Clearinghouse Graduates Processing

After graduation processing is complete, the following process is used to create the Graduates files for Clearinghouse.

Creating the Savedlists

  1. In Reporting Services, go to the Registrar's folder and choose the Clearinghouse List of Graduates report.

  2. Set the Branch parameter to the branch you are running:
    • Clearinghouse Branch 00 
    • Clearinghouse Branch 80 
    • Clearinghouse Branch 81

  3. Click the dropdown arrow at the Degree Date prompt and choose the Degree Date(s) you wish to run.

  4. Once the report is generated, click the Export button in Reporting Services and export the report to Excel.

  5. Delete blank columns. Highlight the Academic Credentials ID column to be copied in to the savedlist in Colleague. 

    Use the following procedure to create the savedlist to be used in the NDVS process:

    How to Create a Savedlist Using SLED and SLCR in Colleague

Processing the Branch Graduates File in Colleague

For the most part, a number of fields will already be pre-populated from the previous run.  If they are not, what each field needs populated is listed below.  The ones with the ** next to them are the fields that change with each batch and grad term.

  1. Go to NDVS - NDVS Deg/CCD Student Export
  2. Institution for Header is:  Sacred Heart University, Inc
  3. FICE Code enter:  001403
  4. Enter the FICE Branch Code for the Branch that you are processing (00, 80 or 81)  **
  5. Credit Type Categories should include I - Instutional
  6. Financial Block Restriction should include:  SAA - Contact Student Accounts
  7. Produce Excluded Students Report should be: No
  8. Use Custom Title should be: No
  9. Directory Codes should include: N - Exclude from directory
  10. Privacy Codes should remain blank
  11. Degree Period should be the period you are reporting:  For example: May 2024  **
  12. Credential Start Date should be 01/01/63 and Credential End Date should be the date you are processing for example 05/20/2024  **
  13. Institutions should remain blank
  14. Create Work File should be No
  15. Use Work File for Export should be No
  16. Report Only should be No
  17. Processing Option should be EXP - Export file & error report
  18. Export File Name should be NDVSBR## where ## is the branch number you are processing, for example NDVSBR00 for branch 00  **
  19. Export/CSV Directory should be _HOLD_
  20. Issue Warnings should be Yes
  21. Incl First/ast Spec Char Warnings should be No
  22. Create CSV Report should be No
  23. Saved List Name should be whatever you named your branch savedlist for example MAY24BR00  Note the savedlist must contain keys to the ACAD.CREDENTIALS file
  24. Additional Selection Criteria should be N
  25. Repeat the process for each branch
  26. Once the file is processed, there is a batch process that will move the file to the Import-Export -> Colleague-to-Clearinghouse folder
  27. Rename the NDVSBR## file in the Import-Export -> Colleague-to-Clearinghouse folder as the following:  001403##DV.txt where ## is the number of the Branch you are processing.  For example:  00140300DV.txt  Note you may need to rename the previous run files first and move them to the archive folder.  Usually the file is renamed with the date of the previous run.  For example:  00140300DV05202024.txt
  28. Once all three files have been renamed, zip them up and upload to Clearinghouse the same way that the enrollment files are uploaded
Print Article