 

Comments: • CCYYMMDDHHMMSSNNNNNN format. 

• This is the date and time affixed to an Enrollment Reporting roster file 

when it is generated for the school by NSLDS. 

• Should equal spaces for Ad Hoc File (File type A). 

Edits: Must be a valid date. Date must match a date in an original Enrollment 

Reporting roster file sent to the school. 

Default Value/Use: None 

Reporting: Mandatory, do not change. 

Verifies: Error: Error No.: Error Message: 

Must be valid date. Invalid date. None File not processed. 

Date must match an 

Enrollment Reporting roster 

file date. 

Date does not match date 

of an Enrollment 

Reporting roster file. 

None File not processed. 

Date Revised: 1/2/2002

Continued from previous page
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 83

Certification Date 

History Kept: Type: Size: Position: 

Yes Date 8 57–64 

Description: Date the school certifies the enrollment information updated in the 

Enrollment Reporting roster file. At this time, it becomes the submittal file. 

Comments: • CCYYMMDD format. 

• You must fill in this field with the certification date for the submittal 

file. 

Edits: • Certification date must be greater than the CCYYMMDD portion of 

the Create Date/Timestamp. 

• Certification date must be less than process date. 

• Certification date must be within a parameter set by NSLDS to ensure 

the certification date is not unreasonably old. 

Default Value/Use: None 

Reporting: Mandatory 

Verifies: Error: Error No.: Error Message: 

Must be valid date. Invalid or no date. None File not processed. 

Date Revised: 12/4/2006

Continued from previous page
 NSLDS Enrollment Reporting Guide 

84 February 2008 

File Type 

History Kept: Type: Size: Position: 

N/A Character 1 65–65 

Description: Indicates that this is the Enrollment Reporting roster file/submittal file or 

the Acknowledgment/Error File. 

Comments: None 

Edits: • Must be R; however, if all records in the file are being added and 

sequence numbers are 9999998, then this field should be A for ad hoc 

reporting. 

• Must be E, if Acknowledgment/Error File. 

Default Value/Use: None 

Reporting: Mandatory, do not change. 

Verifies: Error: Error No.: Error Message: 

Must be R, A, or E. Invalid character. None File not processed. 

Date Revised: 3/3/1999

Continued from previous page
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 85

Filler 

History Kept: Type: Size: Position: 

N/A Character 265 66–330 

Description: Blank field to complete full record length. 

Comments: Fill with spaces. 

Edits: Not applicable. 

Default Value/Use: None 

Reporting: Mandatory, do not change. 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 3/3/1999

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 NSLDS Enrollment Reporting Guide 

86 February 2008 

A.1.2 Enrollment Reporting Roster File or Submittal File Detail Record 

The following section provides specifications of the Detail record that are part of the Enrollment 

Reporting roster file and submittal file. NSLDS provides data in some fields that you must not 

change. Fields that may be changed are enrollment status fields. A school may also add the 

Student Designator that the school uses to identify students when the SSN is not used. 

Detail Records 

Record Sequence Number 

History Kept: Type: Size: Position: 

Yes Numeric 7 1–7 

Description: A 7-digit number that identifies the position of the student record in the 

Enrollment Reporting roster file. 

Comments: • The sequence number for the first Detail record is 0000001. 

• Subsequent records are incremented sequentially by one. 

• For NSLDS-provided records, this data element is filled when the 

Enrollment Reporting roster file is produced. 

• If you are adding one or more students, the sequence number for all 

added records must be 9999998. 

• Values in Student’s SSN, Student’s First Name, and Student’s Last 

Name must match values in the Enrollment record produced by 

NSLDS. 

Edits: None 

Default Value/Use: None 

Reporting: • For NSLDS-provided records: Do not change. 

• For school-initiated records: Must contain 9999998. 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 3/3/1999
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 87

Put message classes(s) at top of table and then place file name at the top of each table. 

Student’s Social Security Number 

History Kept: Type: Size: Position: 

Yes Character 9 8–16 

Description: Social Security Number of a Title IV aid recipient. 

Comments: • Valid or pseudo-SSN reported to NSLDS by the data provider. 

• If a school believes the NSLDS data are incorrect, contact the NSLDS 

Customer Service Center and provide verifying documents. 

• If you add a student to the Enrollment Reporting roster file, you must 

fill in this field with the student’s actual SSN. 

• If the actual number is not available, enter the pseudo-SSN assigned by 

the data provider. 

• Values in Student’s SSN, Student’s First Name, and Student’s Last 

Name must match values in the enrollment record produced by 

NSLDS, except for school-added records. 

Edits: For NSLDS-provided records, the value must match SSN in Enrollment 

Reporting roster file. For school-initiated records, the value must match an 

SSN in the NSLDS database. 

Default Value/Use: None 

Reporting: • For NSLDS-provided records: Do not change. 

• For school-initiated records: Mandatory. 

Verifies: Error: Error No.: Error Message: 

Must match value in NSLDS 

database. 

Does not match value in 

NSLDS database. 

11 No Detail record matches the record 

identifiers (Student’s First Name, 

Student’s Last Name, and Student’s 

SSN) in the NSLDS database. 

Date Revised: 12/4/2006 

Continued from previous page
 NSLDS Enrollment Reporting Guide 

88 February 2008 

Put message classes(s) at top of table and then place file name at the top of each table. 

Student’s Social Security Number Indicator 

History Kept: Type: Size: Position: 

No Character 1 17 

Description: A single-character indicator showing whether the Student’s Social Security 

number is real or pseudo. 

Comments: • SSN indicator reported to NSLDS by the data provider could be R (for 

“real”) or P (for “pseudo”). 

• If you add a student to the submittal file, you must use the correct SSN 

and fill in this field with R (for “real”). 

Edits: Must be R (for “real”) or P (for “pseudo”). 

Default Value/Use: None 

Reporting: • For NSLDS-provided records: Do not change. 

• For school-initiated records: Mandatory. 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 3/3/1999

Continued from previous page
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 89

Put message classes(s) at top of table and then place file name at the top of each table. 

Student’s Last Name 

History Kept: Type: Size: Position: 

Yes Character 35 18–52 

Description: Current last name of the Title IV aid recipient. 

Comments: • Last name reported to NSLDS by the data provider. 

• If the student has no last name, this field contains NLN. 

• If you believe the NSLDS data are incorrect, contact the data provider 

and provide verifying documents. 

• If you add a student to the submittal file, you must fill in this field with 

the last name. 

• If the student does not have a last name, you must fill in this field with 

NLN. 

• If the last name exceeds 35 characters, drop any characters in excess of 

35. 

Edits: For NSLDS-provided records: Must match Enrollment Reporting roster 

file. 

Default Value/Use: None 

Reporting: • For NSLDS-provided records: Do not change. 

• For school-initiated records: Mandatory. 

Verifies: Error: Error No.: Error Message: 

Must match value in NSLDS 

database. 

Does not match value in 

NSLDS database. 

11 No Detail record matches the record 

identifiers (Student’s First Name, 

Student’s Last Name, and Student’s 

SSN) in the NSLDS database. 

Date Revised: 3/3/1999

Continued from previous page
 NSLDS Enrollment Reporting Guide 

90 February 2008 

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Student’s First Name 

History Kept: Type: Size: Position: 

Yes Character 12 53–64 

Description: First name of the Title IV aid recipient. 

Comments: • First name reported to NSLDS by the data provider. 

• If the student has no first name, this field contains NFN (no first 

name). 

• If you believe NSLDS data are incorrect. Contact the data provider and 

provide verifying documents. 

• If you add a student to the submittal file, you must fill in this field with 

the first name. 

• If the student does not have a first name, you must fill in this field with 

NFN. 

• If the first name exceeds 12 characters, drop any characters in excess 

of 12. 

• Values in Record Sequence Number, Student’s SSN, Student’s First 

Name, and Date of Student’s Birth must match values in enrollment 

record produced by NSLDS, except for school-added records. 

Edits: For NSLDS-provided records: Must match Enrollment Reporting roster 

file. 

Default Value/Use: None 

Reporting: • For NSLDS-provided records: Do not change. 

• For school-initiated records: Mandatory. 

Verifies: Error: Error No.: Error Message: 

Must match value in NSLDS 

database. 

Does not match value in 

NSLDS database. 

11 No Detail record matches the record 

identifiers (Student’s First Name, 

Student’s Last Name, and Student’s 

SSN) in the NSLDS database. 

Date Revised: 1/2/2002 

Continued from previous page
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February 2008 91

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Student’s Middle Initial 

History Kept: Type: Size: Position: 

Yes Character 1 65 

Description: Middle initial of the Title IV aid recipient. 

Comments: • Middle initial (MI) reported to NSLDS by the data provider. 

• If you believe NSLDS data are incorrect, contact the data provider and 

provide verifying documents. 

• If you add a student to the submittal file and the student has no middle 

initial, leave this field blank. 

Edits: None 

Default Value/Use: None 

Reporting: • For NSLDS-provided records: Do not change. 

• For school-initiated records: Conditional, Mandatory if MI is known. 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 3/3/1999

Continued from previous page
 NSLDS Enrollment Reporting Guide 

92 February 2008 

Put message classes(s) at top of table and then place file name at the top of each table. 

Date of Student’s Birth 

History Kept: Type: Size: Position: 

No Date 8 66–73 

Description: Date (year, month, and day) on which the Title IV aid recipient was born. 

Comments: • CCYYMMDD format. 

• Date of Student’s Birth as reported to NSLDS by the data provider. 

• If a student’s birth date is unknown, this field contains 19000101. 

• If you believe NSLDS data are incorrect, contact the data provider and 

provide verifying documents. 

• If you add a student to the submittal file, you must fill in this field. 

• If the Date of Student’s Birth is unknown, fill in the field with 

19000101. 

Edits: • Must all be numeric. 

• MM must be a value from 01–12; DD must be a value from 01–31, 

depending on the month and year. 

Default Value/Use: Use 19000101 for school-initiated records, if Date of Student’s Birth is 

unknown. 

Reporting: • For NSLDS-provided records: Do not change. 

• For school-initiated records: Mandatory. 

Verifies: Error: Error No.: Error Message: 

Must be valid date. Invalid date. 13 Invalid Date of Student’s Birth. 

Date Revised: 1/2/2002 

Continued from previous page
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 93

Put message classes(s) at top of table and then place file name at the top of each table. 

Filler 

History Kept: Type: Size: Position: 

Yes Character 65 74–138 

Description: Blank to full length. 

Comments: Blank when sent to the school. 

This area was formerly used to send identifier changes to NSLDS. Schools 

should contact the data provider of the loan information for the student to 

arrange correction to SSN, first and last name, middle initial, or SSN.* 

Edits: Not applicable. 

Default Value/Use: None. 

Reporting: Mandatory do not change. 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 3/3/1999

Continued from previous page

*Note: Schools and loan holders (data providers) are encouraged to resolve identifier conflicts 

directly between the two parties. NSLDS has available on its Web site organization contacts to 

help facilitate this process. If you are unable to resolve data conflicts, please contact the NSLDS 

Customer Service Center at 1–800–999–8219, Option 3. 
 NSLDS Enrollment Reporting Guide 

94 February 2008 

Put message classes(s) at top of table and then place file name at the top of each table. 

Date of Anticipated Completion 

History Kept: Type: Size: Position: 

Yes Date 8 139–146 

Description: Date (year, month, and day) when a student is scheduled to complete 

course requirements. 

Comments: • CCYYMMDD format. 

• For degree programs, this date is the same as the anticipated graduation 

date. The date already in this field is the one most recently reported to 

NSLDS by the school. If the school has not reported, the date supplied 

by the data provider is used. 

• This is a key element in monitoring the student’s projected entry into 

the grace period and subsequent repayment period. 

• This field must be reviewed in each Enrollment Reporting roster file 

and updated as appropriate especially when an enrollment status 

change occurs. 

• If the date seems reasonable given the student’s academic progress, do 

not modify. Modify only if there is a substantial change (that is, May to 

August, rather than May 2nd to May 3rd). 

• If you add a student to the submittal file, this field must contain the 

school’s most current estimate. 

• The date received from a school will be modified if the date is 10 years 

more than the Certification Date. The date will be modified to a date 

10 years from the Certification Date. 

• ACD is not required for an enrollment status of ‘D,’ ‘L,’ ‘W,’ ‘X,’ or 

‘Z.’ 

Edits: • Must be all numeric. 

• MM must be a value from 01–12; DD must be a value from 01–31, 

depending on the month and year; CC must be 19 or 20. 

• If the Enrollment Status Code equals ‘A,’ ‘F,’ or ‘H,’ this date must be 

greater than the Certification Date and the Enrollment Status Effective 

Date (see Figure A–1, Enrollment Status Codes). 

• If the Enrollment Status Code equals ‘G,’ this field must equal the 

Enrollment Status Effective Date. 

Default Value/Use: None. 

Reporting: Mandatory if Enrollment Status Code equals ‘G,’ ‘A,’ ‘F,’ or ‘H.’ 

Verifies: Error: Error No.: Error Message: 

Must be numeric when 

Enrollment Status Code 

equals ‘G,’ ‘A,’ ‘F,’ or ‘H.’ 

Invalid date. 15 Invalid date of Anticipated 

Completion. 
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 95

Date of Anticipated Completion 

Must be greater than 

Certification Date when 

Enrollment Status Code 

equals ‘A,’ ‘F,’ or ‘H.’ 

Is less than Certification 

Date. 

26 Anticipated completion date must be 

greater than Certification Date when 

Enrollment Status Code equals ‘A,’ 

‘F,’ or ‘H.’ 

Must be greater than or equal 

to ESED. 

Is less than ESED. 33 Anticipated completion date must be 

greater than or equal to Date 

Enrollment Status Effective. 

Date Revised: 12/4/2006 

Continued from previous page
 NSLDS Enrollment Reporting Guide 

96 February 2008 

Put message classes(s) at top of table and then place file name at the top of each table. 

Filler 

History Kept: Type: Size: Position: 

No Character 143 147–289 

Description: Blank to length of the field 

Comments: Blank when sent to the schools 

Edits: Not applicable 

Default Value/Use: None 

Reporting: Mandatory, do not change 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 3/3/1999

Continued from previous page
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 97

Put message classes(s) at top of table and then place file name at the top of each table. 

Code for Enrollment Status 

History Kept: Type: Size: Position: 

Yes Character 1 290 

Description: Code reflecting student’s current enrollment status (as of the Certification 

Date in the Header record). See Appendix A.2. 

Comments: • This field in the Enrollment Reporting roster file contains the 

enrollment status most recently reported to NSLDS. Along with the 

Date Enrollment Status Effective field, it is the most significant piece 

of data in the entire Enrollment Reporting process. 

• Together these fields determine the exact beginning of the student’s 

grace and subsequent repayment period. 

• If a student’s enrollment status has changed, you must update this field 

with the student’s current enrollment status (see Appendix A.2, 

Enrollment Status Codes). 

Edits: Must be a valid code from Appendix A.2, Enrollment Status Codes, and 

must have a corresponding value in the Date Enrollment Status Effective 

field. 

Default Value/Use: None 

Reporting: Mandatory 

Verifies: Error: Error No.: Error Message: 

Cannot be blank. Is blank. 19 Missing Code for Enrollment Status. 

Must be valid code. Invalid code. 20 Invalid Code for Enrollment Status. 

Date Revised: 12/4/2006 

Continued from previous page

Note: If a school determines that a student has transferred from another school from which he or 

she received a Title IV loan, the school is encouraged to update NSLDS on the Web, showing 

that the student is now attending its institution, or add the student to its submittal file. The new 

enrollment information will be passed on to loan holders so that the student is not inadvertently 

placed in repayment. 
 NSLDS Enrollment Reporting Guide 

98 February 2008 

Put message classes(s) at top of table and then place file name at the top of each table. 

Date Enrollment Status Effective 

History Kept: Type: Size: Position: 

Yes Date 8 291–298 

Description: Effective date (year, month, and day) a borrower entered current 

enrollment status. 

Comments: • CCYYMMDD format. 

• Specific instructions regarding which date to report in conjunction with 

each enrollment status code are provided in Section A.2, Enrollment 

Status Codes. 

• If the enrollment status has not changed, do not change this field. 

• This field is the date a borrower entered current enrollment status and 

not the date the file is processed by the school (Certification Date). 

Edits: • Must be all numeric. 

• MM must be a value from 01–12 and DD must be a value from 01–31, 

depending on the month and year. 

• There must be a corresponding value in the Code for Enrollment Status 

field. 

• Must be no more than 30 years in the past, based on the Enrollment 

Reporting roster generation date. 

• Cannot be before the student’s date of birth plus 12 years. 

Default Value/Use: None 

Reporting: Mandatory 

Verifies: Error: Error No.: Error Message: 

Must be numeric. Invalid date. 21 Invalid Date Enrollment Status 

Effective. 

Field is completed. Field not completed. 23 Missing Date Enrollment Status 

Effective; mandatory when Code for 

Enrollment Status is not equal to ‘D’ 

for Deceased. 

Must be less than 30 years in 

the past, based on 

Enrollment Reporting roster 

generation date. 

More than 30 years in the 

past. 

21 Invalid Date Enrollment Status 

Effective. 

Must be greater than 

Student’s Date of Birth plus 

12. 

Less than Student’s Date 

of Birth plus 12. 

21 Invalid Date Enrollment Status 

Effective. 

Must be less than or equal to 

Certification Date. 

Greater than or equal to 

Certification Date. 

30 Certification Date must be greater 

than or equal to Date Enrollment 

Status Effective. 
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 99

Date Enrollment Status Effective 

Must be less than or equal to 

ACD. 

Greater than ACD. 33 Date Enrollment Status Effective 

must be less than or equal to ACD. 

Date change falls in 

acceptable range in relation 

to historical data. 

Date sequence error. 32 Student status could not be applied 

as current due to a reporting/history 

violation. 

Date Revised: 3/3/1999

Continued from previous page
 NSLDS Enrollment Reporting Guide 

100 February 2008 

Put message classes(s) at top of table and then place file name at the top of each table. 

School Identification Designator (ID) 

History Kept: Type: Size: Position: 

Yes Character 20 299–318 

Description: School-assigned designation used instead of the SSN to identify the Title 

IV aid recipient. 

Comments: • If your school does not use the SSN as the key identifier in its 

registration database, use this field to capture the designator you use 

for that purpose. 

• If supplied, NSLDS will return the school ID in each Enrollment 

Reporting roster file, which will ease the task of subsequently 

matching NSLDS records to school data. 

• The data are not forwarded to the data provider. 

Edits: None, although left-justification is recommended. 

Default Value/Use: None 

Reporting: Optional 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 1/2/2002 

Continued from previous page
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 101

Put message classes(s) at top of table and then place file name at the top of each table. 

Filler 

History Kept: Type: Size: Position: 

N/A Character 12 319–330 

Description: Blank field to complete full record length. 

Comments: Not applicable 

Edits: Not applicable 

Default Value/Use: None 

Reporting: Mandatory 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 3/3/1999

Continued from previous page
 NSLDS Enrollment Reporting Guide 

102 February 2008 

A.1.3 Enrollment Reporting Roster File or Submittal File Trailer Record 

The following section provides specifications of the Trailer record that are part of the Enrollment 

Reporting roster file and submittal file. NSLDS provides the data in this record’s fields and you 

must not change them (except the Number of Detail records field). This must be updated to 

reflect additional records before returning the file to NSLDS. 

Enrollment Reporting Roster Trailer Records 

Enrollment Reporting Roster Sequence Number 

History Kept: Type: Size: Position: 

N/A Numeric 7 1–7 

Description: A 7-digit number used to verify the proper location of the Trailer record in 

the Enrollment Reporting roster file. 

Comments: None 

Edits: Must equal 9999999. 

Default Value/Use: None 

Reporting: Mandatory, do not change. 

Verifies: Error: Error No.: Error Message: 

Must equal 9999999. Does not equal 9999999. None File not processed. 

Date Revised: 3/3/1999
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 103

Enrollment Reporting Roster Trailer Title 

History Kept: Type: Size: Position: 

No Character 19 8–26 

Description: Contains SSCR Roster Trailer to indicate that this is the Enrollment 

Reporting roster file or submittal file. Contains SSCR Error Trailer for 

the Acknowledgment/Error File. 

Comments: NSLDS supplies the data in this field. 

Edits: None 

Default Value/Use: None 

Reporting: Mandatory, do not change. 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 3/3/1999

Continued from previous page
 NSLDS Enrollment Reporting Guide 

104 February 2008 

Number of Detail Records 

History Kept: Type: Size: Position: 

Yes Numeric 8 27–34 

Description: Number of Detail records in the file. 

Comments: • This field confirms that you have returned all records in the Enrollment 

Reporting roster file. 

• This field contains the number of records in the Enrollment Reporting 

roster file. 

• If you add Detail records to the file for students not included in the 

Enrollment Reporting roster file, you must update this field to reflect 

those additional records. 

• If you remove Detail records from the Enrollment Reporting roster file, 

you must update this field to reflect those records. 

Edits: Must be equal to the number of Detail records in the submittal file. 

Default Value/Use: None 

Reporting: Mandatory 

Verifies: Error: Error No.: Error Message: 

Must equal total number of 

Detail records in the 

submittal file. 

Does not equal total 

number of Detail records 

in submittal file. 

None File not processed. 

Date Revised: 12/4/2006

Continued from previous page
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 105

Filler 

History Kept: Type: Size: Position: 

N/A Character 296 35–330 

Description: Blank field to complete full record length. 

Comments: Not applicable 

Edits: Not applicable 

Default Value/Use: None 

Reporting: Mandatory 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 3/3/1999

Continued from previous page
 NSLDS Enrollment Reporting Guide 

106 February 2008 

A.1.4 Acknowledgment/Error File 

The Acknowledgment/Error File (SSCEXXOP) contains the same file layout as listed above 

with one exception. The Enrollment Reporting roster file and submittal file use fields 331–360 as 

filler in the Detail record. In the Acknowledgment/Error File, any Detail records returned to the 

school contain error codes in this position. The error code indicates the reason the data were not 

accepted by NSLDS and must be corrected and returned within 10 days. 

Web 

Notes 

You can use the NSLDS Web site to correct the records of 

student errors contained in the Acknowledgment/Error 

file. Sort by certification date to retrieve those records 

that were not updated. 

If you correct errors using the Web, you do not need to 

return the Error Correction File through SAIG. 

See Section 3.6.7 for details. 
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 107

Error Codes in Detail Record 

History Kept: Type: Size: Position: 

Yes Character 30 331–360 

Description: Contains 2-digit Error Code—one or more codes may be attached to a 

record. See Figure A.2 

Comments: Error Code(s) indicating the reason the record was not able to update data 

on NSLDS. 

Edits: Not applicable 

Default Value/Use: None 

Reporting: Mandatory 

Verifies: Error: Error No.: Error Message: 

N/A N/A N/A N/A 

Date Revised: 1/2/2002 

Schools may submit an Error Correction File in the format of the submittal file with the records 

from the Acknowledgment/Error file corrected. Schools may also correct the rejected records by 

providing certification information for the student on the NSLDS Web site. 
 NSLDS Enrollment Reporting Guide 

108 February 2008 

A.2 Enrollment Status Codes 

Figure A-1 displays the valid Enrollment Status Codes to be used in a submittal file or for 

Enrollment Update on the NSLDS Web site. 

Code Status Definition Date Used as Effective Date 

A Approved leave 

of absence 

Student is currently enrolled at this 

institution, but has a leave of absence 

approved in accordance with [34 CFR 

668.22(d)(2)]. 

Date the student began an approved leave 

of absence. 

D Deceased Student is deceased. Date of death, if known; otherwise, the date 

the institution was notified of the death by a 

reliable source. 

F Full-time Student is enrolled full-time, according to 

the institution’s definition, in accordance 

with [34 CFR 668.2] or [34 CFR 682.200]. 

Date on which the student most recently 

began uninterrupted1

 enrollment on a fulltime basis. 

G Graduated Student has completed the course of study 

and is not currently admitted to, nor 

enrolled in, a different course of study at 

this institution. 

Date the student completed the course 

requirements (not presentation date of the 

diploma or certificate). 

H Half-time or 

more, but less 

than full-time 

Student is enrolled at least half-time, but 

less than full-time, according to this 

institution’s definition, in accordance with 

[34 CFR 682.200]. 

Date student dropped below full-time, or if 

half time is the original status, the date on 

which the student most recently began 

uninterrupted1

 enrollment on a half time or 

more, but less than full-time basis. 

L Less than halftime Student is enrolled less than half-time, 

according to this institution’s definition, in 

accordance with [34 CFR 682.200]. 

Date student dropped below half time, or if 

less than half time is the original status, the 

date on which the student most recently 

began uninterrupted1

 enrollment on a less 

than half-time basis. 

W Withdrawn 

(voluntary or 

involuntary) 

Student has officially withdrawn from all 

courses at this institution, stopped attending 

all classes at this institution but did not 

officially withdraw, or for any reason did 

not re-enroll at this institution for the next 

regular (non-summer) term without 

completing the course of study. 

Date student officially withdraws or, in the 

absence of a formal withdrawal, the last 

recorded date of attendance. In the case of 

the student who completes a term and does 

not return for the next, leaving the course of 

study uncompleted, the final day of the term 

in which the student was last enrolled. 

X Never attended Individual on whose behalf a loan was 

certified or awarded, who was admitted, 

may have enrolled (registered), but never 

attended classes at this institution. 

(Institution does have a record of the 

individual.) 

Report certification date, as recorded in the 

submittal file Header record. 
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 109

Code Status Definition Date Used as Effective Date 

Z No record found Individual for whom a thorough search of 

the institution’s records reveals no 

information. (Institution does not have a 

record of the individual.) 

Report certification date, as recorded in the 

submittal file Header record. 

1

 Students are considered to be in school and continuously enrolled during academic year holiday and vacation 

periods, as well as during the summer between academic years (even if not enrolled in a summer session), as long 

as there is reason to believe that they intend to enroll for the next regularly scheduled term. For example, students 

should not be reported as “Withdrawn” at the end of the spring term if they are expected to re-enroll for the fall 

term. If they do not return as expected, status must be changed to “Withdrawn” within 30 days of that 

determination, or within 30 days of the start of the new term, whichever occurs first, with an effective date of the 

last date of attendance. 

Figure A–1, Enrollment Status Codes 
 NSLDS Enrollment Reporting Guide 

110 February 2008 

A.3 Error Codes 

Figure A-2 summarizes the record-level edits returned in the Acknowledgment/Error File or 

displayed on the NSLDS Web site when adding or updating student enrollment data. 

Error 

Code Field Name Position Error Message 

Student’s 

Social Security 

number 

8-16 

Student’s First 

Name 

53-64 

11 

Date of 

Student’s Birth 

6-73 

The student identifiers (Student’s Social Security number, first name, 

and date of birth) submitted by a school do not match those for any 

student in the database. 

13 Date of 

Student’s Birth 

66-73 Invalid Date of Student’s Birth. Must be a valid date in CCYYMMDD 

format. 

15 Anticipated 

Completion 

Date 

139-146 Invalid Date of Anticipated Completion. Must be a valid date in 

CCYYMMDD format when Enrollment Status Code of ‘A,’ ‘F,’ or ‘H.’ 

(See Notes 1-3 below.) 

16 Anticipated 

Completion 

Date 

139-146 Anticipated Completion Date cannot be greater than 10 years after the 

Certification Date. (See Notes 1-3 below.) 

19 Enrollment 

Status Code 

290-290 Missing Enrollment Status. 

20 Enrollment 

Status Code 

290-290 Invalid Enrollment Status Code. Valid codes are ‘F,’ ‘H,’ ‘L,’ ‘A,’ ‘W,’ 

‘G,’ ‘D,’ ‘X,’ and ‘Z.’ 

21 Enrollment 

Status 

Effective Date 

291-298 Invalid Enrollment Status Effective Date. Must be a valid date in 

CCYYMMDD format. It must be less than 45 years in the past, based 

on Certification Date (formerly based on Roster Generation), and 

greater than the Date of Student’s Birth plus 12 years. This edit is not 

applied to Enrollment Status ‘D’ with default, ‘X’ or ‘Z’. (See Note 4 

below.) 

22 Enrollment 

Status Code 

290-290 A school cannot report an Enrollment Status of ‘X’ or ‘Z’ if an 

enrollment history (Enrollment Status Code of ‘F’, ‘H’, ‘A’, or ‘L’) 

already exists for student at that school. 

23 Enrollment 

Status 

Effective Date 

291-298 Missing Enrollment Status Effective Date. Must be a valid date in 

CCYYMMDD format. This edit is not applied to Enrollment Status ‘D,’ 

‘X,’ or ‘Z.’ (See notes 4-5 below.) 

26 Anticipated 

Completion 

Date 

139-146 Anticipated Completion Date must be greater than Certification Date 

when school reports Enrollment Status Code of ‘A,’ ‘F,’ or ‘H.’ NSLDS 

will substitute the ACD on its database when no ACD is returned on the 

submittal file, but that ACD will still be subject to this edit. (See Notes 

1-3 below.) 
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 111

Error 

Code Field Name Position Error Message 

30 Enrollment 

Status 

Effective Date 

291-298 Enrollment Status Effective Date must be less than Certification Date. 

32 Enrollment 

Status 

Effective Date 

291-298 Student status could not be applied as current. 

Formerly, this was due to a school reporting an Enrollment Status 

Effective Date prior or equal to two or more previous Dates Enrollment 

Status Effective. 

Beginning January 2, 2002, this is due to a school reporting an 

Enrollment Status Code, Enrollment Status Effective Date, or 

Anticipated Completion Date that does not match the current value 

stored in the database with a new Certification Date prior to the current 

Certification Date. 

Anticipated 

Completion 

Date 

33 139-146 

Enrollment 

Status 

Effective Date 

291-298 

Anticipated Completion Date must be greater than or equal to 

Enrollment Status Effective Date for Enrollment Status of ‘F,’ ‘H,’ and 

‘A.’ (See Notes 1-3 below.) 

Certification 

Date 

From 

Header 

57-64 

34 

Enrollment 

Status 

Effective Date 

291-298 

If the Enrollment Status Code is ‘F,’ ‘H,’ or ‘A,’ and has not changed 

since the last submission, Enrollment Status Effective Date cannot equal 

Certification Date. 

35 Enrollment 

Status Code 

290-290 Certification Date cannot be more than 180 days after Enrollment Status 

Effective Date for Enrollment Status of ‘A.’ 

36 Enrollment 

Status 

Effective Date 

291-298 If a school has 10 or more students on its previous Enrollment 

Reporting roster file and more than 10 percent of the records on a 

submittal file have an Enrollment Status Code of ‘D,’ Roster Receipt 

will reject all the detail records that contain that status. 

37/11 

Web/ 

header 

Certification 

Date is Invalid 

From 

Header 

57-64 

Invalid Date of Certification. Must be a valid date in CCYYMMDD 

format. 

38/13 

Web/ 

header 

Certification 

Date is too Old 

From 

Header 

57-64 

The certification date has preceded the earliest allowable date for 

certification of data. This date is controlled by a validation parameter 

and is calculated by subtracting the number of parameter days from the 

current date. 

39/21 

Web/ 

header 

Certification 

Date is in the 

future 

From 

Header 

57-64 

The certification date is in the future. Future certification of data is not 

allowed. 
 NSLDS Enrollment Reporting Guide 

112 February 2008 

Error 

Code Field Name Position Error Message 

Notes: 

1. Anticipated Completion Date is adjusted by NSLDS to 0001-01-01 for Enrollment status ‘X,’ ‘Z,’ ‘W,’ 

and ‘L.’ 

2. Anticipated Completion Date is adjusted by NSLDS to 9999-12-31 for Enrollment Status of ‘D.’ 

3. Anticipated Completion Date is adjusted by NSLDS to Enrollment Status Effective Date for Enrollment 

Status ‘G.’ 

4. Enrollment Status Effective Date is adjusted by NSLDS to Certification Date for Enrollment Status ‘X’ 

and ‘Z’ when a valid date is not supplied. 

5. Enrollment Status Effective Date is adjusted by NSLDS to 9999-12-31 when not reported by the school 

and Enrollment Status is ‘D.’ 

Figure A–2, Error Codes and Messages 
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 113

A.4 Error Checking 

Check your data for errors before submitting the completed submittal file or Error Correction 

File to NSLDS. The following tables list common reasons that files and records are rejected. 

A.4.1 Header Record 

Data Element Validation Criteria Action 

Sequence Number Must be 0000000. Accept only if the sequence number of the 

first record is 0000000. 

Create Date/Timestamp Must be a valid date in CCYYMMDD 

format. Must match the date/timestamp in 

the Enrollment Reporting roster file sent to 

the school. 

Reject if the date/timestamp in the 

submittal file does not match the 

date/timestamp in the Enrollment 

Reporting roster file received from 

NSLDS. 

Certification Date Must be a valid date in CCYYMMDD 

format. Must be greater than or equal the 

Enrollment Status Effective Date. 

Accept when both criteria are met. 

File Type For the submittal file, must be ‘R.’ 

For the Error Correction File, must be ‘E.’ 

For the ad hoc file, must be ‘A.’ 

Reject if neither ‘R,’ ‘E,’ nor ‘A.’ 
 NSLDS Enrollment Reporting Guide 

114 February 2008 

A.4.2 Detail Record 

Data Element Validation Criteria Action 

Every field’s contents must match the 

original field contents in the Enrollment 

Reporting roster file sent to the school. 

Reject if any field contents have changed 

compared to the Enrollment Reporting 

roster file transmitted to the school. 

 

Student’s SSN 

Student’s Last Name 

Student’s First Name 

Date of Student’s Birth 

Date of Anticipated 

Completion 

Must be a valid date in CCYYMMDD 

format. 

If the Enrollment Status Code equals ‘G,’ 

this field must equal the Enrollment Status 

Effective Date. 

If the Enrollment Status Code equals ‘A,’ 

‘F,’ or ‘L,’ this date must be greater than 

the Certification Date. 

Accept when all criteria are met. 

Code for Enrollment 

Status 

Must be one of the values in the 

Enrollment Status Codes table. 

Accept if in the Enrollment Status Codes 

table; reject otherwise. 

Date Enrollment Status 

Effective 

Must be a valid date in CCYYMMDD 

format. 

If the Code for Enrollment Status is ‘D,’ 

this date is optional. If you know this date, 

you must provide it. 

Accept when all criteria are met; reject 

otherwise. 

Student Branch 

Designator 

None Optional field used by schools to identify 

students within their own systems. 
Appendix A: Enrollment Reporting Roster File Record Layouts 

February 2008 115

A.4.3 Trailer Record 

Data Element Validation Criteria Action 

Enrollment Update 

Sequence Number 

Must be 9999999. Accept only if the sequence number of the 

last record is 9999999. 

Number of Detail 

records 

Must equal total number of Detail records. Accept only if the count is equal to the 

number of Detail records. 

Note: Before returning the file, update positions 27–34 in the Trailer record. This number must match the total 

number of error records being returned.