Software Developers Webinar January 21, 2015

Software Developers Webinar January 21, 2015

CPS Update for Software Vendors
Erika Hutko | January 2015 U.S. Department of Education Software Vendors Webinar

The CPS Update will provide an update on information for programmers and data processing staff about the changes to the Institutional Student Information Record (ISIR) layout and the CPS enhancements including a brief overview of the FSA ID Presenter: Erika Hutko

Central Processing System (CPS) Changes
Institutional Student Information Record (ISIR) Changes FSA ID CPS Test System Important Dates

CPS Changes

2015-2016 CPS Enhancements NSLDS Loan Confirmed Subsidy Status
- Correction made NSLDS Data Changes - New value of R and SAR Comments for Exceeded loan limit and reaffirmed debt New Foster Care SAR Comments - FOTW Foster Care screening question will be added (seen in FOTW only) New SAR Comments IRS Publication 17 -set the income parameter for the Reject 20 edits ISIR Record Layout changes FSA ID

Loan Confirmed Subsidy Status
Data Type for the NSLDS Loan Confirmed Subsidy Status field corrected to A/N on the ISIR Record (5005)

New Value of R and New SAR Comments
A value of R was added to the current loan limit flags. R will be defined as ‘Exceeded loan limit and reaffirmed debt’. SAR comment 392 is for a value of R in the Graduate Subsidized or Combined Loan Limit Flags. SAR comment 393 is for a value of R in the Undergraduate Subsidized or Combined Loan Limit Flags. The SAR C flag is set by the new comments.

New Reaffirmed Debt Comments
Comment No. SAR Comment 392 Based upon data provided by the National Student Loan Data System (NSLDS) and your grade level, we have determined that you may have received a total amount of student loans (graduate and undergraduate) that exceeds the loan limits established for the federal loan programs. However, you may have reaffirmed the excess debt with your loan servicer, restoring your eligibility to participate in the federal student aid programs. You should review the information on Page 4. 393 Based upon data provided by the National Student Loan Data System (NSLDS) and your grade level, we have determined that you may have received a total amount of undergraduate student loans that exceeds the loan limits established for the federal loan programs. However, you may have reaffirmed the excess debt with your loan servicer, restoring your eligibility to participate in the federal student aid programs. You should review the information on Page 4.

Foster Care Comments and Screening Question
Two new SAR comments regarding eligibility for Foster Care programs New FOTW Foster Care screening question added

New Foster Care Comments
SAR comment 165 was added for non-FOTW filers who respond Yes to the current Orphan/Foster Care/Ward of the Court dependency question; the comment text will include a URL for additional information. A SAR comment 166 was added for FOTW filers who respond Yes to the Foster Care screening question; the comment text will include a URL for additional information.

New Foster Care Comments
Comment No. SAR Comment 165 If you are or were in Foster Care, you may be eligible for assistance through federal programs for foster youth, such as the John H. Chafee Foster Care Independence Program and/or the Education and Training Voucher (ETV) Program. For more information contact your state ETV coordinator. The contact information is located here: 166 You reported that you are or were in Foster Care. You may be eligible for assistance through federal programs for foster youth, such as the John H. Chafee Foster Care Independence Program and/or the Education and Training Voucher (ETV) Program. For more information contact your state ETV coordinator. The contact information is located here:

IRS Income Parameters IRS has published the minimum income requirements for filing taxes in 2014 which establish the parameters used for the Reject 20 edits. An update to the Software Developer specifications with the new parameter values was issued and posted to IFAP on January 13, 2015.

ISIR Record Layout The following fields have been added:
- NSLDS Confirmed Loan Subsidy Status (6 times) - NSLDS Subsidy Status Date (6 times) The following NSLDS fields have been deleted: - ACG Overpayment Flag - ACG Overpayment Contact - SMART Overpayment Flag - SMART Overpayment Contact - Additional ACG Flag - Additional SMART Flag - ACG Payment Change Flag - SMART Payment Change Flag

ISIR Record Layout Six NSLDS Grant Detail sequence records have been deleted due to deletion of ACG and SMART data The Subsidized Loan Eligibility Used field renamed to Subsidized Usage Period Filler decreased to round out record length Record length decreased to 4300

Old PIN login on Studentloans.gov
Introducing the FSA ID The FSA ID will modernize access for students, parents, and borrowers to FSA systems FSA is adopting the best practice of using a username and password instead of personal information The FSA ID Requires users to enter less information (2 fields instead of 4) Provides more secure access to user’s information Links to PIN information during registration Allows users to update personal information such as last name changes without applying for a new FSA ID (Lifetime ID) The FSA ID (Username and Password) will replace PIN for students, parents, and borrowers accessing FSA systems starting in late Spring 2015. New FSA ID login Old PIN login on Studentloans.gov

Introducing the FSA ID, Con’t
To learn more about FSA ID, please go to Ifap.ed.gov provided link

FSA ID Impacts to Record Layout
There are no changes to the Application Record (349) There are no changes to the ISIR Record Layout (5005)

FSA ID Impacts to SAR Comments
There are comment text changes (006 and ) revised to replace PIN with “FSA ID” Comment No. SAR Comment 006 If you need to make corrections to your information, you may either make them online at using your FSA ID, or by using this SAR. If you need additional help with your SAR, contact your school's financial aid office or visit and click the “Help” icon on the FAFSA home page. If your mailing address or address changes, you can make the correction online or send in the correction on your SAR. 275 Your identity has been verified by the Social Security Administration. You can now use your FSA ID to make corrections, add school codes, view your federal student loan history, electronically sign your Federal Direct Loan Master Promissory Note, and more. Do not share your FSA ID with anyone. For more information about your FSA ID, visit 276 We were unable to verify your name, date of birth, and/or Social Security Number (SSN) with the Social Security Administration (SSA). Therefore, your FSA ID could not be used to sign your FAFSA. Follow the instructions below to resolve your problem with the SSA. 277 Your parent’s identity has been verified by the Social Security Administration. Your parent can now use his or her FSA ID with all Federal Student Aid systems that require it. Your parent should not share his or her FSA ID with anyone, including you. For more information about the FSA ID, your parent can visit

FSA ID Impacts to SAR Comments, Con’t
There are comment text changes (006 and ) revised to replace PIN with “FSA ID” Comment No. SAR Comment 278 We were unable to verify your parent’s name, date of birth, and/or Social Security Number (SSN) with the Social Security Administration (SSA). Therefore, your parent’s FSA ID could not be used to sign your FAFSA. Follow the instructions below to resolve your parent’s problem with the SSA. 279 Your parent’s identity has been verified by the Social Security Administration. Your parent can now use his or her FSA ID with all Federal Student Aid systems that require it. Your parent should not share his or her FSA ID with anyone, including you. For more information about the FSA ID, your parent can visit 280 We were unable to verify your parent’s name, date of birth, and/or Social Security Number (SSN) with the Social Security Administration (SSA). Therefore, your parent’s FSA ID could not be used to sign your FAFSA. Follow the instructions below to resolve your parent’s problem with the SSA.

CPS Test System

CPS Test System Final Application Processing Software Developers Specifications posted was January 13, 2015 Updates will be provided, as needed

CPS Test System Mechanism for you to confirm that your system – Meets specifications for interfacing with CPS Is calculating correct results Allows you to – Test applications and corrections Receive ISIR data

CPS Test System Became available on December 29th and will remain available through the end of the processing cycle User Guide was posted to Federal Student Aid Download Web site (FSAdownload.ed.gov) on October 6, 2014

Important Dates

Important Dates August 6, 2014 August 24, 2014 September 2, 2014
Application Processing System Specifications for Software Developers draft posted August 24, 2014 Electronic Data Exchange (EDE) Technical Reference Summer draft (including the ISIR Record Layout and ISIR Cross-Reference) posted September 2, 2014 EFC Formula Guide on the IFAP Web site posted

Important Dates October 6, 2014 October 8, 2014
CPS Test System User Guide ISIR Guide on the IFAP October 8, 2014 Electronic Data Exchange (EDE) Technical Reference- Final

Important Dates October 29, 2014 December 29, 2014
SAR Comment Codes and Text December 29, 2014 The CPS Test System was made available

Important Dates January 1, 2015 January 2, 2015
FAFSA on the Web site was made available to students and FAA Access to CPS Online Web site January 2, 2015 The CPS began accepting and processing FAFSA® applications

Contact Information We appreciate your feedback and comments Erika Hutko Phone:

See you next update!

EDE Suite Update for Software Vendors
Glenn Kirksey| January 2015 U.S. Department of Education Software Vendors Webinar

Glenn Kirksey Federal Student Aid Washington, DC glenn. kirksey@ed
Glenn Kirksey Federal Student Aid Washington, DC (202)

EDESuite Updates EDExpress dlls EDExpress Release 2.0 DL Tools Release 15.0

EDExpress 2014-2015 dlls (Spring 2015)
Additional COD changes will be made via dlls instead of a new release No mdb updates; No changes to the external add or change files Edits will be updated Removed LPSD and LPED valid date range check (note: Loan Period must still be within Academic Year) Reconfigured edits 2000, 2001, 3105 from warning edits to hard edits, to ensure non-zero disbursements do not occur more than 10 days before LPSD or 180 days after LPED. Allow PPSD to be outside the LP ONLY IF the disbursement amount is zero (edits 1230, 1240) New import edit report for the PLUS Credit Counseling file (CRCS) Select Import Type Common Record Response and browse to the file. Users will update the Credit Decision Status on the Origination tab IF the Credit Requirements Met is “Y”

EDExpress 2015-2016 Release 2.0 (Spring 2015)
Updated Edits Removed LPSD and LPED valid date range check (note: Loan Period must still be within Academic Year) Reconfigured edits 2000, 2001, 3105 from warning edits to hard edits, to ensure non-zero disbursements do not occur more than 10 days before LPSD or 180 days after LPED. Allow PPSD to be outside the LP ONLY IF the disbursement amount is zero (edits 1230, 1240) MPN Status of “A” or “T” to make an actual disbursement Update edit 1050 to begin using the new PLUS credit check rules: (if the Credit Decision is not “accepted” and Credit Requirements Met is Y), ensure that Loan Amount Approved is not greater than the Approved Endorser Amount. Update edit 3000 to begin using the new PLUS credit check rules: (“Actual Disbursement #N must have an accepted MPN, and an accepted Credit Decision or Credit Requirements Met of Y for PLUS or Grad PLUS loans.“)

EDExpress 2015-2016 Release 2.0 (Spring 2015):
PLUS Credit Counseling Browse, File Formats/External Export updated for the new PLUS Credit Counseling fields No change to the import external add/change files ATB Code Ability to Benefit Code field updated to Student Eligibility Code external add/change, Browse, File Formats/External Export Adding product registration Will display once the user has logged into the software as part of startup function. No change to the external add files, but will launch the user’s default (as defined by the OS registry) to send product registration results to ED.

DL Tools Release 15.0 (Spring 2015)
DL Rebuild Ability to Benefit Code field updated to Student Eligibility Code Anticipated Disbursements moved to the “D” record Removing Enroll OPEID, Enrollment Status, and CIP Code from import dialog because they are now being sent in the file Accommodate new (additional) Subsidized Usage Eligibility fields added to the Rebuild file in COD (Academic Year Length, Anticipated Subsidized Usage Period, Loan Period Length, Remaining Anticipated Subsidized Eligibility Period, Sum Anticipated Subsidized Usage Periods, Anticipated Non Credential Teacher Certification Subsidized Usage Period, Remaining Anticipated Non Credential Teacher Certification Subsidized Eligibility Period, Sum Anticipated Non Credential Teacher Certification Subsidized Usage Periods, Published Program Weeks, Months, Years) PLUS Credit Counseling fields added (8 new; see COD presentation)

DL Tools Release 15.0 (Spring 2015)
Adding product registration Will display once the user has logged into the software as part of startup function. No change to the external add files, but will launch the user’s to send product registration results.

Questions?

Thank You

COD Update for Software Vendors
COD Release 14.0 for Award Year

Wood Mason Federal Student Aid Atlanta, GA wood.mason@ed.gov 770.383.9662

Agenda Recent Modification to Direct PLUS Loan Parent Borrower Validation New COD Reject Edit #216 COD Edit modifications COD Edit #050 COD Edit #205 COD Edit #996 Schema 4.0b for Award Year 2015 – 2016 data New Student Eligibility Tag New codes

Agenda Modifications to the Direct PLUS Loan Program Changes to adverse credit criteria Credit check “window of validity” extended from 90-days to 180-days New system-generated Credit Status Response and Credit Related Tags New Direct PLUS Loan Counseling Requirement Credit Counseling NOT Entrance Counseling New Doc Type “CS” New Credit Status Report available on the COD Web School NewsBox

Enhanced Direct PLUS Loan Parent Borrower Validation

Enhanced Direct PLUS Loan Parent borrower validation modifications with COD Release on December 12th, 2014 Reject Edit #216 returned if… Mismatch between parent data submitted on the Loan Origination Record (LOR) and the credit agency AND Mismatch between parent data on LOR and parent data on student’s CPS record.

COD Edit Modifications

COD modified Edit #050 to trigger at the Award Level on non-zero disbursements No modification to COD Edit #050 validation rules at the disbursement level COD Edit #050 will trigger at the award level On origination if the disbursement falls more than 10 days before, or more than 180 days after, the Financial Award Begin/ End Date On maintenance if a change to the Financial Award Begin/End Date results in the disbursement date falling more than 10 days before the Financial Award Begin Date or more than 180 days after the Financial Award End Date Will not trigger on an inactivated ($0) disbursement

COD will modify Edit #205 validation of Payment Period Start Date on maintenance submissions Edit #205 won’t trigger at the award or disbursement level when… The Payment Period Start Date falls outside the Loan Period The Disbursement Date falls outside the Loan Period AND The Disbursement = $0 Edit #205 will trigger when the Disbursement > $0 or is increased from $0 and the Payment Period Start Date falls outside the Loan Period Edit #205 will not be changed on Origination submissions

The COD Edit #996 validation of Financial Award Begin/End Date will be modified for Direct Loan maintenance records for all Award Years COD won’t trigger COD Reject Edit #996 when… The Financial Award Begin Date falls after the valid begin date range OR Financial Award End Date falls before the valid end date range There will be no changes to the Academic Begin/End Date validation on origination submission

XML Schema Version 4.0b

COD Common Record XML Schema Version 4.0b incorporates several COD system changes of significance New Student Eligibility tag replaces the Ability To Benefit tag New codes and valid values New tags and valid values to support new Direct PLUS Loan counseling requirements New Credit Status Report Electronic Announcement dated November 21, 2014, “COD Common Record XML Schema Version 4.0b”

Upon implementation of COD Release 14.0 on March 29, 2015… ALL award year 2015 – 2016 Common Record documents must be sent using XML Schema Version 4.0b All award year 2015 – 2016 Common Record responses will be sent using XML Schema Version 4.0b System-generated, and Web Activity, responses for ALL award years will be sent by COD using XML Schema Version 4.0b 100% XML Schema Validation will remain in effect

If your software solution will not import and process COD Web activity responses, your schools have two options… Submit new data, or update existing data, via batch processing Responses will be returned using the XML Schema Version used by the school to submit the data Change it’s “COD Web Activity Response Option” for each applicable program/award year so it will not receive the COD Web activity responses On the COD Web Site School Tab, Options, Options Information Screen, “N”

Award year 2015 – 2016 will require the reporting of the Software Provider and Software Version used to submit the XML document Existing tags <SoftwareProvider> and <SoftwareVersion> now Mandatory Document will reject with edit code #218 if not submitted New <OtherSoftwareProvider> & <OtherSoftwareVersion> tags will be stored by COD if submitted but not edited The Software used to create/process school data Document will not reject if not submitted

Modifications to Ability To Benefit

The <AbilityToBenefit> tag has been re-named <StudentEligibilityCode> Two revised, and three new, Student Eligibility codes 01 – “Testing Completed” becomes “Ability to Benefit Testing Completed” 07 – “Certificate or state equivalent” was removed from the definition with the creation of 08 08 - State Authorized High School Equivalent Certificate 09 - Academic Transcript of 2-yr Program Acceptable for Full Credit Transfer to BA Program 10 - Program leads to at least an Associates Degree, Excelled in High School, and met the Admissions Requirement

Modifications to the COD System to Comply with Changes to the Direct PLUS Loan Program

First, what triggers a credit check? COD receives a Direct PLUS Loan Origination Record (LOR) A change in Direct PLUS Loan borrower identifiers where the credit decision is pending or denied at origination Instant on-line credit check performed by the school via the COD website Completion of a “PLUS Request” via the StudentLoans.gov website Beginning in March, the “SP” system-generated response will ONLY be sent upon initial completion of the PLUS Request

Direct PLUS Loan Program adverse credit criteria will change on March 29, 2015 (COD Release 14.0 implementation) “Window of validity” for a credit check to “stand” on the COD database will extend from 90-days to 180-days COD will “update” all credit decisions on the COD database Credit history will be considered adverse with one or more debts with a combined outstanding balance > $2,085 that are 90 or more days delinquent as of the date of the credit report, or charged off/in collection within two (2) years of the date of the credit report

A Direct PLUS Loan Borrower with a “Denied” original credit result can… Secure an endorser Appeal the credit decision on extenuating circumstances Choose to not pursue a Direct PLUS Loan If a Parent borrower is denied and wishes to cease pursuit of the Direct PLUS Loan the school can offer the dependent borrower additional unsubsidized funds up to their grade level annual loan limit that doesn’t exceed the COA (cost of attendance)

If the Direct PLUS Loan Borrower successfully appeals or secures an accepted endorser… He or she MUST complete Direct PLUS Loan Credit Counseling via the StudentLoans.gov website Prior to disbursement Direct PLUS Loan Credit Counseling session is associated with each “denied” credit decision Credit counseling NOT required for PLUS borrowers who received an original credit decision of “Denied” prior to implementation COD will generate a new Credit Status (DOC Type CS) system-generated response to the school reflecting the borrower has met the credit requirements

COD will send the Credit Requirements Met tag in… The Common Record Response to a submitted LOR The “SP” response to a PLUS Request COD Web Responses Credit related tags will be returned… Credit Decision Status = “A” and Credit Requirements Met = “TRUE” Credit Decision Status = “A” and Credit Requirements Met = “FALSE” Credit Decision Status = “D” and Credit Requirements Met = “FALSE”

COD will generate a new Credit Status system-generated response when the award amount is >$0 and: PLUS Counseling is completed and the borrower has a denied credit decision An endorser addendum (paper or electronic) is processed and the endorser is accepted or denied An appeal due to extenuating circumstances is Pending, Approved, Denied, or Closed A Pending credit decision changes to accepted or denied Credit Requirements are met

A new COD Reject Edit #217 will validate that Direct PLUS Loan awards with borrowers who have an original credit decision of “Denied” do not receive actual disbursements until credit requirements are met for the award COD Edit #217 will trigger at the disbursement level if the credit requirements are not met COD Edit #217 will fire on origination and maintenance submissions

The new CS system-generated response will have the tags and values described below… Original Credit Decision Status Always sent: “A” if Approved “D” if Denied Credit Decision Date Always sent Credit Decision Expiration Date

The new CS system-generated response will have the tags and values described below… Credit Appeal Status Populated if there is a valid Credit Appeal linked to the Borrower’s Credit Check “P” if Pending “D” if Denied “A” if Approved “R” if Closed Sent only if the applicant has appealed

The new CS system-generated response will have the tags and values described below… Credit Action Status Populated if there is an endorser submitted to COD “D” indicates an endorser addendum has NOT been linked and has been denied as a result of the endorser’s denial “N” indicates the credit result has changed after initially pending “L” indicates the endorser is approved but for a lesser amount than the declined PLUS award amount Sent only if one of the three values apply

The new CS system-generated response will have the tags and values described below… Reconsideration Eligible Always populated “Y” or “N” PLUS Counseling completed “Y” if completed via StudentLoans.gov or PLUS Counseling Exception set “N” PLUS Counseling complete date Populated if PLUS Counseling Completed tag is “Y”

The new CS system-generated response will have the tags and values described below… Endorser Approved Sent ONLY when an endorser addendum is processed “True” if endorser is accepted “False” if endorser is denied Endorser Amount Response Error Code Sent ONLY when the Endorser Amount is less than the Award Amount Warning Edit Code 184

The new CS system-generated response will have the tags and values described below… Credit Requirements Met Always sent “True” or “False”

<Response> <ResponseCode>A</ResponseCode> <EditProcessResult> <ResponseErrorCode>184</ResponseErrorCode> <ResponseErrorField>FinancialAwardAmount</ResponseErrorField> </EditProcessResult> <EndorserAmount> </EndorserAmount> <OriginalCreditDecisionStatus>D</OriginalCreditDecisionStatus> <CreditAppealStatus>R</CreditAppealStatus> <CreditDecisionDate> </CreditDecisionDate> <CreditDecisionExpirationDate> </CreditDecision/ExpirationDate> <CreditActionStatus>L</CreditActionStatus> <ReconsiderationEligible>false</ReconsiderationEligible> <PLUSCounselingCompleted>true</PLUSCounselingCompleted> <PLUSCounselingCompleteDate> </PLUSCounselingCompleteDate> <CreditRequirementsMet>true</CreditRequirementsMet> <EndorserApproved>true</EndorserApproved> </Response>

The CO (DOC Type) system-generated response will be retired with implementation of the award year 2015 – 2016 COD Release The CS system-generated response replaces the Credit Override (Doc Type CO) response The triggers below will no longer generate PLUS Request Response (DOC Type SP) Endorser is submitted but not linked to an award An appeal due to extenuating circumstances is approved or denied A credit decision changes from pending to approved or denied

COD will create a new weekly “Credit Status Report” that identifies borrowers whose most recent original credit decision is “denied” and is not expired… Posted weekly to the School NewsBox on the COD Web site Comma separated value (CSV) Data from Saturday to Friday A borrower without a PLUS Request or Direct Loan PLUS award(s) will not be included in the report

COD will create a new weekly Credit Status Report” that identifies borrowers whose most recent original credit decision is “denied” and is not expired… Will indicate “Credit Requirements Met” “Y” or “N” Borrowers drop off the report 30-days after the Credit Requirements Met indicator has been set to “TRUE,” or the credit decision expiration date The Reconsideration Eligibility Report will be retired Data previously reported on the Reconsideration Eligibility Report will be on the Credit Status Report

Let’s take 5 minutes to stand and stretch, get a drink, or just take a breather…

Gainful Employment Reporting to NSLDS for Software Vendors
Erik Melis | January 2015 U.S. Department of Education Software Vendors Webinar

Erik Melis Federal Student Aid Washington, DC erik. melis@ed. gov. 202

Agenda Introduction Which Programs are GE Programs
Gainful Employment (GE) Implementation Debt-to-Earnings Calculation Process Timeline Gainful Employment (GE) Reporting GE Data to Report NSLDS GE Reporting Details Reporting Accuracy Organizing Your Data Understanding the Record Layout Reporting GE Data to NSLDS Adding Records Online GE Submittal Spreadsheet Batch Reporting

Agenda cont. Reporting Case Studies Review GE Data GE Report
Extract to Review Data Updating GE Data Single Record Update Single Record Deactivate Online Mass Update/Deactivate Common NSLDS Submission Issues Corrections What’s Ahead Questions

GE Programs The HEA provides that to be Title IV eligible an educational program must be offered by: A public or non-profit postsecondary educational institution and leads to a degree; or Generally, all non-degree programs must lead to gainful employment Any institution, if the program prepares students for “gainful employment in a recognized occupation.” Generally, all programs at for-profit institutions must lead to gainful employment

GE Programs At proprietary institutions, all Title IV eligible programs are GE Programs except for – Preparatory coursework necessary for enrollment in an eligible program Bachelor’s degree programs in liberal arts offered since January 2009 that are offered by a proprietary institution that has been regionally accredited since October 2007

GE Programs At public institutions and not-for-profit institutions, all Title IV eligible, non-degree programs are GE Programs except for – Programs of at least two years in length that are designed to be fully transferable to a bachelor’s degree program Preparatory coursework necessary for enrollment in an eligible program

Gainful Employment Implementation

Debt- to-Earnings Rate Calculation Process
Note: FSA Calculates & Validates each step before sending to schools

GE Reporting to NSLDS

GE Reporting GE reporting will begin late January – early February 2015 Report all Title IV Students by July 31, 2015 Report 2008 – 2009 through 2013 – 2014 award years Programs with Medical and Dental Residencies report – 2008 through 2013 – 2014 award years Report 2014 – 2015 Award Year by October 1, 2015

GE Reporting ONLY submit data on students who were enrolled in a GE program ONLY submit data on Title IV aid recipients (exclude Federal Work Study only recipients) ONLY submit data for programs that exist as of July 1, 2015 Data provided in 2011 will not be available to reuse

Students to Include All Title IV students enrolled in GE Programs
A student enrolled in more than one GE Program must be reported separately for each program. A student who ‘stopped out’ and re-entered the same GE Program during the same award year must be reported separately for each enrollment. A student who was enrolled in the same GE Program during multiple award years must be reported separately for each award year.

GE Data to Report Institution Data GE Program Information Student Data
Financial Data for Students

GE Data to Report cont. Institution Data Institution Code (OPEID)
Institution Name

GE Data to Report cont. GE Program Information Program Name Award Year
CIP Code Credential Level Medical or Dental Internship or Residency Length of GE Program Length of GE Program Measurement

GE Data to Report cont. Student Data Student Social Security Number
Student First Name Student Middle Name or Initial Student Last Name Student Date of Birth

GE Data to Report cont. Student Data continued
Student’s Enrollment Status as of the 1st Day of Enrollment in Program (Full-Time, Three-Quarter Time, Half-Time, and Less Than Half-Time) Program Attendance Begin Date Program Attendance Begin Date for this Award Year Program Attendance Status During Award Year (Graduated, Withdrew, Enrolled) Program Attendance Status Date

GE Data to Report cont. Financial Data for Students
Private Loans Amount Institutional Debt Tuition and Fees Amount Allowance for Books, Supplies, and Equipment (COA)

NSLDS GE Reporting Details
Program Attendance Status During Award Year ‘G’ (Graduated) If student graduated from their educational program at any time during the award year ‘W’ (Withdrew) If student withdrew from the educational program at any time during the award year ‘E’ (Enrolled) If student was enrolled in the educational program on the last day of the award year, June 30

NSLDS GE Reporting Details cont.
Credential Level Credential Level of the program the student was enrolled during this award year. ‘01’ (Undergraduate certificate or Diploma Program) ‘02’ (Associate’s degree) ‘03’ (Bachelor’s degree) ‘04’ (Post baccalaureate certificate) ‘05’ (Master’s degree) ‘06’ (Doctoral degree) ‘07’ (First professional degree) ‘08’ (Graduate / professional certificate)

Length of GE Program The length of the instructional program in weeks, months, or years as published by the school – Format “nnnnnn”, with an implied decimal point between the third and fourth digits Length of GE Program Measurement The unit of measure for the length of the instructional program as published by the school ‘W’ (Weeks) ‘M’ (Months) ‘Y’ (Years)

Student’s Enrollment Status as of the 1st Day of Enrollment in Program Code for the student’s enrollment status in that program ‘F’ (Full-Time) ‘Q’ (Three-Quarter Time) ‘H’ (Half-Time) ‘L’ (Less Than Half-Time) Allowance for Books, Supplies, and Equipment Allowance amount in Cost of Attendance for books, supplies, and equipment

Reporting Accuracy Data Quality Data Quality Reviews Completeness
Consistency Data Quality Reviews

Organizing Your Data Determine how much data you have
Will help you decide how to report it Become familiar with the GE Submittal File Detail Record Will help you gather accurate data Suggested ways to organize your data Single Program by Award Year Single Program by Multiple Award Years Multiple Programs in a Single Award Year Multiple Programs in Multiple Award Years

Understanding the Record Layout
GE Submittal File Detail Record Student Social Security Number Field Code Mandatory/ Mandatory Conditional/ Optional Type Size Position 002 M Char. 9 12-20 Description Social Security Number (SSN) of a student enrolled in a GE Program. Comments Must provide SSN along with the identifiers First Name, Last Name, and DOB. If an institution believes the NSLDS data are incorrect, contact the data provider and provide them with verifying documents. If the information provided in this field is found to be incorrect, the entire record must be deactivated online and re-added. If SSN is not available, do not report this student. Edit Level Error Code Error Record Level 001 Required Field 005 Invalid Format 009 SSN conflict Date Revised January 18, 2015

Optionality Explained M = Mandatory Must be populated in all instances If not populated record will be rejected For Example: SSN, DOB, First Name, etc.

Optionality Explained O = Optional Does not have to be populated If populated, edits will be run against it For Example: Student Middle Name

Optionality Explained M/C = Mandatory / Conditional Must be populated when other fields are populated Otherwise it is to be left blank For Example: Program Attendance Status Date– this date is filled with zeroes or with June 30th of the award year reported until Program Attendance Status During Award Year is populated with G or W Private Loans Amount / Institutional Debt / Tuition and Fees Amount / Allowance for Books, Supplies, and Equipment – these amounts are left blank until Program Attendance Status During Award Year is populated with G or W

GE Submittal File Detail Record Student Social Security Number Field Code Mandatory/ Mandatory Conditional/ Optional Type Size Position 002 M Char. 9 12-20 Description Social Security Number (SSN) of a student enrolled in a GE Program. Comments Must provide SSN along with the identifiers First Name, Last Name, and DOB. If an institution believes the NSLDS data are incorrect, contact the data provider and provide them with verifying documents. If the information provided in this field is found to be incorrect, the entire record must be deactivated online and re-added. If SSN is not available, do not report this student. Edit Level Error Code Error Record Level 001 Required Field 005 Invalid Format 009 SSN conflict Date Revised January 18, 2015

Reporting GE Data to NSLDS
Schools report GE Data to NSLDS using one of the following methods - Online GE Add GE Submittal Spreadsheet Batch Fixed-Width Comma Separated Values (CSV)

Basics of Reporting – Online Add
GE Batch File GE Submittal Spreadsheet Upload GE Online Add via SAIG via NSLDS online

Basics of Reporting – Online Add
One record per student added at a time All data submitted via the NSLDS screen

How and Why – Online Add Recommended method for schools with smaller number of records Data can be gathered manually and is keyed in rather than loaded electronically Errors are presented to the user in real time for correction

Adding Records Online

Adding Records Online cont.
Add Student Details Click Submit

Click on Confirm or Cancel

Basics of Reporting – Submittal Spreadsheet

Basics of Reporting – Submittal Spreadsheet
One or more records added at a time Can add more than one award year at a time All data submitted online Option to validate data or validate and submit

How and Why – Submittal Spreadsheet
Well suited for schools with moderate sized GE populations Useful for schools with limited IT support Immediately know how many records loaded and how many had errors Errors can be worked immediately and resubmitted

GE Submittal Spreadsheet
Updated NSLDS Gainful Employment Submittal Spreadsheet coming in late January – early February 2015

GE Submittal Spreadsheet cont.
Click to Locate File

Click to Locate File Select Options for Results File Presentation Validate, or Validate and Submit records to NSLDS

Red corner indicates Mouseover is available for error Yellow back ground for errors

Basics of Reporting – Batch Submittal

Batch Reporting Batch Reporting Message Classes to Send to NSLDS
Fixed-Width Comma Separated Values (CSV) Message Classes to Send to NSLDS Fixed-Width (GESFLEIN) Comma Separated Values (GESCDEIN)

Batch Reporting cont. Setup GE Batch Services on File layouts are available on Updated NSLDS Gainful Employment User Guide coming soon

How and Why – Fixed Width
Recommended method to report files with large numbers of records Typically created by a large IT system from data extract Can also be manually created using a text editor

Fixed-Width

Contents of a File – Fixed Width
Each file consists of 3 types of records Single Header Record Contains file level information regarding the school, file type and submittal date One or more Detail Record(s) Contains detail level information regarding a particular student and their attendance in a GE Program Single Trailer Record Contains file level information regarding the number of records contained in the file

How and Why CSV Recommended method to report files with high numbers of records, when no large IT system available to export records Can be created by using Excel, which inserts the commas for you Can also be manually created using a text editor

Comma Separated Values (CSV)

Contents of a File - CSV Each file consists of 3 types of records
Single Header Record Contains file level information regarding the school, file type and submittal date One or more Detail Record(s) Contains detail level information regarding a particular student and their attendance in a GE Program Single Trailer Record Contains file level information regarding the number of records contained in the file

CSV Explained Format a blank spreadsheet as text
First row will be the header record Second row will begin the detail record(s) Enter data into spreadsheet, one data element per column following the Gainful Employment Guide For data elements of ‘Filler’, leave column empty Last row will be the trailer record Save spreadsheet as *.csv

**Important to remember to format entire spreadsheet as text.
CSV Explained Excel sample: (partial record) **Important to remember to format entire spreadsheet as text.

Case Studies

Understanding the Case Study
Case Studies are examples: DO: Explain how to report successfully using different methods DON’T: Represent the only method of reporting for a particular situation GE Submittal Spreadsheet, Online Add and Batch submittal files can ALL be used for submitting ALL data represented in these Case Studies

Case Study-Single Program in Two Award Years
James started his Auto Mechanics GE Program course on May 15, 2008 and finished it on June 20, 2009, without taking any time off. So he was enrolled in the program in Award Year , and Award Year Name: James A. Brown SSN: DOB: 10/1/1988 CIP:

Data Elements 1 through 9 This is case #3

Case Study-Single Program Stop / Start
Alex started the Computer Aided Drafting (CAD) certificate program on August 1, He withdrew on February 1, He re-enrolled in the CAD program on May 1, 2009, and remains enrolled at the end of the award year. Name: Alex Jones SSN: DOB: 10/1/1997 CIP:

Case Study-Single Program Stop / Start

Review GE Data

Review GE Data Gainful Employment List allows you to retrieve GE data once it has been populated on NSLDS - Review for data completeness Review for data accuracy Review for data consistency

Review GE Data for Single Records
Enter Criteria Click to Retrieve

Review GE Data for Multiple Records
Enter Criteria Click to Retrieve

GE Report Gainful Employment Data Extract File Record Layout (GENEX1) - Allows school users to request an ad-hoc fixed-width extract of the Gainful Employment data supplied by the institution Data supplied by all submission methods is present in report Can be requested by multiple parameters to create a more individualized method of data review

Extract to Review Data Click to request

Extract to Review Data cont.

Extract to Review Data cont.
Data extracted will match the criteria input to the Report Parameter screen exactly File will be delivered to the SAIG mailbox associated with the FSA User ID which made the request File will be delivered using the message class of AHSLDEOP

Updating Data

Updating GE Data Once a record has been identified and one or more corrections are needed, several methods are available to make those corrections - Single Record Update Single Record Deactivate Mass Update/Deactivate

Single Record Update Click to Update the record

Single Record Update cont.
Update the CIP Code

New CIP Code Confirm Changes or Cancel

Successfully updated Updated CIP Code

Single Record Deactivate
Click to Deactivate the record

Single Record Deactivate cont.
Message appears about the deactivation Click to Deactivate the record

Single Record Deactivate cont.
Successfully Deactivated

Online Mass Update/Deactivate
Allows user to select records already on NSLDS using Search and Filter criteria for update or deactivation Can only be performed one Award Year at a time – update cannot cross award years Can only be performed for a single location at a time – cannot update multiple locations Can only be performed for a CIP Code and Credential Level Combination

Online Mass Update/Deactivate cont.
Only records which match the Filter fields will be identified for update/deactivation All records will have the same changes applied when updated If no records match the Filter fields, no updates will be made Use Caution with the deactivate function, as it cannot be reversed

Online Mass Update Select the Action Define Selection Criteria
If update is selected, enter new values

Online Mass Update cont.
New Value(s) Results of selection criteria Click to confirm changes

Online Mass Deactivate
Select the Action Define Selection Criteria

Online Mass Deactivate cont.
Results of selection criteria Click to confirm changes

Submission Issues / Resolutions

Common NSLDS Submission Issues
If you did not receive a response file to your batch submission, you may have submittal problems If you did not receive a response file, no GE data loaded to NSLDS Verify that the records you submitted are on the GE List page on NSLDSFAP

Check GE List on NSLDS If you get this message after
hitting retrieve, no records have loaded to NSLDS.

Common NSLDS Submission Issues
Problem: Batch file was submitted and a GE Response Error/Acknowledgement File was not received. Resolution: Call the Customer Support Center to troubleshoot the issue which may be one of the following: Security Issue Transmission Issue File Layout Issue

Common NSLDS Submission Issues cont.
Problem: Batch file was submitted and a GE Response Error/Acknowledgement File was not received. Possible Issue: Security Did you setup the GE Batch Services on Resolution: Resubmit your file after setting up GE Batch Services

Problem: Batch file was submitted and a GE Response Error/Acknowledgement File was not received Possible Issue: Transmission Did you use the right message class? Resolution: Re-submit under one of the following message classes: GESFLEIN – Gainful Employment Submittal – Fixed Width GESCDEIN – Gainful Employment Submittal – CSV

Problem: Batch file was submitted and a GE Response Error/Acknowledgement File was not received Possible Issue: File Layout Did you follow the Record layout and field definition specifications in the Updated NSLDS GE User Guide? Resolution: Adjust for particular file level error and re-submit Batch File typical issues: Incorrect header format Missing Record Type Code for each line Incorrect trailer format

Data Elements CIP Code Are you using 2010 CIP codes? Date Fields Is the date formatted correctly?

Errors vs. Corrections Ensure your GE records have loaded and are correct on NSLDS Errors Records not loaded to NSLDS Record returned with error codes in GE Response Error/Acknowledgement file Record level errors cause individual records not to load to NSLDS Corrections Records loaded to NSLDS Data loaded with some inaccurate information

Record Level Errors Record was not loaded to NSLDS Record Level Errors
Record contained data which did not pass NSLDS Edits for GE data Resolution: Identify error/field code combination in GE Response File, update the fields and re-submit record Resubmit in another batch file, or Create a submittal spreadsheet with records to load, or Enter data online

Record Level Errors Understanding the Error Messages Fields in Error and Error Code will be at the end of the detail record Up to five (5) errors per detail record Record has three (3) errors

Record Level Errors Gainful Employment Error Code List
Refer to comments in descriptions for the field that is in error to determine appropriate response to the error listed with the student record Error Code Error Code Description 001 REQUIRED FIELD 002 INVALID NUMBER 003 INVALID DATE 004 PERMITTED VALUE VIOLATION 005 INVALID FORMAT 006 REQUIRED FIELD WHEN ANOTHER FIELD ON THE RECORD IS REPORTED 008 END/STOP DATE MUST BE GREATER THAN OR EQUAL TO BEGIN/START DATE 009 SSN CONFLICT 012 FUTURE DATE NOT ALLOWED 017 REQUIRED FIELD BASED ON THE VALUE OF ANOTHER FIELD ON THE RECORD 018 EXCLUDE FIELD BASED ON THE VALUE OF ANOTHER FIELD ON THE RECORD 800 INSTITUTION NOT AUTHORIZED FOR SUBMISSION MAILBOX

Record Level Errors Example of the field description with error code from NSLDS GE User Guide: GE Submittal File Detail Record Student Date of Birth Field Code Mandatory/ Mandatory Conditional/ Optional Type Size Position 006 M Date 8 Description Date (year, month, and day) the student was born. Comments Must provide DOB along with the identifiers SSN, First Name, and Last Name. CCYYMMDD format. If a student’s birth date is unknown, this field contains If an institution believes the NSLDS data are incorrect, contact the data provider and provide them with verifying documents. Edit Level Error Code Error Record Level 001 Required Field 003 Invalid date 012 Future date not allowed Date Revised July 30, 2011

Record Level Errors We submitted our records online. Where is our GE Response Error/Acknowledgement File? Online records do not receive a GE Response File. This is for batch only. Errors for online records are shown online at the time of submission.

Record Errors Online During direct online entry, error appears after clicking “Submit”

Corrections Records can be updated ONLINE for the same award year.
If any of the following fields are updated, the original record is inactivated and a new active record with the changes is automatically created: Student SSN Institution OPEID CIP Code Credential Level If Award Year needs to be updated, the original record must be deactivated and a new record submitted.

Corrections These changes require that the record with the inaccurate data be deactivated and a new record loaded with the correct data.

Corrections Records can be updated in Batch for the same award year for all but the following fields: Award Year Program Attendance Begin Date Student SSN Program Attendance Begin Date for This Award Year Institution (OPEID) CIP Code Program Attendance Status Date Credential Level CAUTION: If any of these fields ARE updated in batch, the existing GE record is not updated. A NEW active record will be created. The original record would then need to be manually deactivated to prevent the existence of duplicate records for the student

Correction Example #1 Q: We submitted Sam’s Private Loans Amount as $600, but it was really $1,600. How do we correct that? A: Update the record online.

Correction Example #1

Correction Example #1 Incorrect value – Should be $1600

Correction Example #1 Enter corrected value - $1600

Correction Example #2 Q: We reported that Alex was enrolled in a GE program in award year but he was actually only enrolled in a GE program in What do we do? A: Since Award Year is not updatable, Alex’s record for needs to be deactivated online and the correct information re-submitted to NSLDS either on-line or in batch. Update screen shots for new dates

Correction Example #2 Figure out how to make it print okay

Correction Example #2 When record is deactivated, all of the data must be re-entered into NSLDS

What’s Ahead Updated NSLDS Gainful Employment User Guide
Updated Gainful Employment Instruction Guide and Submittal Spreadsheet Updated GE Data Extract File Report (GENEX1)

Questions? Gainful Employment Information Page:

Questions? Customer Support Center: Phone: 1-800-999-8219
Toll: Fax: Web: Policy Questions:

Thank You For Attending!

Software Developers Webinar January 21, 2015

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