National Student Clearinghouse (NSC) 21t

Purpose: Use this document as a reference for how to prepare the documents for the National Student Clearinghouse in ctcLink.

Audience: Student Records

Define Statistics Period

Navigation:  Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Define Statistics Period

New statistics periods must be defined for each term and not re-used between terms.  It is recommended to use a naming convention that is term specific, for example:

  • 2163_1 Early Registration
  • 2163_2 10th Day of the Term
  • 2163_3 Mid Quarter
  • 2163_4 End of Term
  1. Using Find Existing Value or Add a New Value, enter the Academic Institution and Academic Statistics Period.
Search Results

a. If using Add a New Value enter the following information and click Save.

Academic Statistics Period

b.  Repeat step as need. Example below:

Search Results

Running Consolidated Statistics Process

Navigation:  Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Process Consolidate Statistics

  1. Search for an existing Run Control ID or Add a New Value if this is the first time running this process.

It is advised to use a new run control for each term you run consolidated statistics.

Consolidate Statistics
  1. Enter the intended *Academic Institution, *Academic Statistics Period and *Consolidation Mode. If this is your first report of the term, leave Prev Stats NSC blank, if this is for a subsequence report enter the name of the previous report sent. Enter the intended *Academic Career and *Term in the Student Career Term Snapshot Input Parameters section. Click Run.
Consolidated Statistics
  1. First select Take Term Statistic Snapshot, once this runs to success and posted then proceed to the next step.
Process Scheduler Request
  1. Review the Process List. Click only the first selection box “Consolidate Acad Statistics”.
  2. Click OK.
Process Scheduler Request
  1. Click Process Monitor.
Consolidated Statistics
  1. Verify the Instance is “Success” and “Posted”. User may use the Refresh button as needed. Once “Success” and “Posted” are inticated. Please kindly note this process can take hours to post.
Process List tab
Process List section
Date Time section

Viewing and Updating an Individual Student's Consolidated Stats

When the consolidated statistics process is run, a page gets created on the Student Consolidated Stats page that shows users the data that will be pulled for the individual student on the NSC report. Users should scroll using the right and left arrows to find the specified statistics period that was run in the process above and click the arrow next to “Calculated Values and Overrides” to view the full page. If needed, users can click the individual override box to manually change the data for that student. Any manual adjustments should be made prior to running the NSC report.

Navigation:  Main Menu > Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Student Consolidated Stats

Basic Data tab

Running NSC Enrollment Report

Navigation:  Records and Enrollment > Enrollment Reporting > NSC Report

  1. Search for an existing Run Control ID or Add a New Value if this is the first time running this process.
Find an Existing Value
  1. Enter the intended *Academic Institution, *Academic Statistics Period, *Branch Code, *Report Type, *Address Usage and *Output File. Click Run.

*Notes – *Address Usage will typically be “S_Postal”.

  *Output File must be .csv and is case sensitive. Remember the file name for the next process.

NSC Report
  1. Click the box for NSC and click OK.
Process List
  1. Click the Process Monitor link.
NSC Report
  1. Locate the Process Instance and verify the Run Status as “Success” and the Distribution Status is “Posted”. User may click Refresh as needed.
Process List tab

File Upload/Download

Navigation:  PeopleTools > CTC Custom > Extensions > Upload/Download Files

  1. Enter the intended Academic Institution, Functional Area and Business Process Name.Click Search.
Find an Existing Value
  1. Click the Download Files tab. Using the same file name as the NSC Report output file (Step 7), enter the File Name and click Download File.
Download Files
  1. Save it to match the NSC file naming and extension requirements.
  2. Process Complete.

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