I'm guessing many of you received this email this morning from the Clearinghouse addressing some of the concerns we were discussing at MACRAO, but if you did not it is a good FYI regarding what the Clearinghouse is doing to get back on track.
Charity
Charity Walters| Registrar and Director of Institutional Research | The University of Montana Western | 710 South Atlantic Street | Dillon, Montana 59725 |
Phone 406.683.7471
From: George Levathes [mailto:higher_ed@studentclearinghouse.org]
Sent: Friday, November 06, 2015 7:01 AM
To: Charity Walters
Subject: Clearinghouse actions related to enrollment processing delays
| Dear Clearinghouse Participant, During the recent peak processing period, your school may have experienced enrollment file processing delays. The National Student Clearinghouse would like to convey our sincere apology to you for the delays and share the steps we are taking to resolve the situation. The Impact of 150% Reporting on File Processing As you are aware, the 150% reporting regulations made enrollment files significantly more complicated. The increased number of mandatory data elements and edits from the Department of Education require additional review and analysis by both the Clearinghouse and your staff, and have increased the learning curve for everyone. This has impacted overall processing times, resulting in an average file processing turnaround time of 12 calendar days. We are committed to doing a better job of keeping you informed about our processing status and the changes we are making to return to the shorter processing times to which you were accustomed. We want to emphasize: We do not consider the current file processing turnaround time to be the new norm for the Clearinghouse. How the Clearinghouse Is Streamlining File Processing The Clearinghouse is developing solutions to alleviate many of the challenges and complexities associated with the 150% reporting regulations and keep you better informed, including: - Increasing the Clearinghouse staffing resources dedicated to file processing
- Delivering our new automated SSCR roster functionality by December 31
- Beginning work (already underway) on the requirements and application development needed to further streamline enrollment file processing, based on evolving Department of Education regulations
- Posting and updating, in the near future, file processing expectations and other pertinent news on the "Student Reporting" tab of our secure website. This information will also be displayed when you click the "Enrollment Reporting" and "Degree Transmissions" links on the "Student Reporting" tab.
We are also committed to being back to our average processing time of 5 calendar days by no later than January 2016 and maintaining that processing time through the spring peak season. In the meantime, if you have any concerns related to the timeliness of reporting, please contact our School Operations department at schoolops@studentclearinghouse.org. We continue to review our processes to identify opportunities for improvement in both data quality and processing efficiency. Your suggestions and feedback provide an important user perspective and are always welcome! What You Can Do to Speed File Processing Here are some tips on how you can help expedite processing of your enrollment files, based on common issues found in the school files sent to us: - Ensure all program level information is complete and conforms to provided standards
- Accurately report the separation status start date and date-in program information, whenever students drop or change programs
- Provide your students' complete addresses, including the country code for domestic addresses
- Resolve and return error resolution on the web reports promptly. If you have questions or concerns, please contact the analyst assigned to your file, who will be happy to assist you.
We want to assure you that the Clearinghouse is, as it has been for over 21 years, fully committed to supporting your school's compliance and reporting needs, and looks forward to continuing to assist you. If you have any questions and/or comments, please contact your Clearinghouse Regional Director or feel free to contact me directly. | | | George Levathes
Vice President, Data Operations
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