Errors and Corrections in Gainful Employment Reporting
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Presentation on theme: "Errors and Corrections in Gainful Employment Reporting"— Presentation transcript:
1 Errors and Corrections in Gainful Employment Reporting Webinar #5Errors and Corrections in Gainful Employment ReportingJanuary 11, 2012
2 For More GE Information Link for Gainful Employment Page on IFAP: (also accessible from the IFAP Homepage)RegulationsDear Colleague Letters and Electronic AnnouncementsFrequently Asked QuestionsTrainingResources
3 The RegulationsTwo sets of Final Rules published on October 29, 2010, with effective dates of July 1, 2011Program Integrity –Includes Gainful Employment Reporting and DisclosuresGainful Employment – New ProgramsFinal Rules on metrics to define gainful employment published on June 13, 2011
4 Gainful Employment Reporting Institutions must have reported:By November 15th, 2011, for enrollments in the:, , , , and award yearsThe deadline for 2012 reporting will be announced in the coming month4
5 Gainful Employment Reporting Institutions must have reported information on students who were enrolled in a GE Program for each award yearInformation includes:Student identifying informationProgram identifying informationAmounts of private education loans and of institutional financing plansEnrollment informationTuition and Fees (Optional)All students in a GE program, not just the completers.
6 What comes next?Calculation of Gainful Employment Debt Measures for Informational PurposesDebt to Earnings annual ratioDebt to Earnings discretionary ratioRepayment RateNo sanctions, informational rates will be made publicMake sure you have the best and most complete data in NSLDS for these calculations
8 Data to NSLDSWhen you submit a batch file, you will typically receive a GE Response Error/ Acknowledgment file within 24 hoursIf the file has no errors, you will receive a file with just a header and trailerA GE Response file with no detail records is your indication that all records were accepted as submitted
9 Data to NSLDSIf you did not receive a response file to your batch submission, you may have submittal problemsIf you did not receive a response file, no GE data loaded to NSLDSVerify that the records you submitted are on the GE List page on NSLDSFAP
10 Check GE List on NSLDS If you get this message after hitting retrieve, no recordshave loaded to NSLDS.You can check online under the Enroll tab, click on GE List and hit retrieve to see if there are records listed. If there are no records, nothing has loaded to NSLDS.
11 Possible File Level Problems A batch file was submitted and a GE Response Error/Acknowledgement File was not receivedPossible Problem 1: Transmission ProblemsDid you use EDconnect?If you are unfamiliar with EDconnect, call CPS/SAIG Technical Support at 800/ or send an to
12 Possible File Level Problems A batch file was submitted and a GE Response Error/Acknowledgement File was not receivedPossible Problem 2: Transmission ProblemsDid you use the right message class?
13 Possible File Level Problems A batch file was submitted and a GE Response Error/Acknowledgement File was not receivedPossible Problem 3: Security problemsDid you provide the SAIG TG Mailbox to NSLDS?
14 Possible File Level Problems A batch file was submitted and a GE Response Error/Acknowledgement File was not receivedPossible Problem 4: File Layout ProblemsDid you follow the Record layout and field definition specifications in the NSLDS GE User Guide?Fixed-Width Batch File typical problems:Incorrect header formatIncorrect trailer format, especially no leading zeros in detail record count field
15 Possible File Level Problems A batch file was submitted and a GE Response Error/Acknowledgement File was not receivedPossible Problem 5: File Layout ProblemsDid you follow the Record layout and field definition specifications in the NSLDS GE User Guide?Comma Separated Values (CSV) File typical problemsHeader contains invisible charactersMissing Record Type Code for each lineIncorrect trailer format, especially no leading zeros in detail record count field
17 Data ReviewEnsure your GE records have loaded and are correct on NSLDSGE Electronic Announcement #30:ED not enforcing the 10 day corrections deadline for GE Reporting ErrorsSubmit all corrections as soon as possibleJanuary 20, 2012, is the completion date for all data to be included in the calculation of GE Informational Rates which will be made public
18 Errors vs. Corrections Errors Corrections Records not loaded to NSLDS Record returned with error codes in GE Response Error/Acknowledgement fileRecord level errors cause individual records not to load to NSLDSCorrectionsRecords loaded to NSLDSData loaded with some inaccurate information
19 Record Level Errors Record Level Errors Record was not loaded to NSLDS Record contained data which did not pass NSLDS Edits for GE dataResolution: Identify error/field code combination in GE Response File, update the fields and re-submit recordResubmit in another batch file, orCreate a submittal template with records to load, orEnter data online
20 Record Level Errors Understanding the Error Messages Fields in Error and Error Code will be at the end of the detail recordUp to five (5) errors per detail recordRecord has three (3) errors
21 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 recordError CodeError Code Description001REQUIRED FIELD002INVALID NUMBER003INVALID DATE004PERMITTED VALUE VIOLATION005INVALID FORMAT006REQUIRED FIELD WHEN ANOTHER FIELD ON THE RECORD IS REPORTED008END/STOP DATE MUST BE GREATER THAN OR EQUAL TO BEGIN/START DATE009SSN CONFLICT012FUTURE DATE NOT ALLOWED017REQUIRED FIELD BASED ON THE VALUE OF ANOTHER FIELD ON THE RECORD018EXCLUDE FIELD BASED ON THE VALUE OF ANOTHER FIELD ON THE RECORD800INSTITUTION NOT AUTHORIZED FOR SUBMISSION MAILBOX
22 Record Level ErrorsExample of the field description with error code from GE User Guide:GE Submittal File Detail RecordStudent Date of BirthField CodeMandatory/Mandatory Conditional/ OptionalTypeSizePositionData Element Number006MDate86DescriptionDate (year, month, and day) the student was born.CommentsMust provide DOB along with the identifiers SSN, First Name, and Last Name.CCYYMMDD format.If a student’s birth date is unknown, this field containsIf an institution believes the NSLDS data are incorrect, contact the data provider and provide them with verifying documents.Edit LevelError CodeErrorRecord Level001Required Field003Invalid date012Future date not allowedDate RevisedJuly 30, 2011
23 Record Level ErrorsWe 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.
24 Record Errors OnlineDuring direct online entry, error appears after clicking “Submit”is not a year that requires reporting
25 Data Review RemindersSchool academic calendar year has no relation to the Award Year being used to report GE recordsAward Year is July 1 through June 30Report all students at the school for the award year, not just the completersThis affects repayment rates which are based on students that enter repayment in debt measure years
26 Data Review RemindersMedical or Dental Internship, or Residency Field Code 013Schools should answer ‘Y’ only for some students who were reported with a Credential Level of 07For students reported within an award year with a status of ‘E’ (Enrolled), do not report dollar amounts for Private Loans, Institutional Financing, and Tuition and FeesThese fields apply to students who Complete or Withdraw from a GE Program
27 Data Review Reminders Institutional Financing Amount Report amount student owes as of the day they withdraw from or complete their programPrivate Loan Amount and Tuition and Fees (when reported)Report cumulative amount at completion of their program or as of the date of withdrawalFor students that stop out, but return and rejoin the program, at conclusion, report total (sum) for the program, not just that period of enrollmentPrivate Loan Amount and Tuition and Fees - stop out students, report sum for these fields for all periods of enrollment.
28 Private Loan ExampleFirst record: Student enrolls in a GE program on 8/01/2007 and withdraws 11/01/2007 with a private loan amount of $5,000Second record: Student re-enrolls in the same program and completes on 5/02/2008 accruing between 1/02/2008 – 5/02/2008, $4,000The private loan amount that should be reported for the second record is $9,000 – the total cumulative for the program
29 Now is the Time to Review Quality data ensures accurate debt measuresTake time to review your dataMethods of Review:For batch submitters – make sure you have reviewed and corrected your errorsTake advantage of NSLDS Online sort and filters to review loaded GE data
30 Online Review ListUse ‘Sort By’ and ‘Display Only’ options to filter data for ReviewStart with the GE List page
31 Records Display 10 Per Page Use arrowsto move down and up the listUse down arrows to retrieve the next set of 10 records.
32 Options Once Student is Selected Records can be updated or deactivated if needed
33 Updating a RecordLocation CodeSome fields can be corrected. Enter changes and submit. The Review and Confirm.SubmitReview & Confirm
34 Correcting Erroneous Data These fields cannot be corrected online or in batch:Award YearStudent SSNInstitution OPEIDCIP CodeCredential LevelProgram Attendance Begin DateProgram Attendance Begin Date for This Award YearProgram Attendance End DateRecords with incorrect data in these fields need to be deactivated and re-submitted
35 Correcting Non-correctable Fields Records with the fields that cannot be corrected, if submitted again with different data, will create a second record, not a replacementBoth records will be counted in the GE CalculationsPrevent the double count by deactivating the incorrect record
36 Deactivating a RecordQ: We reported that Henry started on April 22, 2008, but he really started on June 1, How do we proceed? A: Henry’s record needs to be deactivated online and the correct information re- submitted to NSLDS.Update screen shots for new dates
38 Deactivating a Record Figure out how to make it print okay Review & Confirm
39 Deactivating a RecordWhen a record is deactivated, all of the data must be re-entered into NSLDSEnter new data online using the Submittal Template, or by submitting a batch file
40 SSN Conflict Resolution SSN Conflicts may be challenging to resolveCheck the school’s records firstCheck the SSN Conflict link on the Aid Tab for a listing of data providersContact at least one of the data providers for possible assistanceIf the conflict cannot be corrected, document your attempts to resolve the conflict to satisfy your requirement for reportingNewer records may have been entered into NSLDS using the same SSN as you are submitting for an older GE recordCheck school records for possible Title IV aid recipients
42 SSN Conflict Data Provider(s) Click the Number beside the Organization to get contact information
43 Contact the Provider for Assistance with SSN Conflict
44 No Online ReportsCurrently, there are no online or by request reports of GE data.You can use the ‘Sort By’ and ‘Display Only’ parameters to provide an overview of the data. For example, you may sort by or display certain CIP codes or Award years.Use these options to review and make any necessary corrections
46 Spreadsheet Submittal Template Implemented December 31, 2011NSLDS will accept GE spreadsheet uploads in the 2003 OR 2007 templateNo need to move data to the 2007 template if already entered in the 2003 templateEdits are the same in both templatesConversion relieves some size issues that institutions were experiencing
47 Future Planned Enhancements OnlineImproved template allowing more recordsMeans to do mass online deactivationMeans to do multiple online correctionsReportsBatchSign-up through FSAWebenrollBatch deactivationIntroduction of XML reportingI tried to select things that I thought might be toward the top of the 2012 list.
49 FSA Webenroll for GE Data In order to get Debt Measures in the Spring including back-up detail:You will need to take action to receive the GE Debt Measures and back-up detail as soon as they are availableVERY IMPORTANT that you sign up for the Debt Measures delivery service
50 FSA Webenroll for GE Data We are enhancing the SAIG Enrollment Site to allow sign-up for Debt Measures delivery serviceEnhancements will be completed by March 12, 2012Make sure you designate an institutional mailbox rather than one for the servicer who submitted dataWatch for an Electronic Announcement
51 Resources GE User Guide GE Newsletter GE Information Page FAQs htmlGE NewsletterGE Information PageFAQs
52 Contact InformationFor questions regarding submitting GE Program data to NSLDSorCall the NSLDS Customer Support Center at
53 Important MailboxesFor policy questions: If missing data for any year: