1. Errors and Corrections in Gainful Employment Reporting
Webinar #5
Errors and Corrections in Gainful Employment Reporting
January 11, 2012

2. For More GE Information
Link for Gainful Employment Page on IFAP: (also accessible from the IFAP Homepage)
Regulations
Dear Colleague Letters and Electronic Announcements
Frequently Asked Questions
Training
Resources

3. The Regulations
Two sets of Final Rules published on October 29, 2010, with effective dates of July 1, 2011
Program Integrity –
Includes Gainful Employment Reporting and Disclosures
Gainful Employment – New Programs
Final 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 years
The deadline for 2012 reporting will be announced in the coming month 4

5. Gainful Employment Reporting
Institutions must have reported information on students who were enrolled in a GE Program for each award year
Information includes:
Student identifying information
Program identifying information
Amounts of private education loans and of institutional financing plans
Enrollment information
Tuition 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 Purposes
Debt to Earnings annual ratio
Debt to Earnings discretionary ratio
Repayment Rate
No sanctions, informational rates will be made public
Make sure you have the best and most complete data in NSLDS for these calculations

7. Data submittal

8. Data to NSLDS
When you submit a batch file, you will typically receive a GE Response Error/ Acknowledgment file within 24 hours
If the file has no errors, you will receive a file with just a header and trailer
A GE Response file with no detail records is your indication that all records were accepted as submitted

9. Data to NSLDS
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

10. Check GE List on NSLDS If you get this message after
hitting retrieve, no records
have 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 received
Possible Problem 1: Transmission Problems
Did 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 received
Possible Problem 2: Transmission Problems
Did 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 received
Possible Problem 3: Security problems
Did 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 received
Possible Problem 4: File Layout Problems
Did you follow the Record layout and field definition specifications in the NSLDS GE User Guide?
Fixed-Width Batch File typical problems:
Incorrect header format
Incorrect 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 received
Possible Problem 5: File Layout Problems
Did you follow the Record layout and field definition specifications in the NSLDS GE User Guide?
Comma Separated Values (CSV) File typical problems
Header contains invisible characters
Missing Record Type Code for each line
Incorrect trailer format, especially no leading zeros in detail record count field

16. Data Review

17. Data Review
Ensure your GE records have loaded and are correct on NSLDS
GE Electronic Announcement #30:
ED not enforcing the 10 day corrections deadline for GE Reporting Errors
Submit all corrections as soon as possible
January 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 file
Record level errors cause individual records not to load to NSLDS
Corrections
Records loaded to NSLDS
Data 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 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 template with records to load, or
Enter data online

20. 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

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 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

22. Record Level Errors
Example of the field description with error code from GE User Guide:
GE Submittal File Detail Record
Student Date of Birth
Field Code
Mandatory/
Mandatory Conditional/ Optional
Type
Size
Position
Data Element Number
006 M
Date 8 6
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

23. 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.

24. Record Errors Online
During direct online entry, error appears after clicking “Submit”
is not a year that requires reporting

25. Data Review Reminders
School academic calendar year has no relation to the Award Year being used to report GE records
Award Year is July 1 through June 30
Report all students at the school for the award year, not just the completers
This affects repayment rates which are based on students that enter repayment in debt measure years

26. Data Review Reminders
Medical or Dental Internship, or Residency Field Code 013
Schools should answer ‘Y’ only for some students who were reported with a Credential Level of 07
For 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 Fees
These 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 program
Private Loan Amount and Tuition and Fees (when reported)
Report cumulative amount at completion of their program or as of the date of withdrawal
For students that stop out, but return and rejoin the program, at conclusion, report total (sum) for the program, not just that period of enrollment
Private Loan Amount and Tuition and Fees - stop out students, report sum for these fields for all periods of enrollment.

28. Private Loan Example
First record: Student enrolls in a GE program on 8/01/2007 and withdraws 11/01/2007 with a private loan amount of $5,000
Second record: Student re-enrolls in the same program and completes on 5/02/2008 accruing between 1/02/2008 – 5/02/2008, $4,000
The 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 measures
Take time to review your data
Methods of Review:
For batch submitters – make sure you have reviewed and corrected your errors
Take advantage of NSLDS Online sort and filters to review loaded GE data

30. Online Review List
Use ‘Sort By’ and ‘Display Only’ options to filter data for Review
Start with the GE List page

31. Records Display 10 Per Page
Use arrows
to move down and up the list
Use 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 Record
Location Code
Some fields can be corrected. Enter changes and submit. The Review and Confirm.
Submit
Review & Confirm

34. Correcting Erroneous Data
These fields cannot be corrected online or in batch:
Award Year
Student SSN
Institution OPEID
CIP Code
Credential Level
Program Attendance Begin Date
Program Attendance Begin Date for This Award Year
Program Attendance End Date
Records 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 replacement
Both records will be counted in the GE Calculations
Prevent the double count by deactivating the incorrect record

36. Deactivating a Record
Q: 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

37. Deactivating a Record

38. Deactivating a Record Figure out how to make it print okay
Review & Confirm

39. Deactivating a Record
When a record is deactivated, all of the data must be re-entered into NSLDS
Enter new data online using the Submittal Template, or by submitting a batch file

40. SSN Conflict Resolution
SSN Conflicts may be challenging to resolve
Check the school’s records first
Check the SSN Conflict link on the Aid Tab for a listing of data providers
Contact at least one of the data providers for possible assistance
If the conflict cannot be corrected, document your attempts to resolve the conflict to satisfy your requirement for reporting
Newer records may have been entered into NSLDS using the same SSN as you are submitting for an older GE record
Check school records for possible Title IV aid recipients

41. SSN Conflict Tab on NSLDSFAP

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 Reports
Currently, 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

45. Future Enhancements

46. Spreadsheet Submittal Template
Implemented December 31, 2011
NSLDS will accept GE spreadsheet uploads in the 2003 OR 2007 template
No need to move data to the 2007 template if already entered in the 2003 template
Edits are the same in both templates
Conversion relieves some size issues that institutions were experiencing

47. Future Planned Enhancements
Online
Improved template allowing more records
Means to do mass online deactivation
Means to do multiple online corrections
Reports
Batch
Sign-up through FSAWebenroll
Batch deactivation
Introduction of XML reporting
I tried to select things that I thought might be toward the top of the 2012 list.

48. Receiving Debt Measure Data

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 available
VERY 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 service
Enhancements will be completed by March 12, 2012
Make sure you designate an institutional mailbox rather than one for the servicer who submitted data
Watch for an Electronic Announcement

51. Resources GE User Guide GE Newsletter GE Information Page FAQs
html
GE Newsletter
GE Information Page
FAQs

52. Contact Information
For questions regarding submitting GE Program data to NSLDS or
Call the NSLDS Customer Support Center at

53. Important Mailboxes
For policy questions: If missing data for any year:

54. Questions?