# Presentation: 780514

## Session # C-16

**CPS Process, Data Matches and Processing Changes**
**Ginger Klock, U.S. Department of Education**
**Teri Hunt, Macro International**

## Session Objectives

**Session Objectives**

- Inform how the CPS generates processing codes and selects records for rejects and verification
- Provide reason for Data Matches and assist with resolving “C” Code issues
- Discuss processing changes for 2009-10

## Agenda

**Agenda**

- CPS Processing
-  Edits
-  EFC Calculation
-  Verification Selection
-  Data Matches
- CPS Matches
- Social Security Administration (SSA)
- Department of Homeland Security (DHS)
- Selective Service (SS)
- Veterans Affairs (VA)
- National Student Loan Data System (NSLDS)
- Processing Results

## The CPS	

**The CPS****	**

- Receives data
- Processes data
- Calculates EFC
- Disseminates data to students, schools and other agencies

## Options for submitting FAFSA data

**Options for submitting FAFSA data**

- Web Applications and Corrections (English & Spanish)
- Paper Applications and Corrections (English & Spanish)
- Schools and Third Party Servicers Applications and Corrections using FAA Access on the Web or EDconnect and SAIG

## Initial Receipt and Editing

**Initial Receipt and Editing**

- Ensures data and files are valid according to the specifications
- Checks for field length and valid values
- Pulls forward and converts previous cycle data for Renewal Applications

## Processing Edits

**Processing Edits**

- Substantive edits on application data to determine if EFC can be calculated
- Edit for basic eligibility requirements (name, date of birth, citizenship, drug offense conviction, dependency status)
- Edit for validity and consistency of financial data

## Assumption Edits

**Assumption Edits**

- Assume a logical response for missing or incorrect data based on comparison with other responses provided by the applicant
- Assumed values are used in calculating the EFC
- Data is identified as assumed for both the student and the FAA
- Some assumptions can be overridden by the student or an FAA

## Reject Edits

**Reject Edits**

- Missing or significant conflict in key information, and a logical assumption cannot be made
- An EFC is not calculated
- Fields are highlighted and SAR comments are provided
- A correction is required

## Types of Rejects

**Types of Rejects**

- Alpha reject codes -- are verifiable
- verify the questionable data by
-   re-entering the same value, or
- can correct it to a different value
- Numeric reject codes-- are not verifiable –
-  the questioned data must be
-        changed or provided
- Most alpha rejects and a few numeric rejects can be overridden by an FAA

## Warning Edits

**Warning Edits**

- Data is questionable  or contradicting but not severe enough to be rejected
- Includes cross year edits
- EFC is calculated
- Fields are highlighted and
- SAR comments are provided

## EFC Calculation

**EFC Calculation**

- Performed for non-rejected and signature only rejected records
- Calculate primary and secondary EFC if SNT is met and asset information is provided
- Calculate eleven alternate EFCs for programs of less than and greater than nine months

## Verification Selection

**Verification Selection**

- Records with EFCs or rejected for missing signatures only
- Goal is to select 30% of all applicants
- 100 targeted criteria used - each with an associated score
- Total score used to determine if record will be selected
- Only Pell-eligible applicants are selected, except for random selection

## Data Matches

**Data Matches**

- Social Security Administration (SSA)
- Department of Homeland Security (DHS)
- Selective Service (SS)
- Veterans Affairs (VA)
- National Student Loan Data System (NSLDS)

## Paper FAFSA (IDC)

**Paper FAFSA (IDC)**

**Social**
**Security**
**Admin.**

**Veterans**
** ****Affairs**

**NSLDS**

**COD**

**FSAIC**

**EDE Destinations (Schools, States and Servicers)**

**FAFSA on the  Web Products/ **
**FAA Access**

**SAIG**

**Internet**

**CPS**

**Dept of**
** ****Homeland **
**Security**

**Selective**
**Service**

**Social Security Admin**

## What are Data Matches and why do we have them? 

**What are Data Matches and why do we have them? **

- We match CPS data with other databases to confirm an applicant’s eligibility for Title IV student aid
- Mandated by Legislation
-  Partner with other government
-   agencies for information
-  Trading Partner Agreements
-  Memorandums of Understanding
-  Approvals at the cabinet level

## Social Security Administration (SSA)

- To verify the SSN of the applicant and parent(s).
- Section 484(p) of HEA and section 668.36 of the regulations require a match with the Social Security Administration (SSA) to confirm the social security number of the applicant (and the parent(s) of a dependent applicant).

## Student SSN is invalid or belongs to a deceased individual 

**Student SSN is invalid or belongs to a deceased individual **

- CPS Reject 18 or 8, No EFC calculated
- If SSN is correct
- Student contacts SSA
- Then reaffirm SSN on SAR
- If SSN is NOT correct
- Correct SSN on SAR
- Can re-file with the Correct SSN

## SSA does not confirm Name or DOB for Student

**SSA does not confirm Name or DOB for Student**

- CPS Reject R or D, No EFC calculated
- If Name/DOB is correct
- Student contact SSA
- Reaffirm Name/DOB on SAR
- SSA still does not confirm
- CPS reject suppressed
- “C” code, resolution required
- Documentation required
- If Name/DOB is not correct
-  Correct Name/DOB on SAR

## SSN mismatch for Parents

**SSN mismatch for Parents**

- Non-verifiable CPS reject
-  for invalid SSN and other parent does not have match flag 4
-   (Reject 6 or 7)
-  if unable to conduct match for at
-    least one parent (Reject 9)
-  Resolution: Appropriate data
-     elements for at least one parent
-     must be corrected

## Parent Name or DOB mismatch

**Parent Name or DOB mismatch**

- Verifiable CPS Reject if other parent does not have match flag 4
-  Mother (Reject F or T)
-  Father (Reject E or S)
- Resolution: Correct or reaffirm
-  no further resolution for reaffirm
- No “C” codes for parents
- Parents encouraged to contact SSA to resolve discrepancies

** **

**Department of Homeland **
**Security (DHS)**

- To verify claim of eligible non-citizen status for any applicant who responds ‘Yes’ to the eligible non-citizen question and provides an Alien Registration Number.
- Sections 484(g) of HEA and 668.33 of the regulations provide that an applicant must be either a citizen or eligible non-citizen. Subpart I of the regulations prescribe the DHS matching process.

## No Resolution Required 	

**No Resolution Required**** ****	**

- “Y” flag in the DHS Match Flag
- ISIR field 311
- 				**or**
- “Y” flag in the Secondary DHS Match Flag
- ISIR field 312

## DHS Results that generate the “C” Code

**DHS Results that generate the “****C” Code**

- Resolution Required – Do manual Secondary Confirmation (G-845)
-  When Secondary DHS Match Flag is:
-  “P” - wait 10 days
-  “C” - wait 10 days
-  “X” - don’t wait
-  “N” - don’t wait
-  Must have supporting documentation

## Where do I get a G-845 Form and where do I send it?

**Where do I get a G-845 Form and where do I send it?**

- IFAP, Electronic Announcement, entitled, “Summary: Update on USCIS Field Offices for Submission of Immigration Status/Document Verification Request, G-845-New Field Office for Schools".

## Helpful tips for completing the G-845

**Helpful tips for completing the G-845**

- Be sure to provide:
- DHS Verification Number in #5 (ISIR Field 314)
- Add student SSN in item #8 in “Other”
- “Submitting Agency” is YOU, the school
- Supporting documentation needed

- MATCH FLAGS
-     SSN Match Flag: 4             Selective service Registration Flag:             Selective Service Match: Y
-     DHS Match Flag; N            **DHS Verification #:  123456789012345**      SSA Citizenship Code:
-     DHS Sec. Conf. Flag: X      VA Match Flag: 1		     FSSN Match Flag: 4
-     NSLDS Match Flag: 1         NSLDS Database Results Flag: 4	     MSSN Match Flag: 4

## DHS does not respond to the G-845 submission

**DHS does not respond to the G-845 submission**

- After 15 days, school may disburse funds
-  Must have supporting
-    documentation
- See FSA Handbook
-  Volume 1, Chapter 2

## Applicant corrects to “citizen” but SSA Citizenship Match does not confirm

**Applicant corrects to “citizen” but SSA Citizenship Match does not confirm**

- Resolution Required - “C” code for SSA Citizenship Match – ISIR Field 234 = *, B, C, D, E, or F
- Collect documentation showing proof of citizenship such as birth certificate or passport

## Selective Service (SS)

- To verify that males between the ages of 18 and 25 are registered with SS
- Section 484(n) of the HEA and 668.37 of the regulations requires a match with the Selective Service System (SSS) to ensure that applicants who are required to be registered with Selective Service are registered.

## Selective Service Match Flag is N (not registered)

**Selective Service Match Flag is N (not registered)**

- ISIR Field 322 = N, “C” Code, Resolution Required
- Disburse ONLY if you have documentation of Registration Acknowledgement or letter of registration from Selective Service _OR_ if the applicant qualifies for a waiver or exemption.

## Veterans Affairs Match (VA)

- To verify claim of veteran status for dependency purposes.
- Sections 480(c) and 480(d) of the HEA provides that if an applicant is a veteran of the U.S. Armed Forces, he or she is considered to be independent.

## VA does not confirm claim of Veteran

**VA does not confirm claim of Veteran**

- Processed as an Independent Student
- If only reason applicant is an Independent
- “C” code, resolution required, ISIR   Field 327 = 2 or 3
- Collect documentation
- If no supporting documentation, make a correction to SAR to change response to VA question 52

## Student responds “Yes” to Active Duty, but not to Veteran

**Student responds “Yes” to Active Duty, but not to Veteran**

- Processed as Independent Student
- Match is not done with with VA
- If response to Veteran is “Yes” and VA does not confirm, still processed as Independent because of claim of Active Duty in question 51
- No Resolution Required

## NSLDS Match

- To monitor defaults, overpayments, loan maximums, Pell Grant awards, etc.
-  Internal/FSA database

## NSLDS information that causes the “C” code

**NSLDS information that causes the “C” code**

- FSEOG, Perkins or Grants in Fraud or in Overpayment
- Defaulted Loans
- Bankrupt Loans
- Discharged Loans
- Close to or Exceeding Loan Limits
- Identifier Mismatch

## Must the “C” code for NSLDS Match Results be eliminated before disbursing funds?

**Must the “C” code for NSLDS Match Results be eliminated before disbursing funds?**

- Timing of updates to NSLDS
- Never pay on a “C” code without appropriate documentation

## For More on NSLDS

**For More on NSLDS**

- NSLDS Sessions
- #19 NSLDS Update
- #18 NSLDS Enrollment Reporting
- #17 NSLDS Aggregates
- #20 NSLDS Website Hands-on
- FSA Handbook: Volume 1, Chapter 3
- ISIR Guide: NSLDS Financial Aid History and Appendices B and C
- www.nsldsfap.ed.gov

## Department of Justice (DOJ)

- To identify applicants who are debarred from Title IV funds because of drug conviction.
- Section 5301 of the Anti-Drug Abuse Act of 1988 prescribes that _a court may decide_ to debar an individual convicted of a drug related offense to not be eligible to receive federal benefits until the time the period of debarment expires.

## Applicant is on DOJ’s Drug Abuse Hold File

**Applicant is on DOJ’s Drug Abuse Hold File**

- CPS Reject 19, No EFC calculated
- DOJ refers records to FSA
- Debarment Expiration Date
- Student works with Parole Officer and the courts
- If removed from the hold file, a new ISIR not automatic
-  FSA: 202-377-3385

## FAFSA Drug Question 23 is NOT part of the DOJ Hold File

**FAFSA Drug Question 23 is NOT part of the DOJ Hold File**

- However,
-  Question 23 cannot be
-     left blank
-  Must make correction
-  Must eliminate “C” code
-    before disbursing funds

## Processing Changesfor 2009-2010

## Special Circumstances

**Special Circumstances**

-  Allow dependent student to
-    submit application electronically
-    without parental data
- For applicants who cannot provide parental data
- Could submit on paper in the past by leaving questions blank
- Now CPS allows them to submit on the Web

## Student submits application without Parental data

**Student submits application without Parental data**

- Student is presented with a series of prescreening Web pages and questions
- With detailed guidance
- List of limited set of conditions that meet Special Circumstances criteria

## Student is told about the process

**Student is told about the process**

- Student is informed they will **NOT **receive an EFC
- Student is advised to contact their financial aid office
- Student is urged to gather and provide all relevant written evidence of his or her situation

## Other information provided to the student

**Other information provided to the student**

- Financial aid office is **NOT **required to approve their request
- Decision of school is final
- Student cannot appeal to the U.S. Department of Education

## ISIR will have a new Special    Circumstances Flag

**ISIR will have a new Special ****   Circumstances Flag**

- ISIR Field 164 = “1” (without   parental data)
- Comment Code - 295
- CPS Rejects, no EFC calculated
- Reject 2  = incomplete application
- Reject 15 = no parent signature
- Special Circumstances warning will alert FAA online that parental data questions are blank

**Notes:**
295 -- You did not report information about your parents on your FAFSA.  You indicated you have special                    0000295 circumstances, and therefore you must contact your Financial Aid Administrator before your eligibility for federal student aid can be determined.                                                                                 
296 -- This SAR reflects the parental data that you have added to your FAFSA. 

## ISIR will have a new Special    Circumstances Flag

**ISIR will have a new Special    Circumstances Flag**

- ISIR Field 164 = “2” (with parental data added)
- Comment Code – 296
- CPS processes as usual

## Student Responsibility

**Student Responsibility**

- Student must provide documentation to school demonstrating independent status;  **or**
- Student submits correction to add parental data

## School Responsibility

**School Responsibility**

-  School should
- Collect documentation substantiating the condition
- Determine if it meets the school policy for dependency override
- Submit correction with dependency override set  **or**
- Inform student to submit correction to provide parental data

## Dependency Override without Special Circumstances Flag

**Dependency Override without Special Circumstances Flag**

-  Schools can still do dependency
-    override as usual
-  Student does not have to
-    request special circumstances on
-    the FAFSA
-  Appropriate procedure and documentation still required

## Dependency Override performed by another school

**Dependency Override performed by another school**

- FAA can now use a dependency override performed by another institution
- On transactions screen, dependency override indicator will appear next to the transaction that has a dependency override on it
- School code for school that performed the dependency override will also appear

## Dependency Override on FAA Access

**Dependency Override on FAA Access**

**Will appear here**

## Dependency Override Process

**Dependency Override Process**

- Other school codes are still  eliminated from that transaction
- Student can add other school code(s) to a subsequent transaction with dependency override on it
- To retrieve this dependency override for your school you must have the  student’s DRN

## FAFSA Worksheet Data Elements

## Revised Worksheet Data Collection on FAFSA

**Revised Worksheet Data Collection on FAFSA**

- Eliminated Worksheet A and its data elements
- Renamed Worksheets B and C and incorporated those individual data elements into the FAFSA Form
- Untaxed Income (Previously Worksheet B)
- Additional Financial Information (Previously Worksheet C)
- CPS will use the Total of the data elements to calculate the EFC

**Notes:**
Revised Worksheet Data Collection and Reordered Questions 
The substantial changes to the FAFSA required by the CCRAA provided a timely opportunity for Federal Student Aid to review the order of application questions and address other form issues.
For example, the CCRAA mandated that we no longer collect untaxed income information in Worksheet A.  As a result, we deleted Worksheet A.  We renamed the remaining worksheets.  Worksheet B is now “Untaxed Income” and Worksheet C is now “Additional Financial Information.”  In addition, we expanded the method of collecting the remaining worksheet data to make the verification process easier for FAAs.  We now collect the individual worksheet fields and not a total for the field; the calculation of the total values for “Additional Financial Information” and “Untaxed Income” is now performed by the CPS. 

## Revised Worksheet Data Collection

**Revised Worksheet Data Collection**

- Individual data elements will appear on the ISIR
- The Total will also appear on the ISIR separately
- Untaxed Income Total Calculated by
-    CPS – ISIR Fields 213/215
- Additional Financial Information Total Calculated by CPS – ISIR Fields 212 /214

## Revised Worksheet Data Collection

**Revised Worksheet Data Collection**

- Correction entry will display the "worksheet" total with a button to access a separate page with the individual data elements
- Individual data elements are correctable and affect the Total

## Incomplete Web Application Notification

**Incomplete Web Application Notification**

## Saved but incomplete FAFSA

**Saved but incomplete FAFSA**

-  On the Web
- Applicant begins application process
- Saves the application
- Does not return to complete and submit

## CPS sends a reminder email

**CPS sends a reminder email**

- To student and parents
- After 7 days and 14 days
- In the language they applied in
- If no email or invalid email  address, will send a paper reminder (student only)

## References

**References**

- On IFAP:
- The 2009-10 ISIR Guide
- Process Guides
- Federal Student Aid Handbook
- Electronic Announcements
- www.nsldsfap.ed.gov

## Contact Information

**Contact Information**

- If you have additional questions or issues on Data Matches or CPS Processing Results
- Phone: 1-800-433-7327
- Email:  ifap@ed.gov

## Questions ??