NSLDS Reporting

You can find the NSLDS Reporting function under the Outbound tab. Use this function to update your files and create an NSLDS reporting extract file to send to the government. A separate NSLDS extract is created for each campus associated with the CLM School Code identifier. Only borrower/loan data associated with that Campus Code will be included in the NSLDS extract.

Only federal loans such as Perkins, Defense and NDSL, are reported to NSLDS. Within CLM, this includes any loan with a loan type of "F". The loan type was established at the time the loan was originated and was derived from the Notes record that was used as the template for much of the origination information. When a new federal loan is originated, a corresponding NSLDS reporting record is created as well. The NSLDS records are the basis for the NSLDS reporting process.

The NSLDS Reporting process is comprised of 3 steps. These are:

·         Prep Process - This process is the initial step of the NSLDS Reporting process. The current CLM NSLDS records are updated using the current borrower and loan information.

·         Extract Process - This process creates the data file that is fed into the DataPrep software.

·         Wrap-up Process - This process prepares the existing CLM NSLDS records for the next NSLDS reporting period by exchanging the "old" identifier values with the "new".

To begin the NSLDS reporting process, select a Campus Code from the drop-down list. Once you have selected a Campus Code, you can continue on to the Prep Process.

1. Prep Process

The NSLDS Prep Process updates the base CLM NSLDS records using current borrower and loan information. The Prep process is necessary in order to reflect any changes that were made to NSLDS-related information since the last NSLDS reporting cycle. The Prep Process will only update the CLM NSLDS records that are associated with the selected campus.

The base CLM NSLDS records are created whenever a Federal loan is originated. These CLM NSLDS records are updated through two processes:

·         Automatically through the use of this NSLDS Prep Process

·         Manually through the use of the Office Management/NSLDS Maintenance process. Normally this function is used to correct errors that were found in the NSLDS Extract file. See NSLDS Maintenance for additional information.

To begin the NSLDS Prep Process, click the associated Run button on the NSLDS Reporting screen. When the Run button is clicked, the NSLDS Prep Process Setup Screen is displayed. This screen gives you the ability to control which data items in the CLM NSLDS records are updated when the Prep Process is executed. For each of the data items shown in the lower half of the screen, you have the option to select an Update option using the associated drop-down box. By default the Update options are all set to "Yes."

·        If the Update option is set to "Yes," the associated data items in the NSLDS record will always be updated using the current borrower/loan data values.

·        If the Update option is set to "Maybe," the associated data items in the NSLDS records will be updated only if their current value is equal to blank or spaces.

·        If the Update option is set to "No," the associated data items in the NSLDS record will never be updated, even if the corresponding borrower/loan data values are more current.

Once the Update options have been set to the desired value, continue with the NSLDS Prep Process by clicking on the Proceed button. When the Prep Process is complete, you are notified by a pop-up message. Click on the "OK" button to acknowledge the message and return to the NSLDS Reporting Menu screen.

To find out if the Prep Process is complete or to check on the status of the job while it is running, click on the Check Job Status.

NOTE: You can exit the Prep Setup screen without executing the Prep Process by clicking on the Back button.

2. Extract Process

The NSLDS Extract Process creates the NSLDS extract (data) file that is fed into the DataPrep software. The data file that is created will only contain information associated with the selected Campus.

To begin the NSLDS Extract Process, click the associated Run button on the NSLDS Reporting screen. Note that the format of the NSLDS extract file name is also provided.

When the Extract Process is complete, you are notified by a pop-up message that also contains the NSLDS Extract file name. You will want to make note of the file name before you click the OK button to acknowledge the message.

The NSLDS extract file name is comprised of the following:

·         NSLDS Directory name: The directory exists on the web server where the CLM application is installed. The directory name is specified via the Office Management/CLM System Configuration Parameters screen.

·         OPEID: The OPEID is the ID associated with the selected Campus and is displayed in the Campus selection drop-down box.

·         Campus Code: This is the CLM Campus Code identifier associated with the selected Campus and displayed in the Campus selection drop-down box.

·         Time Stamp: This is the date and time the extract file was created.

·         File extension: This value is always ".nslds".

Once you click the OK button, you are returned to the NSLDS Reporting screen.

To Download an NSLDS Extract File

This extract file (or any other previously created extract file) can be downloaded to your PC or other network-accessible disk by clicking on the Download Extract Files link that appears under the Extract Process heading.

When you click on the Download Extract Files link, you are presented with a file selection window. This window displays a list of all the files found in the NSLDS directory on the web server. Click on the desired file name, and click the Download File button to download the selected file. When you click on the Download File button, you will be asked to specify a file location in which to save the extract file. Specify the directory path and click on the Save button to complete the file download process.

3. Wrap-Up Process

The NSLDS Wrap-Up completes the NSLDS Reporting process by making final updates to the CLM NSLDS records. The values that are in the "new" identifier fields are moved to the "old" identifier fields, and the "new" identifier field values are set to blank spaces. The CLM NSLDS records are now ready for the next run of NSLDS Reporting.

To begin the NSLDS Wrap-Up Process, click the associated Run button on the NSLDS Reporting screen. When the Wrap-Up Process is complete, you are notified by a pop-up message. Click on the OK button to acknowledge the message and return to the NSLDS Reporting screen.