Audit Finding: Untimely NSLDS Enrollment Status Reporting

Issue

An auditor has identified a finding related to untimely enrollment status reporting to NSLDS. The school believes Campus Ivy handles their NSLDS enrollment reporting and wants to understand what caused the finding and how to prevent it in the future.

How NSLDS Enrollment Reporting Works at Portico Schools

Campus Ivy submits enrollment status updates to NSLDS on behalf of partner schools through the National Student Clearinghouse or direct NSLDS batch reporting, depending on the school's setup. The reporting cycle is triggered by changes to student enrollment records in Campus Ivy. Key data points reported include:

• Enrollment status (full-time, half-time, less-than-half-time, withdrawn, graduated)
• Enrollment dates (start date, end date, last date of attendance)
• Program information

Common Causes of Untimely Reporting Findings

• Enrollment status not updated in Campus Ivy: If a student's status is not changed promptly when they withdraw, drop below half-time, or graduate, Campus Ivy cannot report the change. The reporting is only as current as the data in the system.
• SIS-to-Core sync delay: For schools using a third-party SIS, enrollment status changes flow from the SIS to Campus Ivy through a nightly sync. If status changes are made in the SIS but not picked up in the next sync cycle, reporting will be delayed.
• Reporting window: NSLDS requires enrollment status updates to be reported within 30 days of a status change. If the update was not in Campus Ivy within that window, the reporting will be late even if it is eventually submitted.

Steps to Respond to an Audit Finding

1. Identify the specific students and enrollment status changes flagged in the finding. Confirm whether the status change was reflected in Campus Ivy within the required 30-day window.
2. Submit a ticket to the CI Audit/FISAP/SAIG team with the audit finding details, affected students, and dates. The team can provide documentation of when the enrollment data was received and submitted to NSLDS to support your audit response.
3. For any systemic patterns (e.g., a specific term or enrollment type was consistently late), work with the CI Audit team to identify the root cause and document a corrective action plan for your auditor.

Prevention Going Forward

• Ensure withdrawal, graduation, and status change dates are entered in the SIS or Campus Ivy promptly — within a few days of the actual change, not at the end of the semester.
• If your school uses a SIS integration, verify that the nightly sync is completing successfully. Integration errors can cause enrollment data to stop flowing to Campus Ivy.