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Summer Report Scheduling

Why should we report summer enrollment?

By submitting summer enrollment reports to the Clearinghouse, you will be able to:

  • Ensure that the Clearinghouse maintains a complete enrollment history for your students.
  • Avoid manually completing summer deferment forms.
  • Prevent the withdrawal date of summer graduates from being set back to the spring. (The Clearinghouse will do this automatically if we do not receive summer term data from you.)
  • Prevent the effective status date of first-time students who start in the summer from being moved up to the fall. (The Clearinghouse will do this automatically if we do not receive summer term data from you.)
When should summer reports be submitted?

You should time your summer reports to match the term start and end dates that you use now for summer deferments. If you have multiple deferment end dates, then you may need to provide multiple summer data submissions to the Clearinghouse.

The following are the most commonly used summer reporting schedules:

  • One Summer Session: The term begin date is the first day of classes. The term end date is the last day of classes or final exams. We recommend one summer report after add/drop and again at the end of the summer session. You can submit more often if you like, every 30-45 days. Your final summer file can include students who graduated.
  • Multiple Summer Sessions: The school schedules multiple summer reports, at least two for each summer session. We recommend sending right after add/drop and again at the end of each term during the summer period. Your final summer file for each term can include students who graduated.
Which students should I include in summer reporting?

Summer term data should only include students who qualify for deferments based upon their enrollment status:

  • Students who are enrolled (e.g., full-time, half-time, etc.) according to your institution's definitions for summer enrollment.
  • Students who graduated or officially withdrew at the end of the previous semester and are not attending the summer term can also be included.
  • Students who are reported as less-than-half-time at the beginning of the term. These students will be captured in order to complete their enrollment history and perform enrollment verifications. They will not, however, be reported to lenders until the beginning of the next required term (providing that student is not included or enrolled at a higher status). If we receive summer term data from you, the Clearinghouse will automatically report summer term students who had less-than-half-time status to lenders on your behalf at the start of the required term.
How do I sign up for summer reporting?

Complete a submission scheduling form online or fax it to the Clearinghouse. We will plan on receiving your summer reports on the dates you've scheduled.

Fax: 703-742-7792
Phone: 703-742-4200

Do we need to modify our existing Clearinghouse program?

Yes, you will need to make the following minor changes to a copy of your existing Clearinghouse program (do not modify your existing program, make all changes on a copy of the program):

  • Header Records
    If you submit data in the standard Clearinghouse format, your program generates an output file containing a header record, followed by data records. These two data elements in the header record should be changed as follows:
    • Academic Term value should be set to some abbreviation of "Summer Term 200?" that will fit in header positions 11-25
    • Standard Report Flag (position 26) should be set to "N", for non-standard term data

    If you report to the Clearinghouse via a vendor-supplied software interface, consult your vendor about the changes that need to be made in order to submit summer reports.

  • Data Records
    Most programs calculate an enrollment status based on each student's credit hours. For a summer term, the equivalence between the credit hours and full- or half-time enrollment status can vary. You need to review this logic and adjust the translation values, if necessary.