Determining File Submission Frequency

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When Should I Submit My Files?

You should follow the guidelines below to determine when you should submit files to the Clearinghouse.

Early Registration (optional transmission): Early Registration transmissions may be sent 30 days before classes begin, but no later than 10 days after. The Clearinghouse processes files in chronological order. Therefore, you must complete reporting for the prior term before an Early Registration file can be processed.

First of Term: First of Term files should be submitted immediately after your add period has passed. For compliance purposes, the Clearinghouse suggests that you submit your First of Term file no later than 21 days after your term begin date.

Subsequent of Term: Subsequent of Term files should be provided to the Clearinghouse every 30 to 45 days. The last transmission of the term should be no more than five days before or 30 days after the term end date.

Graduates Only: Graduate Only reports should be submitted on or after the term end date that you are reporting for.

Non-Standard Summer Term: The Clearinghouse strongly recommends that you report students who are actively enrolled in a non-standard summer term. This provides us with full enrollment history for verification purposes. Additionally, if a student does not return from a summer term, the Clearinghouse will be able to calculate the student’s true last date of attendance.

  • Summer-First: Summer-First Files should be submitted after your add period has passed.
  • Summer Subsequent: Summer Subsequent files should be submitted every 30 to 45 days.

 

To learn more, watch our tutorial, “File Submission Frequency.”

Check out Compliance Central for important reminders and other information and resources to help you stay in compliance.

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