9.2 National Student Clearinghouse (NSC)

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

Audience: Student Records

The below queries will identify areas that will cause NSC reporting errors. Correct all errors before running the NSC report.

Query Name Description
QCS_SR_NSC_PROG_PLAN_CHANGES
Prog/Plan Changes EFFDT Issues
QCS_SR_NSC_COMPL_EFFDT_ISSUES
Completions w/ EFFDT Issues
QCS_SR_NSC_DISCONTINUED_STACKS
Stacks Discontinued Mid-Term
QCS_SR_NSC_EXP_GRAD_TERM
Exp Grad Term Mismatch w/ NSC
QCS_SR_EXPCT_GRAD_TERM_UPD
Exp Grad Term Updates (grad term is previous to current enrollment term)
QCS_SR_NSC_STATS_COMPARE
Compares Fields-Consolidated Stats Page w/ Data on Term History Page
QCS_SR_MULTIPLE_PLANS_IN_STACK Multiple Plans in Single Stack

Define Statistics Period

Navigation:  NavBar > Navigator > 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. The Define Statistics Period search page displays.
  2. Using Find Existing Value or Add a New Value, enter the Academic Institution and Academic Statistics Period.
Define Statistics Period Find an Existing Value tab
  1. If using Add a New Value enter the following information, then select Save.
Academic Statistics Period page
  1. Repeat step as needed. Example below:
Search Results list

Running Consolidated Statistics Process

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

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

  1. The Consolidate Statistics run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Consolidate Statistics Add a New Value tab
  1. The Consolidated Statistics page displays.
  2. Enter the intended Academic Institution, Academic Statistics Period that was defined under the step--Define Statistic Period.
  3. Prev Stats NSC--If this is your first report of the term, leave blank. For subsequent reports, enter the name of the previous report sent.
  4. Consolidation Mode--the Consolidation Mode for the first report should be set to Insert. All other transmissions should be set to Overwrite.
  1. Enter the intended Academic Career and Term in the Student Career Term Snapshot Input Parameters section.
  2. The Commit Frequency should be set to 300.
  3. Select Run.  Refer to the Process Scheduling QRG for instructions.

Please note that the Process Scheduling QRG has a section titled "Reviewing a Jobset", and another titled "Reviewing a Process".  The Take Term Statistics Snapshot (SRPCCONA) process that you are about to run is not a member of a jobset, so please refer to the "Reviewing a Process" section.

There is no link for the Take Term Statistics Snapshot (SRPCCONA) process in the Process Name column of the Process List because it's just one process.  So the user would need to click the details link at the far right for the instance.

The numeric processes that are blue links like the one in the QRG are jobs.  Jobs contain multiple processes.  When you click the link it takes you to a screen that shows you all of the processes contained within that job.  You can click on the individual processes to see the details of those processes.

  1. The Process Scheduler Request page displays.
  2. First select Take Term Statistic Snapshot.  
  3. Select OK.
  4. After this runs to success and posted then proceed to the next step.
Process Scheduler Request page
  1. Review the Process List. Select only the selection box “Consolidate Acad Statistics”.
  2. Select OK.
Process Scheduler Request page
  1. Verify that the Process Monitor shows "Success" and "Posted" for the instance.  Again, please refer to the Process Scheduling QRG for instructions.
Process List section
  1. Please kindly note that this process can take hours to complete.
Date Time section

The below steps instruct staff on how to update a student between running consolidated stats if needed. Instructions for downloading the file associated with the stats are also provided.  

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. You can scroll using the right and left arrows to find the specified statistics period that was run in the process above and select the arrow next to “Calculated Values and Overrides” to view the full page. If needed, you can select 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:  NavBar > Navigator > Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Student Consolidated Stats

Statistics tab

Running NSC Enrollment Report

Navigation:  NavBar > Navigator > Records and Enrollment > Enrollment Reporting > NSC Report

  1. The NSC Report run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
NSC Report Add a New Value tab
  1. The NSC Report page displays.
  2. Enter the intended *Academic Institution, *Academic Statistics Period, *Branch Code, *Report Type, *Address Usage and *Output File.
  1. The Output File must be /CSTRANSFER/WAXXX/NSC/ followed by the file name. For example /CSTRANSFER/WA130/NSC/2201.csv
    1. Substitute the XXX with your college number (e.g. 220 would be entered for Tacoma).
  2. The Output File field is case sensitive.
  3. Take note of the file name for the next process.

Address Usage will typically be “S_Postal”.

  1. Select Run.  Refer to the Process Scheduling QRG for instructions.
NSC Report page
  1. The image above displays “Standard Report” as the *Report Type. This is true for the majority of reports, but there are a few reports that should use  "Non-Standard Report."
    1. Summer-First
    2. Summer Subsequent
    3. Non-Compulsory and Non-Summer [generally used to report special terms, such as “January term” or “May semester”]
    4. Early Registration
    5. Graduate Only [different from the DV file]

Note: If a user forgets to use this value and runs their report, they can always access their .csv file and manually change the highlighted character in the very first row from a Y to an N (image below).

.CSV file
  1. Ensure that the Process Monitor shows "Success" and "Posted" for the instance.  Again, please refer to the Process Scheduling QRG for instructions.

File Upload/Download

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

  1. The File Upload/Download search page displays.
  2. Enter Academic Institution.
  3. Enter Functional Area.
  4. Enter Business Process Name.
  5. Select Search.
File Upload Download search page
  1. The Upload Files tab displays.
  2. Select the Download Files tab.
Upload Files tab
  1. The Download Files tab displays.
  2. Using the same file name as the NSC Report output file noted in a previous step, enter the File Name.
  3. Select Download File.
Download Files tab
  1. Save the file to match the NSC file naming and extension requirements.
  2. Process complete.

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