![](media/image1.wmf){width="4.991666666666666in"
height="4.493055555555555in"}

**U.S. Department of Education**

**Guaranty Agency**

**Data Provider Instructions**

**(Version 4.1)**

**June 1, 2005**

**Contents**

**Chapter 1: Introduction [1](#introduction)**

1.1 About This Manual [1](#about-this-manual)

1.2 What Is NSLDS? [2](#what-is-nslds)

1.2.1 NSLDS Functions [3](#nslds-functions)

1.2.2 Where NSLDS Data Comes From [6](#where-nslds-data-comes-from)

1.2.3 NSLDS Users [7](#nslds-users)

1.3 Getting Help [8](#getting-help)

Chapter 2: Guaranty Agency Responsibilities
[10](#guaranty-agency-responsibilities)

2.1 Data Privacy [11](#data-privacy)

2.2 Data Accuracy and Timeliness [11](#data-accuracy-and-timeliness)

Chapter 3: The Update Process [13](#the-update-process)

3.1 Files Used in the NSLDS Update Process
[17](#files-used-in-the-nslds-update-process)

3.2 Highligt of Guaranty Agencies DataPrep 3.1
[19](#highlights-of-guaranty-agency-dataprep-version-3.1)

Chapter 4: System Requirements [21](#system-requirements)

4.1 Estimating Required Disk Space [21](#estimating-required-disk-space)

4.2 Setting Up Communications Links with NSLDS
[22](#setting-up-communications-links-with-nslds)

4.3 Obtaining a Submittal Schedule [23](#obtaining-a-submittal-schedule)

4.4 Initial Population [23](#initial-population)

4.5 File Protection and Backups [23](#file-protection-and-backups)

Chapter 5: Installation, Utilities, and Testing
[24](#installation-utilities-and-testing)

5.1 Installation 24

5.1.1 Installing DataPrep on a Windows-Based PC 24

5.1.2 Installing DataPrep on an Z/OS LE Version 2.4 or Higher Mainframe
26

5.2 Options and Utilities 27

5.2.1 Changing Directory Paths 27

5.2.2 Delta Process Options 28

5.2.3 Viewers 30

5.2.4 File Transfer 34

5.2.5 File Backup 38

5.2.6 Help System 43

5.3 Running Test Files 45

5.3.1 Successful Extract Validation 46

5.3.2 Unsuccessful Validation 57

5.3.3 Load Process Error Report 60

5.4 Deleting Test Files 64

5.5 Sample Files Z/OS LE Version 67

Chapter 6: The Database Extract File [68](#the-database-extract-file)

6.1 Business Rules [68](#business-rules)

6.2 Record Types [70](#record-types)

6.2.1 Header Record [70](#header-record)

6.2.2 Detail Records [71](#detail-records)

6.2.3 Past Period Change Records [72](#past-period-change-records)

6.3 File Standards [72](#file-standards)

6.4 Field Standards [73](#field-standards)

6.4.1 Subrogated Loans [74](#subrogated-loans)

6.5 Updating Identifier Data [75](#updating-identifier-data)

6.5.1 Loan and Student Identifiers [76](#loan-and-student-identifiers)

6.5.2 The Identifier Change Process [77](#the-identifier-change-process)

6.5.3 Updating Identifiers on Multiple Records
[78](#updating-identifiers-on-multiple-records)

6.6 Updating Non-Identifier Data [79](#updating-non-identifier-data)

6.6.1 What NSLDS Does [79](#what-nslds-does)

6.6.2 What You Do [85](#what-you-do)

6.7 Copy Your Database Extract File to the Extract Directory
[93](#copy-your-database-extract-file-to-the-extract-directory)

Chapter 7: Extract Validation and the Delta Process
[94](#extract-validation-and-the-delta-process)

7.1 Extract Validation [94](#extract-validation-1)

7.1.1 Edits Performed During Extract Validation
[95](#edits-performed-during-extract-validation)

7.1.2 Extract Validation on a PC [98](#extract-validation-on-a-pc)

7.2 The Delta Process [106](#the-delta-process-1)

7.2.1 What Happens in the Delta Process
[107](#what-happens-in-the-delta-process)

7.2.2 The Delta Process on a PC [109](#the-delta-process-on-a-pc)

7.3 Extract Validation and the Delta Process on a PC
[115](#extract-validation-and-the-delta-process-on-a-pc)

7.4 Extract Validation and the Delta Process on an Z/OS LE Mainframe
[119](#extract-validation-and-the-delta-process-on-an-zos-le-mainframe)

Chapter 8: Sending and Receiving Files
[120](#sending-and-receiving-files)

8.1 Sending the Submittal File [120](#sending-the-submittal-file)

8.1.1 Submittal Schedule [120](#submittal-schedule)

8.1.2 Submittal File Format [121](#submittal-file-format)

8.1.3 Sending Your Submittal File on Cartridge or Tape
[121](#sending-your-submittal-file-on-cartridge-or-tape)

8.1.4 Transmitting Your Submittal File by SAIG
[123](#transmitting-your-submittal-file-by-saig)

8.2 Receiving Files [125](#receiving-files)

8.2.1 Receiving Files by Cartridge or Tape
[126](#receiving-files-by-cartridge-or-tape)

8.2.2 Receiving Files by SAIG [128](#receiving-files-by-saig)

Chapter 9: The NSLDS Load Process [129](#the-nslds-load-process)

9.1 File-Level Edits [131](#file-level-edits-1)

9.2 Domain-Level Edits [131](#domain-level-edits-1)

9.3 Record-Level Edits [132](#record-level-edits)

9.3.1 Duplicates [132](#duplicates)

9.3.2 Reasonability Edits [132](#reasonability-edits)

9.4 Load-Level Edits [133](#load-level-edits)

9.4.1 Identifier Edits [133](#identifier-edits)

9.4.2 GA ID Edits [134](#ga-id-edits)

9.4.3 Validate Codes [135](#validate-codes)

9.4.4 Date Sequence Edits [135](#date-sequence-edits)

Chapter 10: Generating Reports on Windows-Based PCs
[137](#generating-reports-on-windows-based-pcs)

10.1 Log Reports [138](#log-reports)

10.1.1 Extract Validation Log Report
[138](#extract-validation-log-report-1)

10.1.2 Delta Log Report [140](#delta-log-report)

10.2 Error Reports [142](#error-reports)

10.2.1 Error Files [142](#error-files)

10.2.2 Generating Summary Error Reports
[143](#generating-summary-error-reports)

10.2.3 Generating Detail Error Reports
[146](#generating-detail-error-reports)

10.3 Loan Detail Reports [150](#loan-detail-reports)

10.3.1 Loan Detail Files [151](#loan-detail-files)

10.3.2 Generating Loan Detail Reports
[152](#generating-loan-detail-reports)

10.4 Selection Criteria [155](#selection-criteria)

10.4.1 Adding Selection Criteria [158](#adding-selection-criteria)

10.4.2 Editing Selection Criteria [161](#editing-selection-criteria)

10.4.3 Deleting Selection Criteria [162](#deleting-selection-criteria)

10.4.4 Adding Variable Selection Criteria
[162](#adding-variable-selection-criteria)

10.5 Sort Options [169](#sort-options)

10.5.1 Adding a Sort Option [171](#adding-a-sort-option)

10.5.2 Editing a Sort Option [173](#editing-a-sort-option)

10.5.3 Deleting a Sort Option [174](#deleting-a-sort-option)

10.5.4 Sort Parameter Positions' Syntax
[174](#sort-parameter-positions-syntax)

Chapter 11: Generating Reports on Z/OS LE Mainframes
[175](#generating-reports-on-zos-le-mainframes)

11.1 Extract Error Report [175](#extract-error-report-1)

11.1.1 Summary Report Sorting [176](#summary-report-sorting)

11.1.2 Detail Report Sorting [177](#detail-report-sorting)

11.2 Load Process Error Report [177](#load-process-error-report-1)

Chapter 12: Using Reports [178](#using-reports)

12.1 Log Reports [178](#log-reports-1)

12.1.1 Extract Validation Log Report
[178](#extract-validation-log-report-2)

12.1.2 Delta Log Report [178](#delta-log-report-1)

12.2 Error Reports [178](#error-reports-1)

12.2.1 Summary Error Reports [178](#summary-error-reports)

12.2.2 Detail Error Reports [180](#detail-error-reports)

12.3 Loan Detail Reports [183](#loan-detail-reports-1)

12.4 Error Types [183](#error-types)

12.4.1 File-Level Errors [183](#file-level-errors)

12.4.2 Domain-Level Errors [184](#domain-level-errors)

12.4.3 Record-Level Errors [186](#record-level-errors)

12.4.4 Load-Level Errors [187](#load-level-errors)

Chapter 13: Final Thoughts [191](#final-thoughts)

**Appendix A: Guaranty Agency Data Dictionary A--i**

**Appendix B: Guaranty Agency Coding Tables B--i**

**Appendix C: Past Period Change Record Layout C--i**

**Appendix D: Load Process Error File (Record Layouts) D--i**

**Appendix E: Guaranty Agency TEF File Layout E--i**

**Appendix F: Glossary of Terms F--1**

**Appendix G: DataPrep JCL for Z/OS LE G--i**

**Appendix H: Technical Updates H--1**

**Figures**

Figure 1--1, Sources of NSLDS Data 7

Figure 1--2, Outflow of NSLDS Information 8

Figure 3--1, Data Provider Six-Step Process 15

Figure 3--2, Processing Flow for Guaranty Agency Updates to NSLDS 16

Figure 3--3, NSLDS Edit Process 18

Figure 5--1, Directories Dialog Box 25

Figure 5--2, DataPrep Main Menu with Directories Selected on the Options
Menu 27

Figure 5--3, Directories Dialog Box 27

Figure 5--4, DataPrep Main Menu with Delta Processing Selected on the
Options Menu 29

Figure 5--5, Delta Processing Options Dialog Box 30

Figure 5--6, DataPrep Main Menu with Viewers Selection on the Options
Menu 32

Figure 5--7, Viewer Maintenance Dialog Box 32

Figure 5--8, Select Viewer Dialog Box 34

Figure 5--9, Initial File Transfer Dialog Box for File Import 35

Figure 5--10, Initial Select NSLDS File Dialog Box for TEF File 36

Figure 5--11, Final Select NSLDS File Dialog Box for TEF File 36

Figure 5--12, Final File Transfer Dialog Box for File Import 37

Figure 5--13, DataPrep Main Menu with File Backup Selected 38

Figure 5--14, File Backup Dialog Box 39

Figure 5--15, New Backup File Folder Dialog Box 39

Figure 5--16, File Backup Dialog Box with Files Selected 40

Figure 5--17, File Backup Dialog Box with Files and Backup Folder
Selected 40

Figure 5--18, File Backup Dialog Box after Copy 41

Figure 5--19, File Backup Dialog Box after Move 42

Figure 5--20, List Backup Files Dialog Box 43

Figure 5--21, Test Files Installed in C:\\NSLDS-GA-V2\\Samples 45

Figure 5--22, DataPrep-GA Folder with Extract and Current Folders 46

Figure 5--23, DataPrep Main Menu with Extract Validation Selected 47

Figure 5--24, Extract Validation Dialog Box 47

Figure 5--25, Extract Validation Process Dialog Box 48

Figure 5--26, Log Report Dialog Box 49

Figure 5--27, Extract Validation Log Report 50

Figure 5--28, Error Report Dialog Box 51

Figure 5--29, Summary Extract Error Report 52

Figure 5--30, Extract Validation Dialog Box 53

Figure 5--31, Delta Process Dialog Box 54

Figure 5--32, DataPrep Main Menu with Log Report Selected 55

Figure 5--33, Loan Detail Report Dialog Box 55

Figure 5--34, Extract Loan Detail Report 56

Figure 5--35, Submittal Loan Detail Report 57

Figure 5--36, Extract Folder 58

Figure 5--37, Extract Validation Dialog Box 58

Figure 5--38, Extract Validation Unsuccessful 59

Figure 5--39, Initial File Transfer Dialog Box for Load Process Error
File 60

Figure 5--40, Select NSLDS File Dialog Box for Load Process Error File
61

Figure 5--41, Final File Transfer Dialog Box for Load Process Error File
61

Figure 5--42, Error Report Dialog Box for Load Process Error Report 62

Figure 5--44, Summary Load Process Error Report 63

Figure 5--45, File Backup Dialog Box 64

Figure 5--46, New Backup File Folder Dialog Box 64

Figure 5--47, List Backup Files Dialog Box 66

Figure 6--1, Loan and Student Identifiers 76

Figure 6--2, How to Update Loan Identifier Data 78

Figure 6--3, NSLDS Update (1 of 2) 81

Figure 6--4, NSLDS Update (2 of 2) 82

Figure 6--5, Updating a Current Event 83

Figure 6--6, Updating Historical Events 84

Figure 6--7, Fields and History 87

Figure 6--8, Events, Keys, and Values 89

Figure 7--1, DataPrep Error Path 96

Figure 7--2, DataPrep Main Menu with Extract Validation Selected 98

Figure 7--3, Extract Validation Dialog Box 99

Figure 7--4, Extract Validation Process Dialog Box 100

Figure 7--5, Successful Extract Validation 102

Figure 7--6, Extract Validation Fails Because of a File-Level Error 103

Figure 7--7, Extract Validation Fails Because of Excessive Domain-Level
Errors 104

Figure 7--8, TEF File Warning 105

Figure 7--9, The Delta Process 108

Figure 7--10, Extract Validation Dialog Box 109

Figure 7--11, Rerun Current Month's Delta Process 110

Figure 7--12, Delta Process Dialog Box 111

Figure 7--13, Halted Delta Process 113

Figure 7--14, Successful Delta Process 114

Figure 7--15, DataPrep Main Menu with Extract Validation Selected 116

Figure 7--16, Extract Validation Dialog Box 116

Figure 7--17, Extract Validation Process Dialog Box 118

Figure 7--18, Delta Process Dialog Box 119

Figure 8--1, DataPrep Main Menu with File Transfer Selected 123

Figure 8--2, Initial File Transfer Dialog Box 124

Figure 8--3, Final File Transfer Dialog Box 124

Figure 9--1, NSLDS Load Process 130

Figure 10--1, DataPrep Main Menu with Log Report Selected 138

Figure 10--2, Log Reports Dialog Box 139

Figure 10--3, Extract Validation Log Report 139

Figure 10--4, DataPrep Main Menu with Log Report Selected 140

Figure 10--5, Log Reports Dialog Box 141

Figure 10--6, Delta Log Report 141

Figure 10--7, DataPrep Main Menu with Error Report Selected 144

Figure 10--8, Error Report Dialog Box 144

Figure 10--9, Summary Extract Error Report 146

Figure 10--10, DataPrep Main Menu with Error Report Selected 147

Figure 10--11, Error Report Dialog Box 147

Figure 10--12, Detail Extract Error Report 149

Figure 10--13, Detail Load Process Error Report 150

Figure 10--14, DataPrep Main Menu with Loan Detail Report Selected 152

Figure 10--15, Loan Detail Report Dialog Box 153

Figure 10--16, Submittal Loan Detail Report 155

Figure 10--17, DataPrep Main Menu with Selection Criteria Selected on
the Options Menu 156

Figure 10--18, Selection Criteria Dialog Box 157

Figure 10--19, Selection Criteria Edit Dialog Box 159

Figure 10--20, Selection Criteria Edit Dialog Box 160

Figure 10--21, Selection Criteria Edit Dialog Box 161

Figure 10--22, Selection Criteria Edit Dialog Box 161

Figure 10--23, Selection Variable Edit Dialog Box 162

Figure 10--24, Selection Criteria Edit Dialog Box 163

Figure 10--25, Selection Variable Edit Dialog Box 164

Figure 10--26, Selection Criteria Edit Dialog Box 164

Figure 10--27, DataPrep Main Menu with Sort Parameters Selected on
Options Menu 170

Figure 10--28, Sort Parameters Dialog Box 170

Figure 10--29, Preprogrammed Sorts for Detail Error Reports 171

Figure 10--30, Preprogrammed Sorts for Loan Detail Reports 171

Figure 10--31, Sort Parameter Edit Dialog Box 172

Figure 10--32, Sort Parameter Edit Dialog Box 172

Figure 10--33, Sort Parameters Dialog Box 173

Figure 10--34, Sort Parameter Edit Dialog Box 173

Figure 12--1, Summary Extract Error Report 179

Figure 12--2, Summary Load Process Error Report 180

Figure 12--3, Detail Extract Error Report 182

Figure 12--4, Detail Load Process Error Report 182

# Introduction

Guaranty agencies (GAs) participating in the Federal Family Education
Loan Program (FFELP) are required to report detailed loan information to
the National Student Loan Data System (NSLDS). This operating manual
explains FFELP loan reporting requirements and the processes used to add
or update FFELP loans on NSLDS. It explains how to use the new NSLDS
DataPrep software and is for the use of guaranty agencies with
administrative responsibility for the
FFELP.![](media/image2.wmf){width="0.40347222222222223in"
height="0.43194444444444446in"}

## About This Manual

This manual is intended to assist users with the data provider portion
of the NSLDS update process, as well as, provide basic information about
the entire process.

To make the instruction manual easy to follow, we have used the
following icons to identify key points:

> Indicates a definition or explanation that you will need to keep in
> mind throughout the discussion.
>
> ![](media/image3.wmf){width="0.1889763779527559in"
> height="0.3952755905511811in"}Indicates a special note, suggestion, or
> comment that will assist you in running DataPrep or in providing
> insight into the NSLDS update process.
>
> Indicates a warning of which you should take special note.

## What Is NSLDS?

NSLDS supports ED in a variety of operational and research functions
meant to improve the administration and delivery of student aid through
Title IV aid programs. Specifically, the three main goals of NSLDS
are:![](media/image4.wmf){width="1.3875in"
height="1.4159722222222222in"}

1.  To improve the quality and accessibility of student aid data

2.  To reduce the burden of administering Title IV aid

3.  To minimize abuse within the aid programs through accurate tracking
    of funds appropriated to assist the postsecondary students for whom
    the programs were designed

NSLDS is a national database of recipients, enrollment and loan data,
Federal Pell Grant, and overpayment information on student aid disbursed
under Title IV of the Higher Education Act of 1965, as amended. Data in
NSLDS is provided by schools, guaranty agencies, and ED agencies. The
data includes information about the following:

-   The Federal Family Education Loan Program

-   The Federal Direct Loan Program (FDLP)

-   Federal Perkins loans (including National Direct Student Loans,
    National Defense, and Income Contingent Loans)

-   Federal Pell Grants

-   Overpayments from the Federal Pell Grant, Federal Supplemental
    Educational Opportunity (FSEOG), and FFELP Loan programs

-   Demographic and enrollment data on Title IV recipients

### NSLDS Functions

NSLDS currently has responsibility for the following functions:

1.  **Prescreening for Title IV Aid Eligibility**---The NSLDS
    Prescreening function gives schools electronic access to information
    on prior Title IV aid received by aid applicants. Schools use this
    information to determine applicants' eligibility for further Title
    IV aid.

2.  **Postscreening for Title IV Aid Eligibility**---The NSLDS
    Postscreening function informs institutions when their applicants'
    eligibility for Title IV aid has changed due to a change in default,
    aggregate limits or overpayment status after their initial
    prescreening.

3.  **Default Rate Calculations**---Cohort default rates are calculated
    annually for schools participating in the William D. Ford Federal
    Direct Loan Program and Federal Family Educational Loan Program.
    Rates are also calculated for guaranty agencies and lenders. Schools
    with default rates above established thresholds for at least three
    consecutive years can be disqualified from participating in some or
    all student financial aid programs.

4.  **Monitoring of Guaranty Agency and Lender Financial Reporting for
    Reasonability**---NSLDS allows ED to monitor financial reporting for
    reasonability by supporting more timely assessment and by providing
    loan-level information. This helps ensure that the financial
    reporting submitted to ED by lenders and guaranty agencies reflects
    the status of their portfolios as reported to NSLDS.

5.  **Research Studies and Policy Development Support**---NSLDS provides
    several types of access in support of users performing research and
    developing policy. Online queries range from focused queries,
    pertaining to a single student or guaranty agency for relatively
    small amounts of data, to queries requiring NSLDS to supply or
    summarize massive amounts of data.

6.  **ED Budget Analysis and Development**---Every year, ED develops
    input for the President's budget, based partly on projected loan
    program costs for a seven-year period. NSLDS information is used to
    develop reliable, sound assumptions on which to base the estimated
    program budget; answer budget related questions; and support
    necessary hypothetical analyses.

7.  **Audit and Program Review Planning**---ED uses audits and program
    reviews to assess the performance of various Title IV aid delivery
    system participants. Audit and program review planning functions
    include retrieving specific data from NSLDS on organizations
    (schools, lenders, and guaranty agencies) and identifying key
    indicators used to schedule audits and reviews for maximum
    effectiveness.

8.  **Assessment of FFELP Administration by Guaranty Agencies, Schools,
    and Lenders**---NSLDS provides the data for researching and
    assessing FFELP administration by guaranty agencies, schools, and
    lenders. Such research can be either short- or long-term and
    generally aims to evaluate the effectiveness of specific program
    practices.

9.  **Refund/Cancellation Support**---When a student withdraws from
    school early and qualifies for a refund, the school is required to
    provide the refund or return of check to the appropriate party
    within a fixed time period. NSLDS provides information about the
    time schools take to perform these actions. This information helps
    auditors and program reviewers identify schools with poor records of
    handling refunds and cancellations.

10. **Borrower Tracking**---The Borrower Tracking function helps
    qualified users locate borrowers who have defaulted on student
    loans. NSLDS Borrower Tracking capabilities allow these qualified
    users to identify other schools, guaranty agencies, and lenders
    previously associated with a borrower so they can be contacted for
    the borrower's current address.

11. **Loan Transfer Tracking**---Loan Transfer Tracking monitors
    transfer activity by maintaining dates of sale and names of loan
    holders. This information identifies likely problems with
    participants. It also helps evaluate the administration and billing
    of Title IV loan programs.

12. **Enrollment Reporting**---Enrollment Reporting information is used
    by loan holders to verify a borrower's enrollment status. This
    enrollment information enables loan holders to properly place a
    borrower into repayment.

13. **Financial Aid History**---The Financial Aid History component of
    NSLDS summarizes previous Title IV aid a student has received.

14. **Credit Reform Act Support**---The Credit Reform Act (CRA) requires
    loan level tracking of all federally guaranteed loans. NSLDS tracks
    and reports loans by program, cohort year, and risk category. Loan
    data is used semi-annually to estimate government costs associated
    with loan programs.

15. **Aid-Overpayment**---NSLDS maintains a record of overpayments owed
    and repaid by students on Federal Pell Grants, Federal Supplemental
    Educational Opportunity Grants, and Federal Perkins Loans. The
    information is used to determine a student's eligibility for aid.

16. **Organization-Contact**---NSLDS enables organizations, including
    guaranty agencies, to enter contact information by function. This
    contact capability is accessible by both online screens and NSLDS's
    Information for Financial Aid Professionals website
    (www.nsldsfap.gov). It helps users quickly locate the correct
    contact person at a school, guaranty agency, lender, servicer, or
    other data provider.

17. **Student Access**---NSLDS gives students access to basic
    information about their Federal loans at a secure website accessible
    to standard web browsers.

18. **Transfer Monitoring**---NSLDS replaces the FAT (Financial Aid
    Transcript) process by allowing schools to inform NSLDS of possible
    transfer students. NSLDS monitors those students and sends alerts to
    schools when that Title V aid affects eligibility changes.

These function areas and the system capabilities that support them,
reflect requirements established for NSLDS by the U.S. Congress and ED.

### Where NSLDS Data Comes From

As a comprehensive repository of Title IV recipients and their loan,
Pell Grant, overpayment, and enrollment information, NSLDS receives data
from many sources (some external and some internal to ED) and makes it
available to approved users for a variety of purposes authorized by the
Act. The principal sources of NSLDS data are the following:

-   **Guaranty Agencies** provide loan data on FFELP loans from loan
    origination until the loan is paid in full or closed for another
    reason. Some of the information guaranty agencies provide, such as
    loan balances, is received from lenders who report on loans through
    their guaranty agencies. Guaranty agencies submit their data at
    least monthly.

-   **Schools (or their servicers)** provide enrollment data via the
    Enrollment Reporting process.

-   **Schools (or their servicers)** that participate in the Federal
    Perkins Loan Program provide monthly updates of loans.

-   The **Debt Collection Service** (DCS) provides data weekly on loans
    and overpayments assigned to ED.

-   The **Postsecondary Education Participant System** (PEPS) provides
    daily data on schools.

-   The **Conditional Disability Discharge Tracking System** (CDDTS)
    provides monthly data on loans with permanent and conditional
    disability discharges.

-   The **Central Processing System** (CPS) provides daily demographic
    data on students in the NSLDS database.

-   The **Common Origination Disbursement System (COD)** provides daily
    updates on Pell Grant payments to students.

-   The **Federal Direct Loan Program** (FDLP) Servicer provides weekly
    data on FDLP loans.

-   The Lender Reporting System (LARS) provides demographic information
    on lenders and lender servicers.

![](media/image5.wmf){width="4.492361111111111in"
height="4.738888888888889in"}

Figure 1--1, Sources of NSLDS Data

### NSLDS Users

NSLDS users include personnel from ED, other Federal agencies, guaranty
agencies, lenders, schools, and state scholarship agencies.

NSLDS provides its users with batch processing, as well as access by
means of the Internet. The system's products are designed to provide
efficient access to NSLDS data for a variety of user levels and
purposes. See Figure 1--2 for the flow of data from NSLDS to various
users.

![](media/image6.wmf){width="5.995138888888889in"
height="6.284722222222222in"}

Figure 1--2, Outflow of NSLDS Information

## Getting Help

NSLDS Call Center is available to answer all your questions. The CC
offers comprehensive assistance on all aspects of using DataPrep
software, from step-by-step installation questions to receiving error
reports. The CC can help you identify and correct Extract problems
resulting from file- and domain-level edits, or NSLDS update problems
resulting from record-level and load-level errors. The CC will address
your guaranty agency data provider set-up and scheduling questions.

In addition, the CC can help:

![](media/image7.wmf){width="0.5340277777777778in"
height="0.5340277777777778in"}

-   Identify other data providers to resolve identifier conflicts

-   Clarify Data Provider Instructions

-   Schedule initial and ongoing data loads

-   Troubleshoot problems with DataPrep installation

-   Discuss submittal requirements

-   Explain specific error codes

-   Review your submittal schedule

When you call the CC you may be asked to provide specific information,
including:

-   Your GA ID code and agency name and phone number

-   Whether you are using the mainframe or Windows-based version of the
    software

-   The Version/Release number and release date of the DataPrep software
    you are using

-   The nature of the problem

-   The part of the process you were working with at the time the
    problem occurred

-   Whether you have been able to duplicate the problem and, if so, what
    the conditions were at the time

-   Error messages or other indicators of the source of the problem.

# Guaranty Agency Responsibilities

Guaranty Agencies must provide information to NSLDS on FFELP loans and
regularly report on new loans and changes to existing loans. These
reports must be submitted on an ongoing basis and on a regular schedule
established between the guaranty agency and the U.S. Department of
Education (ED).

Guaranty agencies must:

-   Meet all NSLDS reporting requirements as detailed in this operating
    manual.

-   Report all FFELP loans that were open or closed on or after October
    1, 1989.

-   Report new loans or updates to existing loans at least monthly on a
    schedule established by NSLDS. Data reported must be current and not
    extracted more than 14 days before the scheduled load date for the
    guaranty agency.

-   Create a Database Extract file meeting the specifications contained
    in Appendix A. Guaranty agencies are responsible for coding and
    testing their software as needed to properly format the Database
    Extract file.

-   Use the NSLDS provided DataPrep software to perform Extract
    Validation and create a Submittal file.

-   Send the Submittal file to NSLDS on an established schedule.

-   Retrieve the Load Process Error file for each submittal. Guaranty
    agencies must review errors and correct as many as possible before
    the next submittal. Guaranty agencies are responsible for the
    accuracy of their data as well as for the timely reporting of loan
    data to NSLDS.

-   Work with other data providers---including other guaranty agencies,
    the Direct Loan Program, the Debt Management Collection System,
    Perkins schools, and the Pell Grant System---to resolve identifier
    conflicts.

-   Receive and process reconciliation files provided by NSLDS.
    Reconciliation of loan data between NSLDS and the guaranty agency's
    system of record can be done voluntarily upon request from the
    guaranty agency or mandated by ED if it determines reconciliation is
    necessary to meet data quality standards.

In summary, guaranty agency data must meet NSLDS reporting requirements
and quality standards. All data submitted to NSLDS must be as complete
and correct as possible. Guaranty agencies that fail to meet their NSLDS
reporting requirements are subject to the limitation, suspension, and
termination regulatory provisions.

## Data Privacy

NSLDS data is subject to the protections of the Privacy Act of 1974, as
amended. Maintaining the security and confidentiality of the personal
data supplied by those applying for and receiving loans is of paramount
concern to NSLDS. Both NSLDS and its data providers are responsible for
preserving the security of any NSLDS data in their
possession.![](media/image8.wmf){width="0.4326388888888889in"
height="0.38958333333333334in"}

You must be constantly vigilant in assuring the security of data being
prepared for, sent to, and received from NSLDS. You must also protect
student loan data against intentional or inadvertent disclosure or
destruction. You should label sensitive materials---such as data,
software documentation, operation manuals, and handbooks---as such and
store them in a secured location. Failure to follow these steps can lead
to personal liability under the Privacy Act.

## Data Accuracy and Timeliness

In order for NSLDS to meet the needs of its user community, the
submittals it receives from data providers must be timely, complete, and
accurate. To help ensure the best possible data quality, NSLDS monitors
submittals in two ways:

1.  **Submittal Tracking**---NSLDS monitors late and missed submittals
    on a continuing basis.

2.  **Error Tracking**---NSLDS calculates the percentage of records in a
    submittal that contain errors and maintains a record of all errors
    until the error condition is resolved. Error rates are monitored on
    a regular basis to ensure data accuracy.

The error rate is calculated by dividing the number of loan records
containing errors by the total number of open loans. If a record
contains more than one error, the system still only counts it as a
single record with errors when calculating the error rate. Thus, the
total number of errors will not necessarily equal the number of records
with errors.![](media/image9.wmf){width="0.44027777777777777in"
height="0.4888888888888889in"}

Data providers that do not meet NSLDS reporting requirements will be
subject to sanctions enforced by **ED**.

# The Update Process

The NSLDS update process is comprised of six steps:

1.  **Data Providers Create the Database Extract File**---You create a
    copy of your loan portfolio in a format specified by NSLDS. This
    copy, called the Database Extract file, includes all open loans and
    all loans closed on or after October 1, 1989, formatted according to
    the guidelines established in Appendixes A and C.

2.  **Data Providers Run Extract Validation and the Delta Process Using
    DataPrep**---You run the Database Extract file through the NSLDS
    DataPrep Extract Validation process to check for file-level and
    domain-level errors. If there are file-level errors (such as an
    incorrect header or a guaranty agency code for any record that does
    not match the header record guaranty agency code), the process
    stops, and you must correct any file-level errors before proceeding.

> If the rate of domain-level errors (such as a non-numeric character in
> a numeric field, an invalid date, a missing identifier, or a missing
> new identifier) is above one of the specified threshold levels, the
> process also stops and the complete Database Extract file is rejected.
> You must correct the error(s) before proceeding.
>
> If the rate of domain-level errors is within the prescribed limits,
> DataPrep creates a new file called the Validated Extract file and runs
> it through the Delta Process, in which it is compared to the Prior
> Validated Extract file in order to identify changes. The output of
> this process is your Submittal file.

3.  **Data Providers Create Error Reports**---Using the Extract Error
    file produced by DataPrep, you create Extract Error reports (both a
    summary and detail report are available) and use this information to
    make all necessary file-level and domain-level changes to your
    database. You can also use the Extract Validation Log report to
    perform a test of reasonability---a review of the data comparing the
    current data with previous submittals to look for the number of
    records processed and loan amount totals.

> If you make corrections, you then start again at step 1 by recreating
> the Database Extract file, running Extract Validation and the Delta
> Process, and generating Extract Error reports.

4.  **Data Providers Send the Submittal File**---Once a Submittal file
    has been successfully created (after all file-level errors are
    corrected and after the number of domain-level errors is below the
    specified thresholds), you send it to NSLDS.

5.  **NSLDS Runs the Load Process**---NSLDS receives your Submittal file
    and runs file-level edits on it. If the file passes all file-level
    edits, NSLDS then checks each loan record for domain-, record-, and
    load-level errors. Loan records that pass all edits are matched
    against records already existing in the NSLDS database. Depending
    upon the outcome of that match, NSLDS either creates new student or
    loan records, or updates existing records. Loan records that fail
    one or more edits are added to the Load Process Error file NSLDS
    returns to you after loading your data.

6.  **Data Providers Retrieve Error Files and Run Load Process Error
    Reports**---If your Submittal file passes all file-level edits and
    is loaded onto NSLDS, NSLDS sends: A Load Process Error file
    containing all the domain, record, and load-level errors detected
    during the Load Process. Then use DataPrep to create Load Process
    Error reports (both summary and detail reports are available) which
    will help you make corrections to your database and resolve data
    conflicts prior to your next monthly extract.

> If you fail to send NSLDS a Submittal file at the scheduled time or if
> the file you send is not loaded because of file-level edits, NSLDS
> notifies you that your file was not received or was not loaded. In
> this case, NSLDS does not send you a Load Process Error file.

7\. The Threshold, Error Code and Field Code (TEF) File contains error
codes and messages. The file must be imported into your Data Prep
software every 90 days. The file is available for downloading at
<http://fsadownload.ed.gov/index.htm>. The TEF is periodically updated
to add any new error codes or error messages to assist in record and
load-level error resolution.

![](media/image12.wmf){width="5.997222222222222in"
height="6.952083333333333in"}Viewed as a linear sequence, the six-step
update process looks like this:

Figure 3--3, Data Provider Six-Step Process

Viewed as an ongoing or cyclical process, the update process can also be
illustrated in the following way, with the shaded boxes representing
guaranty agency responsibility and the darkened boxes representing
operations handled by DataPrep.

![](media/image13.wmf){width="5.997916666666667in" height="6.8in"}

Figure 3--4, Processing Flow for Guaranty Agency Updates to NSLDS

## Files Used in the NSLDS Update Process

The following files are created or updated in the update
process:![](media/image7.wmf){width="0.49236111111111114in"
height="0.49236111111111114in"}

-   **Database Extract File (extract.ff)**---This is the formatted
    Database Extract file you create from your loan database. It
    includes Header and Detail records and can include Past Period
    Change records to correct data stored as history in the NSLDS
    database. This file is the input to the Extract Validation process.

-   **Validated Extract File (valextr.ff)**---This is the output of the
    Extract Validation process and one of the inputs to the Delta
    Process. DataPrep creates this file if there are no file-level
    errors in the Database Extract file and the rate of domain-level
    errors is below acceptable threshold levels.

-   **Prior Validated Extract File (priorextr.ff)**---This is your
    Validated Extract file from the previous month, against which the
    Delta Process compares your current Validated Extract file to
    identify changed loan data for reporting to NSLDS.

-   **Submittal File** **(submit.ff)**---This file is created by the
    Delta Process. It contains all current records that have changes,
    forced records and all Past Period Change records. You submit this
    file to NSLDS, where it becomes input to the Load Process. This file
    can contain four record types: Header, Detail, Past Period Change,
    and Trailer. The Trailer record is added by DataPrep.

-   **Extract Error File (extrerr.ff)---**This file is an output from
    the Extract Validation process. It contains an error record for each
    domain error listing the field in which the error occurred, the
    value and description of the error. The contents of this file can
    either be viewed on-screen or printed.

-   **Load Process Error File** **(loaderr.ff)---**This file is an
    output of the load process. It contains an error record for each
    domain, record and load level error that failed NSLDS edits. It
    identifies errors detected during the Load process and also contains
    header and trailer records. The contents of this file can either be
    viewed on-screen or printed.

-   **Threshold, Error Code, and Field Code (TEF) File.**

This file contains software parameters for Load Process Error processing
and error field names and messages for the processing of the Load
Process Error file.

Figure 3--5 shows the edit process, some of the problems that arise
during that process, and possible solutions.

![](media/image14.wmf){width="6.513888888888889in"
height="6.835416666666666in"}

Figure 3--5, NSLDS Edit Process

## Highlights of Guaranty Agency DataPrep Version 3.1

The DataPrep software was modified for 3.1 Version 3.1

National Student Loan Data System (NSLDS) Guaranty Agency DataPrep (GA
DataPrep), Version 3.1, is software designed for Windows 2000 and
Windows XP Professional operating systems to assist GAs in reporting
Federal Family Education Loan Program (FFELP) loans to NSLDS. GAs
participating in the FFELP are required to report detailed loan
information to NSLDS at least a monthly basis.

The software allows a GA data provider to:

1\. Validate Extract File-GA DataPrep examines their Database Extract
file verifying that its format is acceptable. Data Prep checks for
proper header records, 640-byte record lengths, and matching GA codes.

2\. Edit Extract File-GA DataPrep checks the Extract file for errors
using the NSLDS Data Prep Extract Validation function. If the number of
errors is within the prescribed limits, GA Data Prep creates a new file
called the Submittal file.

3\. Perform Delta Processing-GA Data Prep determines which loans have
changed between the current and previous extract files. Only records
with changes are included in the Submittal file.

4\. Create Submittal File-The Submittal file contains new loans, changes
to existing loans, and loans being forced through to NSLDS. The
Submittal file is transmitted to NSLDS via SAIG or loaded to tape and
mailed to NSLDS for processing.

5\. Generate Error Reports-GA Data Prep analyzes errors received by
NSLDS. The two load-processing error reports, Summary and Detail, list
the errors identified while processing Submittal files.

6\. A Thresholds, Error Codes, and Field Codes File (TEF file) (tef.ff)
has been added to the Data Prep process. The TEF file is used by Data
Prep software during the Extract Validation process and in various
report creation programs that contain threshold standards, field codes
and messages, error codes and messages, and Loan Status codes and their
status (i.e., open or closed). The file is updated as changes occur, but
not less often then every 90 days. The TEF file is available for
download from www.fsadownload.ed.gov.

Software Enhancement- GA Data Prep has been enhanced to process and
display the following fields in the Load Process Detail Error Report:

-   Code for Current Holder Lender

-   Code for Servicer

-   Conflict Value

-   Date of Loan Status

-   Supplemental Error Data

> NSLDS added these fields to the Load Process Error Data File to help
> Gas resolve errors.

# System Requirements

This manual is written for guaranty agencies that use the ED-provided
DataPrep software to prepare data for submittal to NSLDS from either a
mainframe (Z/OS LE Version 2.4 or higher) batch environment or a
Windows-based personal computer (PC). Agencies that use other platforms
or who want to develop their own software should contact ED for more
information. Software developed by data providers must meet the
standards established in this manual.

To run the DataPrep software and submit your data, the minimum system
requirements are either:

-   An IBM or IBM-compatible mainframe running the Z/OS LE Version 2.4
    or higher operating system and an appropriate sort utility, or

-   A fully IBM-compatible personal computer with at least a 200 MHz
    Pentium processor; Windows 95, 98, or NT operating system; 64 MB of
    available memory; and 8 MB of hard disk space to store the program
    and data files, with additional hard disk space to store data files
    and backups. For optimal viewing of reports, you may have to set
    your monitor's resolution to 1024 x 768 pixels.

## Estimating Required Disk Space

You will need approximately 8 MB of disk space to store the DataPrep
software and its associated test data files. This is the minimum disk
space required and does not include storage space for your data files.
You should also allow enough space in which to sort data files.

Estimate your space requirements by adding the following:

> Database Extract files N \* 640 bytes \* Y
>
> Submittal Files \[(N \* 640 bytes) + (PPC \* 640 bytes)\] \* Y
>
> Extract Error Files X \* 640 bytes \* Y
>
> Extract Error Reports X \* 132 bytes \* Z \* 1.1
>
> Load Process Error Files X \* 640 bytes \* Y
>
> Load Process Error Reports X \* 132 bytes \* Z \* 1.1
>
> Threshold Error File 32,000 bytes
>
> Loan Detail File N \* 640 bytes \* Y
>
> Loan Detail Reports N \* 132 bytes \* Z \* 1.1
>
> (Equals) \_\_\_\_\_ bytes of space required

Where:

> N = Number of records extracted from your database.
>
> X = Estimated number of errors.
>
> PPC = Estimated number of Past Period Change (PPC) records.
>
> Y = Number of Backup files created and stored.
>
> Z = Number of Reports Created.

All the mainframe examples in this document assume use of a Direct
Access Storage Device (DASD). Tape can be substituted for DASD for any
of the NSLDS files, but in that case, you are responsible for converting
the calculations from DASD to that medium.

## Setting Up Communications Links with NSLDS

Guaranty Agencies can access NSLDS through the Student Aid Internet
Gateway (SAIG) using EDConnect software. Agencies that do are assigned a
mailbox, which they use to request and retrieve data from NSLDS.
![](media/image19.wmf){width="0.45208333333333334in"
height="0.5034722222222222in"}

The SAIG Call Center is responsible for setting up new user accounts on
the SAIG. You can obtain enrollment information at
<https://www.fsawebenroll.ed.gov/PMEnroll/index.jsp>, or by calling
(800) 330-5947.

## Obtaining a Submittal Schedule

NSLDS will assign a submittal schedule to you each year, usually in
November. You can check your schedule at any time by selecting the Data
Provider Schedule link on the Organization page of the NSLDS website
(*www.nsldsfap.ed.gov)*.![](media/image19.wmf){width="0.39652777777777776in"
height="0.44166666666666665in"}

For more information, or to obtain a copy of the schedule, contact the
NSLDS Call Center (CC) at (800) 999--8219.

## Initial Population

The first-time transfer of information from a guaranty agency or other
data provider to NSLDS is called the initial population. In addition to
current loan data, the initial population also includes data for loans
that are closed. See Appendix A for detailed information about what data
to include in an initial population Database Extract file.

Except for the addition of closed loan data and a slight difference in
data reporting requirements, the process for an initial population
submittal is the same as the one you follow for subsequent updates.

## File Protection and Backups

Files are subject to corruption, especially during shipping. Therefore,
we recommend that you keep backups of at least your last two Database
Extract files and Submittal files in case errors occur during shipping
of the Submittal file or during the Load Process.
![](media/image7.wmf){width="0.4895833333333333in"
height="0.4895833333333333in"}

DataPrep provides a quick way to create and organize backup copies of
these files. The process for backing up files is described in detail in
Section 5.2.5.

While we recommend a minimum of two generations, the sample JCL for Z/OS
LE Version 2.4 or higher environments provided in Appendix G allows for
four generations of backups. Mainframe operators who use the sample JCL
provided in Appendix G will find that a backup of the Submittal file,
named NSLDS.SUBMIT.BKUP, is created automatically by the software.

# Installation, Utilities, and Testing

After you have made sure that you meet the system requirements for
DataPrep Version 3.1 you are ready to install DataPrep, set up its
utilities, and run test files designed both to test whether you have
installed DataPrep properly and to familiarize you with how DataPrep
works.

## Installation

### Installing DataPrep on a Windows-Based PC

NSLDS Guaranty Agency DataPrep, Version 3.1 (GA DataPrep) has been
released. This version incorporates the following updates:

-   *Downloading*---Beginning with this version, GA DataPrep is
    available at [www.fsadownload.ed.gov]{.underline}. This method
    replaces the distribution of the GA DataPrep on\
    CD-ROM.

```{=html}
<!-- -->
```
-   *Operating System*---GA DataPrep, Version 3.1, is fully compatible
    with Windows 2000 and Windows XP Professional operating systems.

> (This new version of GA DataPrep is *not* compatible with Windows 95,
> Windows 98, or Windows NT. If you are using Windows 95, Windows 98, or
> Windows NT, you can only use the previous version of GA DataPrep and
> cannot take advantage of the enhancement to GA DataPrep as listed
> below.)

-   *Software Enhancement*---GA DataPrep has been enhanced to process
    and display the following fields in the Load Process Detail Error
    Report:

    -   Code for Current Holder Lender

    -   Code for Servicer

    -   Conflict Value

    -   Date of Loan Status

    -   Supplemental Error Data

> NSLDS added these fields to the Load Process Error Data File to help
> GAs resolve errors.

You can download the new GA DataPrep software at
[www.fsadownload.ed.gov](http://www.fsadownload.ed.gov/). On the GA
DataPrep download page, in the Documentation area, you can click either
the Cover Letter or the Installation link to read step-by-step
instructions on how to download GA DataPrep, Version
3.1.![](media/image19.wmf){width="0.4847222222222222in"
height="0.5395833333333333in"}

During the setup procedure, you must specify where the DataPrep system
files are installed. We strongly recommend that you use the default path
C:\\NSLDS-GA-V3.

When starting PC DataPrep for the first time, the Directories dialog box
(Figure 5--1) appears, prompting you to select where DataPrep's work
files are located. DataPrep supplies default directory paths, but you
can change them as needed. It is essential that you supply the paths to
where your data files are in fact located, or DataPrep will be unable to
find your data. You must also specify the correct directory paths if you
submit your data to NSLDS via SAIG.

When you are satisfied with the directory paths listed in the
Directories dialog box, click OK.

![](media/image22.png){width="4.495833333333334in" height="2.36875in"}

Figure 5--6, Directories Dialog Box

If you have named a path that does not currently exist, DataPrep will
ask you if you want to create it.

![](media/image23.png){width="3.2708333333333335in"
height="1.2395833333333333in"}

Click Yes to do so. If you do not create a separate Loan folder,
DataPrep will select your Current folder as the default destination when
you use the File Transfer utility to move (or copy) a Loan Detail file
into DataPrep.

### Installing DataPrep on an OS/390 LE Version 2.4 or Higher Mainframe

To install DataPrep on your mainframe, you must first install the
Installation JCL that appears in Step 1 of Appendix G. This Installation
JCL is not included on the tape that contains the rest of DataPrep for
OS/390 LE version 2.4 or higher so you must create your own copy. Your
site will probably have a JCL file for executing IEBCOPY that closely
resembles the Installation JCL. To create the Installation JCL, make a
copy of the IEBCOPY JCL and modify it so it contains the same file names
as the Installation JCL in Step 1 of Appendix G.

Run the Installation JCL once to unload Unload JCL that appears in Step
2 of Appendix G from the DataPrep tape. Then run the Unload JCL once to
unload and install the actual libraries and software that will allow you
to run DataPrep. If you need to run the Unload JCL again to reinstall
DataPrep, be aware that step PSTEP005 will delete all data sets
previously created.

Note that by installing DataPrep JCL for OS/390 LE version 2.4 or
higher, you will be creating data set names on your system. The second
and last node in all data set names created by DataPrep contain
identifying information (Version Release Date) meant to track which
release of DataPrep you are using. **We strongly recommend that you
retain this naming convention**.

The Unload JCL can be referenced from the library created by the
Installation JCL with CUTTAPE as part of the name. The library member
name is UNLOAD.

## Options and Utilities

### Changing Directory Paths

If at some time after installation you decide to change the directory
path for any of DataPrep's working files, follow these
steps:![](media/image19.wmf){width="0.4847222222222222in"
height="0.5395833333333333in"}

1.  From the DataPrep Main Menu, click Options and then Directories.

![](media/image26.png){width="3.8118055555555554in"
height="3.145138888888889in"}

Figure 5--7, DataPrep Main Menu with Directories Selected on the Options
Menu

2.  The Directories dialog box appears.

![](media/image22.png){width="4.495833333333334in" height="2.36875in"}

Figure 5--8, Directories Dialog Box

3.  Select new directory paths in one of two ways:

```{=html}
<!-- -->
```
A.  Type the new path into the text box.

B.  Press the Browse button to the right of the text box and use the
    Select File Directory dialog box that appears to select the new
    path.

```{=html}
<!-- -->
```
4.  Click OK to save your changes.

Note, however, that if you change the directory path for your Current
folder, you must use Windows Explorer or My Computer to copy the
following files from your old Current folder to your new Current folder:

-   TEF.ff

-   ERRDTL.sel

-   ERRDTL.srt

-   ERRDTL.var

-   LOANDTL.sel

-   LOANDTL.srt

-   LOANDTL.var

If you fail to copy these files to your new Current folder, DataPrep
will be unable to sort your detailed Extract Error report or Load
Process Error report.

In addition, you may wish to copy any additional files that you wish to
retain.

### Delta Process Options

DataPrep offers you three Delta Process options. Two are marked
Persistent, which means that they stay in effect until you change them.
One is marked This Run Only, as it is automatically deselected after you
run the Delta Process.

The two persistent options are:

-   **Keep Validated Extract File**---If you select this option,
    DataPrep saves a copy of the Validated Extract file produced by
    Extract Validation in the Current folder when the Delta Process is
    complete. If you deselect this option, DataPrep deletes the
    Validated Extract file when the Delta Process is complete.

-   **Back up Prior Extract to Directory**---If you select this option,
    DataPrep saves a copy of the old Prior Validated Extract file to the
    Backup, Current, or Extract folder when the Delta Process is
    complete. It also creates a new Prior Validated Extract file from
    the Validated Extract file and saves it to the Current folder. If
    you deselect this option, DataPrep creates a new Prior Validated
    Extract file as part of the Delta Process and saves it to the
    Current folder, where it overwrites the old Prior Validated Extract
    file.

Selecting both options means that you can re-run the Delta Process
without first re-running Extract Validation. On the other hand,
deselecting both options will save some space on your hard drive.

The option marked This Run Only is:

-   **Create Full Submittal File**---If you select this option, the
    Delta Process will produce a Submittal file containing all the loans
    you report on, not just the ones that have changed since the
    previous month. Be sure to select this option before creating your
    first Submittal file with DataPrep Version 3. After that, do *not*
    select this option, as you should only submit changed load data from
    month to month.![](media/image8.wmf){width="0.4326388888888889in"
    height="0.38958333333333334in"}![](media/image7.wmf){width="0.5138888888888888in"
    height="0.5138888888888888in"}

To set Delta Process options, follow these steps:

1.  From the DataPrep Main Menu, click Options and then Delta
    Processing.

![](media/image29.png){width="3.8118055555555554in"
height="3.1243055555555554in"}

Figure 5--9, DataPrep Main Menu with Delta Processing Selected on the
Options Menu

2.  The Delta Processing Options dialog box appears.

![](media/image30.png){width="4.333333333333333in"
height="3.0104166666666665in"}

Figure 5--10, Delta Processing Options Dialog Box

3.  Select the options you want and click OK.

### Viewers

DataPrep allows you to create a whole series of reports as you move
through the NSLDS update process. To view and print those reports, you
must use a viewer. When you install DataPrep, it automatically
establishes its own built-in viewer (NSLDS-GA-V3\\uta0.exe) as the
default viewer for reports. This viewer was especially designed to
display and print reports in the correct format, and we recommend that
you become familiar with its features.

You can also use Notepad, WordPad, and some word processing software as
viewers. However, if you use them, you might have to reformat reports to
fit on screen or on paper. In addition, you may need to increase your
desktop size to at least 1024 by 768 pixels to view reports without
having to scroll horizontally.

Likewise, when you print reports from the DataPrep viewer (uta0.exe), it
automatically formats them so they look on the page much as they do
on-screen, and so the individual rows of the report are not broken
across two or more lines of print. If you use another viewer, you will
need to set your printer options with care to achieve equally good
results.

There are situations in which you will want to use a viewer other than
the DataPrep viewer (uta0.exe) to view or print reports. The figures in
this manual frequently use Notepad to make the contents of reports
larger and so easier to read. But to view and print reports that are
correctly formatted, we recommend that you use the DataPrep viewer
(uta0.exe).

#### The DataPrep Viewer (uta.exe)

The DataPrep viewer (uta0.exe) includes the following features, which
are deployed down the right side of your screen when it displays:

-   A drop-down zoom box. You can also zoom in by left clicking on the
    text of the report, or zoom out by right clicking on it.

-   A button that centers the report on the screen.

-   A spin box that allows you to navigate through the report one page
    at a time.

-   Fast-forward and rewind buttons that allow you to move directly to
    the first or last page of the report.

-   A Print Current Page button.

-   A Print button.

-   An Exit button.

-   A Help button.

#### Changing Your Default Viewer

To change your default viewer for all reports, follow these steps:

1.  From the DataPrep Main Menu, click Options and then Viewers.

![](media/image31.png){width="3.801388888888889in"
height="3.0930555555555554in"}

Figure 5--11, DataPrep Main Menu with Viewers Selection on the Options
Menu

2.  The Viewer Maintenance dialog box appears.

![](media/image32.png){width="4.4944444444444445in"
height="1.6020833333333333in"}

Figure 5--12, Viewer Maintenance Dialog Box

The word processing software that appears at the top of the list is the
default viewer for viewing and printing reports. To change the default
viewer, follow these
steps:![](media/image19.wmf){width="0.4048611111111111in"
height="0.45069444444444445in"}

1.  Select the viewer you want to make the default by highlighting it.

2.  Click Move.

3.  Point the cursor to the top of the list and click. This will move
    the highlighted software to the top of the list.

4.  Click OK to exit the dialog box.

To change your default viewer, you must select the viewer you want *and
move it to the top of the Viewer Programs list* before clicking OK. Just
selecting a viewer and clicking OK will not change your default viewer.

If you want to add other word processing software to the viewer list,
click Add and then specify the directory path for the software you want
to add.

To remove a viewer from the list, highlight it and then click Remove.
DataPrep will ask you to confirm that you want to delete the viewer
program from the list.

You can use any viewer to view a particular report after it is created,
*as long as it is one of the viewers on the list*. But you can only
change the default viewer from the Viewer Maintenance dialog box.

#### Changing Viewers for a Single Report

To change viewers for a single report without changing your default
viewer, follow these steps:

1.  If you have already created a report and displayed it in a viewer,
    close or minimize the viewer and return to the report dialog box
    from which you created the report.

2.  Click Viewer to display the Select Viewer dialog box. It will
    display the DataPrep viewer (uta0.exe), Notepad, WordPad, and any
    other viewers you have installed using the Viewers command on the
    Option menu.

![](media/image35.png){width="2.8958333333333335in" height="2.84375in"}

Figure 5--13, Select Viewer Dialog Box

3.  Select the viewer you want to use and click OK to view the report.

This process only changes the viewer for the report you are currently
viewing. To change your default viewer, see the previous subsection.

### File Transfer

DataPrep's File Transfer utility allows you to import or export specific
files associated with DataPrep and the NSLDS update process. You can
import the following files sent to you by NSLDS:

-   Threshold, Error Code and Field Code File

-   Load Process Error File

-   Loan Detail File

When you import a file, the File Transfer utility copies (or moves) it
to the default folder for files of that type and renames it so DataPrep
will recognize it.

You can also use the File Transfer utility to export a Submittal file
created by DataPrep to a folder from which it can be sent to NSLDS. For
detailed instructions, see Section [8.1.4]{.mark}.

To import a file using the File Transfer utility, follow these steps:

1.  From the DataPrep Main Menu, click File Transfer. The File Transfer
    dialog box appears.

![](media/image36.png){width="4.497916666666667in"
height="2.623611111111111in"}

Figure 5--14, Initial File Transfer Dialog Box for File Import

2.  Select the Action you want to perform. DataPrep displays the default
    directory path for files of that type as the DataPrep File Output
    (Figure 5-9). You cannot change this default path. However, if you
    are importing an NSLDS Loan Detail file (Section 10.3.1), DataPrep
    does give you the option of assigning it a version
    name.![](media/image19.wmf){width="0.43125in"
    height="0.4798611111111111in"}

> 3\. Press the Browse button to the right of the NSLDS File Input box
> to display the Select NSLDS File dialog box. It will display with the
> File of type option at the bottom of the dialog box set to the kind of
> file you seek.
>
> For example, the first time you select Import Threshold, Error Code
> and Field Code File as an action and click Browse, you should see a
> dialog box similar to the one in Figure 5--10. Notice that the File of
> type option is automatically set to Received TEF File (teffilop.\*).

![](media/image39.png){width="4.4375in" height="2.75in"}

Figure 5--15, Initial Select NSLDS File Dialog Box for TEF File

3.  Use the Look in option at the top of the dialog box to locate the
    folder that contains the NSLDS file you want to import. You can
    select any folder you have access to on your computer or network.

![](media/image40.png){width="4.4375in" height="2.75in"}

Figure 5--16, Final Select NSLDS File Dialog Box for TEF File

4.  Select the file you want to import. Whatever file you select will be
    displayed as the default NSLDS File Input option the next time you
    import the same type of file. Click Open to return to the File
    Transfer dialog box.

![](media/image41.png){width="4.497916666666667in"
height="2.623611111111111in"}

Figure 5--17, Final File Transfer Dialog Box for File Import

6.  Clicking on the blue plus signs to the right of the Browse buttons
    for the NSLDS File Input and DataPrep File Output boxes displays a
    File Information dialog box you can use to check that you are
    transferring the right file and that is it more recent than any file
    it might replace.

![](media/image42.png){width="4.497222222222222in"
height="1.4673611111111111in"}

7.  If you displayed the File Information dialog box, click Exit to
    return to the File Transfer dialog box.

```{=html}
<!-- -->
```
8.  Check that the directory paths in both the NSLDS File Input and
    DataPrep File Output boxes are correct and click Copy or Move. If a
    file of the type you are transferring already exists in the
    destination folder, a message similar to the following displays:

![](media/image45.png){width="2.3333333333333335in"
height="1.2395833333333333in"}

9.  Click Yes to continue. If the copy or move is successful, DataPrep
    displays a message similar to the following:

![](media/image46.png){width="2.71875in" height="1.0416666666666667in"}

### File Backup

We strongly recommend that you regularly backup all your data files.
Regular backups give you a full record of your submittals to NSLDS and a
potentially invaluable audit trail. DataPrep's File Backup utility helps
you copy or move files from your working folders (Current, Extract, and
Loan) to backup folders of your choice. It also helps you maintain
backups after you create them. In addition, you can use it to delete
backup files and folders when you no longer need them.

To create a new backup folder, follow these steps:

1.  From the DataPrep Main Menu, click File Backup.

![](media/image47.png){width="4.502083333333333in"
height="3.6868055555555554in"}

Figure 5--18, DataPrep Main Menu with File Backup Selected

2.  The File Backup dialog box appears. The Current Files list shows all
    the DataPrep files (\*.ff files) in your Current, Extract, and Loan
    folders. It also lists each file's last modified date and time, and
    size in bytes. The Backup Folders box lists all the folders in your
    Backup folder (C:\\DataPrep-GA\\Backup).

![](media/image48.png){width="4.4944444444444445in"
height="3.188888888888889in"}

Figure 5--19, File Backup Dialog Box

5.  To create a new backup folder, click New. The New Backup File Folder
    dialog box appears with a default New Folder name based on current
    year and prior month or next year and month that does not have a
    folder.

![](media/image49.png){width="4.495833333333334in"
height="1.2138888888888888in"}

Figure 5--20, New Backup File Folder Dialog Box

6.  Use the New Folder counter to select the month and year of the new
    backup folder. When you are satisfied with the New Folder name,
    click OK to return to the Backup Files dialog box.

7.  Select the file(s) you want to move or copy to the new folder. To
    select a file from the Current Files list, click on it and DataPrep
    will highlight it. Click on it again to deselect it and remove the
    highlighting. You can select or deselect a group of files by
    clicking on the first file in the group and then holding down the
    shift key while you click on the
    last.![](media/image19.wmf){width="0.40694444444444444in"
    height="0.4527777777777778in"}

![](media/image50.png){width="4.4944444444444445in"
height="3.188888888888889in"}

Figure 5--21, File Backup Dialog Box with Files Selected

8.  Select the backup folder in which you want to store the files by
    clicking on it in the Backup Folders box.

![](media/image51.png){width="4.4944444444444445in"
height="3.188888888888889in"}

Figure 5--22, File Backup Dialog Box with Files and Backup Folder
Selected

9.  Click Copy (or Move) to copy (or move) the files you selected to the
    backup folder you selected.

> If you copy files, DataPrep will leave the original files in the
> Current, Extract, or Loan folders and create copies in the backup
> folder you selected. In this case, the original files will still be
> listed by the File Backup dialog box.

![](media/image52.png){width="4.4944444444444445in"
height="3.188888888888889in"}

Figure 5--23, File Backup Dialog Box after Copy

> If you move the files, DataPrep will remove the originals from the
> Current, Extract, or Loan folders and move them to the backup folder
> you selected. In this case, the files will disappear from the File
> Backup dialog box.

![](media/image53.png){width="4.4944444444444445in"
height="3.0319444444444446in"}

Figure 5--24, File Backup Dialog Box after Move

Several other features of the File Backup utility are worth knowing.

From the File Backup dialog box, you can check a file's last modified
date and time and size in bytes by double clicking on it.

![](media/image54.png){width="4.497222222222222in"
height="1.4847222222222223in"}

From the File Backup dialog box, you can check the contents of an
existing backup folder by selecting it and then clicking List to display
the List Backup Files dialog box.

![](media/image55.png){width="4.496527777777778in"
height="2.4034722222222222in"}

Figure 5--25, List Backup Files Dialog Box

From the List Backup Files dialog box, you can delete individual backup
files by selecting them and clicking Delete. DataPrep will ask you to
confirm any deletions by displaying the following message:

![](media/image56.png){width="3.1458333333333335in"
height="1.2395833333333333in"}

You can delete the backup folder itself by first deleting all the files
it contains and then clicking Delete again. DataPrep will display the
following message:![](media/image19.wmf){width="0.3972222222222222in"
height="0.4423611111111111in"}

![](media/image57.png){width="3.0in" height="1.2395833333333333in"}

Click Yes to confirm your intention and delete the backup folder.

### Help System

The PC version of DataPrep contains a full-featured Help system covering
these topics:

-   All the menus, commands, and buttons on the DataPrep Main Menu

-   The input files, output files, controls, and processing options
    associated with each DataPrep dialog box

-   Built-in shortcut keys available in DataPrep

The Help system documents all DataPrep's functions and includes material
not contained in this manual. It is your best source for detailed
information about specific DataPrep functions.

## Running Test Files

Included in both the Windows-based and mainframe installation software
are test files to help verify that you have installed the software
correctly, and to illustrate how DataPrep works.

For Windows-based DataPrep, the following test files are located in the
Samples folder (C:\\NSLDS-GA-V2\\Samples, assuming you chose the default
directory paths at installation):

-   Two Database Extract files (**extract-fail.ff** and
    **extract-pass.ff**)

-   A Prior Extract file (**priorextr.ff**)

-   A Threshold, Error Code, and Field Code (TEF) file (**TEF.ff**)

-   A Load Process Error file (**loaderr.ff**).

![](media/image60.png){width="4.490277777777778in" height="3.2625in"}

Figure 5--26, Test Files Installed in C:\\NSLDS-GA-V2\\Samples

For mainframes, the Running Test Files JCL is in Appendix G; it was
unloaded when you installed DataPrep.

### Successful Extract Validation

#### Extract Validation

First, test Extract Validation using the sample Database Extract file.
To test Extract Validation on DataPrep for Windows, follow these steps:

1.  Use Windows Explorer or My Computer to copy the good Database
    Extract file (**extract-pass.ff**) from the Samples folder to the
    Extract folder (C:\\DataPrep-GA\\Extract) and rename it
    **extract.ff**. DataPrep will only validate files called extract.ff.

![](media/image63.png){width="4.490277777777778in" height="3.2625in"}

Figure 5--27, DataPrep-GA Folder with Extract and Current Folders

2.  Copy the Prior Extract file (**priorextr.ff**) from the Samples
    folder to the Current folder.

3.  From the DataPrep Main Menu, click Extract Validation.

![](media/image47.png){width="4.248611111111111in"
height="3.4784722222222224in"}

Figure 5--28, DataPrep Main Menu with Extract Validation Selected

4.  The Extract Validation dialog box appears.

![](media/image64.png){width="4.5in" height="3.3256944444444443in"}

Figure 5--29, Extract Validation Dialog Box

5.  Check that the Input directory paths point to the folders where the
    Extract and TEF files are located and click Run. The Extract
    Validation Process dialog box displays the Extract Validation Log
    Report containing a message telling you that Extract Validation was
    completed successfully.

![](media/image65.png){width="4.496527777777778in"
height="4.117361111111111in"}

Figure 5--30, Extract Validation Process Dialog Box

If you get any other message, or if Extract Validation did not run,
check the following:

-   When you copied the file originally called extract-pass.ff to the
    Extract folder, you renamed it extract.ff.

-   There was a valid TEF file in your Current folder.

-   The Extract Validation dialog box showed the correct directory path
    for the extract.ff file.

If you get a message that the Database Extract file was processed
successfully, click Close to return to the DataPrep Main Menu.

#### Extract Validation Log Report

If you wish to redisplay or print the test Extract Validation Log
report, do the following:

1.  From the DataPrep Main Menu, click Log Report. The Log Report dialog
    box appears.

![](media/image66.png){width="4.497222222222222in"
height="1.8229166666666667in"}

Figure 5--31, Log Report Dialog Box

2.  Select the Extract Validation Log file
    (**C:\\DataPrep-GA\\Current\\extrlog.ff**) in the Log Files list by
    clicking on it, and then click View. Your default viewer displays
    the Extract Validation Log report.

![](media/image67.png){width="4.495138888888889in"
height="5.411111111111111in"}

Figure 5--32, Extract Validation Log Report

When the Log report displays successfully, click Exit twice to return to
the DataPrep Main Menu.

#### Extract Error Report

You are now ready to produce test Extract Error reports. To do so,
follow these steps:

1.  From the DataPrep Main Menu, click Error Report. The Error Report
    dialog box appears.

![](media/image68.png){width="4.4944444444444445in" height="2.8875in"}

Figure 5--33, Error Report Dialog Box

2.  Select Extract Validation as the Error Source.

3.  Select Summary as the Report Type.

4.  Select the error file listed in the Error Files box
    (**C:\\DataPrep-GA\\Current\\extrerr.ff**).

5.  Click Generate. The Generate Summary Error Rpt dialog box displays a
    message saying, "The Error Summary Report has been successfully
    generated.

![](media/image71.png){width="4.495138888888889in"
height="2.1222222222222222in"}

6.  Click View. Your default viewer displays the Summary Extract Error
    report.

![](media/image72.png){width="4.490277777777778in" height="3.2625in"}

Figure 5--34, Summary Extract Error Report

If this report appears, you have successfully generated the Extract
Validation Summary Error Report.

To create an Extract Validation Detail Report, follow the same steps as
outlined above changing the select in Step 3 to Detail.

Now that you have verified that you installed DataPrep successfully, and
have created Extract Error Reports and an Extract Error report, you
should strengthen your familiarity with DataPrep by returning to the
DataPrep Main Menu and running error reports using different sort
criteria and different viewers. Then look over the reports to get a good
idea of what they are like. You can also check Chapters 10--12 for more
information about reports.

#### The Delta Process

After Extract Validation, you must run the Delta Process.

1.  From the DataPrep Main Menu, select Extract Validation. The Extract
    Validation dialog box displays.

![](media/image73.png){width="4.5in" height="3.3256944444444443in"}

Figure 5--35, Extract Validation Dialog Box

2.  Select Delta Only as the Process Option.

3.  Check that the Input directory paths point to the folders containing
    the Validated Extract and Prior Validated Extract files
    (**valextr.ff** and **priorextr.ff**) and click Run. The Delta
    Process dialog box first displays the status of the Delta Process
    and then displays a message informing you whether the Delta Process
    was successful.

![](media/image74.png){width="4.495833333333334in"
height="4.132638888888889in"}

Figure 5--36, Delta Process Dialog Box

If you did not get this message, close the screen, which should take you
back to the Extract Validation dialog box, and check to see that you
used the correct file. Before you rerun the Delta Process, you may have
to rerun Extract Validation to create the Validated Extract file
required for the Delta Process.

#### Extract Loan Detail Report

The Extract Loan Detail report allows you to view the entire contents of
your Database Extract file as a formatted report.

To create a test Extract Loan Detail report, follow these steps:

1.  From the DataPrep Main Menu, click Loan Detail Report.

![](media/image47.png){width="4.248611111111111in"
height="3.4784722222222224in"}

Figure 5--37, DataPrep Main Menu with Log Report Selected

2.  The Loan Detail Report dialog box displays.

![](media/image75.png){width="4.495138888888889in"
height="2.9618055555555554in"}

Figure 5--38, Loan Detail Report Dialog Box

3.  Select Extract Loan Detail as the Source. The Detail Files box
    displays all the files in the Extract folder.

4.  Select the good Database Extract file (it should be named
    **extract.ff**)

5.  Select any selection criteria and sort parameters you want.

6.  Click Generate. The Generate Loan Detail Rpt dialog box displays a
    message informing you whether the Extract Loan Detail report was
    generated successfully.

![](media/image76.png){width="4.495138888888889in"
height="2.3027777777777776in"}

7.  Click View to display the report in your default viewer.

![](media/image77.png){width="4.490277777777778in" height="3.2625in"}

Figure 5--39, Extract Loan Detail Report

There is also a Submittal Loan Detail report that you can create by
selecting Submittal Loan Detail rather than Extract Loan Detail as the
Source option on the Loan Detail Report dialog box. The Submittal Loan
Detail report allows you to view the entire contents of your Submittal
file as a formatted report.

![](media/image78.png){width="4.490277777777778in" height="3.2625in"}

Figure 5--40, Submittal Loan Detail Report

### Unsuccessful Validation

Now you are ready to run the second test and see what happens when a
Database Extract file contains too many errors. To do so, follow these
steps:

1.  Rename the **extract.ff** file in the Extract folder
    **extract-pass.ff**.

2.  Copy the file named **extract-fail.ff** from the Samples folder
    (C:\\NSLDS-GA-V2\\Samples) to the Extract folder and rename it
    **extract.ff**.

![](media/image79.png){width="4.490277777777778in" height="3.2625in"}

Figure 5--41, Extract Folder

3.  From the DataPrep Main Menu, click Extract Validation. The Extract
    Validation dialog box appears.

![](media/image80.png){width="4.50625in" height="2.95625in"}

Figure 5--42, Extract Validation Dialog Box

4.  Check that the Input directory paths point to the folders where the
    Extract and TEF files are located and click Run. The Extract
    Validation Process dialog box displays the Extract Validation Log
    Report containing a message informing you, "The percentage of domain
    errors exceeds the allowable tolerances. Therefore, no Validated
    Extract file was created..." (Figure 5--38).

![](media/image81.png){width="4.496527777777778in"
height="4.117361111111111in"}

Figure 5--43, Extract Validation Unsuccessful

If this message appears, return to the DataPrep Main Menu and run the
Extract Error reports using the directions in the previous subsection.
You may also want to print the Extract Validation Log Report as
explained in a previous subsection.

If you want to know more about reports, use the instructions in Chapter
10 to create detailed Extract Error reports with different sort
criteria, then view them in the different viewers available in DataPrep
(Section 5.2.3).

### Load Process Error Report

Now you are ready to create a sample Load Process Error report. Before
you can do so, you must import the sample Load Process Error file into
the Current folder.![](media/image19.wmf){width="0.34652777777777777in"
height="0.38472222222222224in"}

You could use Windows Explorer or My Computer to copy these files, but
instead we will use DataPrep's File Transfer utility as a way of
introducing you to that useful capability.

#### Import the Load Process Error File and TEF File

To import the Load Process Error file, follow these steps:

1.  From the DataPrep Main Menu, click File Transfer. The File Transfer
    dialog box appears.

```{=html}
<!-- -->
```
2.  Select Import Load Processing Error File as the Action. DataPrep
    will change the default DataPrep File Output to
    C:\\DataPrep-GA\\Current\\loaderr.ff (Figure 5--39).

![](media/image82.png){width="4.497916666666667in"
height="2.623611111111111in"}

Figure 5--44, Initial File Transfer Dialog Box for Load Process Error
File

3.  Press the Browse button to the right of the NSLDS File Input box to
    display the Select NSLDS File dialog box.

4.  Set the Look in option to the Samples folder
    (C:\\NSLDS-GA-V2\\Samples) and the Files of type option to Load
    Process Error Files (loaderr.\*.\*) or to All Files (\*.\*).

![](media/image85.png){width="4.4375in" height="2.75in"}

Figure 5--45, Select NSLDS File Dialog Box for Load Process Error File

5.  Select the Load Process Error file (**loaderr.ff**) and click Open
    to return to the File Transfer dialog box.

6.  Check that the directory path in the DataPrep File Output box
    appears as it does in Figure 5--41 and click Copy.

![](media/image86.png){width="4.497916666666667in"
height="2.623611111111111in"}

Figure 5--46, Final File Transfer Dialog Box for Load Process Error File

7.  If the copy is successful, DataPrep displays the following message:

![](media/image87.png){width="2.71875in" height="1.0416666666666667in"}

If you have successfully tested Extract Validation, there is already a
TEF file in your Current folder (C:\\DataPrep-GA\\Current). If there is
not one there, you should use DataPrep's File Transfer utility to copy
it there from the Samples folder now.

#### Create the Load Process Error Report

After you've successfully imported the Load Process Error file and (if
necessary) the TEF file, you are ready to create a Load Process Error
report. To do so, follow these
steps:![](media/image19.wmf){width="0.34652777777777777in"
height="0.38472222222222224in"}

1.  From the DataPrep Main Menu, click Error Report. The Error Report
    dialog box appears.

![](media/image88.png){width="4.4944444444444445in" height="2.8875in"}

Figure 5--47, Error Report Dialog Box for Load Process Error Report

2.  Select the Error Source, Report Type, Selection Criteria, and Sort
    Sequence options shown in Figure 5--48.

3.  Highlight the Load Process Error file (**C:\\DataPrep-GA\\Current\\
    loaderr.ff**).

4.  Click Generate. The Summary Error Report dialog box displays a
    message saying, "The Error Summary Report has been generated."

![](media/image89.png){width="4.495138888888889in"
height="2.1222222222222222in"}

4.  Click View. Your default viewer displays the Load Process Error
    report.

![](media/image90.png){width="4.490277777777778in" height="3.2625in"}

Figure 5--49, Summary Load Process Error Report

After looking over the report, try to create other Load Process Error
reports, including detail reports with different sort options. Refer to
Section [10.2]{.mark} for more information about generating error
reports.

## Deleting Test Files

Before you start using DataPrep to process live data, you should delete
from DataPrep's data folders (C:\\DataPrep-GA and its folders) all the
sample files you used and reports you created while testing DataPrep.
You can use either Windows Explorer or DataPrep's File Backup utility
(Section 5.2.5) to delete them. To delete test files using DataPrep,
follow these steps:

1.  From the DataPrep Main Menu, click File Backup. The File Backup
    dialog box appears. Its Current Files list shows all the files in
    your Current, Extract, and Loan folders except sort and selection
    files.

![](media/image93.png){width="4.4944444444444445in"
height="3.188888888888889in"}

Figure 5--50, File Backup Dialog Box

2.  Click New. The New Backup File Folder dialog box appears with a
    default New Folder name.

![](media/image94.png){width="4.495833333333334in"
height="1.2138888888888888in"}

Figure 5--51, New Backup File Folder Dialog Box

3.  Click OK. A new backup folder appears in the Backup Folders list of
    the File Backup dialog box.

![](media/image95.png){width="4.4944444444444445in"
height="3.188888888888889in"}

4.  Select both the backup folder you just created and all the files
    listed in the Current Files list except for the TEF file (TEF.ff)
    and the sort and select files (Section 5.2.1).

![](media/image96.png){width="4.4944444444444445in"
height="3.188888888888889in"}

5.  Click Move, and DataPrep will move all the files you selected to the
    new backup folder.

6.  Click List to display the List Backup Files dialog box with a list
    of all the files in the backup folder.

![](media/image97.png){width="4.496527777777778in"
height="2.4034722222222222in"}

Figure 5--52, List Backup Files Dialog Box

7.  Highlight all of the files in the Backup Files list, and then click
    Delete. DataPrep asks you to confirm that you want to delete the
    backup files.

![](media/image56.png){width="3.1458333333333335in"
height="1.2395833333333333in"}

8.  Click Yes to delete the backup files and return to the List Backup
    Files dialog box.

9.  Click Delete. DataPrep asks you to confirm that you want to delete
    the backup folder.

![](media/image57.png){width="3.0in" height="1.2395833333333333in"}

10. Click Yes to delete the backup folder.

You're now ready to begin using DataPrep to process your real data. If
you have any problems, remember to call the NSLDS CC at (800) 999-8219.

## Sample Files OS/390 LE Version

The JCL for mainframes (IBM or fully compatible CPU) running OS/390 LE
Version 2.4 or higher executes Extract Validation, the Delta Process,
and error file generation. Appendix G contains the JCL for these
functions. It can be referenced from the library created with JCLLIB as
part of the name. The library member name is PRBD1000.

The JCL references a sample Database Extract file containing 50
student/loan records of which 2 are in error. This should be reported in
the Extract Validation Log report, the Detail Extract Error Report, and
the Summary Extract Error Report.

A second sample Database Extract file contains 50 student/loan records.
Nineteen are in error, and which causes the file to exceed the ED
established error threshold levels. When you run this sample file, no
Validated Extract File is created. To use the second sample, you must
change the JCL to reference the sample extract containing DBEXTERR as
part of the name.

The JCL also references a sample Load Process Error file containing 11
student/loan records. This should be reported in the summary and detail
Extract Error reports.

# The Database Extract File

The first step in the NSLDS update process is for you to create a
Database Extract file that accurately reflects the contents of your
guaranty agency's database(s) at the time of the extract. The Database
Extract file you create must follow the standards defined in this
chapter and the record layouts in the Guaranty Agency Data Dictionary
(Appendix A). Remember that the Database Extract file must be named
**extract.ff** for DataPrep to work properly.

DataPrep does not create a Database Extract file, so you are responsible
for determining how to create the file from your guaranty agency's
records or database(s). The Database Extract file you create is subject
to audit by ED.

## Business Rules

As a data provider, you must observe these rules:

-   Report all FFELP loans there were open or closed on or after October
    1, 1989. Do not report loans that were closed before October
    1, 1989. An edit will reject any loan closed before October 1, 1989;
    you can prevent unnecessary rejects by not extracting such loans.

-   Report new loans or updates to existing loans at least **monthly**
    on a schedule established by NSLDS.

```{=html}
<!-- -->
```
-   Report on all the loans in your portfolio, from the time a loan is
    guaranteed until:

```{=html}
<!-- -->
```
-   The loan is closed and successfully reported to NSLDS with a Closed
    loan status. If you report the loan to NSLDS but the loan record is
    not accepted because of error conditions, continue reporting the
    loan until it is accepted. Valid closed loan status codes are listed
    in Table B--2 in Appendix B.

-   Your agency transfers the loan to another agency.

-   Your agency has subrogated the loan to ED and has received notice
    from ED that it has accepted the subrogated loan. Once you receive
    notice that a subrogated loan has been accepted, do not extract or
    report that loan.

```{=html}
<!-- -->
```
-   Do not report closed loans already reported and successfully loaded
    into the NSLDS database. Once you know from your Load Process Error
    report that a loan record has updated the NSLDS database, you should
    not extract it again when you create future Database Extract files.
    If an error was made in closing the loan and you need to reopen it,
    add the loan to your next Database Extract file with the new
    information. If the loan record passes all edits, NSLDS will load it
    and update the loan accordingly.

```{=html}
<!-- -->
```
-   The Database Extract file you prepare from your own records *must*
    contain one Header record, followed by one Detail record for each of
    the loans in your portfolio. It also *may* contain Past Period
    Change records if historical data in NSLDS is being modified during
    that submittal. It should not contain a Trailer record. DataPrep
    will create a Trailer record for the Submittal file.

-   Once you create a Database Extract file, you are not permitted to
    alter the data in it, or in any of the files subsequently created
    from it by DataPrep.

-   You must submit each record in the Database Extract file to Extract
    Validation using the NSLDS-provided DataPrep software, and you must
    correct the errors identified during that process *in your
    databases* *(not* in the Database Extract file or current Submittal
    file).

-   You must supply loan information for all the fields included in
    these specifications, unless the associated event has *never*
    occurred (or unless otherwise noted). For example, a loan
    cancellation may or may not occur over the life of a loan. The
    fields Amount of Cancellation and Date of Cancellation might
    therefore never need to be reported. However, if a cancellation does
    occur, those fields become mandatory and you must report information
    for them.

```{=html}
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```
-   Because the Detail records in the Database Extract file concern
    individual loans, you must report (and update) all information at
    the loan level. This means, for example, that if you report on three
    loans for the same student and the loans were first reported with
    the wrong Date of Student's Birth, you must update the New Date of
    Student's Birth on each of the three loans. Updating the New Date of
    Student's Birth on only one loan will *not* update the erroneous
    date of birth on the other two loan records.

```{=html}
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```
-   The data you report must be current and not extracted earlier than
    shown on your established reporting schedule (that is, no more than
    10 days before the scheduled load date).

-   If you report a loan with an open status, the sum of the Outstanding
    Principal Balance, Outstanding Accrued Interest Balance, and Ending
    Balance on Claims of Other Fees must be positive. If the loan has a
    balance of less than one dollar but not zero, you should report the
    Outstanding Principal Balance as one dollar. If the loan is being
    maintained in an open status because of a negative balance on the
    account (that is, a credit balance), you should also report a
    balance of one dollar until the loan is closed.

```{=html}
<!-- -->
```
-   NSLDS does not support negative numbers. If the outstanding balance
    on a loan becomes negative, you must report the balance as *one
    dollar* and keep the status open until you can set the balance to
    zero. For example, if you report the Amount of Outstanding Principal
    Balance as negative, NSLDS will read this as a positive value.

## Record Types

The Database Extract file contains three types of records:

1.  **Header Record**

2.  **Detail Records**

3.  **Past Period Change Records**

The Database Extract file must not have a Trailer record, as DataPrep
will create a Trailer record during the Validation process.

### Header Record

The Header record is for identification and tracking purposes. It
contains your guaranty agency code; the submittal, initial load, and
submittal receive dates; the software version and release number; and
the record type. The capital letter H must appear in position 61 of the
Header record as the record type.

### Detail Records

The Database Extract file must contain a separate Detail record for each
loan record in your guaranty agency's database(s) that belongs to one of
the following
categories:![](media/image19.wmf){width="0.45416666666666666in"
height="0.5055555555555555in"}

-   Loans that are currently open

-   Loans that were closed on or after October 1, 1989 but not
    successfully reported as closed to NSLDS

Individual Detail records must reflect the exact contents of your
database without editing or other changes.

Continue extracting and reporting loans to NSLDS until one of the
following occurs:

-   The loan is closed and successfully reported to NSLDS with a Closed
    loan status. If you report the loan to NSLDS but the loan record is
    not accepted because of error conditions, you must continue
    reporting the loan until it is accepted. Valid closed loan status
    codes are listed in Table B--10 in Appendix B.

-   Your agency transfers the loan to another agency.

-   Your agency has subrogated the loan to ED and has received notice
    from ED that it has accepted the subrogated loan. In addition, you
    have successfully reported the loan to NSLDS (i.e., contains no
    errors).

Once one of these events occurs, you should no longer extract that
particular record when you create your Database Extract file.

Let's look at an example. When a borrower makes the final payment on an
FFEL loan, perform the following
actions:![](media/image8.wmf){width="0.4888888888888889in"
height="0.4395833333333333in"}

1.  Extract the record from your database.

2.  Report the activity with a valid closed loan status code (see
    Appendix B--10).

3.  Include the record in your next submittal to NSLDS.

You should continue reporting this loan until it is accepted without
errors by NSLDS. Then your guaranty agency should stop reporting on this
loan and no longer include it in future Database Extract files.

### Past Period Change Records

Past Period Change (PPC) records enable you to correct reporting errors
for events that are stored in NSLDS as history and therefore cannot be
corrected by a Detail record. Use PPC records:

1.  To delete historical events that were reported in error (for
    example, an event reported for the wrong borrower)

2.  To correct historical events that cannot be adjusted simply by
    updating current data fields (for example, a previously reported
    loan status that should have been reported with another value at the
    time it was originally reported)

3.  To delete duplicate loans from NSLDS which were created in error.

PPC records can be added to the Database Extract file anywhere after the
Header record, so you can easily append them to the file after
extracting Detail records from your database.

## File Standards

Each record in the Database Extract file must be in a 640-byte layout
without carriage returns and line feeds between records. However, if you
are a Windows user, you can leave carriage return and line feed
combinations in the Database Extract file because DataPrep will strip
them out before creating a Submittal
file.![](media/image7.wmf){width="0.4861111111111111in"
height="0.4861111111111111in"}

Database Extract files should be in the following formats:

-   **Fixed-Length EBCDIC** for mainframes running Z/OS LE

-   **ASCII** for PCs running Windows

You must combine all loan records you report on into a single Database
Extract file, even if you have loan data stored in multiple databases.

As you extract Detail records, keep in mind the following
considerations:

-   Once you create your Database Extract file, you must use the
    DataPrep software to validate it for submittal to NSLDS. Use the
    Extract Error report created by DataPrep to correct any errors in
    your database before the next time you create your Database Extract
    file. Do *not* correct errors by editing or otherwise altering the
    Database Extract file or any subsequent files created by DataPrep.

-   All data (including identifiers) must be reported until the record
    containing that data passes all associated NSLDS edits. Verify that
    a record has been loaded onto NSLDS by checking the Load Process
    Error report for errors against that record.

-   Because the Detail records in the Database Extract file concern
    individual loans, you must report (and update) all information at
    the loan level. This means, for example, that if you report on three
    loans for the same student and the loans were first reported with
    the wrong Date of Student's Birth, you must update the New Date of
    Student's Birth on each of the three loans.

## Field Standards

The standards for populating the fields of your Database Extract file
are as follows:

-   Character fields can contain letters, numbers, or blanks.

-   Numeric fields must contain numbers only. Blanks, alpha, or other
    characters will cause errors.

-   Date fields must contain eight digits, be valid dates, and appear in
    the format CCYYMMDD (for example, 19990131 for January 31, 1999),
    where:

```{=html}
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```
-   CC = 2 digits for the century

-   YY = 2 digits for the year

-   MM = 2 digits for the month

-   DD = 2 digits for the day

```{=html}
<!-- -->
```
-   A valid date is any acceptable calendar date. Invalid dates would be
    dates such as February 30, February 29 of a non-leap year, or
    September 31.

-   NSLDS does not accept cents in amount fields. Dollar and cents
    amounts should be rounded to the nearest dollar.

Appendix A describes the default values accepted by character, numeric,
and date fields.

Appendix B contains a complete account of the various codes you will
need to fill some fields in the Database Extract file.

### Subrogated Loans

All subrogated loans are to be assigned at the loan level---not the
disbursement level---and should not be rolled up within or across
programs. You should keep in mind that:

-   Generally, claims are paid to the lender at the loan level. The loan
    level detail reported to DCS should correspond to what had been
    originally reported to NSLDS.

-   You may create a single account or record to maintain multiple loans
    for a single borrower on your system. This roll up of multiple loans
    does not correspond to the method by which the individual loans were
    reported to NSLDS.

-   You must confirm that loans have been successfully reported to
    NSLDS, without pending unresolved errors, before the loans may be
    subrogated to DCS.

-   When loan level detail is reported to NSLDS for such items as loan
    balances and collections, you may prorate the reported amounts.

-   When rolled up loans have been reported to DCS as a subrogation
    submittal, they must be subrogated to DCS and reported to NSLDS at
    the individual loan level.

-   Once the loans have been successfully assigned to DCS (the loan is
    not listed on a Debt Management Collection System (DMCS)
    error/reject report and has been listed on the DMCS assignment
    acceptance report), DMCS will begin reporting to NSLDS. You must
    cease reporting the loans or payment activity to NSLDS.

-   In order for NSLDS to transfer the GA's responsibility to DCS, DMCS
    loan identifiers must match the identifiers that the GA provided to
    NSLDS. To avoid creating a duplicate record or causing the loans to
    error out of the system, these identifiers must match. If you
    reported loans to NSLDS at the loan level, but subsequently report
    to DCS as a rolled up account or at the disbursement level, these
    identifiers will not match. Under these circumstances NSLDS cannot
    transfer the GA responsibility for the underlying loans to DCS.

-   In certain conditions, the borrower may have defaulted loan records
    at both DCS and the GA.

To prevent these kinds of exceptions:

-   Always subrogate at the original loan level.

-   Subrogate the entire loan and not disbursements.

-   Ensure that the loans were successfully reported to NSLDS before
    subrogation.

-   Ensure that the loan identifiers reported to NSLDS are the same as
    the identifiers given to DCS.

-   Ensure that the loans are accepted by DCS, have been acknowledged on
    their confirmation report, and have not been listed as a reject.

## Updating Identifier Data

After NSLDS has successfully loaded data from your guaranty agency for
the first time, thus completing the Initial Population, processing rules
apply to any subsequent attempts to update or change the data that was
loaded. These rules are designed to maintain the integrity of the data
in NSLDS.

There are two sets of rules governing changes to data in NSLDS. One
governs changes to the fields that contain loan identifier data; the
other governs changes to the fields than contain non-identifier data.

### Loan and Student Identifiers

**Loan identifiers** are the values contained in positions 4--60 of
Detail or Past Period Change records. They uniquely identify a loan,
distinguishing it from the millions of other loans stored in NSLDS.
Although loan identifiers appear on both Detail and PPC records, you
must use a Detail record to change them.

A particularly important subset of loan identifiers is made up of
**student identifiers**, which uniquely identify a student as loan
identifiers uniquely identify a loan.

Figure 6--53 lists the fields that constitute the loan identifier
portion of a Detail record and which of them also serve as student
identifiers.

  -----------------------------------------------------------------------
  **Field**                       **Position**    **Type**
  ------------------------------- --------------- -----------------------
  Student's Social Security       4--12           Loan/Student Identifier
  Number                                          

  Date of Student's Birth         13--20          Student Identifier

  Student's First Name            21--32          Student Identifier

  Type of Loan                    33--34          Loan Identifier

  Date of Guaranty                35--42          Loan Identifier

  Indicator of Separate Loan      43              Loan Identifier

  Code for Original School        44--51          Loan Identifier

  PLUS Borrower's Social Security 52--60          Loan Identifier
  Number                                          
  -----------------------------------------------------------------------

Figure 6--53, Loan and Student Identifiers

Section 9.4.1 presents an overview of how NSLDS goes about matching the
identifiers for newly submitted loan records against student and loan
information already in the NSLDS database. The Identifier Match Criteria
used in that process are described in detail by the entry for the
Student's Social Security Number field in the Data Dictionary (Appendix
A).

### The Identifier Change Process

You must use the identifier change process to update loan identifier
data already loaded on NSLDS. Failure to follow this process can create
duplicate loan records that compromise the data integrity of NSLDS and
can cause students to be denied Title IV aid to which they are entitled.

Because the entire string of information contained in the identifier
fields is needed to singularly identify a loan, loan identifiers are
processed as a block. When you update one identifier, you must reconfirm
the values of the other identifiers. To this end, you must supply a
complete set of new identifiers.

To update identifiers, the Detail record must contain the identifier
values currently loaded on NSLDS in the original identifier fields
(positions 4--60). Then use the new identifier fields (positions
63--119) on the same record to report changes. Whenever you update one
or more identifiers, you must fill in *all* the new identifier fields,
regardless of whether the values in them are new ones or ones that you
have been reporting all along.

The new loan identifier fields are:

-   New Student's Social Security Number

-   New Date of Student's Birth

-   New Student's First Name

-   New Type of Loan

-   New Date of Guaranty

-   New Indicator of Separate Loan

-   New Code for Original School

-   New PLUS Borrower's Social Security Number

Figure 6--54 gives an example of how to update identifier information on
a loan that currently exists in the NSLDS database.

+-----------------------------------------------------------------------+
| > **Assume that the following loan information currently exists on    |
| > the NSLDS database:**                                               |
|                                                                       |
| -   Student's Social Security Number = 111223333                      |
|                                                                       |
| -   Date of Student's Birth = 19600508                                |
|                                                                       |
| -   Student's First Name = Robert                                     |
|                                                                       |
| -   Type of Loan = SF                                                 |
|                                                                       |
| -   Date of Guaranty = 19910903                                       |
|                                                                       |
| -   Indicator of Separate Loan = A                                    |
|                                                                       |
| -   Code for Original School = 00876500                               |
|                                                                       |
| -   PLUS Borrower's SSN = 999887777                                   |
|                                                                       |
| > **Then you discover that the Type of Loan/ code is incorrect. To    |
| > update the erroneous identifier, submit the data exactly as shown   |
| > above in positions 4--60 of the record and, *at the same time*,     |
| > also report the following values in positions 63--119 of the        |
| > record:**                                                           |
|                                                                       |
| -   Student's Social Security Number = 111223333                      |
|                                                                       |
| -   Date of Student's Birth = 19600508                                |
|                                                                       |
| -   Student's First Name = Robert                                     |
|                                                                       |
| -   Type of Loan = SU                                                 |
|                                                                       |
| -   Date of Guaranty = 19910903                                       |
|                                                                       |
| -   Indicator of Separate Loan = A                                    |
|                                                                       |
| -   Code for Original School = 00876500                               |
|                                                                       |
| -   PLUS Borrower's SSN = 999887777                                   |
|                                                                       |
| > **Note: Only the Type of Loan was changed. All other values must be |
| > resubmitted as before.**                                            |
+-----------------------------------------------------------------------+

Figure 6--54, How to Update Loan Identifier Data

### Updating Identifiers on Multiple Records

Remember that all information on NSLDS, including identifier
information, must be updated at the loan level. This means that your
Database Extract file must contain a separate Detail record, with full
sets of old and new identifier data, for each loan record whose
identifiers you want to update. This is the case even if you are making
the same change---typically a change to student identifiers---to a
number of loans.

After you submit the updated information to NSLDS, review the Load
Process Error report to see that all the Detail records containing the
updates were loaded into NSLDS. If any records erred out, correct and
resubmit them with both the original loan identifiers and new loan
identifiers until they load successfully.

## Updating Non-Identifier Data

The process for updating loan identifier data is described in Section
6.5. A completely different set of rules applies when you report new
data in fields that are not part of the loan identifier.

To follow those rules, you must answer two questions:

1.  Is the field you want to update one for which NSLDS keeps history?
    (See Figure 6-7 for a list of fields for which history is kept.)

2.  If NSLDS keeps history for the field, are you trying to update the
    current value of the field or an earlier historical value?

Depending on how you answer these two questions, you face three possible
scenarios:

1.  **History Is Not Kept for the Field**---In this case, the new data
    should be captured by your normal extract process and included in
    your regular submittal as part of the Detail record for that loan.
    You do not have to do anything special to report the new value to
    NSLDS. As long as the new value passes all applicable edits, it will
    be loaded onto NSLDS.

2.  **History Is Kept for the Field, and You Are Updating the Current
    Value for That Field**---In this case, the new data should be
    captured by your normal extract process and included in your regular
    submittal as part of the Detail record for that loan. You do not
    have to do anything special to report the new value to NSLDS. As
    long as the new value passes all applicable edits, it will be loaded
    onto NSLDS.

3.  **History Is Kept for the Field, and You Are Trying to Update an
    Historical Value for That Field**---In this case, create a Past
    Period Change record to report the new data.

### What NSLDS Does

#### How NSLDS Creates History

When NSLDS updates a field for which history is not kept, the updated
value becomes the current value and the old current value is discarded
by the system. When NSLDS updates a field for which history is kept, the
updated value becomes the current value *and* the old current value
becomes the historical value. As further updates occur, each current
value becomes, in turn, an historical value, and all the historical
values are stored, in order, as history for that field.

Figure 6--55 and Figure 6--56 will help illustrate how history is
created as part of the update process.

In Figure 6--55, the NSLDS database contains a record for Loan X that
has been loaded into the database but never updated. Each data element
for the loan (A, B, C, and D) has the same value it did when the loan
was first loaded onto the database; those are the current values A1, B1,
C1, and D1.

The data provider then sends NSLDS a Submittal file that contains
updates to two of the fields for Loan X. Those updates are denoted by B2
and D2. The updates pass all the relevant edits and are loaded onto the
database. Because history is kept for field D but is not kept for field
B, the following occurs:

-   The current value of field B is updated to B2, and the old current
    value B1 is discarded.

-   The current value of field D is updated to D2, and the old current
    value is stored in history as D1.

![](media/image118.wmf){width="4.495833333333334in"
height="4.352777777777778in"}

Figure 6--55, NSLDS Update (1 of 2)

In Figure 6--56, the data provider sends another Submittal file to
NSLDS. This time, the Submittal file contains updates to fields A, C,
and D. Those updates are denoted by A2, C2 and D3. The updates pass all
the relevant edits and are loaded onto the database. Because history is
kept for fields A and D but not for C, the following occurs:

-   The current value of field A is updated to A2, and the old current
    value is stored in history as A1.

-   The current value of field C is updated to C2, and the old current
    value is discarded.

-   The current value of field D is updated to D3, the old current value
    is stored in history as D2 (which is also part of the prior event),
    and the original current value is stored in history as D1.

D1 is now strictly history and can only be changed by a PPC record.

![](media/image119.wmf){width="4.4944444444444445in"
height="4.409722222222222in"}

Figure 6--56, NSLDS Update (2 of 2)

#### Events

While history is stored for some fields that are not part of events, the
fields that can be updated by a PPC record are part of events.

An **event** is made up of a **key**, usually a date, and one or more
associated **values**. The key and values are linked together because
they give each other meaning. For example, a Date of Loan Status is not
meaningful without an accompanying Code for Loan Status. Together they
constitute a discrete event, Loan Status.

Notice in Figure 6--55 and Figure 6--56 that the event immediately
preceding the event that created the current value in a field for which
history is kept is known as the **prior event**. It can be updated
either by a PPC record or by a Detail record, but only if the purpose of
the Detail record is to delete the current value for the field and
reinstate the value of the prior event as the current value.

#### How NSLDS Updates Current Events

Figure 6--57 shows what happens when you attempt to update a current
event (key and values) using a Detail record.

  ------------------------------------------------------------------------------
  **Case**   **When the Key (Usually   **When Value(s)**    **NSLDS Does This**
             Date)**                                        
  ---------- ------------------------- -------------------- --------------------
  1          Stays the same.           Changes to new       Updates the value
                                       value.               associated with the
                                                            current event.

  2          Changes to earlier date   Stays the same.      Updates the date
             not before the date of                         associated with the
             the prior event.                               current event.

  3          Changes to a later date.  Stays the same.      Updates the date
                                                            associated with the
                                                            current event.

  4          Changes to a date before  Stays the same.      Returns a date
             the date of the prior                          sequence error and
             event.                                         does not update the
                                                            record.

  5          Changes to an earlier     Changes to new       Updates the date and
             date, but one still after value.               value fields
             the date of the prior                          associated with the
             event.                                         current event.

  6          Changes to the same date  Stays the same.      Deletes the current
             as the prior event stored                      event, and the prior
             on NSLDS.                                      event becomes the
                                                            current event.
                                                            Updates with value.

  7          Changes to the same date  Changes to a new     Deletes the current
             as the prior event stored value.               event, and the prior
             on NSLDS.                                      event becomes the
                                                            current event.
                                                            Updates with values.

  8          Changes date to default   Changes to default   Deletes the current
             value (zeros), where      value (zeros for     event.
             there is no previous      numeric field,       
             event in history, and the blanks for character 
             field being changed is    field).              
             not part of a loan.                            

  9          Changes date to default   Changes to default   Returns a date
             value (zeros), and there  value (zeros for     sequence error and
             is a previous event in    numeric field,       does not update the
             history.                  blanks for character record.
                                       field).              

  10         Changes date to default   Changes to default   Returns an error and
             value (zeros), where      value (zeros for     does not update the
             there is no previous      numeric field,       record. (Deletion of
             event in history, and the blanks for character last loan or student
             record being changed is a field).              status is not
             loan or student status                         allowed.)
             event.                                         

  11         Changes to a later date.  Changes to new       Creates a new event
                                       value.               on NSLDS, which
                                                            becomes the current
                                                            value. What had been
                                                            the current event
                                                            now becomes prior
                                                            event/history.
  ------------------------------------------------------------------------------

Figure 6--57, Updating a Current Event

Notice what happens if, as in Case 4, you attempt to change a current
key (date) so it is earlier than the key (date) of the prior event. This
illustrates one of the two things you must keep in mind when updating
events, whether you are updating their current values or historical
values:

1.  You cannot change the chronological order of events stored in
    history. That is, you cannot re-date an event (for example, the
    event of which data element D2 in Figure 6--56 is part) so that it
    predates an event that occurred before it (D1) or postdates an event
    that occurred after it (D3).

2.  You cannot re-date events so they overlap in time.

Cases 6 and 7 illustrate the **prior event exception**. Normally, an
historical event can only be modified by a PPC record. However, you can
delete a current event and update the values of what was the prior event
using a Detail record. Do this only when you want to delete the current
event and make the old prior event the current event. If, on the other
hand, you want to change some value of the prior event without deleting
the current event, you must use a PPC record.

#### How NSLDS Updates Historical Events

Figure 6--58 shows what happens when you attempt to update the various
parts of an historical event (keys and values) using a PPC record.

  ----------------------------------------------------------------------------
  **Case**   **When the Key**      **When Value(s)**     **NSLDS Does This**
  ---------- --------------------- --------------------- ---------------------
  1          Stays the same.       Provides defaults     Deletes event.
                                   (zeros or blanks, as  
                                   per record layout     
                                   specifications).      

  2          Stays the same.       Provides new value.   Updates value if it
                                                         passes validation
                                                         edits.

  3          Changes to a new date Stays the same or     Updates date to new
             within the range of   changes to default    date, keeps existing
             acceptable dates.     value(s).             value(s).

  4          Changes to a new date Provides new          Updates date, and
             within the range of   value(s).             value if it passes
             acceptable dates.                           other edits.

  5          Changes to a new date Stays the same or     Change not accepted.
             *not* within the      changes to default    Date Sequence Error
             range of acceptable   value(s).             is reported on Load
             dates.                                      Process Error report.

  6          Changes to a new date Provides new          Change not accepted.
             *not* within the      value(s).             Date Sequence Error
             range of acceptable                         is reported on Load
             dates.                                      Process Error report.
  ----------------------------------------------------------------------------

Figure 6--58, Updating Historical Events

### What You Do

#### Does NSLDS Keep History for the Field?

To update a loan record on NSLDS successfully, you must be able to
answer the two questions posed in Section 6.6:

1.  Is the field one for which NSLDS keeps history?

2.  If NSLDS does keep history for the field, are you trying to update
    the current value for the field or an historical value?

To answer the first question, check Figure 6--59 or the History Kept box
for the field in the Data Dictionary (Appendix A).

  -----------------------------------------------------------------------
  **History Kept**                    **History Not Kept**
  ----------------------------------- -----------------------------------
  Amount of Cancellation              Amount of Guaranty

  Amount of Claim Paid to Lender      Amount of Outstanding Accrued
                                      Interest Balance

  Amount of Disbursement              Amount of Outstanding Principal
                                      Balance

  Amount of Ending Balance on Claims  Code for Originating FFEL Lender
  of Other Fees                       

  Amount of Guaranty Agency           Date Enrollment Period Begins
  Bankruptcy Claim Refunds            

  Amount of Guaranty Agency Interest  Date Enrollment Period Ends
  Collections                         

  Amount of Guaranty Agency Principal Date Entered Repayment (Date of
  Collections                         Maturity)

  Amount of TOP Interest Collections  Date of Outstanding Accrued
                                      Interest Balance

  Amount of TOP Principal Collections Date of Outstanding Principal
                                      Balance

  Amount of Refund on Claims          Date of PLUS Borrower's Birth

  Amount of Refund From School to     Indicator of Lender-of-Last-Resort
  Lender According to Lender          Loan

  Amount of Reinsurance Claim         Indicator of Origination Fee Payer
  Requested                           

  Amount of Supplemental Claim        Indicator of Subsidy
  Requested                           

  Amount of Supplemental Pre-Claims   Interest Rate
  Assistance Payment                  

  Amount Repurchased                  PLUS Borrower's First Name

  Claim Reason for Guaranty Agency    PLUS Borrower's Middle Initial
  Claim                               

  Claim Reason for Lender Claim       PLUS Borrower's State of Residence

  Code for Current Holder Lender      Reinsurance Reimbursement Rate

  Code for Current School             Student's Academic Level

  Code for Enrollment Status          Student's Driver's License Number

  Code for Guaranty Agency            Student's Driver's License State

  Code for Loan Status                Student's Middle Initial

  Code for Original School            Type of Interest Rate

  Code for Servicer                   Students DOB

  Date Claim Paid                     

  Date Deferment Starts               

  Date Deferment Stops                

  Date Enrollment Status Effective    

  Date Guaranty Transferred           

  Date Loan Sold                      

  Date of Anticipated Completion      

  Date of Cancellation                

  Date of Disbursement                

  Date of Guaranty Agency Bankruptcy  
  Claim Refunds                       

  Date of Guaranty Agency Principal / 
  Interest Collections                

  Date of TOP Principal / Interest    
  Collections                         

  Date of Loan Status                 

  Date of PCA/Supplemental PCA Flag   

  Date of Refund on Claims            

  Date of Refund to Lender            

  Date of Servicer Responsibility     

  Date of Supplemental Pre-Claims     
  Assistance Payment                  

  Date Reinsurance Claim Filed        

  Date Reinsurance Claim Paid         

  Date Repurchased                    

  Date Supplemental Claim Requested   

  Indicator of Rehabilitated Loan     

  PLUS Borrower's Last Name           

  PLUS Borrower's Social Security     
  Number                              

  PLUS Borrower's Social Security     
  Number Indicator                    

  Pre-Claims Assistance (PCA) /       
  Supplemental PCA Flag               

  Student's First Name                

  Student's Last Name                 

  Student's Social Security Number    

  Student's Social Security Number    
  Indicator                           

  Type of Deferment                   
  -----------------------------------------------------------------------

Figure 6--59, Fields and History

If history is not kept for the field you want to update, the update
should be caught by your normal extract process and submitted to NSLDS
in a Detail record without any special effort on your part. As long as
the update passes all edits, it will be loaded onto NSLDS.

If, on the other hand, history is kept for the field you want to update,
you must know whether you are updating a current value or an historical
value.

#### Are You Updating a Current Value or an Historical Value?

Most of the updates you submit to NSLDS will be to current values. This
is as true for fields for which history is kept as it is for fields for
which history is not kept. So even if history is kept for the field you
want to update, you will normally be updating the current value for that
field. If that is the case, the update should be caught by your normal
extract process and submitted to NSLDS on a Detail record without any
special effort on your
part.![](media/image8.wmf){width="0.4888888888888889in"
height="0.4395833333333333in"}

On the other hand, you will sometimes know you want to update an
historical value because you are aware that a mistake was made when
reporting on an event prior to the event that supplied the current
values for a field.

More often, you will discover that you want to update an historical
value because of the following sequence:

1.  You submit a change to a current value on a Detail record, but it
    errs out of NSLDS.

2.  When you check your Load Process Error report, you discover that the
    change you submitted was valid, but that it conflicted with some
    other value stored in history on NSLDS.

Depending on the nature of the change you want to make, you may need to
know more about the historical values already on NSLDS.

#### Checking History Online

To learn the historical values associated with specific events, view the
loan record detail which can be accessed through the NSLDS website
*(www.nsldsfap.ed.gov).* After you log onto the site, retrieve the
student and select the loan detail button of the loan in question.

#### Past Period Events

Past Period Change records update events stored in history on NSLDS.
**Events** are made up of two components:

-   The **key** that identifies the event

```{=html}
<!-- -->
```
-   The **associated value(s)** that describe the event

You can use PPC records to update the following events:

+-------------------+------------------------+------------------------+
| **Event**         | **Key**                | **Associated Values**  |
+===================+========================+========================+
| Bankruptcy Claim  | Old Date of GA         | New Date of GA         |
| Refund            | Bankruptcy Claim       | Bankruptcy Claim       |
|                   | Refunds                | Refunds\               |
|                   |                        | New Amount of GA       |
|                   |                        | Bankruptcy Claim       |
|                   |                        | Refunds                |
+-------------------+------------------------+------------------------+
| Cancellation      | Old Date of            | New Date of            |
|                   | Cancellation           | Cancellation\          |
|                   |                        | New Amount of          |
|                   |                        | Cancellation           |
+-------------------+------------------------+------------------------+
| Collection From   | Old Date of GA         | New Date of GA         |
| Borrower          | Principal / Interest   | Principal / Interest   |
|                   | Collections            | Collections\           |
|                   |                        | New Amount of GA       |
|                   |                        | Interest Collections\  |
|                   |                        | New Amount of GA       |
|                   |                        | Principal Collections  |
+-------------------+------------------------+------------------------+
| Current School    | Old Code for Current   | New Code for Current   |
|                   | School                 | School                 |
+-------------------+------------------------+------------------------+
| Deferment         | Old Date Deferment     | New Date Deferment     |
|                   | Starts                 | Starts\                |
|                   |                        | New Date Deferment     |
|                   |                        | Stops\                 |
|                   |                        | New Type of Deferment  |
+-------------------+------------------------+------------------------+
| Disbursement      | Old Date of            | New Date of            |
|                   | Disbursement           | Disbursement\          |
|                   |                        | New Amount of          |
|                   |                        | Disbursement           |
+-------------------+------------------------+------------------------+
| Enrollment Status | Old Code for Current   | New Code for Current   |
|                   | School\                | School\                |
|                   | Old Date Enrollment    | New Date Enrollment    |
|                   | Status Effective       | Status Effective\      |
|                   |                        | New Code for           |
|                   |                        | Enrollment Status      |
+-------------------+------------------------+------------------------+
| Holder Lender     | Old Code for Current   | New Code for Current   |
|                   | Holder Lender\         | Holder Lender\         |
|                   | Old Date Loan Sold     | New Date Loan Sold\    |
|                   |                        | New Indicator of       |
|                   |                        | Origination Fee Payer  |
+-------------------+------------------------+------------------------+
| Insurance Claim   | Old Date Claim Paid    | New Date Claim Paid\   |
| Payment           |                        | New Claim Reason for   |
|                   |                        | Lender Claim\          |
|                   |                        | New Amount of Claim    |
|                   |                        | Paid to Lender         |
+-------------------+------------------------+------------------------+
| Insurance Claim   | Old Date of Refund on  | New Date of Refund     |
| Refund            | Claims                 | from Lender on Claims\ |
|                   |                        | New Amount of Refund   |
|                   | (formerly Old Date of  | on Claims(formerly New |
|                   | Refund from Lender on  | Amount of Refund from  |
|                   | Claims)                | Lender on Claims)      |
+-------------------+------------------------+------------------------+
| Lender Servicer   | Old Date of Servicer   | New Date of Servicer   |
|                   | Responsibility         | Responsibility\        |
|                   |                        | New Code for Servicer  |
+-------------------+------------------------+------------------------+
| Loan Status       | Old Date of Loan       | New Date of Loan       |
|                   | Status                 | Status\                |
|                   |                        | New Code for Loan      |
|                   |                        | Status                 |
+-------------------+------------------------+------------------------+
| PCA / SPA Request | Old Date of PCA / SPA  | New Date of PCA / SPA  |
|                   | Flag                   | Flag\                  |
|                   |                        | New PCA / SPA Flag     |
+-------------------+------------------------+------------------------+
| Refund to Lender  | Old Date of Refund to  | New Date of Refund to  |
|                   | Lender                 | Lender\                |
|                   |                        | New Amount of Refund   |
|                   |                        | from School to Lender  |
|                   |                        | According to Lender    |
+-------------------+------------------------+------------------------+
| Reinsurance Claim | Old Date Reinsurance   | New Date Reinsurance   |
| Payment           | Claim Requested        | Claim Requested\       |
|                   |                        | New Date Reinsurance   |
|                   |                        | Claim Paid\            |
|                   |                        | New Claim Reason for   |
|                   |                        | GA Claim\              |
|                   |                        | New Amount of          |
|                   |                        | Reinsurance Claim      |
|                   |                        | Requested\             |
|                   |                        | New Reinsurance        |
|                   |                        | Reimbursement Rate     |
+-------------------+------------------------+------------------------+
| Repurchase        | Old Date Repurchased   | New Date Repurchased\  |
|                   |                        | New Indicator of       |
|                   |                        | Rehabilitated Loan\    |
|                   |                        | New Amount Repurchased |
+-------------------+------------------------+------------------------+
| SPA Payment       | Old Date of            | New Date of            |
|                   | Supplemental           | Supplemental           |
|                   | Pre-Claims Assistance  | Pre-Claims Assistance  |
|                   | Payment                | Payment\               |
|                   |                        | Amount of Supplemental |
|                   |                        | Pre-Claims Assistance  |
|                   |                        | Payment                |
+-------------------+------------------------+------------------------+
| Supplemental      | Old Date Supplemental  | New Date Supplemental  |
| Claim Request     | Claim Requested        | Claim Requested\       |
|                   |                        | New Amount of          |
|                   |                        | Supplemental Claim     |
|                   |                        | Requested              |
+-------------------+------------------------+------------------------+
| TOP Offset        | Old Date of TOP Offset | New Date of TOP Offset |
| Collection        | Principal / Interest   | Principal / Interest   |
|                   | Collections            | Collections\           |
|                   |                        | New Amount of TOP      |
|                   |                        | Offset Interest        |
|                   |                        | Collections\           |
|                   |                        | New Amount of TOP      |
|                   |                        | Offset Principal       |
|                   |                        | Collections            |
+-------------------+------------------------+------------------------+
| Transfer          | Old Date Guaranty      | New Date Guaranty      |
|                   | Transferred            | Transferred            |
+-------------------+------------------------+------------------------+

Figure 6--60, Events, Keys, and Values

#### Creating Past Period Change Records

Past Period Change records must contain the following
elements:![](media/image7.wmf){width="0.27291666666666664in"
height="0.27291666666666664in"}

-   A complete set of loan identifiers

-   The key that enables NSLDS to identify the event to be updated

-   Any new values with which you want to update the event

Only report the loan identifiers, the key, and any new values for the
event you want to change. Use default values for fields that you are not
changing. There is no need to fill all the Old/New fields as you would
for changes to loan identifiers.

For PPC record layouts and detailed instructions explaining how to apply
specific updates to each PPC event, see Appendix C.

#### Changing Event Dates

Updating an event key normally involves updating a date. There are two
important things to remember when making date changes with a PPC:

1.  You may not change the chronological order of events contained in
    history. Do not re-date an event so it predates one that occurred
    before it or postdates one that occurred after it.

2.  You may not change the date of an event so that it equals the date
    of a pre-existing event. For example, if there is a loan status
    effective date of 3/1/98, you cannot correct another loan status
    effective date to 3/1/98.

To change a date that is the key to an event, send NSLDS a PPC record
containing the loan identifiers, the "Old" date that serves as the key,
and the "New" date with which you want to update NSLDS.

To change a date that is an event value, send NSLDS a PPC record
containing the loan identifiers, the event key stored in NSLDS, and the
new date with which you want to update NSLDS.

##### Example

The following is an example of a valid change of key date in a Loan
Status event.

In this example, the Date of Loan Status (key) is changed from April 1,
1994 to March 1, 1995. Notice that it was not necessary to provide the
Code for Loan Status (value) associated with the April 1, 1994 event
because it did not change.

For simplicity, here and in the examples that follow, loan identifiers
are represented by Loan XYZ, when in fact they consist of all the
information contained in positions 4--60 of the loan record.

  -----------------------------------------------------------------------
  **Loan            **Old Date of     **New Date of     **New Code for
  Identifiers**     Loan Status**     Loan Status**     Loan Status**
  ----------------- ----------------- ----------------- -----------------
  Loan XYZ          19940401          19950301          BLANKS

  -----------------------------------------------------------------------

#### Changing Event Values

To change the value(s) associated with an event, send NSLDS a PPC record
containing the loan identifiers, the event key stored in NSLDS, and any
new value.

##### Example

In this example, the Code for Loan Status associated with the April 1,
1994 Loan Status is changed to RP, so the New Code for Loan Status will
replace the former value for the event. Since the date of the event is
not changing, it is not necessary to provide a New Date of Loan Status.

  -----------------------------------------------------------------------
  **Loan            **Old Date of     **New Date of     **New Code for
  Identifiers**     Loan Status**     Loan Status**     Loan Status**
  ----------------- ----------------- ----------------- -----------------
  Loan XYZ          19940401          ZEROS             RP

  -----------------------------------------------------------------------

#### Changing *Both* Date and Value

To change *both* the key date of the event and associated data, send a
PPC record containing the loan identifiers, the event key (date) stored
in NSLDS, the new key (date), and the new value.

##### Example 1

Assume the following values for a series of Loan Status events exist on
the NSLDS database:

  -----------------------------------------------------------------------
  **Date**                            **Code**
  ----------------------------------- -----------------------------------
  02/01/98                            ID

  03/01/98                            RP

  04/01/98                            DA
  -----------------------------------------------------------------------

If you want to correct the 02/01/98 Date of Loan Status to 02/02/98 and
the Code for Loan Status from ID to FB, use the following PPC:

  -----------------------------------------------------------------------
  **Loan            **Old Date of     **New Date of     **New Code for
  Identifiers**     Loan Status**     Loan Status**     Loan Status**
  ----------------- ----------------- ----------------- -----------------
  Loan XYZ          19980201          19980202          FB

  -----------------------------------------------------------------------

The New Deferment End Date contains the default value 00000000 because
the value isn't being changed.

##### Example 2

If you want to change the date of a Loan Status event from April 1, 1994
to March 1, 1995 and the Code for Loan Status to RP, use the following
PPC:

  -----------------------------------------------------------------------
  **Loan            **Old Date of     **New Date of     **New Code for
  Identifiers**     Loan Status**     Loan Status**     Loan Status**
  ----------------- ----------------- ----------------- -----------------
  Loan XYZ          19940401          19950301          RP

  -----------------------------------------------------------------------

#### Deleting Historical Data

To delete an event, submit a PPC record that contains the loan
identifiers and event key stored in NSLDS, along with default values
(given in the PPC record layouts in Appendix C) in all the New fields.

##### Example

To delete a Loan Status event from history, use the following PPC
record:

  -----------------------------------------------------------------------
  **Loan            **Old Date of     **New Date of     **New Code for
  Identifiers**     Loan Status**     Loan Status**     Loan Status**
  ----------------- ----------------- ----------------- -----------------
  Loan XYZ          19940401          ZEROS             BLANKS

  -----------------------------------------------------------------------

## Copy Your Database Extract File to the Extract Directory

When you have created a Database Extract file that meets the standards
outlined in this chapter, you must copy it to DataPrep's Extract folder
(C:\\DataPrep-GA\\Extract) and name it **extract.ff**. Extract
Validation will fail if PC DataPrep does not find a file named
**extract.ff** in the Extract folder.

# Extract Validation and the Delta Process

Once you have created your Database Extract file and copied it to the
Extract folder (C:\\DataPrep-GA\\Extract), you are ready to run Extract
Validation and the Delta Process. These tasks are performed entirely by
DataPrep.

## Extract Validation

In the Extract Validation process, DataPrep first examines your Database
Extract file to make certain its format is acceptable. DataPrep checks
for a proper header record, 640-byte record lengths, and matching
guaranty agency code. These are called **file-level edits**.

If the header format is not correct, DataPrep cannot continue the
process, and an error message appears informing you that there was a
header error and that processing was aborted. The Extract Validation
process will also abort if any Detail or PPC record has a guaranty
agency code that does not match the Header record guaranty agency code.

If your Database Extract file passes the file-level edits, DataPrep
performs **domain-level edits** by examining all Detail and PPC records
in the file to ensure that each data element meets domain requirements
(see box). If the percentage of domain errors exceeds the threshold
levels set by ED, DataPrep will issue an error message informing you
that you have exceeded the threshold levels and that no Submittal file
was created. All domain-level errors are noted in an Extract Error file
from which you can create an Extract Error report. If your Database
Extract file contains too many domain-level errors, use this report to
correct your database or extract program. Then create a new Database
Extract file and rerun Extract
Validation.![](media/image19.wmf){width="0.3909722222222222in"
height="0.4354166666666667in"}

If your Database Extract file passes the file-level edits and the
percentage of domain errors is below the maximum threshold levels
established by NSLDS, DataPrep creates a Validated Extract file that
then goes through the Delta Process.

Extract Validation produces three output
files:![](media/image19.wmf){width="0.39652777777777776in"
height="0.44166666666666665in"}

1.  **Extract Validation Log File (extrlog.ff)**---A file containing a
    summary of the data processed, including the number and percent of
    domain errors, file record counts, open loan amount totals, process
    results, and processing time. The file is used to produce an Extract
    Validation Log report.

2.  **Extract Error File (extrerr.ff)**---A file from which you can
    create a report listing all domain errors. It is created only if the
    Database Extract file passes file-level edits.

3.  **Validated Extract File (valextr.ff)**---A file containing no
    file-level errors and a percentage of domain-level errors below the
    threshold levels established by ED. This file serves as input to the
    Delta Process, which compares it to the Prior Validated Extract file
    to produce the Submittal file.

### Edits Performed During Extract Validation

DataPrep performs two sets of edits during Extract Validation:

1.  File-level edits

2.  Domain-level edits

![](media/image122.wmf){width="6.436111111111111in"
height="6.754166666666666in"}

Figure 7--61, DataPrep Error Path

#### File-Level Edits

File-level edits check whether the Database Extract file is a legitimate
file with the correct Header record, 640-byte records, and a guaranty
agency code in each Detail or PPC record that matches the code in the
Header record. If DataPrep detects any one of these file-level errors,
the Extract Validation process aborts and an error message, with a
description of the error, appears on the screen. If this happens, you
must correct your database and/or extract process and create a new
Database Extract file. You would then rerun Extract Validation. See
Appendix B--16 (PC users) or B--15 (OS 390/LE users) for a complete list
of all the file-level and Header record errors that cause Extract
Validation to abort.

#### Domain-Level Edits

Domain-level edits check for four kinds of
errors:![](media/image7.wmf){width="0.48680555555555555in"
height="0.48680555555555555in"}

-   **Numeric Field Errors**---A character other than a number in a
    field requiring all numbers

-   **Invalid Date Errors**---A date that does not exist on a calendar
    and is not all zeros

-   **Missing Identifiers** in one or more loan identifier fields

-   **Missing New Identifiers** on records with identifier changes

If the percentage of the records with these errors exceeds the threshold
levels established by ED, DataPrep will not create a Validated Extract
file and will not run the Delta process to create the Submittal file.
You must correct your database and/or extract process, create a new
Database Extract file, and rerun Extract Validation.

### Extract Validation on a PC

Before you can run Extract Validation, you must perform the following
tasks:![](media/image8.wmf){width="0.4888888888888889in"
height="0.4395833333333333in"}

-   Install DataPrep and define the directory paths for DataPrep's data
    files (Section 5.1.1)

-   Create a Database Extract file named **extract.ff** and copy it to
    the Extract folder (Chapter 6)

-   Copy the most recent TEF file to the Current folder.

For instructions on receiving the TEF file from NSLDS, see Section
[8.2]{.mark}. Once you have a current TEF file, use Windows Explorer or
DataPrep's File Transfer utility (Section 5.2.4) to copy it to your
Current folder.

Once you have performed these tasks, you are ready to run Extract
Validation.

1.  From the DataPrep Main Menu, click Extract Validation.

![](media/image123.png){width="4.497916666666667in"
height="3.9472222222222224in"}

Figure 7--62, DataPrep Main Menu with Extract Validation Selected

2.  The Extract Validation dialog box
    appears.![](media/image7.wmf){width="0.38680555555555557in"
    height="0.38680555555555557in"}

![](media/image124.png){width="4.5in" height="3.3256944444444443in"}

Figure 7--63, Extract Validation Dialog Box

3.  Select Validation Only as the Process Option.

4.  If you click any of the plus signs on the far right next to the file
    date, the File Information dialog box appears. This box shows the
    file name, the date and time the file was created or last modified,
    and the number of bytes in the file.

![](media/image125.png){width="4.497222222222222in"
height="1.4673611111111111in"}

4.  Click Exit to return to the Extract Validation dialog box.

5.  Click Run. Once Extract Validation begins, the Extract Validation
    Process dialog box appears, showing you how much of the process is
    complete. While Extract Validation is in progress, you can close the
    Extract Validation dialog box and perform other DataPrep tasks. In
    addition, you can use other software to perform tasks while Extract
    Validation runs. If you decide to terminate Extract Validation
    before it is complete, return to the Extract Validation dialog box
    and click Stop.![](media/image7.wmf){width="0.48680555555555555in"
    height="0.48680555555555555in"}

> When processing is complete, the Extract Validation Process dialog box
> shows a Processing Status of 100% and displays information about the
> Extract Validation process that is repeated in the Extract Validation
> Log report.

![](media/image128.png){width="4.496527777777778in"
height="4.117361111111111in"}

Figure 7--64, Extract Validation Process Dialog Box

Once you are satisfied that Extract Validation has run successfully,
click Close to return to the Extract Validation dialog box. Then click
Exit to return to the DataPrep Main Menu. From there you have several
options, including generating reports.

#### Using the Extract Validation Log Report

Section 10.1.1 explains how to view and print the Extract Validation Log
report. This report repeats the information displayed by the Extract
Validation Process dialog box when Extract Validation is complete. Check
this report to verify that the Validated Extract file created by Extract
Validation contains data that accurately reflects the contents of your
database.

The Extract Validation Log report contains the following information:

-   Version and release numbers for DataPrep

-   When Extract Validation began

-   Whether Extract Validation was successful and what to do next

-   GA Code

-   Extract Date

-   Record counts for the Database Extract file

```{=html}
<!-- -->
```
-   Number of Detail records

-   Number of PPC records

```{=html}
<!-- -->
```
-   Counts and percentages of domain-level errors

```{=html}
<!-- -->
```
-   Date/numeric errors

-   Identifier errors

-   New identifier errors

```{=html}
<!-- -->
```
-   Totals for open loans

```{=html}
<!-- -->
```
-   Number of open loans

-   Amount of guaranty

-   Amount of cancellation

-   Amount of Disbursement

-   Amount of school refund

-   Amount of outstanding principal balance

-   Amount of accrued interest balance

-   Amount of other fees

-   Amount of claim paid to lender

-   Amount of reinsurance claim requested

-   Amount of GA principal collections

-   Amount repurchased

The record counts for the Database Extract file are useful when you do
reasonability checks. Look, in particular, for unusually large changes
in the number of Detail records from one submittal to the next.

DataPrep totals the number of records that contain domain-level errors
and the percentage they represent of the records in the Database Extract
file. If the percentage of the records with these errors exceeds the
threshold levels established by ED, DataPrep will not create a Validated
Extract file and will not run the Delta process to create the Submittal
file. You must correct your database and/or extract process, create a
new Database Extract file, and rerun Extract
Validation.![](media/image8.wmf){width="0.4875in"
height="0.4409722222222222in"}

##### Extract Validation Is Successful

If your Database Extract file processes successfully, the Extract
Validation Log report
states:![](media/image7.wmf){width="0.38680555555555557in"
height="0.38680555555555557in"}

![](media/image129.png){width="4.496527777777778in"
height="4.117361111111111in"}

Figure 7--65, Successful Extract Validation

Compare this report to the reports for prior Extract Validation
processes to make sure the numbers in the Validated Extract file are
reasonable. In particular, look at the following:

-   Number of Detail Records

-   Number of Open Loans

-   Amount of Guaranty

-   Amount of Disbursement

-   Amount of Outstanding Principal Balance

Large, unexplained changes in any of these figures could indicate that
your Database Extract file contains flawed data, even though it
processed successfully.

##### Extract Validation Fails Because of File-Level Errors

If DataPrep detects a file-level error, it stops Extract Validation and
does not create a Submittal file. The Extract Validation Log report
announces that DataPrep has detected a file-level error and terminated
Extract Validation. It also describes the error and suggests possible
remedies.

![](media/image130.png){width="4.496527777777778in"
height="4.117361111111111in"}

Figure 7--66, Extract Validation Fails Because of a File-Level Error

Among the possible causes for a failed Extract Validation are the
following:![](media/image7.wmf){width="0.38680555555555557in"
height="0.38680555555555557in"}

-   No Header record

-   An incorrect format

-   Data that shifted because you inserted a space or a character

-   Records were not the required 640-byte length

-   Mismatch between the GA Code in a Detail record and the GA code in
    the Header record

##### Extract Validation Fails Because of Domain Errors

If the percentage of domain-level errors in your Database Extract file
exceeds the allowable threshold levels, the Extract Validation Log
report states that no Submittal file was created and reports the number
and percentage of domain-level
errors.![](media/image8.wmf){width="0.4888888888888889in"
height="0.4395833333333333in"}

![](media/image131.png){width="4.496527777777778in"
height="4.117361111111111in"}

Figure 7--67, Extract Validation Fails Because of Excessive Domain-Level
Errors

When you receive this message, you must correct the domain-level errors
on your database so that the percentage of errors is acceptable. Use the
Extract Error report to see what corrections must be made. But remember
that the Database Extract file must be an exact reflection of your
database, so you should correct all errors by updating your database,
*not* by editing the Database Extract file or any file created by
DataPrep.![](media/image8.wmf){width="0.4875in"
height="0.4409722222222222in"}

There are a number of possible reasons for domain-level errors. Some of
the following causes and corrections might explain yours:

-   **Your Data Is Stored Incorrectly on Your Database**---The solution
    is to correct the appropriate fields on your database. For example,
    if your database accepts six digit dates, correct it so it stores
    the eight digit dates required by NSLDS or make sure your extract
    process converts six digit dates to eight digits.

-   **Your Extract Process Calculates Fields Incorrectly**---Review and
    correct any programming logic in your extract process. For example,
    when you calculate Date Entered Repayment by adding one day to the
    end of the enrollment period, make sure you are not producing
    invalid dates such as February 29, 1999 (rather than the valid March
    1, 1999).

-   **Your Extract Process Only Picks up Changed Fields**---Change your
    process to populate the other fields with the current data for those
    fields.

##### TEF File Is out of Date

If your TEF file is more than 90 days old, DataPrep will display a
message warning that the threshold error values it contains may be out
of date. However, DataPrep will perform Extract Validation and create a
Submittal file, assuming that your Database Extract file meets the other
standards described in this manual.

![](media/image132.png){width="4.496527777777778in"
height="4.117361111111111in"}

Figure 7--68, TEF File Warning

## The Delta Process

The purpose of the Delta Process is to reduce the number of records you
send to NSLDS by only including new or changed records in the Submittal
file. The process compares each record in the current month's Validated
Extract file (valextr.ff) to the prior month's Validated Extract file,
called the Prior Validated Extract file (priorextr.ff). Any Detail
records that have been added, deleted, or changed from one Validated
Extract file to the next are identified and written to the Submittal
file (**submit.ff**), along with all *forced* records and Past Period
Change records. The Submittal file then reflects the *delta* or changes
in your database.

As part of the Delta Process, DataPrep creates a new Prior Validated
Extract file from the current Validated Extract file. The old Prior
Validated Extract file is either deleted or backed up, depending on how
you set your Delta Process options (Section 5.2.2). In this manner, one
month's Validated Extract file becomes the next month's Prior Validated
Extract file.

The Delta Process produces three output files:

1.  **Delta Log File (deltalog.ff)**---A file produced during the Delta
    process that contains a summary of data processed such as file
    record counts, process results, and processing time. The file is
    used to produce a Delta Log report.

2.  **Prior Validated Extract File (priorextr.ff)**---This month's
    Validated Extract file, to which you will compare next month's
    Validated Extract file the next time you run the Delta Process.

3.  **Submittal File (submit.ff)**---The file you send to NSLDS. The
    Delta Process generates it by comparing the Validated Extract file
    to the Prior Validated Extract file.

### What Happens in the Delta Process

DataPrep begins the Delta Process by reading the Header record in the
Validated Extract file to make certain it is a Header record, that the
file format is correct (640-byte record), and that the GA code and
submittal dates are valid. If the file passes these file-level edits,
DataPrep compares the identifiers for each Detail record in the
Validated Extract file to the identifiers for the records in the Prior
Validated Extract
file.![](media/image7.wmf){width="0.38680555555555557in"
height="0.38680555555555557in"}

-   If the identifiers for a validated extract record do not match a
    prior validated extract record, the record is identified as an **add
    record** and written to the Submittal file.

-   If the validated extract Record Type Indicator is "Z" (indicating a
    PPC record) or the Action Code is "F" (indicting a **forced
    record**), the record is written to the Submittal file.

-   If the identifiers match and the Record Type Indicator is "N" (a
    normal Detail record) or "Y" (a Detail record with domain errors),
    DataPrep performs a field-by-field comparison of the current and
    previous Detail records.

```{=html}
<!-- -->
```
-   If it detects any changed data, the validated extract record is
    identified as a **change record** and written to the Submittal file.
    This is true regardless of whether the record contains any
    domain-level errors, although records with domain-level errors do
    not update NSLDS.

-   If it does *not* detect any changed data, the record is considered
    unchanged and is not written to the Submittal file.

![](media/image135.wmf){width="5.704166666666667in"
height="8.401388888888889in"}

Figure 7--69, The Delta Process

### The Delta Process on a PC

You can run the Delta Process with Extract Validation or separately. To
run it separately, you must already have run Extract Validation and
created a Validated Extract file (valextr.ff), which should be placed in
the Current folder (C:\\DataPrep-GA\\Current).

To run the Delta Process, follow these steps:

1.  From the DataPrep Main Menu, click Extract Validation. The Extract
    Validation dialog box displays.

![](media/image136.png){width="4.5in" height="3.3256944444444443in"}

Figure 7--70, Extract Validation Dialog Box

2.  Select Delta Only as the Process Option (Figure
    7--70).![](media/image7.wmf){width="0.38680555555555557in"
    height="0.38680555555555557in"}

3.  If you want to rerun the current month's Delta Process, select that
    as the Delta Processing Option. DataPrep will automatically look for
    this month's Prior Validated Extract file in the Backup folder,
    rather than the Prior Validated Extract file in the Current folder
    that DataPrep created when you previously ran the current month's
    Delta process.

![](media/image137.png){width="4.5in" height="3.3256944444444443in"}

Figure 7--71, Rerun Current Month's Delta Process

4.  Click Run. Once the Delta Process begins, the Delta Process dialog
    box appears, showing you how much of the process is complete. While
    Delta Process is in progress, you can close the Extract Validation
    dialog box and perform other DataPrep tasks. In addition, you use
    other software to perform tasks while the Delta Process runs. If you
    decide to terminate the Delta Process before it is complete, return
    to the Extract Validation dialog box and click
    Stop.![](media/image7.wmf){width="0.48680555555555555in"
    height="0.48680555555555555in"}

> When the Delta Process is complete, the Delta Process dialog box shows
> a Processing Status of 100% and displays information about the process
> that is repeated in the Delta Log report.

![](media/image138.png){width="4.495833333333334in"
height="4.132638888888889in"}

Figure 7--72, Delta Process Dialog Box

Click Close to return to the Extract Validation dialog box. Then click
Exit to return the DataPrep Main Menu. From there you have several
options, including generating the Delta Log report.

#### Using the Delta Log Report

Section 10.1.2 explains how to view or print the Delta Log report. This
report repeats the information displayed by the Delta Process dialog box
when the Delta Process is complete. Check this report to verify that the
Submittal file created by the Delta Process contains valid data that
will load onto the NSLDS database.

The Delta Log report contains the following information:

-   Version and release numbers for DataPrep

-   When the Delta Process began

-   Delta Process options

```{=html}
<!-- -->
```
-   Delta run type

-   Validated Extract file (keep or not keep)

-   Back up Prior Extract

-   Submittal type

```{=html}
<!-- -->
```
-   When the Delta Process finished sorting records on the Validated
    Extract File

-   Whether the Delta Process was successful and what to do next

-   Validated Extract File record counts

```{=html}
<!-- -->
```
-   Records read

-   Detail records read

-   PPC records read

```{=html}
<!-- -->
```
-   Submittal File record counts

```{=html}
<!-- -->
```
-   Submittal records written

-   Duplicate records

-   Duplicate keys

-   Detail records forced

-   Detail records added

-   Detail records changed

-   PPC records

-   PPC deletes

```{=html}
<!-- -->
```
-   When the Delta Process ended

##### The Delta Process Is Halted

If you stop the Delta Process before it is complete, the Delta Log
report states:

![](media/image141.png){width="4.495833333333334in"
height="4.132638888888889in"}

Figure 7--73, Halted Delta Process

##### The Delta Process is Successful

If the Delta Process is successful, the Delta Log report
states:![](media/image7.wmf){width="0.38680555555555557in"
height="0.38680555555555557in"}

![](media/image142.png){width="4.495833333333334in"
height="4.132638888888889in"}

Figure 7--74, Successful Delta Process

Compare the summary data on this Log with the summary data on Delta Logs
you ran in prior months to make sure the numbers are reasonable. Look at
the number of records processed to make sure they are close to the
numbers for prior Delta Process runs.

## Extract Validation and the Delta Process on a PC

Together, Extract Validation and the Delta Process produce six output
files:

> **1 Extract Validation Log File (extrlog.ff)**--- A file containing a
> summary of the data processed, including the number and percent of
> domain errors, file record counts, open loan amount totals, process
> results, and processing time. The file is used to produce an Extract
> Validation Log report.
>
> **2 Delta Log File (deltalog.ff)**--- A file produced during the Delta
> process that contains a summary of data processed such as file record
> counts, process results, and processing time. The file is used to
> produce a Delta Log report.
>
> **3 Extract Error File (extrerr.ff)**---A file from which you can
> create a report listing all domain-level errors in the Database
> Extract file. It is created only if the Database Extract file passes
> file-level edits.

4.  **Validated Extract File (valextr.ff)**---A file containing no
    file-level errors and a percentage of domain-level errors below the
    threshold levels established by ED. This file serves as input to the
    Delta Process, which compares it to the Prior Validated Extract file
    to see which Detail records have changed.

5.  **Prior Validated Extract File (priorextr.ff)**---The previous
    month's Validated Extract file, against which the current month's
    Validated Extract file is compared during the Delta Process.

6.  **Submittal File (submit.ff)**---The file you send to NSLDS. The
    Delta Process creates it from the Validated Extract file and Prior
    Validated Extract file.

Section 7.1 and Section 7.2 discuss Extract Validation and the Delta
Process in detail and give instructions for running them separately.

To run Extract Validation and the Delta Process at the same time, follow
these steps:

1.  From the DataPrep Main Menu, click Extract Validation.

![](media/image123.png){width="4.497916666666667in"
height="3.9472222222222224in"}

Figure 7--75, DataPrep Main Menu with Extract Validation Selected

2.  The Extract Validation dialog box appears.

![](media/image143.png){width="4.5in" height="3.3256944444444443in"}

Figure 7--76, Extract Validation Dialog Box

3.  Select Validation and Delta as the Process Option.

4.  Check that the directory paths listed in the Input box point towards
    the folders that contain your Database Extract file and the current
    TEF file.

5.  If you click any of the plus signs on the far right next to the file
    date, DataPrep displays a message telling you when the file was
    created or last modified and the number of bytes it contains.

![](media/image125.png){width="4.497222222222222in"
height="1.4673611111111111in"}

6.  Click Exit to return to the Extract Validation dialog box.

7.  Click Run. The Extract Validation and Delta Process dialog boxes
    appear in turn as first Extract Validation and then the Delta
    Process run. While they are in progress, you can close either dialog
    box and use other software to perform tasks while Extract Validation
    and the Delta Process run. If you decide to terminate them before
    they are complete, return to the Extract Validation dialog box and
    click Stop.

> When Extract Validation is complete, the Extract Validation Process
> dialog box shows a Processing Status of 100% and displays information
> about Extract Validation that is repeated in the Extract Validation
> Log report.

![](media/image144.wmf){width="4.486805555555556in"
height="4.118055555555555in"}

Figure 7--77, Extract Validation Process Dialog Box

> When the Delta Process is complete, the Delta Process dialog box shows
> a Processing Status of 100% and displays information about the Delta
> Process that is repeated in the Delta Log report.

![](media/image145.png){width="4.495833333333334in"
height="4.132638888888889in"}

Figure 7--78, Delta Process Dialog Box

## Extract Validation and the Delta Process on an Z/OS LE Mainframe![](media/image8.wmf){width="0.3861111111111111in" height="0.34791666666666665in"}

The JCL for Z/OS LE Version 2.4 or higher executes DataPrep procedures
that perform Extract Validation, Delta process and create an error file.
Appendix G contains the JCL for these functions. It can be referenced
from the library created with JCLLIB as part of the name. The library
member name is PRBD1000.

# Sending and Receiving Files

## Sending the Submittal File

You are required to send a current Submittal file to NSLDS at least each
month on the schedule assigned to you by ED. Because of the number of
data providers and the size of some Submittal files, it is critical that
you submit your data according to the schedule established by
NSLDS.![](media/image8.wmf){width="0.38680555555555557in"
height="0.3486111111111111in"}

Make sure that the file you send meets the following standards:

-   It is a Submittal file (named **submit.ff**), not a Database Extract
    or some other file.

-   It was created no more than 10 business days before your scheduled
    load date. If you are not sure, use Windows Explorer or DataPrep's
    File Transfer utility to check when the file was created.

### Submittal Schedule

NSLDS will assign a submittal schedule to you each year, usually in
November. You can check your schedule at any time by selecting the Data
Provider Schedule link on the Organization page of the NSLDS website
(*www.nsldsfap.ed.gov)*.![](media/image19.wmf){width="0.39652777777777776in"
height="0.44166666666666665in"}

Your Submittal file should arrive at NSLDS no later than 1 p.m. Central
Time the day before it is scheduled for Load processing. The data it
contains cannot have been extracted from your database more than 10
business days before your scheduled load date.

### Submittal File Format

The Submittal file created by DataPrep contains:

-   Header Record

-   Detail Records

-   PPC Records (optional)

-   Trailer Record

The Trailer record, which is created by DataPrep, marks the end of the
submittal and contains basic information about the number of records
processed and the number of records in error at each level of
validation.

### Sending Your Submittal File on Cartridge or Tape

Guaranty agencies may send their Submittal file to NSLDS on cartridge or
tape.

#### Tape Format

When you send your Submittal file on either cartridge or tape, you must
use one of these formats:

-   Cartridge input conforming with IBM 3480 or 3490 E standard label
    tape cartridges, EBCDIC format

-   IBM 6250 BPI standard label tapes, EBCDIC

#### Submittal File Naming Convention

The Submittal file must be
named:![](media/image19.wmf){width="0.39652777777777776in"
height="0.44166666666666665in"}

*NSLINPTP.GAggg.Dmmdd*

Where:

*NSLINPTP* = A constant name indicating a NSLDS data set follows (if you
cannot use this name, see instructions in the box to the right)

*GA* = A constant name indicating the GA Code follows

*ggg* = 3-digit numeric code for your GA

*D* = A constant indicating a date follows

*mmdd* = Month and day data set was transferred to tape or cartridge

**Example of a GA cartridge or tape:**

> NSLINTP.UT749.D1122

#### External Label for Cartridges or Tapes You Send NSLDS

The external label for any cartridge or tape you send NSLDS must supply
the following
information:![](media/image19.wmf){width="0.39652777777777776in"
height="0.44166666666666665in"}

-   Internal Volume Serial Number

-   Creation Date

-   Data Provider Name

-   Blocksize

-   Logical Record Length

-   Record Format

```{=html}
<!-- -->
```
-   Number of Records

#### Internal Label for Cartridges or Tapes You Send NSLDS

Each cartridge or tape you send NSLDS must have a standard label as
defined by the IBM Z/OS LE Version 2.4 or higher operating system.
Agencies using other systems must use a tape copy utility that has the
appropriate tape label creation option.

If you do not use the correct internal label format, NSLDS will call you
to explain that your label was invalid.

### Transmitting Your Submittal File by SAIG

Guaranty agencies can, if they choose, transmit their Submittal file to
NSLDS by the Student Aid Internet Gateway (SAIG).

#### Transferring the Submittal File

DataPrep automatically puts the Submittal file created by the Delta
Process in the Current folder (C:\\DataPrep-GA\\Current). From there,
use DataPrep's File Transfer utility (Section 5.2.4) to transfer it to
the folder (normally C:\\IAM\\DATA) from which you submit files to NSLDS
via SAIG.![](media/image8.wmf){width="0.38680555555555557in"
height="0.3486111111111111in"}

To transfer a Submittal file from the Current folder to the Data folder,
follow these steps:

1.  From the DataPrep Main Menu, click File Transfer.

![](media/image146.png){width="4.497916666666667in"
height="3.9472222222222224in"}

Figure 8--79, DataPrep Main Menu with File Transfer Selected

2.  The File Transfer dialog box displays.

![](media/image147.png){width="4.497916666666667in"
height="2.623611111111111in"}

Figure 8--80, Initial File Transfer Dialog Box

3.  Select Export Submittal File as the Action. DataPrep automatically
    selects the file named **submit.ff** in your Current folder as the
    DataPrep File Input option. You cannot change this
    option.![](media/image19.wmf){width="0.39652777777777776in"
    height="0.44166666666666665in"}

4.  Enter the full directory path, *including folder and file names,*
    for a Submittal file and the folder where you keep it for
    transmission to NSLDS by SAIG (normally C:\\IAM\\DATA\\submit.ff) as
    the NSLDS File Output option. There are two ways you can do this:

```{=html}
<!-- -->
```
A.  Type the full directory path in the NSLDS File Output box.

B.  Click the Browse button to the right of the NSLDS File Output box
    and use the Select NSLDS File dialog box that then displays to
    select the folder.

![](media/image148.png){width="4.497916666666667in"
height="2.623611111111111in"}

Figure 8--81, Final File Transfer Dialog Box

5.  Click Copy to copy the Submittal file from your Current folder to
    the folder where you put files before sending them to NSLDS by SAIG.
    If the copy is successful, DataPrep displays the following message:

![](media/image149.png){width="2.5520833333333335in"
height="1.0416666666666667in"}

You can then use the EDConnect software supplied by ED to transmit your
Submittal file to NSLDS.

#### Submitting by SAIG

Once you have transferred your Submittal file (submit.ff) to a folder
where EDConnect software is able to find it, you are ready to transmit
the file to NSLDS using EDConnect software and the SAIG. If you chose
the default installation for EDConnect, send the Submittal file from
C:\\IAM\\DATA. Send it as message class
**GASLDSIN**.![](media/image19.wmf){width="0.39652777777777776in"
height="0.44166666666666665in"}

For full instructions on how to submit a file using SAIG, see the
SAIG/EDConnect Desk Reference available from the SAIG Call Center.

If some problem with DataPrep or NSLDS prevents you from submitting your
Submittal file successfully, contact the NSLDS CC at (800) 999--8219.

If your problem is with the EDConnect software or SAIG transmission
lines, contact the SAIG CC at (800) 330-5947.

## Receiving Files

NSLDS sends all output files to you in the same format you use to send
your Submittal file to NSLDS, with two
exceptions:![](media/image19.wmf){width="0.39652777777777776in"
height="0.44166666666666665in"}

-   The TEF file must be downloaded from fsadownload.ed.gov.

-   If you send your Submittal file using a cartridge conforming to the
    IBM 3490 E standard label tape format, all outputs from NSLDS are
    sent using the 3480 format.

If you send your Submittal file using a 3480 cartridge, you receive your
Load Process Error file in the same 3480 cartridge format.

If you send your Submittal file using the IBM 6250 BPI standard label
format, your Load Process Error file is in the same 6250 tape format.

### Receiving Files by Cartridge or Tape

Guaranty agencies may send and receive files by cartridge or tape.

#### Load Process Error File Naming Convention

The Load Process Error File data set is named as follows:

> *NSLDS.OFFaaaa.RPERR.GAbbb*

Where:

*NSLDS* = A constant name indicating a NSLDS data set follows

*OFF* = A constant indicating media type follows

*aaaa* = CART for 3480 cartridge; or TAPE for 6250 tape

*RP* = A constant indicating cartridge/file content

*ERR* = ERR for Load Process Error File

*GA* = A constant indicating a GA code follows

*bbb* = 3-digit GA Code

**Example of a GA Load Process Error file:**

> NSLDS.OFFTAPE.RPERR.GA7xx

#### Loan Detail File Naming Convention

The Loan Detail file data set is named:

*NSLDS.OFFaaaa.bbbbbccc.Dmmddyy*

Where:

*NSLDS* = A constant name indicating a NSLDS data set follows

*OFF* = A constant indicating media type follows

*aaaa* = CART for 3480 cartridge or TAPE for 6250 tape

*bbbbb* = Variable two to five character field used to help identify the
provider (GA alpha code)

*ccc* = Variable 3-digit GA code number

*D* = A constant indicating a date follows

*mmddyy* = Month, day, and year data set was transferred to tape or
cartridge

**Examples of GA Loan Detail files**:

> NSLDS.OFFCART.PHEAA742.D103199
>
> NSLDS.OFFTAPE.NH733.D093099

#### DataPrep Software File Naming Convention for OS390/LE

The NSLDS Load Process adheres to file naming conventions used by the
DataPrep software, and we strongly recommend that you retain these
naming conventions. In particular, the second and last nodes in the data
set names contain identifying information (Version/Release/Levelset
Date) to assist in tracking and identifying the software in use. See
Appendix G (DataPrep JCL for OS390/LE) for more information.

#### External Label for Cartridges or Tapes from NSLDS

The external label for any cartridge or tape NSLDS sends you contains
the following:

-   Data provider contact's name

-   Data provider name

-   Internal Volume Serial Number

-   Number of cartridges/tapes (e.g., 1 of 2)

-   "Privacy Act of 1974 (As Amended)"

-   File name (see above file naming convention)

**Example:**

> John Johnson
>
> Alpha Guaranty Agency
>
> VOLSER : 320653 ; 1 OF 1
>
> PRIVACY ACT OF 1974 (AS AMENDED)
>
> NSLDS.OFFTAPE.RPERR.GA123

#### Internal Label for Cartridges or Tapes from NSLDS

Any cartridge or tape NSLDS sends you has a standard label as defined by
the IBM Z/OS LE Version 2.4 or higher operating system. Agencies using
other systems must use a tape copy utility that has the ability to read
the standard tape label.

### Receiving Files by SAIG

If you receive files from NSLDS by SAIG, they are sent as the following
message classes:![](media/image19.wmf){width="0.39652777777777776in"
height="0.44166666666666665in"}

-   **Message Class GASLDSOP**---Load Process Error File. NSLDS send you
    this file after successfully loading your Submittal file onto the
    database.

-   **Message Class SLNDTLOP**---NSLDS Loan Detail File. NSLDS sends you
    this file by special arrangement only.

For full instructions on how to receive a file using EDConnect Software
and the SAIG, see the SAIG/EDConnect Desk Reference available from the
SAIG Call Center.

If some problem with DataPrep or NSLDS prevents you from receiving files
from NSLDS, contact the NSLDS CC at (800) 999--8219.

If your problem is with the EDConnect software or SAIG transmission,
contact the SAIG CC at (800) 330-5947.

# The NSLDS Load Process

The day before your Submittal file is scheduled for loading onto NSLDS,
NSLDS checks whether it has received your Submittal file. If NSLDS does
not receive a Submittal file from you, it contacts you to inform you
that your Submittal file cannot be processed that month and that you
must send a new Submittal file on your next scheduled date.
![](media/image8.wmf){width="0.38680555555555557in"
height="0.3486111111111111in"}

Once it receives your Submittal file, NSLDS performs the following
edits:

-   File-Level Edits

-   Domain-Level Edits

-   Record-Level Edits

-   Load-Level Edits

NSLDS performs **file-level edits** to determine whether there are
errors in the Submittal file that prevent it from being processed at
all. Such errors can include:

-   Sending the wrong file

-   Files that are incorrectly formatted

-   Data that was corrupted during transmission to NSLDS

If your Submittal file contains file-level errors, NSLDS contacts you
and explains why it was unable to process your submittal. NSLDS then
takes no further action, so it is up to you to create a successful
Submittal file and send it to NSLDS within your processing window.

After it verifies that your Submittal file does not contain any
file-level errors, NSLDS performs domain-level and record-level edits on
each record within the file. **Domain-level edits** check for records
that contain non-numeric characters or spaces in a numeric field,
invalid dates (other than all zeros), missing identifiers, or missing
new identifiers. **Record-level edits** check for duplicate records and
for records that violate reasonability rules or ED regulations. If NSLDS
detects either a domain-level error or a record-level error in a record,
it writes the error to the Load Process Error file but does not perform
any further processing on the record.

If records pass domain- and record-level edits, NSLDS performs
**load-level edits** that check for invalid codes, and for any date
sequence errors or identifier conflicts that would be caused by loading
those records onto the NSLDS database. Records that pass the load-level
edits are then loaded onto NSLDS and update the database.

For more information about edits, see the Guaranty Agency Data
Dictionary (Appendix A), which describes all the edits applied to each
field in a Guaranty Agency record, and Appendix B--6 and B--7, which
list all the error messages created by DataPrep and the Load Process.

![](media/image150.wmf){width="5.958333333333333in"
height="6.003472222222222in"}

Figure 9--82, NSLDS Load Process

## File-Level Edits

File-level edits check whether NSLDS has received a Submittal file on
schedule, and whether it will be able to process that file as a whole.
NSLDS checks for the following file-level errors:

-   The first record in the file is not a Header record

-   The GA Code on a Detail or PPC record does not match the GA Code in
    the Header record

-   There are no Detail records in the Submittal file

-   The record length is not 640 bytes

In addition, NSLDS checks for a series of Header record errors. For a
complete list, see Appendix B--15.

If your Submittal file fails any file-level edit, NSLDS will not process
the file and will, instead, send you an Error Submittal Summary
Notification file.

## Domain-Level Edits

Domain-level edits check individual records for the following
errors:![](media/image19.wmf){width="0.3909722222222222in"
height="0.4354166666666667in"}

-   Non-numeric characters or spaces in a numeric field

-   Invalid dates (other than all zeros)

-   Missing identifiers

-   Missing new identifiers

DataPrep applies the same domain-level edits to your Database Extract
file as part of Extract Validation, but it does so only to calculate
your domain-level error rates and to determine whether the rates exceed
the threshold levels established by ED. As long as they stay below the
threshold levels, DataPrep creates a Submittal file, even though some of
the records in the file contain domain-level errors.

The Load Process, on the other hand, applies domain-level edits to
determine whether individual records within your Submittal file should
be loaded onto the database. If a record contains a domain-level error,
NSLDS writes it to the Load Process Error file but does not process it
any further. This means that load-level edits are not applied to records
that have failed domain-level edits.

Records that pass domain- and record-level edits are then edited for
load-level errors before being loaded onto the database.

## Record-Level Edits

Record-level edits check the Submittal file as a whole for duplicate
records and then each individual record for reasonability errors. If a
record contains a record-level error, NSLDS writes it to the Load
Process Error file but does not process it any further. This means that
load-level edits are not applied to records that have failed
record-level edits.

Records that pass domain- and record-level edits are then edited for
load-level errors before being loaded onto the database.

### Duplicates

NSLDS sorts the records in the Submittal file and compares sequential
rows to determine if the loan identifiers match. If any two Detail
records have the same loan identifiers, it rejects both records as
duplicate records. If you have populated the Data Provider Loan ID field
for each record, you will be able to determine which record should be
reported under those identifiers for the next submittal. No record will
pass this duplicate edit process if another record on the same submittal
has the same loan identifiers. Neither duplicate record will update the
database since NSLDS has no way of knowing which loan record is
correct.![](media/image8.wmf){width="0.38680555555555557in"
height="0.3506944444444444in"}

### Reasonability Edits

Reasonability edits check that data is contained in proper fields
according to specific edit criteria. Such edits include checking that
required fields have been filled, such as the Date Entered Repayment
field.

Reasonability edits also check all date and amount fields on each record
to ensure that the data they contain is both reasonable and in
compliance with ED regulations. For example, if a loan is reported as a
SL loan (Supplemental Loan) with a Date of Guaranty of 19970115, it is
rejected because SLS loans did not exist in 1997.

## Load-Level Edits

NSLDS only applies load-level edits to records that have already passed
domain- and record-level edits. *Records that fail domain- or
record-level edits are written to the Load Process Error file but not
processed further by NSLDS.* This means that you cannot assume that
records that failed domain- or record-level edits would otherwise have
passed load-level edits and been loaded onto the database.

Records that pass both domain- and record-level edits, but fail
load-level edits are written to the Load Process Error file.

Records that pass domain-, record- and load-level edits are loaded onto
NSLDS and update the database.

### Identifier Edits

NSLDS reviews the student and loan identifiers in the records you submit
against those of records on the database. If the Student's SSN in an
individual record does not match an SSN on NSLDS, either current or in
history, the student is considered a new student. If the record then
passes all the remaining edits, NSLDS creates a new student and assigns
a new loan to that student on the basis of the data you submitted.

If the Student's SSN on a record you submitted matches an SSN on the
NSLDS database, NSLDS uses Identifier Match Criteria to match the loan
identifiers on the record to the identifiers for a loan currently on the
system. If it matches an existing loan record on six
criteria---Student's SSN, Code for Original School, Type of Loan, Date
of Guaranty, Indicator of Separate Loan and PLUS Borrower's SSN---the
record you submitted is considered an attempted update. If all other
edits are successful, the record updates the NSLDS database.

If a record you submitted does *not* match on the loan identifiers
(Student's SSN, Code for Original School, Type of Loan, Date of
Guaranty, Indicator of Separate Loan and PLUS Borrower's SSN), but
*does* match on the Student's SSN, NSLDS uses Identifier Match Criteria
to match the student identifiers on the record to the identifiers for a
student currently on the system. If a match is made and successive edits
are passed, NSLDS creates a new loan record for the existing student on
the basis of the data you
submitted.![](media/image7.wmf){width="0.48680555555555555in"
height="0.48680555555555555in"}

If the record you submitted does match a current Student's SSN but a
student match cannot be made based on the Identifier Match Criteria,
NSLDS rejects the record. If that occurs, you must resolve the
identifier conflict by contacting the data provider whose data conflicts
with yours.

If you submit a record that causes a student identifier conflict, NSLDS
writes the record to the Load Process Error file. The error record
contains the following information from your Submittal file:

-   Student's SSN you supplied

-   Date of Student's Birth you supplied

-   Student's First Name you supplied

In addition, the error record contains the following information for the
student record that conflicts with yours:

-   Error Code

-   Data Provider Code

-   Data Provider Name

-   Existing Student's SSN

-   Existing Date of Student's Birth

-   Existing Student's First Name

-   Existing Student's Last Name

-   Data Provider City

-   Data Provider State

This information will help you resolve the conflict with the data
provider for the record already on NSLDS.

For a more detailed discussion of the Identifier Match Criteria for
student matches, see the discussion of the Student's Social Security
field (positions 4--12 in the Detail record) in the FFELP Data
Dictionary (Appendix A).

### GA ID Edits

NSLDS reviews original and current guaranty agency codes in the records
you submit against the most current ED data. If the GA ID code on a
record does not exist in the NSLDS database, NSLDS rejects the record
and does not update the database.

### Validate Codes

NSLDS reviews all code fields to ensure that the codes they contain are
valid. See Appendix B for lists of the following
codes:![](media/image7.wmf){width="0.48680555555555555in"
height="0.48680555555555555in"}

-   Academic Level

-   Claim Reason

-   Deferment Type

-   Deferment Type Usage

-   Enrollment Status

-   Detail and PPC Record Errors

-   Guaranty Agency

-   Interest Rate Type

-   Loan Status

-   Loan Type

-   Reinsurance Reimbursement Rate

-   State

### Date Sequence Edits

In addition to storing the current values for the individual fields that
make up a loan record, NSLDS also stores historical values for selected
fields. Often, those historical values are stored as part of an event.
This is because changes to some fields are only meaningful when
accompanied by a change to another field or fields. For example, a new
Date of Loan Status is only meaningful when accompanied by a new Code
for Loan Status. Together they constitute a Loan Status event. While you
can update historical values, *you cannot change current or historical
values so that you change the chronological order of events stored in
history.*![](media/image7.wmf){width="0.38680555555555557in"
height="0.38680555555555557in"}

Therefore, NSLDS reviews records you submit against current and
historical values already stored on NSLDS for the same record to ensure
that any date changes do not alter the sequence of events. If they do,
NSLDS writes the record to the Load Process Error file and does not
update the database with it.

If NSLDS rejects a record because of a date sequence error, first check
that the data you have submitted is correct. If it is, you must submit a
PPC record to update the historical data already on NSLDS that is making
your record cause a date sequence error.

For more detailed discussions of how NSLDS stores history and of how to
update historical data using PPC records, see Section 6.6.

### Online Updating

GAs are able to update individual or groups of records online, as well
as through the normal submittal process. Authorized GA users can use the
Loan Detail Update page on the NSLDS website
([www.nsldsfap.ed.gov](http://www.nsldsfap.ed.gov/)) to:

-   Change student identifiers

-   Change PLUS borrower identifiers

-   Change the status and maturity date of a loan with disbursements
    after the borrower's program completion

-   Change loan status

-   Change the status of a loan to Default and enter claim information

-   Transfer loans to other Guaranty Agencies

-   Correct inaccurate loan data

-   Cancel a loan after disbursements have been made

-   Place a loan in default, then repurchase and move the loan to RP
    status

-   Delete a loan.

This powerful customer service tool gives your agency direct update
access to NSLDS. This enhancement will improve your ability to respond
quickly to schools and students when corrections or updates are needed
that affect a student's eligibility. For security reasons, only two
users from each GA will be granted this authority at one time.

To use online updating, GAs must enroll for NSLDS online access. You can
do so through the Student Aid Internet Gateway (SAIG) site at
[www.sfawebenroll.ed.gov](http://www.sfawebenroll.ed.gov/).

1.  At the SAIG website, follow the SAIG site's instructions to enroll
    for NSLDS access.

2.  When your application is approved, you will receive your NSLDS user
    ID and a default password via e-mail.

3.  All current users must fill out a new SAIG form, checking the Online
    Loan Update box to ensure continued security access. It can be
    completed quickly and easily on the Web.

For more information about using online loan updating, call the NSLDS
Call Center at 1-800-999-8219or send an e-mail to
[nslds@pearson.com]{.underline}.

# Generating Reports on Windows-Based PCs

From Extract Validation onward, the NSLDS update process creates a
series of data files that you can use to create reports. These reports
will help you verify the contents of your database and of your
submittals to NSLDS. If necessary, they will help you fix problems with
your database or extract procedures, a topic discussed in detail in
Chapter 12.

Using files produced by either the Extract Validation process or NSLDS,
DataPrep can create the following reports:

-   **Extract Validation Log Report**---This report is created from the
    Extract Validation Log file created by Extract Validation. It is
    identical in contents to the text displayed by the Extract
    Validation Process dialog box after Extract Validation is complete.

-   **Delta Log Report**---This file is created from the Delta Log file
    created by the Delta Process. It is identical in contents to the
    text displayed by the Delta Process dialog box after the Delta
    Process is complete.

-   **Extract Error Report**---This report is created from the Extract
    Error file created by Extract Validation and is available in either
    summary or detail format.

-   **Load Process Error Report**---This report is created from the Load
    Process Error file returned to you by NSLDS after it has processed
    your Submittal file. It is available in either summary or detail
    format.

-   **Extract Loan Detail Report**---This report is created from the
    Extract Loan Detail file created by Extract Validation.

-   **Submittal Loan Detail Report**---This report is created from the
    Submittal file created by the Delta Process.

-   **NSLDS Loan Detail Report**---This report is created from the Loan
    Detail file NSLDS can send you, by special arrangement, to identify
    and resolve error conditions within your database.

DataPrep for PCs offers advanced users a particularly rich set of
selection and sort options for detail Error reports and Loan Detail
reports. Those options are discussed at the end of this chapter.

## Log Reports

### Extract Validation Log Report

The information that appears in the Extract Validation Process dialog
box after Extract Validation is complete (Figure 7--64) is also written
to the Extract Validation Log file, where is it available to you for
further examination or storage. From this file you can view or print a
report that provides a useful overview of Extract Validation. For a
detailed discussion of the report's contents, see Section
7.1.2.![](media/image7.wmf){width="0.4861111111111111in"
height="0.4861111111111111in"}

To view or print the Extract Validation Log report, follow these steps:

1.  From the DataPrep Main Menu, click Log Report.

![](media/image151.png){width="4.497916666666667in"
height="3.9472222222222224in"}

Figure 10--83, DataPrep Main Menu with Log Report Selected

2.  The Log Report dialog box appears.

![](media/image152.png){width="4.497222222222222in"
height="1.8229166666666667in"}

Figure 10--84, Log Reports Dialog Box

3.  Select the Extract Log file in your Current folder (it will be named
    **extrlog.ff**), and click View. DataPrep displays the log in your
    default viewer.![](media/image7.wmf){width="0.3861111111111111in"
    height="0.3861111111111111in"}

![](media/image153.png){width="4.4944444444444445in"
height="5.354166666666667in"}

Figure 10--85, Extract Validation Log Report

If you want to print the report, you can do so directly from the viewer,
or you can return to the Log Report dialog box and click Print.

### Delta Log Report

The information that appears in the Delta Process dialog box after the
Delta Process is complete (Figure 7--72) is also written to the Delta
Log file, where is it available to you for further examination or
storage. From this file you can view or print a report that provides a
useful overview of the Delta Process. For a detailed discussion of the
report's contents, see Section
7.2.2.![](media/image7.wmf){width="0.4861111111111111in"
height="0.4861111111111111in"}

To create and view the Delta Log report, follow these steps:

1.  From the DataPrep Main Menu, click Log Report.

![](media/image151.png){width="4.497916666666667in"
height="3.9472222222222224in"}

Figure 10--86, DataPrep Main Menu with Log Report Selected

2.  The Log Reports dialog box appears.

![](media/image154.png){width="4.497222222222222in"
height="1.8229166666666667in"}

Figure 10--87, Log Reports Dialog Box

3.  Select the Delta Log file in your Current folder (it will be named
    **deltalog.ff**), and click View. DataPrep displays the Delta Log
    report in your default viewer.

![](media/image155.png){width="4.495833333333334in"
height="5.545833333333333in"}

Figure 10--88, Delta Log Report

If you want to print the report, you can do so directly from the viewer,
or you can return to the Log Report dialog box and click Print.

## Error Reports

The NSLDS update process includes two error
reports:![](media/image19.wmf){width="0.43125in"
height="0.4798611111111111in"}

-   The **Extract Error report** identifies records that erred out of
    Extract Validation. It is created from the Extract Error file
    produced by Extract Validation, and it will help you identify and
    correct errors in your Database Extract file.

-   The **Load Process Error report** identifies records that erred out
    of the NSLDS Load Process. It is created from the Load Process Error
    file NSLDS sends you after it has loaded your Submittal file onto
    the database, and it will help you identify and correct errors in
    your Submittal file.

Both reports will help you to identify and correct errors in your
database and in your extract process.

You can create either error report in a summary or detail format. Both
summary and detail reports can be sorted by preprogrammed sort
parameters, and you can create your own additional sort parameters for
detail reports. In addition, you can use selection criteria to limit
which records are included in the detail error reports. DataPrep
includes a set of preprogrammed selection criteria for detail reports,
but you can also create your own, including variable criteria that you
assign a value each time you run the report.

### Error Files

DataPrep can only create error reports from error files located in your
Current or Backup folders. This does not present a problem in the case
of the Extract Error file, which DataPrep automatically creates and
places in your Current folder whenever a Database Extract files passes
the file-level edits performed by Extract Validation.

However, before you can create a Load Process Error report, you must use
DataPrep's File Transfer utility (Section 5.2.4) to transfer two files
to your Current folder:

-   The Load Process Error File

-   The TEF File

NSLDS will send you the Load Process Error file by cartridge/tape or by
SAIG. The format of this file has not changed from DataPrep. The SAIG
message class for the Load Process Error file is SLDERROP.

The TEF file is available to download at fsadownload.ed.gov.

### Generating Summary Error Reports

To create a summary error report, the following files must be placed in
your Current folder.

For the Summary Extract Error report:

-   The Extract Error file created by DataPrep

-   The latest TEF file downloaded from fsadownload.ed.gov

For the Summary Load Process Error report:

-   The Load Process Error file sent to you by NSLDS

-   The latest TEF file downloaded from fsadownload.ed.gov

Once these files are in your Current directory, follow these steps to
create a summary error report:

1.  From the DataPrep Main Menu, click Error Report.

.

![](media/image156.png){width="4.497916666666667in"
height="3.9472222222222224in"}

Figure 10--89, DataPrep Main Menu with Error Report Selected

2.  The Error Report dialog box appears.

![](media/image68.png){width="4.4944444444444445in" height="2.8875in"}

Figure 10--90, Error Report Dialog Box

3.  Select Extract Validation or Load Processing as the Error
    Source.![](media/image8.wmf){width="0.4875in"
    height="0.43819444444444444in"}

4.  Select Summary as the Report Type.

5.  Highlight the error file from which you want to create a report
    (here **C:\\DataPrep-GA\\Current\\extrerr.ff**). If you double-click
    on a file listed in the Error Files list, a File Information dialog
    box appears showing you the date and time the file was created or
    last modified and the number of bytes in the file.

![](media/image157.png){width="4.497222222222222in"
height="1.4673611111111111in"}

> If you do, click Exit to return to the Error Report dialog box.

6.  Select a Sort Sequence (Section 10.5). If you select No Sort, the
    report is sorted in the same order as the error file from which it
    is created.

7.  When you are satisfied with the options you have selected on the
    Error Report dialog box, click Create. A status message appears
    informing you the report has been generated.

![](media/image71.png){width="4.495138888888889in"
height="2.1222222222222222in"}

8.  Click View. If you chose the options depicted in Figure 10--90, you
    should see a report that looks something like this when viewed in
    the DataPrep viewer
    (uta0.exe):![](media/image7.wmf){width="0.48680555555555555in"
    height="0.48680555555555555in"}

![](media/image158.png){width="4.490277777777778in" height="3.2625in"}

Figure 10--91, Summary Extract Error Report

### Generating Detail Error Reports

To create a detail error report, the following files must be placed in
your Current folder.

For the Detail Extract Error Report:

-   The Extract Error file created by DataPrep

-   The latest TEF file downloaded from fsadownload.ed.gov

For the Detail Load Process Error Report:

-   The Load Process Error file sent to you by NSLDS

-   The latest TEF file downloaded from fsadownload.ed.gov

Once these files are in your Current directory, follow these steps to
create a detail error report:

1.  From the DataPrep Main Menu, click Error Report.

![](media/image156.png){width="4.497916666666667in"
height="3.9472222222222224in"}

Figure 10--92, DataPrep Main Menu with Error Report Selected

2.  The Error Report dialog box
    appears.![](media/image8.wmf){width="0.4875in"
    height="0.43819444444444444in"}

![](media/image159.png){width="4.4944444444444445in" height="2.8875in"}

Figure 10--93, Error Report Dialog Box

3.  Select Extract Validation or Load Processing as the Error Source.

4.  Select Detail as the Report Type.

5.  Highlight the error file from which you want to create a report
    (here **C:\\DataPrep-GA\\Current\\extrerr.ff**). If you double-click
    on a file listed in the Error Files list, a File Information message
    dialog box appears showing you the date and time the file was
    created or last modified and the number of bytes in the file.

![](media/image157.png){width="4.497222222222222in"
height="1.4673611111111111in"}

If you do, click Exit to return to the Error Report dialog box.

6.  Select a Sort Sequence (Section 10.5). If you select No Sort, the
    report will be sorted in the same order as the Extract Error file or
    Load Process Error file from which it was created.

7.  Select one or more Selection Criteria (Section 10.4). If you select
    a selection criteria containing one or more variables, their current
    values will be shown in the Variables list. You can click on a
    variable to bring up the Set Variable Value dialog box. Change the
    variable value to the new required value and click OK.

You should only run a single report using a selection criteria, since
only one set of variable values is stored for a given selection criteria
option. In addition, please remember that DataPrep only retains the
latest version of a selected report. Therefore, at any given time, only
the report that was run with the latest variable values will be
available.

8.  When you are satisfied with the options you have selected on the
    Error Report dialog box, click Generate. A status message appears
    informing you the report has been generated.

![](media/image160.png){width="4.4944444444444445in"
height="2.3305555555555557in"}

9.  Click View. If you chose the options depicted in Figure 10--93, you
    should see a report that looks something like Figure 10--94 when
    viewed in the DataPrep viewer (uta0.exe):

![](media/image161.png){width="4.490277777777778in" height="3.2625in"}

Figure 10--94, Detail Extract Error Report

![](media/image162.png){width="4.490277777777778in" height="3.2625in"}

Figure 10--95, Detail Load Process Error Report

## Loan Detail Reports

Generating loan detail reports is not a routine step in the NSLDS update
process. However, loan detail reports are useful for researching and
resolving problems with individual loan records that you have already
identified from the Extract Error report or Load Process Error
report.![](media/image8.wmf){width="0.48680555555555555in"
height="0.43819444444444444in"}

There are three loan detail reports:

-   The **Extract Loan Detail report** is created from the Database
    Extract file, and it allows you to review all or selected records in
    your file.

-   The **Submittal Loan Detail report** is created from the Submittal
    file, and it allows you to review all the records in that file
    field-by-field.

-   The **NSLDS Loan Detail report** is created from the Loan Detail
    file that NSLDS can send you by special arrangement. The Loan Detail
    file can take the form of a Reconciliation file containing all the
    loans on NSLDS that you report on, or it can include only loans that
    meet certain conditions. The NSLDS Loan Detail report allows you to
    view every field of each record it contains. Comparing the contents
    of the NSLDS Loan Detail report to the contents of your database
    will help you reconcile any conflicts between your data and that on
    NSLDS.

### Loan Detail Files

DataPrep looks for Extract Loan Detail files in these
folders:![](media/image8.wmf){width="0.48680555555555555in"
height="0.43819444444444444in"}

-   Extract

-   Backup

DataPrep looks for Submittal files in these folders:

-   Current

-   Backup

DataPrep looks for NSLDS Loan Detail files in these folders:

-   Loan (or Current)

-   Backup

Unless you have transferred your Database Extract file out of your
Extract folder or your Submittal file out of your Current folder, you
will not have to transfer any files before creating the Extract or
Submittal Loan Detail files.

However, when you receive the NSLDS Loan Detail file, you must load the
file onto your computer or network and then use DataPrep's File Transfer
utility (Section 5.2.4) to move or copy the file to your Loan (or
Current) folder.

The File Transfer dialog box allows you to give version names to NSLDS
Loan Detail files. This is useful if you receive more than one Loan
Detail file in a single month. If you give a version name to an NSLDS
Loan Detail file, DataPrep will assign the file a name of the form
*loandtlVersionname.ff,* where:

> *loandtl* is the constant name for Loan Detail files
>
> *Versionname* is the version name you assign to the file
>
> *.ff* is the constant for DataPrep files

For example, **loandtlVersion2.ff**.

Do not change such names, as doing so will prevent DataPrep from finding
and processing the files.

### Generating Loan Detail Reports

To create a loan detail report, the following files must be in the
following folders:

For the Extract Loan Detail report:

-   A Database Extract file in the Extract folder

For the Submittal Loan Detail report:

-   A Submittal file in the Current folder

For the NSLDS Loan Detail report:

-   An NSLDS Loan Detail file in the Loan (or Current) folder

To create a loan detail report, follow these steps:

1.  From the DataPrep Main Menu, click Loan Detail Report.

![](media/image163.png){width="4.497916666666667in"
height="3.9472222222222224in"}

Figure 10--96, DataPrep Main Menu with Loan Detail Report Selected

2.  The Loan Detail Report dialog box appears.

![](media/image164.png){width="4.495138888888889in"
height="2.9618055555555554in"}

Figure 10--97, Loan Detail Report Dialog Box

3.  Select Extract Loan Detail, Submittal Loan Detail, or NSLDS Loan
    Detail as the Source option.

> There are several ways to see when a file in the Detail Files list box
> was created or last modified and the number of bytes in the file. This
> can be useful if you have several Database Extract or NSLDS Loan
> Detail files and are not sure which one you want to view or print.

A.  Use the horizontal scroll bar to scroll to the right of the Detail
    Files list box.

B.  Double-click the file name, or select a file name in the Detail
    Files list box and then click the blue plus sign to the right of the
    file name in the Report File section. Either action causes a File
    Information message to appear.

![](media/image165.png){width="4.497222222222222in"
height="1.4673611111111111in"}

4.  When you know which Database Extract, Submittal, or NSLDS Loan
    Detail file you want to create an Extract Loan Detail report for,
    select it in the Detail Files list box of the Loan Detail Report
    dialog box.

5.  Choose a Selection Criteria (Section 10.4). If you select a
    selection criteria containing one or more variables, their current
    values will be shown in the Variables list. You can click on a
    variable to bring up the Set Variable Value dialog box. Change the
    variable value to the new required value and click OK.

You should only run a single report using a selection criteria option
with variables at a time, since one set of variable values is stored for
a given selection criteria option. In addition, please remember that
DataPrep only retains the latest version of a selected report.
Therefore, at any given time, only the report that was run with the
latest variable values will be available.

6.  Select a Sort Sequence (Section 10.5). If you select No Sort, the
    report will be sorted in the same order as the file from which it
    was created.

7.  Click Generate. DataPrep displays a message notifying you that the
    report has been successfully generated.

![](media/image166.png){width="4.495138888888889in"
height="2.3027777777777776in"}

5.  Click View to view the Loan Detail report in your default viewer.
    Viewed in the DataPrep viewer (uta0.exe), it should look something
    like Figure 10--98

![](media/image167.png){width="4.490277777777778in" height="3.2625in"}

Figure 10--98, Submittal Loan Detail Report

From the viewer, you can view or print the report as you please. To
change viewers for a specific report or to change your default viewer,
see the instructions in Section 5.2.3.

## Selection Criteria

DataPrep gives you the option of generating detail error reports and
loan detail reports using different selection criteria. Several
selection options have been preprogrammed. For error reports:

-   Data Fields in Error

-   Identifier Fields in Error

-   New Identifier Fields in Error

-   No SSN Conflict Records

-   Only SSN Conflict Records

-   Selected Error Code

-   Selected Error and Field Code

-   Selected Field Code

For loan detail reports:

-   Loan Has Amount Repurchased

-   Loan Has Amount of Cancellation

-   Loan Has Amount of Disbursement

-   Loan Has a New Identifier

-   No Data Provider Loan Identifier

-   Selected Date of Guaranty

-   Selected Loan Status

-   Selected Loan Type

-   Selected PLUS Borrower SSN

-   Selected Student SSN

-   Student SSN Changes

DataPrep allows you to create new selection criteria, and to change or
delete existing selection criteria.

To update selection criteria, follow these steps:

1.  From the DataPrep Main Menu, click Options, then Selection Criteria.

![](media/image168.png){width="4.497916666666667in"
height="3.9472222222222224in"}

Figure 10--99, DataPrep Main Menu with Selection Criteria Selected on
the Options Menu

2.  The Selection Criteria dialog box displays.

![](media/image169.png){width="4.49375in" height="2.6173611111111112in"}

Figure 10--100, Selection Criteria Dialog Box

3.  Select Error Detail Records or Loan Detail Records as the Record
    Type option. The Selection Criteria dialog box displays the
    selection criteria available for that record type.

![](media/image170.png){width="4.49375in" height="2.6173611111111112in"}

![](media/image171.png){width="4.49375in" height="2.6173611111111112in"}

From this populated dialog box you can Add, Edit, or Delete any
selection criterion for the following detail reports:

-   Extract Error Report

-   Load Process Error Report

-   Loan Detail Report

### Adding Selection Criteria

To create new selection criteria, follow these steps:

1.  From the Selection Criteria dialog box (Figure 10--100), select a
    Record Type option and click Add. The Selection Criteria Edit dialog
    box appears.

![](media/image172.png){width="4.5in" height="2.9625in"}

Figure 10--101, Selection Criteria Edit Dialog Box

2.  Enter up to 10 characters that name the selection criteria in the
    Sel Key box. The Sel Key generally includes the field name; for
    example, if you want to select for all loans with an in repayment
    status, you could use "LoanStatRP" as the Sel
    Key.![](media/image8.wmf){width="0.48819444444444443in"
    height="0.43819444444444444in"}

3.  Enter up to 35 characters that describe the selection criteria in
    the Description box, for example, "Loan Status in Repayment." If you
    select the Available for selection option, this description appears
    in a dropdown list on the Error Report or Loan Detail Report dialog
    box when you go to run a report.

4.  Enter the codes that specify which records are to be included in the
    report:

-   Field Position (Refer to Appendix A for field positions)

-   Comparison Operator (e.g., less than, equal to, greater than)

-   Comparison Value

6.  Click OK.

#### One Criterion

To add a selection criterion for all loans with loan status in
repayment, enter these values:

> **Sel Key** LoanStatRP
>
> **Description** Loan Status in Repayment
>
> **Comparison** 142--143,EQ,RP

Note: Loan Status is position 142--143.

![](media/image173.png){width="4.5in" height="2.9625in"}

Figure 10--102, Selection Criteria Edit Dialog Box

#### Two Criteria

To add selection criteria for all loans with loan status in repayment
*and* a date of first disbursement after January 1, 1998, enter these
values:

> **Sel Key** RP-Jan1998
>
> **Description** Loan in RP and Disbursement\>= Jan 1998
>
> **Comparison** (142--143,EQ,RP,&,35--42,GE,'19980101')

Notes: 142--143 is the Loan Status position, 35--42 is the Date of First
Disbursement position, & is the AND connector, and GE is greater than or
equal to. You must surround the comparison with parentheses when
including an & sign.

![](media/image174.png){width="4.5in" height="2.9625in"}

Figure 10--103, Selection Criteria Edit Dialog Box

### Editing Selection Criteria

To edit an existing selection criterion, follow these steps:

1.  From the Selection Criteria dialog box (Figure 10--100), select the
    selection criterion you want to edit and click Edit. The Selection
    Criteria Edit dialog box appears populated by the criterion you
    selected.

![](media/image175.png){width="4.5in" height="2.9625in"}

Figure 10--104, Selection Criteria Edit Dialog Box

2.  Edit the criterion values as necessary and click OK to return to the
    Selection Criteria dialog box.

### Deleting Selection Criteria

To delete a selection criterion, select it on the Selection Criteria
Dialog box (Figure 10--100) and click Delete.

### Adding Variable Selection Criteria

Perhaps you want to create an Error report that selects all loans equal
to a given value. But rather than establishing that value in advance,
you want to set it each time you run the report. You need a report with
a variable selection
criterion.![](media/image19.wmf){width="0.34652777777777777in"
height="0.38472222222222224in"}

To create one, start from the Selection Criteria Edit dialog box (Figure
10--101) and follow these steps:

1.  Fill in the fields of the Selection Criteria Edit dialog box as
    described in Section 10.4.1.

2.  Click Add. The Selection Variable Edit dialog box appears.

![](media/image176.png){width="4.498611111111111in"
height="2.1506944444444445in"}

Figure 10--105, Selection Variable Edit Dialog Box

3.  Enter a name of up to 10 characters in the Name field.

4.  Enter the length of the data element to which the selection variable
    is to be compared in the Length field.

5.  Enter up to 35 characters that describe the variable in the
    Description field.

6.  Enter the initial value of the selection variable in the Value
    field. The initial value must be a valid value for that field, for
    example 'RP' for the Loan Status field (positions 142--143).

7.  Click OK to return to the Selection Criteria Edit dialog box.

#### One Variable Criterion

First, enter the following values in the Selection Criteria Edit dialog
box:

> **Sel Key** SelLoanSt
>
> **Description** Selected Loan Status
>
> **Comparison** 142--143,EQ,\*LoanStat

Notes: Position 142--143 is the Loan Status field, EQ is equal to, and
\* indicates that the following is the name of the variable you will set
when you select the specific report (for example, RP or FB).

![](media/image177.png){width="4.5in" height="2.9625in"}

Figure 10--106, Selection Criteria Edit Dialog Box

To add the variable, click Add to bring up the Selection Variable Edit
dialog box. Enter the following values:

> **Name** LoanStat
>
> **Length** 2
>
> **Description** Loan Status Code
>
> **Value** 'RP'

![](media/image178.png){width="4.498611111111111in"
height="2.1506944444444445in"}

Figure 10--107, Selection Variable Edit Dialog Box

Click OK to return to the Selection Criteria Edit dialog box, which now
displays the LoanStat variable criterion in the text box at its bottom.

![](media/image179.png){width="4.5in" height="2.9625in"}

Figure 10--108, Selection Criteria Edit Dialog Box

For more information about adding, editing, and creating your own
selection criteria, refer to the Help for the Selection Criteria and
Selection Criteria Edit dialog boxes and to the discussion of Comparison
Syntax that follows.

#### Selection Criteria Comparisons Syntax

##### Comparisons

Comparisons are made up of one or more comparison parameters linked
using the AND connector within commas (,&,) or the OR connector within
commas (,\|,), and grouped using parentheses ().

Square brackets (\[\]) indicate optional items.

*\[(\]comparison1\[)\]\[\[,connector2,\[(\]comparison2\[)\]\]...\[,connectorN,\[(\]comparisonN\[)\]\]\]\[)\]*

*\[comments\]*

*( ) pairs* Balanced pairs of parentheses that enclose comparison
parameters in order to clarify or to alter the order in which the
comparisons are done.

> Without parentheses, the comparisons 'A,\|,B,&,C,\|,D' would be
> interpreted as '((A,\|,B),&,C),\|,D', but you will need to use
> parentheses if the intent is either '(A,\|,B),&,(C,\|,D)' or
> 'A,\|,(B,&,C),\|,D' or 'A,\|,((B,&,C),\|,D)'.

*comparison1* First comparison parameter.

*connector2* Second compare parameter connector. (optional)

> Use ampersand (&) for the AND connector, and use bar (\|) for the OR
> connector.

*comparison2* Second comparison parameter (optional)

*connectorN* Nth compare parameter connector. (optional)

> Use ampersand (&) for the AND connector, and use bar (\|) for the OR
> connector.

*comparisonN* Nth comparison parameter. (optional)

*comments* Comments. (optional)

> At least one space between last compare parameter and start of
> comments.

##### Comparison Parameters

A comparison parameter is made up of one or more compare parameters
linked using the AND connector within commas (,&,) or the OR connector
within commas (,\|,).

Square brackets (\[\]) indicate optional items.

*compare1\[\[,connector2,compare2\]...\[,connectorN,compareN\]\]*

*compare1* First compare parameter

*connector2* Second compare parameter connector (optional)

> Use ampersand (&) for the AND condition, and use bar (\|) for the OR
> condition.

*compare2* Second compare parameter (optional)

*connectorN* Nth compare parameter connector (optional)

> Use ampersand (&) for the AND connector, and use bar (\|) for the OR
> connector.

*compareN* Nth compare parameter (optional)

##### Compare Parameters

A compare parameter is made up of a record character position, a compare
condition, and a compare value linked by commas (,).

Square brackets (\[\]) indicate optional items.

*compare =\>
start\[-end\|:length\|:1\],condition,string\|position\|\*variable*

*start* Data Element starting position.

> A number from 1 to 640.

*end* Data Element ending position (optional).

> A number from starting position to 640.

*length* Data Element length (optional).

> A number from 1 to 1 + 640 - starting position. Defaults to a length
> of 1 when neither the ending position nor the length is given.

*condition* The code identifying the compare condition.

> One of the following two-character compare conditions---not case
> sensitive:
>
> EQ = Equal to
>
> NE = Not Equal to
>
> GT = Greater than
>
> GE = Greater than or Equal to
>
> LT = Less than
>
> LE = Less than or Equal to
>
> string The character string that is to be compared with the Data
> Element.
>
> A string of characters whose length is equal to that of the Data
> Element.
>
> If a string's first character is a number, an asterisk (\*), pound
> sign (#), or its last character is a space, then the string must be
> enclosed in single quotation marks ('string').
>
> When a quoted string is less than the length of the Data Element, the
> string is padded out to the correct length using the last character in
> the string. {You can use ' ' to check for spaces and '0' to check for
> zeros.}
>
> When a pound sign (#) prefixes a quoted string that is less than the
> length of the data element, the string is shifted to the right and
> padded with zeroes. {You could use #'500' to check for the number
> 000500 in a six character field or for the number 00000500 in an eight
> character field.}
>
> If you want to include a single quote (') in the comparison string,
> then you will need to enter two single quotes (").

*position* The starting position of a second Data Element within the
record that is to be compared with the first Data Element.

> A number from 1 to 1 + 640 - length of Data Element.

*variable* The variable name that is replaced with a value at report
generation time.

> The variable name must be prefixed with an asterisk (\*) and defined
> in the Variable Name list.

##### Examples

*166--171,gt,'0'* Amount of Disbursement is greater than zero.

*(63--71,NE,' ',&,63--71,NE,4)* New SSN is not spaces, and it is not
equal to current SSN.

*4--12,eq,\*ssn* Student SSN is equal to the variable value.

## Sort Options

Summary error reports can be sorted by count, error code, or field code.
Detail error reports and loan detail reports, however, can be sorted by
any sort parameter you select. Sorting allows you to focus on specific
types of errors or to distribute sections. DataPrep has provided the
following preprogrammed sort parameters for detail error
reports:![](media/image7.wmf){width="0.38680555555555557in"
height="0.38680555555555557in"}

-   Data Provider Loan Identifier

-   Error Code

-   Field Code

-   PLUS Borrower's Name (Last, First)

-   PLUS Borrower's Social Security Number

-   Student Name (Last, First)

-   Student Social Security Number

The preprogrammed sort parameters for loan detail reports are:

-   Amount of Guaranty

-   Borrower Name (Last, First)

-   Borrower Social Security Number

-   Data Provider Loan Identifier

-   Date of Guaranty

-   Loan Status Code

-   Student Name (Last, First)

-   Student Social Security Number

For detail reports you can also select No Sort, which causes the records
in the report to be listed in the same order as they were in the file
from which the report was created.

DataPrep allows you to create new sort options, and to change or delete
existing sort options.

To update sort options, follow these steps.

1.  From the DataPrep Main Menu, click Options, then Sort Parameters.

![](media/image180.png){width="4.497916666666667in"
height="3.9472222222222224in"}

Figure 10--109, DataPrep Main Menu with Sort Parameters Selected on
Options Menu

2.  The Sort Parameters dialog box appears.

![](media/image181.png){width="4.5in" height="2.629166666666667in"}

Figure 10--110, Sort Parameters Dialog Box

3.  Select Error Detail Records or Loan Detail Records as the Record
    Type. The Sort Parameters dialog box displays the sort parameters
    available for that type of record.

![](media/image182.png){width="4.5in" height="2.629166666666667in"}

Figure 10--111, Preprogrammed Sorts for Detail Error Reports

![](media/image183.png){width="4.5in" height="2.629166666666667in"}

Figure 10--112, Preprogrammed Sorts for Loan Detail Reports

From this dialog box you can add, edit, or delete any sort option for
the following reports:

-   Detail Extract Error Report

-   Load Process Error Report

-   Loan Detail Report

### Adding a Sort Option

To create a new sort option, follow these steps:

1.  From the Sort Parameters dialog box (Figure 10--110), click Add. The
    Sort Parameter Edit dialog box appears.

![](media/image184.png){width="4.5in" height="1.492361111111111in"}

Figure 10--113, Sort Parameter Edit Dialog Box

2.  Enter up to 10 characters that name the sort in the Sort Key box,
    for example "FldCde" for a report sorted on Field
    Code.![](media/image8.wmf){width="0.48819444444444443in"
    height="0.43819444444444444in"}

3.  Enter up to 35 characters that describe the sort sequence in the
    Description box. If you select the Available for selection option,
    this description appears in the drop down list on the Error Report
    or Loan Detail Report dialog box.

4.  Enter up to 60 characters in the Positions box that define the
    positions in the record by which the report will sort. Use commas
    between fields. Refer to the Guaranty Agency Data Dictionary
    (Appendix A) for a complete account of data fields and the positions
    they occupy.

5.  Click OK.

For example, if you want a report that sorts by Loan Type and Social
Security Number, follow these
steps:![](media/image7.wmf){width="0.38680555555555557in"
height="0.38680555555555557in"}

1.  Enter Type-SSN in the Sort Key box of the Sort Parameter Edit dialog
    box.

2.  Enter Loan Type & SSN in the Description box.

3.  Enter 33--34,4--12 in the Positions box.

![](media/image185.png){width="4.5in" height="1.492361111111111in"}

Figure 10--114, Sort Parameter Edit Dialog Box

4.  Click OK. The Sort Parameters dialog box displays with the new sort
    parameter that you have just created.

![](media/image186.png){width="4.5in" height="2.629166666666667in"}

Figure 10--115, Sort Parameters Dialog Box

This sort parameter will now be listed as a sort sequence option on the
Error Report or Loan Detail dialog box.

### Editing a Sort Option

To edit an existing sort option, follow these steps:

1.  From the Sort Parameters dialog box (Figure 10--110), select the
    sort option you want to edit and click Edit. The Sort Parameter Edit
    dialog box appears populated by the sort option you selected (in
    this case, the Type-SSN sort created in Section 10.5.1).

![](media/image187.png){width="4.5in" height="1.492361111111111in"}

Figure 10--116, Sort Parameter Edit Dialog Box

2.  Edit the sort values as necessary and click OK to return to the Sort
    Parameters dialog box.

### Deleting a Sort Option

To delete a sort option, select it on the Sort Parameters dialog box
(Figure 10--110) and click Delete.

### Sort Parameter Positions' Syntax

Note: Parameters in brackets \[ \] are optional.

Positions are made up of one or more position parameters linked together
with commas (,).

positions =\> position1\[\[,position2\]...\[,positionN\]\] \[comments\]

position1 First data element position parameter

position2 Second data element position parameter (optional)

positionN Nth data element position parameter (optional)

comments Comments (optional) {At least one space between last position
parameter and start of comments.}

A position parameter is made up of a data element's starting position,
and optionally its ending position or length.

position =\>start\[-end\|:length\|:1\]

start Data element starting position {A number from 1 to 300.}

end Data element ending position (optional) {A number from starting
position to 300.}

length Data element length (optional) {A number from 1 to 1+300 --
starting position. Defaults to a length of one when neither the ending
position nor length are given.}

Example: 39-73,21-32 Sort by 35 byte field starting in position 39, then
by 12 byte field starting in position 21.

# Generating Reports on Z/OS LE Mainframes

## Extract Error Report

The JCL for Z/OS LE Version 2.4 or higher executes DataPrep procedures
that perform Extract Validation and create the Extract Error report
(Appendix G).

You have the following options for generating the Extract Error report:

-   To create both the summary and detail report, leave the Extract
    Validation JCL as it appears in Appendix G.

-   To create the detail report only, remove the asterisk (\*) from the
    line immediately before this line in the JCL shown on page G--13.

> PSTEP080 EXEC PGM=UTD300PB

-   To create the summary report only, comment out (that is, add an
    asterisk after the double slashes on) every line after this line

> PSTEP050 EXEC PGM=TIRIOVFI
>
> and before this line
>
> PSTEP80 EXEC PGM=UTD300PB
>
> in the JCL shown on pages G--11 through G--13.

-   To prevent DataPrep from generating any report, remove the asterisk
    from the line immediately before this line in the JCL shown on page
    G--11:

> PSTEP050 EXEC PGM=TIRIOVFI

### Summary Report Sorting

The sort JCL offers three options for sorting the Summary Extract Error
report![](media/image8.wmf){width="0.4875in"
height="0.43819444444444444in"}

-   By Error Count

-   By Error Code

-   By Field Code

Error count is the default, which is why the other two options are
commented out by the addition of an asterisk after the two slashes at
the beginning of the lines on which they appear.

> //\*
>
> //\* ERROR COUNT ORDER
>
> // SET SORTPARM=PUTD4001
>
> //\*
>
> //\* FIELD CODE ORDER
>
> //\* SET SORTPARM=PUTD4002
>
> //\*
>
> //\* ERROR CODE ORDER
>
> //\* SET SORTPARM=PUTD4003
>
> //\*

If you want to change this default, you must add an asterisk after the
two slashes in the JCL line for the error count option

> // SET SORTPARM=PUTD4001

and delete the asterisk in the JCL line for the sort option you want to
use.

For field code order, remove the asterisk from this line:

> //\* SET SORTPARM=PUTD4002

For error code order, remove the asterisk from this line:

> //\* SET SORTPARM=PUTD4003

Whenever you change sort options, remember to select an option by
removing the asterisk from that line of JCL and to deselect the other
options by adding asterisks after the double slashes at the beginning of
those lines of JCL.

### Detail Report Sorting

The Detail Extract Error report is automatically sorted by SSN. This is
the only sorting option available for the detail report.

## Load Process Error Report

Appendix G contains the JCL used to create the Load Process Error report
from the Load Process Error file that you retrieve from NSLDS after each
submittal. This JCL also creates the Extract Error
Report.![](media/image8.wmf){width="0.4875in"
height="0.43819444444444444in"}

This JCL can be found in the library created with JCLLIB as part of the
name. The library member name is PRBD2000.

As with the Summary Extract Error report, you can sort the Summary Load
Process Error report in three different ways by changing the SET
statement:![](media/image19.wmf){width="0.43125in"
height="0.4798611111111111in"}

-   By Error Count

-   By Error Code

-   By Field Code

See the in-stream documentation in Appendix G. Note that the Detail Load
Process Error report can be sorted only by SSN.

# Using Reports

## Log Reports

### Extract Validation Log Report

The Extract Validation Log report is discussed in detail in Section
7.1.2 as part of the Extract Validation process. Use it to verify that a
successful Extract Validation has, in fact, produced a Validated Extract
file that passes reasonability checks when compared to previous months'
Validated Extract files.

### Delta Log Report

The Delta Log report is discussed in detail in Section 7.2.2 as part of
the Delta Process. Use it to verify that a successful Delta Process has,
in fact, produced a Submittal file that passes reasonability checks when
compared to previous months' Submittal files.

## Error Reports

### Summary Error Reports

Both the Summary Extract Error report and the Summary Load Process Error
report list the following information for each field on your Submittal
file containing one or more
errors:![](media/image7.wmf){width="0.38680555555555557in"
height="0.38680555555555557in"}

-   The number of errors that occurred for that field

-   The percentage those errors represent of the total number of errors
    in the file

-   The field code

-   The error code

-   The field name

-   The error message

There is one significant difference between the two summary error
reports. The Summary Extract Error report summarizes only the
domain-level errors in your Database Extract file, while the Summary
Load Process Error report summarizes all the domain-, record-, and
load-level errors in your Database Extract file. Thus, the Summary Load
Process Error report offers a fuller picture of the types of errors that
occur in your Submittal file. However, the Summary Extract Error report
identifies domain-level errors earlier in the NSLDS update process, and
it is invaluable if you need to lower your rate of domain-level errors
beneath the ED-established threshold levels in order to create a
Submittal file at all.

Use the summary error reports to help you quickly spot problem areas in
your Database Extract file. Then use detail error reports to research
how those problems affect individual loan records. Once you have
diagnosed problems in this fashion, you should be able to resolve them
at the source by updating your database or extract procedures.

![](media/image188.png){width="4.490277777777778in" height="3.2625in"}

Figure 12--117, Summary Extract Error Report

![](media/image189.png){width="4.490277777777778in" height="3.2625in"}

Figure 12--118, Summary Load Process Error Report

### Detail Error Reports

Both the Detail Extract Error report and the Detail Load Process Error
report supply the following information for each error in your Submittal
file:![](media/image7.wmf){width="0.48680555555555555in"
height="0.48680555555555555in"}

-   Student's SSN

-   Date of Student's Birth

-   Student's Last Name

-   Student's First Name

-   Type of Loan

-   Date of Loan

-   Loan Status

-   School Code

-   Data Provider Loan Identifier

-   Error Level

-   Name of Field in Error

-   Value of Field in Error

-   Error Message

In addition, the Detail Load Process Error report provides the following
information for each SSN conflict caused by a record on your Submittal
file:

-   Student's SSN you supplied

-   Date of Student's Birth you supplied

-   Student's First Name you supplied

-   Error Code

-   Error Message

-   Existing Student's SSN

-   Existing Date of Student's Birth

-   Existing Student's First Name

-   Existing Student's Last Name

-   Data Provider Code

-   Data Provider Name

-   Data Provider City

-   Data Provider State

There is one significant difference between the two detail error
reports. The Detail Extract Error report contains all the domain-level
errors in your Submittal file, while the Detail Load Process Error
report contains all the domain-, record-, and load-level errors in your
Submittal file. Thus, the Detail Load Process Error report offers a
fuller picture of the types of errors that occur in your Submittal file.
However, the Detail Extract Error report identifies domain-level errors
earlier in the NSLDS update process, and it is invaluable if you need to
lower your rate of domain-level errors beneath the ED-established
threshold levels in order to create a Submittal file at all.

Use detail error reports to research how problems in your database or
extract procedure affect individual loan records. DataPrep's range of
selection and sort options (Section 10.4 and Section 10.5) will help you
zero in on how general types of problems affect specific loan records.
Once you have diagnosed problems in this fashion, you should be able to
update your database or extract
procedures.![](media/image8.wmf){width="0.4875in"
height="0.43819444444444444in"}

It is essential that you *correct your database or extract procedures*
rather than editing or otherwise massaging the Database Extract file. If
you don't, the errors will remain in your database and reappear in your
next Database Extract file, which will then be out of sync with the
correct data loaded onto NSLDS as a result of your previous submittal.

Appendix B contains a detailed list of all error messages, a
cross-reference to the fields to which they refer, and the error message
associated with each edit applied against a data element. You can also
refer to the Field Code and use Appendix A to review the requirements
for reporting on the specific field.

![](media/image190.png){width="4.490277777777778in" height="3.2625in"}

Figure 12--119, Detail Extract Error Report

![](media/image191.png){width="4.490277777777778in" height="3.2625in"}

Figure 12--120, Detail Load Process Error Report

## Loan Detail Reports

The Extract Loan Detail report, Submittal Loan Detail report, and NSLDS
Loan Detail report list in a readable format the value for every field
of every record they contain. In the case of the Extract Loan Detail
report, the records are those contained in your own database. In the
case of the Submittal Loan Detail report, the records are those in your
Submittal file. In the case of the NSLDS Loan Detail report, the records
are contained in the NSLDS database. Together, these reports are useful
for researching discrepancies between the data on your database and the
data on the NSLDS database.

While error reports are useful for identifying types of errors and
specific records with errors in your database, loan detail reports are
useful for establishing the full contents of those records that contain
errors. DataPrep's select and sort options will help you identify and
categorize the records that appear in loan detail reports.

## Error Types

### File-Level Errors

File-level errors that result from faulty data in your database or
flawed extract procedures should be caught by Extract Validation and
prevent DataPrep from creating a Validated Extract file. Such errors
cause Extract Validation to create an error message that identifies what
went wrong and suggests how you might be able to correct it. You must
remedy such errors and rerun Extract Validation in order to create a
Validated Extract file.

File-level errors that prevent the NSLDS Load Process from processing
your Submittal file are normally the result of faulty file handling or
data corruption. Often, these problems can be resolved by resending your
Submittal file or by sending the correct Submittal file to NSLDS.

### Domain-Level Errors

There are four types of domain-level errors:

1.  Numeric Field Errors

2.  Invalid Date Errors

3.  Missing Identifiers

4.  Missing New Identifiers

DataPrep checks for domain-level errors as part of Extract Validation,
and NSLDS checks for them again as part of the Load Process.

If the rate of domain-level errors in your Database Extract file exceeds
the threshold levels established by ED, DataPrep will not create a
Submittal file. However, it will create an Extract Error file that you
can use to create Extract Error reports and correct your database before
creating a new Database Extract file and rerunning Extract Validation.
Even if your domain error rates are below the thresholds, you can still
create Extract Error reports and get a head start on correcting any
domain-level errors Extract Validation does identify in your Submittal
file.

While Extract Validation will process records with domain-level errors
as long as your domain error rates remain below the threshold levels,
the Load Process will not load such records onto NSLDS. Instead, it will
write them to the Load Process Error report, which you should use to
correct your database or extract procedure.

#### Numeric Field Errors

A numeric field error occurs when a field requiring all numeric
characters is populated by some other character or space. This type of
domain error can indicate extraction of the wrong data, an incorrect
result in a calculated field, truncated data, incorrect field length, or
some other type of data problem. The Extract Error report will identify
the data that erred, and you can use either the Summary Report or the
Detail Report to identify the data in your system needing correction or
to trace it back to the source of the corruption. You can also use the
Extract Loan Detail report to review the entire record.

#### Invalid Date Errors

An invalid date error occurs when an invalid date appears in a field
requiring a date. This can be caused by an incorrect character in the
date field (for example, a non-numeric character) or a date that is not
a calendar date (for example, 19980230---February 30^th^ is not a valid
date).

An invalid date error will *not* occur if the date is valid, regardless
of whether or not it is reasonable. For example, a student date of birth
of 19980228 will pass this domain-level edit, although clearly 1998 is
not a reasonable birth date for a current student. That record-level
error will be picked up later when NSLDS processes your Submittal file.

You should note that a date field with all zeros will pass the domain
edit, but it may err in the Load Process if a date is required.

#### Missing Identifiers

Identifier errors occur when one or more loan or student identifier
fields are left unpopulated. Examples of identifier errors are Loan Type
with spaces or Date of Student's Birth with zeros. These create a loan
record with an invalid format. Identifier errors can occur when there is
data missing from your database or when your extract process is not
working properly. It is essential you review the cause of this error so
it does not continue to occur.

#### Missing New Identifiers

New Identifier errors occur when one or more of the new identifier
fields are populated by valid data, but the remaining new identifier
fields are not. This occurs if you try to perform an identifier change
but fail to fill in all of the new identifiers. New identifier errors
indicate an identifier change process that is not working properly, so
it is essential you review the cause of the error.

### Record-Level Errors

NSLDS first checks for record-level errors as part of the Load Process.
Individual loan records that contain record-level errors are not loaded
onto the database and are, instead, written to the Load Process Error
report. You can then use that report to correct your database or extract
procedure before extracting the records again the following
month.![](media/image7.wmf){width="0.48680555555555555in"
height="0.48680555555555555in"}

There are two types of record-level errors:

1.  Duplicate Records

2.  Reasonability Errors

#### Duplicate Records

If two Detail records in the same Submittal file have the same loan
identifiers, NSLDS rejects them both because it has no way of telling
which is correct. Remedy problems with duplicate records by removing
duplicates from your database or by checking your extract process for
any step that may be creating duplicate records even though they don't
exist in your database. The Loan identifier that DataPrep allows you to
assign to individual loans can help you track duplicate records and
identify their cause.

#### Reasonability Errors

Reasonability errors result from data that doesn't make logical sense.
To correct these errors you must correct the information in your
database. When you next run Extract Validation, the Submittal file
produced by DataPrep should contain the corrected data. Once that data
has passed the edits, NSLDS updates its database to reflect the
corrected, and reasonable, data.

The following are two examples of Reasonability Errors:

1.  **Loan Type equals SL (Federal Supplemental Loan for Students). Date
    of Guaranty submitted equals 19970120 (January 20, 1997)**---This is
    not reasonable since the Federal SLS program did not exist in 1997.

2.  **Date of Guaranty equals 19950905. Date of Student's Birth
    submitted for student equals 19910713**---A student cannot have
    received a Stafford loan at age four. Correct the information in
    your database as needed. (Date of Student's Birth must be at least
    12 years before Date of Guaranty.)

Reasonability errors usually require that you make changes to the
respective field(s) in your database before your next extract.

> For example, the Load Process Error report might contain a record with
> the typographical error 20960125 (January 25, 2096) in the Date of
> Guaranty field instead of the correct 19960125 (January 25, 1996).
> NSLDS would reject this date as being in the future. In your next
> Submittal file, you must resubmit the record that contained the error
> with a valid Date of Guaranty.

However, they can also require changes to your extract process.

> For example, you might extract a record with a valid Cancellation Date
> but a Cancellation Amount of zeros, even though the correct
> Cancellation Amount is in your database. Although the Cancellation
> Date is valid, it will err out of NSLDS because the record that
> contains it fails the companion field edit on Cancellation Amount. To
> fix this error, you must change your extract process so it extracts
> Cancellation Amount along with Cancellation Date.

### Load-Level Errors

Load-level errors occur when records in your Submittal file contain data
that conflicts with data already in NSLDS. When there is a load-level
error, the entire record is rejected. NSLDS checks for load-level errors
during the Load Process and writes records that contain them to the Load
Process Error report.

To correct load-level errors, you must correct the information in your
database before you create your next Submittal file. Normally, you must
resubmit corrected data in Detail records. However, if you need to
change historical (rather than current data) in NSLDS, you must resubmit
corrected data in a PPC record.

There are four types of load-level errors:

1.  Identifier Conflicts

2.  GA ID Code Errors

3.  Invalid Codes Errors

4.  Date Sequence Errors

#### Identifier Conflicts

Identifier conflicts occur when a new loan record is submitted for a
Student's SSN already on the NSLDS database, but a student match cannot
be made based on the Identifier Match Criteria (Section 9.4.1). This
kind of error can be caused by a number of factors: typos, a student
reporting two different first names to two different data providers,
(for example, a student who uses a middle name as a first name), two
different students mistakenly using the same SSN, or even fraud.
Regardless of the reason for the conflict, you must resolve the conflict
for the record to load successfully onto NSLDS.

Loan records erring due to identifier conflicts should be compared with
the data the record erred against in the Load Process. The Load Process
Error report will show the conflicting identifiers and the data provider
that supplied them. You should check to see what the conflict is and if
it results from something that should be corrected on your database.

If it appears your data is accurate but it conflicts with data from
another data provider anyway, you'll have to contact the other provider
and resolve the conflict before NSLDS can be updated. You can find
contact information for the other data provider on the Organization
Contact page of the NSLDS website *(www.nsldsfap.ed.gov).* When you
contact the other data provider(s), you might have to compare your data
for the student with theirs to determine which is correct. To correct
name or DOB information on NSLDS, use the identifier change process
described in Section 6.5.2.

#### GA ID Errors

NSLDS reviews original and current guaranty agency codes in the records
you submit against the most current ED data. If the GA ID code on a
record does not exist in the NSLDS database, NSLDS rejects the record
and does not update the database.

#### Invalid Codes

NSLDS reviews all code fields to ensure that the codes they contain are
acceptable to NSLDS. See Appendix B for complete lists of the following
codes:![](media/image7.wmf){width="0.48680555555555555in"
height="0.48680555555555555in"}

-   Academic Level

-   Claim Reason

-   Deferment Type

-   Deferment Type Usage

-   Enrollment Status

-   Detail and PPC Record Errors

-   Guaranty Agency

-   Interest Rate Type

-   Loan Status

-   Loan Type

-   Reinsurance Reimbursement Rate

-   State

#### Date Sequence Edits

In addition to storing the current values for the individual fields that
make up a loan record, NSLDS also stores historical (or past) values for
selected fields. Often, those historical values are stored as part of an
event. This is because changes to some fields are only meaningful if
they are accompanied by a change to another field or fields. For
example, a new Date of Loan Status is only meaningful if it is
accompanied by a new Code for Loan Status. Together they constitute a
Loan Status event. While you can update historical values, *you cannot
change either current or historical values so that you change the
chronological order of events stored in
history.*![](media/image7.wmf){width="0.38680555555555557in"
height="0.38680555555555557in"}

Therefore, NSLDS reviews records you submit against current and
historical values already stored on NSLDS for the same record to ensure
that any date changes do not alter the sequence of events. If they do,
NSLDS writes the record to the Load Process Error file and does not
update the database with it.

If a record you submit is rejected by NSLDS because it causes a date
sequence error, first check that the data you have submitted is correct.
If it is, you must submit a PPC record to update the historical data
already on NSLDS that is making your record cause a date sequence error.

For more detailed discussions of how NSLDS stores history and of how to
update historical data using PPC records, see Section 6.6.

# Final Thoughts

We hope this Data Provider Instructions manual has helped you learn how
DataPrep functions. We also hope its description of how DataPrep
interacts with NSLDS gives you a useful overview of the entire NSLDS
update process.

If you have any questions, use the full-featured Help system. The Help
system documents all DataPrep's functions and includes material not
contained in this manual. It is your best source for detailed
information about specific DataPrep functions.

If you still have questions about using DataPrep or about the NSLDS
update process, please call the CC at **(800) 999-8219** between the
hours of 8 a.m. and 9 p.m. Eastern Time, weekdays except Federal
holidays.

In addition, if you have any suggestions about how this manual can be
improved, please call the CC and let them know.