SAFARI Project Producing the NSC Report Business Process Guide July 2003
Updates Date 3/22/07 8/14/07 Action Updated navigation for version 8.9. Updated screen shots for version 8.9 Page(s) All
SAFARI Project (Process Name Here) Process Table of Contents Producing the NSC Report Overview ....................................................................................................... 1 1.0 Setup Required to Run the NSC Report.................................................................................... 3 1.1 Review Academic Statistics Type Setup ............................................................................... 3 1.2 Setup a new Academic Statistics Period ............................................................................... 4 2.0 Running the Consolidated Statistics Process ............................................................................ 5 3.0 Producing the NSLC Report...................................................................................................... 8 4.0 Reviewing or Overriding Consolidated Statistics for an Individual Student ............................... 12 5.0 Submitting the Report to NSC’s FTP Site................................................................................ 13
i (Process Name Here) Process SAFARI Project Producing the NSC Report Overview The NSC Report is a file of student information that is sent on a periodic basis to the National Student Clearinghouse (NSC) for tracking student loan repayment deadlines. (note you will see both NSLC and NSC used, these refer to the same thing, the office is changing names). Generating the report out of PS involves a few steps. It is crucial to pay close attention to detail when generating the report because the output has important implications for the students in terms of loan repayment schedule. In general there are two steps to producing the PS delivered NSC Report: 1. Run Consolidated Statistics for the desired time period. The Consolidated Statistics process retrieves a variety of student data and populates two tables called STDNT_CARTRM_PD and STDNT_CONS_STAT 2. Produce the NSC Report. This process draws data from the STDNT_CONS_STAT table and produces the NSC Report in a format that can be sent to the clearinghouse office. After the Consolidated Statistics process is run, the results can be reviewed and adjusted for an individual student if needed, before you actually generate the NSC Report. When the Consolidated Stats process is run, in general it follows this logic: 1. Select all students who have a Term Activation row for the desired Term. 2. For the students selected in step 1, retrieve their total units attempted in the term. The total units attempted will be used to determine the student’s Load for the NSC Report, using the Level/Load Rules that are setup in PS. The Load reported to NSC is either F (fulltime), H (at least halftime) or L (less than halftime or zero units). 3. Further, for the students selected in step 1, retrieve their most recent Program Action from the Student Program page. This information will be used to determine the student’s status as reported to the NSLC. Specifically, students who are Discontinued will be reported with a status of W (withdrawn), students who are on Leave will be reported with a status of A (approved leave), students who are Discontinued with reason of DEAT (deceased) will be reported with a status of D (deceased), and students who are Completed will be reported with a status of G (graduated). The columns of data included on the actual NSLC report are as follows: SSN (note if student does not have a valid SSN according to the run control parameters discussed below, then the student will not be included on the report). First Name, Last Name, Middle Initial Enrollment Status values are: F = full time. Student is active in Program as of the As of Date for the Consolidated Statistics process, and has at least 12 attempted units if UGRD or PBAC, at least 10 attempted units if GRAD student (these numbers come from the PS Level/Load Rule). Note that W, HW, +W, AU and NS grades do not count toward attempted units because the ‘Exclude Progress Units’ flag is turned on in the grade scheme. H = half time. Same logic as F but student is in at least 6 units if UGRD or PBAC and at least 5 units if GRAD.
Document1 Page 1 of 15 (Process Name Here) Process SAFARI Project L = less than half time. Same logic as F but student has less than 6 units if UGRD or PBAC and less than 5 units if GRAD. Also if student has zero units. W = withdrawn. Student has Discontinued Program Status as of the As of Date for Consolidated Statistics process. D = deceased. Student has Discontinued Program Status with Program Action of DEAT. G = graduated. Student has Completed Program Status as of the As of Date. A = leave of absence. Student has Leave of Absence Program Status as of the As of Date. At CWU these would be your “Approved Leave” students – they would need to be given a Leave of Absence Program Action but also be Term Activated for the term so that they will be picked up for the NSLC report. Note that if a student is Program Active and active in the term but has a Form of Study other than ‘Enrollment’ – meaning the student is studying on an exchange or collaborative program – then the student’s Load for NSLC will be whatever is manually specified on the Term Activation page. The default is full­time because it is presumed that these students are taking a full load. Also note, Transfer or test credits that are posted to the term, do not count into NSLC load calculations. Enrollment Status Change Date This date is populated in the following situations If you are running a Mid­Term submission and the student’s status has changed in comparison with the beginning of term submission. Note that when a student adds or drops a class, a field in PeopleSoft (STDNT_CAR_TERM. UNTPRG_CHG_NSLC_DT) captures the most recent add or drop date. This date is reported as the status change date if the student has changed status since the beginning of term submission. 1. If student is Withdrawn, Deceased, Graduated or Leave of Absence, then this field will populate with the Effective Date of the relevant Program Action from the Student Program page. Note that the process looks for the most recent Program Action row that is before the As of Date for the Consolidated Stats process. Address (note if student does not have address then student will still be reported but address fields will be blank) Anticipated Graduation Date Only shown if student’s status is Full time, Half time, or Leave of Absence. The report will display the term end date plus 12 months for those that have not applied for graduation. Those that have, will have their graduation term reported. This was a modification to the delivered report. Birth date Term Begin Date Term End Date Graduate level indicator (Y if the student is in GRAD career) Ferpa flag (this flag comes from the PS Personal Data table based on the student’s FERPA selection in PS)
Document1 Page 2 of 15 (Process Name Here) Process SAFARI Project 1.0 Setup Required to Run the NSC Report The first step is to do the setup required to run the NSC Report. 1.1 Review Academic Statistics Type Setup Home > Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Define Statistics Type 1. Select the Statistics Type of N which stands for NSLC. The Statistics Type should not need to be changed, this step is simply to review the setup to make sure it is correct. The setup should appear as below. 2. The Academic Statistics Type contains parameters that will feed into the operation of the Consolidated Stats process below. The ‘Enforce FA Eligibility’ flag is not checked so that all students regardless of program will be included in the Consolidated Stats or NSLC processes. This references the ‘Financial Aid eligible’ checkbox that is located on the Student Program setup table. The Academic Program Status values shown in the bottom of the page govern which
3. Document1 Page 3 of 15 (Process Name Here) Process 4. SAFARI Project student program statuses will be included in the Consolidated Stats and NSLC processes. As shown in the screenshot above, the process will include students who are Active, Completed, Discontinued, Deceased or on Leave of Absence as of the As of Date for the processes. If a student has a program status other than one of these, then he/she will not be included in the process. The list shown above should be the correct list for the students CWU is wishing to include. You should not normally need to change anything on the above Academic Statistics Type setup, it is for review only. 1.2 Setup a new Academic Statistics Period Home > Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Define Statistics Period 5. Document1 The next step is to setup a new Academic Statistics Period. The Academic Statistics Period is simply a label that will be used to identify the data for this particular run. Data stored to the STDNT_CARTRM_PD and STDNT_CONS_STAT tables is keyed by Academic Statistics Period and Emplid. For each period of time that you submit an NSLC report, you should create a new Academic Statistics Period that reflects the time period. For example as shown above, you should use a consistent scheme such as the term code, underscore, then BOT (if beginning of term submission), MOT (if middle of term submission), or EOT (if running the end of term submission). Click the Add button.
Page 4 of 15 (Process Name Here) Process 6. 7. 8. 9. 10. 11. SAFARI Project The Statistics Period Type should be ‘N’ for the NSLC process. Academic Load Rule should be ‘Term Load Rule Applies.’ This tells the process that you wish it to use the Load Rules as defined in Define Student Admin > Setup > Level/Load Rules Table. Consolidation Trigger should be set to ‘Consolidation Date.’ This tells the process that you wish it to include all of the student’s attempted units in the term, regardless of when the class starts or ends. In the As of Date field, enter the date for which you want the data to be captured. IMPORTANT: The As of Date MUST be a date that is within the term dates (>= term start date and <= term end date from the Term Table setup). If the As of Date is outside the term dates, the system will not identify the term to be selected. The As of Date is not necessarily the same date as the current date. For example on January 5, 2005 you may run the 1049 End of Term Consolidated Stats and NSLC Reports using an As of Date of December 15, 2004. In this example, the process would capture the student’s data as it existed on December 15, 2004. In the bottom portion of the page, insert a row for each Academic Career which is to be included in the report. Enter the Term for each career. For the Snapshot Date, enter the same date that you entered for the As of Date. Save your work. 2.0 Running the Consolidated Statistics Process Home > Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Process Consolidate Statistics
Document1 Page 5 of 15 (Process Name Here) Process SAFARI Project 12. You are now ready to run the Consolidated Statistics process. Add a new Run Control ID. It is a good idea to use a Run Control ID that reflects the period you are running. 13. Enter the parameters as shown. Enter the Academic Statistics Period for the period you are running. If you are running a mid­term report, you will need to populate the Previous Stats NSLC field. In the Prev Stats NSLC field you would enter the Academic Statistics Period that you used when you ran the beginning of term submission. Populating the Prev Stats NSLC field will cause the process to include status changes and status change dates, for students who have changed status between the beginning and middle of terms. For example a student may have been reported as Fulltime at the beginning of the term, but by mid­term he may have dropped to Halftime. For example if you are running the report for mid­term of 1053, then you would enter 1053_MOT in the Academic Statistics Period, and you would enter 1053_BOT in the Prev Stats NSLC field. Select the Consolidation Mode of ‘Insert.’ This tells the process that you wish it to insert rows into the STDNT_CARTRM_PD and STDNT_CONS_STAT tables. If you select the value of ‘Overwrite’ and check the ‘Overwrite’ checkboxes in the bottom
14. 15. Document1 Page 6 of 15 (Process Name Here) Process 16. 17. 18. 19. 20. 21. Document1 SAFARI Project portion of the page, then the process will erase all existing rows for this Academic Statistics Period in the STDNT_CARTRM_PD and STDNT_CONS_STAT tables and recalculate new rows. Using the value of ‘Overwrite’ can be helpful if you are not happy with your first run for this Academic Statistics Period and you need to re­run it. Enter a Commit Frequency. PeopleSoft recommends a value of 300 for this process. In the bottom portion of the page, insert rows for each Career and Term that are to be included, as shown above. Click the Run button. Select the Server Name of PSUNX. Click the checkbox for the SRPCCONA process. This process must be run first, and populates the STDNT_CARTRM_PD table. When the SRPCCONA process completes successfully, then run the SRPCCONP process as shown below. Select the Server Name of PSUNX. Click the checkbox for the SRPCCONP process. This process must be run after SRPCCONA, and populates the STDNT_CONS_STAT table. When the SRPCCONP process completes successfully, then move on to the next step below.
Page 7 of 15 (Process Name Here) Process SAFARI Project 3.0 Producing the NSLC Report Home > Records and Enrollment > Enrollment Reporting > NSC Reporting 22. Document1 Now you are ready to produce the actual NSLC report. Add a new Run Control ID. It is a good idea to name it the same as the Academic Statistics Period you are running it for. Click the Add button.
Page 8 of 15 (Process Name Here) Process 23. 24. 25. 26. 27. 28. 29. 30. 31. Document1 SAFARI Project Populate the parameters for this NSLC report run. Enter the Academic Statistics Period that you are running it for. Check the ‘Use Graduate Level Indicator’ checkbox. This checkbox simply places a Y value on the end of the data row on the report for each student who is in the GRAD career in this term. In the SSN Exclusions fields, enter any 3­digit prefixes for SSNs that are not valid. Students with these SSNs will be excluded from the report. Enter CWU’s Branch Code which is 00. Select the Report Type. Normally you would select “Standard Report.” The other value you may choose to select would be “Graduates Only” – this value will produce a report that includes only students who graduated in the term. The value of ‘Non­Standard Report’ would not be relevant for CWU. Select an Address Usage. This selection determines which Address type you wish to be selected for the NSLC report output. By using an Address Usage you can determine a series of address types that the process will look for and pick the first type it finds for each particular student. Enter CWU’s FICE Code which is 003771. In the Output File field, enter the destination and filename where the output file should be stored by the process. In Production the output folder should be /share/assp­ print/output/sr_outbound/ which is the SR Outbound folder. Also enter an appropriate filename using a standard format such as 1049_BOT_DATE.txt. Click the Run button.
Page 9 of 15 (Process Name Here) Process 32. 33. 34. 35. Document1 SAFARI Project Select the server where the process will run. Check the checkbox for the SRNSLCEX process. Select the Type and Format for the log report – this process produces two reports, one is the NSLC report itself (which is stored in the Output location discussed above). The other is a process log which lists statistics about the process as well as a list of students who were excluded (due to invalid SSN for example) or had warnings such as a missing address. Click OK and watch to be sure the process completes successfully. Once the process completes, it produces two files like the ones shown below. The first screenshot below is the process log report. You can retrieve the log report by clicking on the Details/View Log Trace link in Process monitor. The second screenshot is the actual NSLC report that you will transmit to the NSLDS office. To retrieve the actual report you have to go out to the SR outbound folder. You should review the log and the NSLC report itself to make sure they look okay and as expected. If okay then you should submit the NSLC report to the NSLDS in the manner prescribed by that office (usually via the web or ftp).
Page 10 of 15 (Process Name Here) Process SAFARI Project Right click the .txt file and open with Text Pad for best results in alignment of the data.
Document1 Page 11 of 15 (Process Name Here) Process SAFARI Project 4.0 Reviewing or Overriding Consolidated Statistics for an Individual Student Home > Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Student Consolidated Stats 36. Document1 Using the navigation shown above, you can view the Consolidated Statistics information from STDNT_CONS_STAT for any particular student, for a particular Academic Statistics Period. Note that the Consolidated Stats table contains a great deal more information than is actually used for the NSLC report. That is because PS intends Consolidated Statistics to be available for use in other reporting needs if desired. In addition, if you click the arrow for ‘Override Projected Level’ in the bottom portion of the page, you will see additional information as shown below.
Page 12 of 15 (Process Name Here) Process SAFARI Project 37. If you click the Override box next to NSLC Academic Load, then if you wish you can override the load that will be reported on the NSLC report for this particular student. You would then need to re­run the NSLC report to display the overridden Load value. 38. The Calculate button in the upper right of this page is not relevant for CWU since you are using a consolidation trigger of ‘Consolidation Date’ as discussed above. In other types of setup you could use this Calculate button to re­calculate this student’s Consolidated Statistics for this period. 5.0 Submitting the Report to NSC’s FTP Site Go to the secure FPT website at: https://ftps.nslc.org
Document1 Page 13 of 15 (Process Name Here) Process SAFARI Project Username: 0377100 Password: On file with authorized users – see your supervisor Click the CLICK HERE to Launch Upload Wizard…
Document1 Page 14 of 15 (Process Name Here) Process SAFARI Project Click Add File. Browse to your file and click Next. You will receive an email confirmation that the file was received from NSC.
Document1 Page 15 of 15