# Presentation: 385659

##   Postsecondary Education Participants System Training Guide

September 2006                                                         Volume I

(Visit our webpage @ www.ed.gov/offices/OSFAP/PEPS)                                                                              

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***September 2006                                                         Volume I***
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**(Visit our webpage @ www.ed.gov/offices/OSFAP/PEPS)*****                                                                              ***

## INDEX - Volume I

- 						             Page
**Logon to PEPS**				4
**Changing Your Password**			5
- User ID Lockout				6
- Expiring Passwords				7
**Detailed School Reports**			11
**Weekly Institutional Update Reports**		21
**School Profile**:
- Tool Bar Features				31
- Header Block Features			46
- School Information				52
- Comments					54
- Experimental Sites				59
- Other Addresses				62
- Quality Assurance Program			64
- EAPP Info Box				66

## INDEX - Volume I (Continued)

- 						             Page
- Location Information				75
- Accreditation				87
- State Authorization				90
- Owner					93
- Other School/Third Party Servicer Owned	100
- Officials and Directors			102
- School Vocational Program			106

## Logon to PEPS - Enter your Username, Password and Database as illustrated below.  Select the “OK” button when completed.

## Changing your Password – PEPS Database Passwords expire, requiring a new password be created utilizing a combination of numbers, letters and symbols.  Passwords will lock if a user attempts 3 failed logons.  The following rules apply to PEPS Database Passwords:NEW USER’S – New User passwords expire with the first logon.CURRENT USER’S – Current User passwords expire every 90 days.PASSWORD RULES – All passwords must be 8 to 14 characters long consisting of numbers (0 1 2 3 thru 9), letters (a thru z) and symbols (all except @ and “).  Passwords cannot be repeated until after the 12th password change.USER ID LOCKOUT – User IDs lock the user out after 3 failed attempts at logon. User IDs  automatically unlock after 30 minutes.USER ID/PASSWORD ASSISTANCE – To Unlock a PEPS Database User ID and/or Reset a PEPS Database Password, please email/contact all of the following:	Nita Washington	nita.washington@ed.gov	202-377-4316	Randy Mongold	randy.mongold@ed.gov	202-377-4320

## USER ID LOCKOUT – The following error message displays when a user makes 3 failed attempts to logon to the PEPS Database.  User IDs automatically unlock after 30 minutes, however, you may contact one or all of the PEPS staff members listed on the previous page to have your PEPS Database User ID unlocked before the system execution occurs.

## Expiring Password – As mentioned, PEPS passwords expire every 90 days. When your PEPS Database Password expires, the following message displays and requires your immediate attention.  You must select the “OK” button to continue.

## The ‘Changing Password’ screen will display.  Enter your current password in the “Old Password” field, and then enter your new password in the “New Password” field following the rules listed on Page 5.  Lastly, re-enter your ‘new password’ again in the “Retype New Password” field.  Select the “OK” button to continue.

## If the “New Password” and “Retype New Password” do not match, the error message displayed below will alert you to the discrepancy.  Select the “OK” button to redisplay the “Changing Password... ” dialogue box and carefully enter the “New Password” and “Retype New Password” data again.

## Welcome to PEPS(Postsecondary Education Participants System)Illustrated below is the PEPS’ Main Page.  It contains the system’s ‘main menu’ bar: ‘File’, ’Edit’, ‘School’,‘Options’, ‘More’ and ‘Window’.  The ‘main menu’ is present on all system update screens primarily for navigational purposes.  Unique to this screen only, are PEPS’ current version number and disclaimer.  Please take a moment to read it. 

## Detailed School Reports - These reports provide summary data of schools under the U.S. Department of Education’s, Federal Student Aid, Program Compliance, School Eligibility Channel, School Participation Management Division oversight.  From the PEPS main menu, select “Options”.  From within the first drop down box, select “Reports”.  Then from the second drop down box,  select “Detailed School Reports”.   

## To the right of the “Report Name” data field, click on the ‘question mark’ (?) button to retrieve the list of seven (7) reports currently utilized by Program Compliance staff to retrieve detailed  institutional data.

## The “Reports” LOV (list of values) box displays the: “School Catalogue Report” -  contains an overview of data for a particular school; “Detailed School” -  contains both eligibility and certification data; “Detailed School Sect. 2 ARB” -  contains Audit data; “Detailed School Sect. 3 Surety” -  contains Surety data; “Detailed School Sect. 4 Financial Statement” -  contains Financial Statement data; “Detailed School Sect. 5 IRB” - contains U.S. Department of Education conducted Program Review data; and “Detailed School Sect. 6 MIS” - contains ED Management Improvement Service data.

## For a quick review on how to access, generate and view a report from this list, select “School Catalogue Report”.  Once highlighted, you may either double-click on it or select the “OK” button.  Either action will dismiss the “Reports” box and re-display the “Detailed School Reports” screen.  (Note:  The “Find” button has no functionality in this process.) 

## Within the ‘Parameter List’ section of the screen, enter “023410” in the ‘OPE ID’ field.  Notice the school’s name populates the the field to the right (i.e. Capps College).  Select the “Preview” button to generate the report.  A “Report Progress”  pop-up box briefly appears and quickly disappears, yielding the “Previewer” screen.  (NOTE:  The “OK” button is used only to return to the PEPS main page; to terminate this process.) 

## The results of the “School Catalogue Report” request for ‘OPE ID : 02341000, Capps College’, will display as ‘Report ID: PEPSR319’.  You may view the report on-line, page by page via the ‘forward arrow’ icon(s) on the tool bar, or select the “Print” icon to send a copy of the report to your local printer.  Another option may be to save the report as a file to your personal computer for future use.

## You may also choose to save this report to your Desktop/PC files.  From the “Previewer” screen’s main menu select “File”,  and then from the first drop down box select “Generate to File”.  Lastly, slide the cursor to the right into the second drop down box and select the PDF format in which to save the report as (NOTE:  PEPS technology only supports the PDF feature provided within this drop down).

## With the format PDF selected populate the ‘Save as type’ field of the “Save” dialogue box.  You will need to determine: 1.) the location/‘Directory ’ to ‘Save in’ (i.e. ‘pepsdata’), and  2.) a ‘File Name’ with which to recall the report  (i.e. ‘PEPSR319.pdf’).  Once these data entries/options are complete, select the “Save” button.

## Once the report has been successfully saved,  a “Report Progress” pop-up box will appear, followed by a re-display of the report.  Select the “Red X ” icon from the tool bar to close the report and return you to the “Detailed School Reports” screen.

## Back on the “Detailed School Reports” screen, you may perform the same steps to generate any of the other reports.  Remember to obtain the list via the “?” button on this screen.  Select the ”OK” button to exit.

## Weekly Institutional Update Reports - There are the nine (9) weekly status reports are utilized by the School Eligibility Channel staff and are posted weekly to the PEPS Web Page (www.ed.gov/offices/OSFAP/PEPS/downloadfiles/statusreports/weeklystats.html).  To access them, select “Options” from the PEPS main menu, then from the first drop down box choose “Reports”.  Lastly from the second drop down box,  select “Weekly Institutional Update Reports”.

## A ‘system default’ places a ‘check mark’ (i.e. automatically selected) to all nine reports, and select ‘1’ as the ‘default’ quantity for the number of copies.  You may deselect any report(s) that you do not want to run (I.e. click in the check box to remove the check mark), and you may increase the number of copies (i.e. delete the ‘1’ and type in the quantity you want).

## All weekly reports retrieve data for one week only.  It is important to remember that the ‘From’ date must be a Saturday (i.e. the system does not recognize the entry of  a ‘From’ date that does not equal a Saturday date).  In the “From” date field enter the following date: “07/08/2006” and observe that the system automatically calculates the “To” date.  Select the report you wish to run (the example below selects the “Newly Approved Schools Report” only).  Select the “Print” button.

## The ‘Report Progress’ pop-up box displays the initialization of the requested ‘Newly Approved Schools Report’.  Once the ‘criteria gathering and formatting’ are complete, the yield will be:  “all newly approved schools between July 8, 2006 and July 15, 2006” (as requested).  The results will display in a standard ‘can’ (system) report format.

## Once the report is completely formatted, the system will display the report as ‘Report ID:  PEPRS600’ as illustrated below.  Select the first icon on the tool bar or the “Print” icon,  to send a copy of this report to your local printer.

## Should you choose to save this report to your Desktop, select “File” (the first options on the “Previewer” screen’s menu).  Next, from the first drop down box select “Generate to File”. Lastly, slide the cursor to the right into the second drop down box and select the PDF format in which to save the report as (NOTE:  PEPS technology only supports the PDF feature provided within this drop down). 

## Once you have selected the format (‘Save as type’) you desire, the screen will request you to select the location (‘Save in’) and the file name (‘File name’) you wish to store the report as.  Once you have completed these options, select the “Save” button.

## Once the report has been successfully saved to your Desktop, the report will re-display on your screen.  Select the “Red X ” icon to close the report and exit the “Previewer” screen.

## The “Weekly Institutional Update Reports” screen will re-display.  You may perform the same steps to generate any of the other reports listed on this screen (Pepsd655).  Select the “Cancel” button to exit to the screen.

## School Profile - School Information - From the main menu bar select “School”, from the first drop down box select “School Profile”, from the second drop down box select “School Information”, and from the third drop down box select “School Information Detail”.

## The PEPS’ “Tool Bar” is present across the top of all screens, in every module.  You will use many of its icons to navigate and perform various functions throughout PEPS.  Resting the cursor on an icon on the tool bar will cause a “Bubble” (‘help-box’) to display.  The ‘bubble’ assists you by identifying the actual function that will be performed by the selection of that icon.

## Farthest left on the tool bar is the “EXIT” icon.  When selected, this red, ‘door’ image icon allows you to leave or close the current screen displayed.

## The “PRINT SCREEN” icon is used to capture a screen image as hard-copy (i.e. printed copy) to a selected printer.

## The “FILE EXTRACT” icon will create a data extract from an online query that can be downloaded through a conversion process and viewed in Microsoft Excel or any other application of your choice.

## The “red ‘up/down’ arrow” image or “LIST” icon, is used to return you to (i.e. re-display) the listing of ‘OPE ID’ numbers that matched the search criteria of the query you last performed.

## The “FIND” icon is used to execute a query.  Appearing as a ‘magnifying glass in front a white rectangle’ image, the “FIND” icon initiates the search for requested ‘OPE ID’ numbers and specific data related to ‘on-line’ queries (to be discussed in detail in Volume V of this series).

## The “ENTER QUERY/SHOW LAST” icon performs several functions.  The first function (“enter query”) actually clears the screen of unwanted data within fields, so that you can begin entering query parameters.  The second feature of this icon is to ‘bring back’ or re-display previously entered query criteria, ( i.e. if you have just performed a query within a module and have remained in the module, this icon will “show your last” search criteria within the ‘Query/Where’ pop-up box.).

## The “SWITCH BLOCKS/CANCEL QUERY” icon also has two functions.  The ‘Switch Blocks’ option is used to move (i.e. switch) the cursor from the ‘Header Block’ to the ‘Lower Block’ while in ‘query mode’.  More detail about these two (2) distinct areas of the screen on page 46 of this volume. The second, ‘Cancel Query’ option is used to terminate (i.e. cancel) a query that is in process.  

## The “QUERY COUNT” icon is used to retrieve a total or the sum number of records associated with a query, rather than an actual listing of the records that matched the query.  Selecting this icon will display a dialogue bow with only the total of the query’s results.  This method is helpful when only a quantity is needed; not the actual records, or to determine if your query parameters are correct.  

## The “CLEAR RECORD” icon is used to remove all data from the current screen’s data fields.  This icon clears a screen while in either ‘query’ or ‘insert’ mode(s).

## The “EDIT” icon provides a ‘full-screen’ view of all the data residing in a standard ‘comment/note’ field where its compressed margins restrict visibility and/or readability of a complete sentence and/or entire paragraph.  Hence, when this icon is engaged, the entire contents of the field is displayed in an ‘edit box’ that can be easily read and/or printed if desired.

## The “COMMENTS” icon is used to enter and display general and/or specific notes or comments within a structured “Forms” box.  These comments or notes are related to a particular ‘OPE ID’,  or group of schools.  Comments/notes can be viewed throughout all of PEPS for a given ‘OPE ID’ once it is retrieved and displayed on the screen.

## If the cursor is positioned anywhere in the ‘Header Block’ and the “DETAILS” icon is selected, the ‘Header Block’ data will display in a ‘full screen’ mode.  If data were present in the ‘Header Block’ below, we would have to continue to drag the scroll bar to the right in order to bring all fields to the far right of the ‘Header Block’ into view.  In essence, the  “DETAILS” icon is used to display ‘grid-format’ data (like ‘Header Block’ data) into ‘full-screen’ view (like ‘Lower Block’ data below).

## The “PREVIOUS PAGE” icon will return you back to the prior or last screen that you requested within a module.  System hint: you can tell the number of pages a module has; note immediately after the screen’s name (i.e. ‘School Information’),  the screen in the example below, has two (2) pages (i.e. ‘(Page 1 of 2)’).  Also, this icon will also take you to Page 1 of a module’s many screens even if you entered the module on Page 2, via an access ‘button’ within another module.  More on this functionality later.

## The “NEXT PAGE” icon will advance you ‘forward’ to all available screens of a ‘multi-screened’ module.  Note, as makes sense, neither of these icons (‘Previous Page’ or ‘Next Page’) are displayed in modules that have only one page (i.e. having only one screen).

## As discussed briefly before, the “Header Block”, located directly under the system’s tool bar, displays the selected school’s current data elements from many modules within PEPS, in a horizontal ‘scroll-bar’ format.  Additionally, all the data from the “Header Block” may also be viewed in a ‘full-screen’ mode, simply by using the “Details” icon.  This feature is available within all PEPS modules. With the cursor residing in any field within the “Header Block”,  select the “Details” icon at this time. 

## The “Header Block” data will display in ‘full screen’ mode on the “PEPS Query Detail” screen.  All the data that you would have to scroll to see if in a ‘grid format’, is now displayed in one view.  Select the “Exit” icon to return to the “School Information” screen.

## Beginning with the ‘OPE ID’, the next three (3) pages will list and briefly define all the data elements that populate the data fields of the “Header Block”. 

## OPE ID - Unique school identifier (i.e. Office of Postsecondary Education ID)
NAME – Official name of the school
ADDRESS – Actual physical location. First line: official address for the school
LINE 2 - Second line:  official address continued for the school, if applicable
CITY - City where school is located
ST - State where school is located
ZIP - Five digit zip code of the school
+4 - Four digit zip code extension of the school
PROVINCE - Province where a foreign school is located
COUNTRY - Country where a foreign school is located
FRGN MAIL CD - Mail code for a foreign school
COUNTY - County where domestic school is located (U.S. and Trust Territories)
REGION - Region where school is located
TEAM – School Participation Management oversight entity responsibility for the school
ELIG - Current U.S. Department of Education’s eligibility status of the school
DEFER - Current deferment status of the school
CERTIFIED - Current U.S. Department of Education’s Title IV certification status of the school (i.e. “full certification” or  “provisional certification” )

**NAME** – Official name of the school
**ADDRESS** – Actual physical location. First line: official address for the school
**LINE 2** - Second line:  official address continued for the school, if applicable
**CITY** - City where school is located
**ST** - State where school is located
**ZIP **- Five digit zip code of the school
**+4** - Four digit zip code extension of the school
**PROVINCE** - Province where a foreign school is located
**COUNTRY** - Country where a foreign school is located
**FRGN MAIL CD** - Mail code for a foreign school
**COUNTY** - County where domestic school is located (U.S. and Trust Territories)
**REGION** - Region where school is located
**TEAM** – School Participation Management oversight entity responsibility for the school
**ELIG** - Current U.S. Department of Education’s eligibility status of the school
**DEFER** - Current deferment status of the school
**CERTIFIED** - Current U.S. Department of Education’s Title IV certification status of the school (i.e. “full certification” or  “provisional certification” )

## INST. TYPE - Current institution type (i.e.: ‘private’, ‘proprietary’, or ‘public’)
PGM LENGTH - Current program length (i.e.: ‘Short Term’, ‘Graduate/Professional’, ‘Non-Degree (s)’, ‘Associate Degree’, ‘Bachelor Degree’, ‘Master’s or Doctor’s Degree’,  ‘Professional Certification’, ‘Undergraduate(Previous Degree Require)’, ‘Two Year Transfer’, etc.)
ACAD. CAL. - Current academic calendar (i.e.: ‘Clock Hours’, ‘Credit Hours’, ‘Other Hours’, ‘Quarter Hours’, ‘Semester Hours’, ‘Trimester Hours’, etc.)
ETHNICITY - Ethnicity denotation/description (i.e.: ‘Native American’, ‘Hispanic’, ‘HBCU’, or ‘Not reported’
PRI ACCRED - Current primary Accrediting agency that accredits the school
PELL CERT - Current PELL certification status
FFEL CERT - Current Federal Family Education Loan program certification status
FDSLP PARTIC - Current Federal Direct Student Loan Program certification status
CB CERT - Current Campus-Based certification status
ACTN - Current eligibility/certification action code (i.e.: ‘Approve New Elig/ProvCert’, ‘Approve New/In Sch Deferment Only’, ‘Reapprove...(s)’, ‘Reinstate...(s)’, ‘Loss of Elig’, ‘Deny New...(s)’ ‘Loss of Cert’, ‘Eligible as Funding Office Only’, etc.)
REASON - Current eligibility/certification reason code (i.e.:’Meets Requirements’, ‘Closure’, ‘Expired Title IV PPA’, ‘Volunteer Withdrawal from Title IV Program(s)’, ‘Correction’, ‘CIO’, etc.)
ACTION DT - Current action date associated with the action/reason codes
PPA SENT DT - Current Program Participation Agreement sent date
EXEC DT - Current Program Participation Agreement execution date
EXPIR DT - Current Program Participation Agreement expiration date

**PGM LENGTH** - Current program length (i.e.: ‘Short Term’, ‘Graduate/Professional’, ‘Non-Degree (s)’, ‘Associate Degree’, ‘Bachelor Degree’, ‘Master’s or Doctor’s Degree’,  ‘Professional Certification’, ‘Undergraduate(Previous Degree Require)’, ‘Two Year Transfer’, etc.)
**ACAD. CAL**. - Current academic calendar (i.e.: ‘Clock Hours’, ‘Credit Hours’, ‘Other Hours’, ‘Quarter Hours’, ‘Semester Hours’, ‘Trimester Hours’, etc.)
**ETHNICITY** - Ethnicity denotation/description (i.e.: ‘Native American’, ‘Hispanic’, ‘HBCU’, or ‘Not reported’
**PRI ACCRED** - Current primary Accrediting agency that accredits the school
**PELL CERT** - Current PELL certification status
**FFEL CERT** - Current Federal Family Education Loan program certification status
**FDSLP PARTIC** - Current Federal Direct Student Loan Program certification status
**CB CERT** - Current Campus-Based certification status
**ACTN** - Current eligibility/certification action code (i.e.: ‘Approve New Elig/ProvCert’, ‘Approve New/In Sch Deferment Only’, ‘Reapprove...(s)’, ‘Reinstate...(s)’, ‘Loss of Elig’, ‘Deny New...(s)’ ‘Loss of Cert’, ‘Eligible as Funding Office Only’, etc.)
**REASON** - Current eligibility/certification reason code (i.e.:’Meets Requirements’, ‘Closure’, ‘Expired Title IV PPA’, ‘Volunteer Withdrawal from Title IV Program(s)’, ‘Correction’, ‘CIO’, etc.)
**ACTION DT** - Current action date associated with the action/reason codes
**PPA SENT DT** - Current Program Participation Agreement sent date
**EXEC DT** - Current Program Participation Agreement execution date
**EXPIR DT** - Current Program Participation Agreement expiration date

## DUNS - Current Grantee Duns Number for the school
TIN - Current Tax Identification Number for the school
X-WALK ID TYPE - This field will allow users to query select types from the “OPE ID Crosswalk” module (i.e. PELL No., FFEL No., FDSLP No., etc)
ID - This field is associated with the X-WALKID TYPE field.  Users can use this field to query select numbers associated with a school (i.e. PELL No., FFEL No., FDSLP No., etc.)
COHORT YR - Cohort Default Rate Year (defaults to current default cycle)
RATE - Cohort Default Rate (defaults to current default cycle)
TYPE - Rate Type associated with the Cohort Default Rate (defaults to current default cycle)
CLOSURE DT - Date educational instruction ceased in all programs of study at a location (main or additional)
CIP – ‘Classification of Instructional Programs’ codes representing the programs offerings of the school.  Refer to the School Vocational Program (pepsi101) screen
ELIGIBILITY COMMENTS - Displays comments or notes entered by the School Participation Management Teams or by the school via its EAPP regarding any and all phases of  the school’s Title IV participation.

**TIN** - Current Tax Identification Number for the school
**X-WALK ID TYPE** - This field will allow users to query select types from the “OPE ID Crosswalk” module (i.e. PELL No., FFEL No., FDSLP No., etc)
**ID** - This field is associated with the X-WALKID TYPE field.  Users can use this field to query select numbers associated with a school (i.e. PELL No., FFEL No., FDSLP No., etc.)
**COHORT YR** - Cohort Default Rate Year (defaults to current default cycle)
**RATE **- Cohort Default Rate (defaults to current default cycle)
**TYPE **- Rate Type associated with the Cohort Default Rate (defaults to current default cycle)
**CLOSURE DT **- Date educational instruction ceased in all programs of study at a location (main or additional)
**CIP** – ‘Classification of Instructional Programs’ codes representing the programs offerings of the school.  Refer to the School Vocational Program (pepsi101) screen
**ELIGIBILITY COMMENTS** - Displays comments or notes entered by the School Participation Management Teams or by the school via its EAPP regarding any and all phases of  the school’s Title IV participation.

## On Page 1 of the “School Information” screen (Page 1 of 2), enter ‘009981’ in the ‘OPE ID’ field and select the “FIND” icon.

## The “Schools Matching Search Criteria” screen will display.  This pop-up will  only retrieve and display data pertaining to ‘Main’ (i.e. the main location of a school) schools.  Additional locations will not display on this screen.  Select the “OK” button to continue.

## Page 1 of the “School Information” screen will re-display with the school matching  ‘OPE ID: 00998100’ (i.e. Morgan Community College).  Notice the presence of  “<“ symbol to the right of the “Comment” icon on the tool bar.  This indicates that there are comments or notes recorded for Morgan Community College.  Select the “Comment” icon at this time.

## The “PEPS Comments” screen will display.  This screen contains comments from most modules within PEPS; a few exceptions being “Default Management” and “Direct Loans” modules.  Comments/notes are sorted with the most recent at the top and the oldest comment/note at the bottom.  Use the vertical scroll bar located on the right side of the screen, or place the cursor in any comment box, then use the keyboard ‘down arrow’ key of your keyboard to view all entries.

## Notice that the second comment (titled: ‘Debarment Check’) is larger than the data field display area.  An efficient and easy way to view the entire field’s content or all the text in its entirety, is to place your cursor in the field you wish to view, and select the “Edit” icon.

## A full screen view of the data field will display.  Dialogue boxes or ‘pop-up’ screens in PEPS such as this, may be printed by capturing the screen using the ‘Print Screen’ key on your keyboard and pasting the captured image into another application such as PowerPoint or Word;  simply a ‘cut-and-paste’ operation.  Select the “OK” or “Cancel” button to retire the “Notes” box.

## The “PEPS Comments” screen will display again.  Select the “Exit” icon to retire this screen and return to the school information data for Morgan Community College.

## Page 1 of the “School Information”  screen will reappear.  Select the “Experimental” button at this time.  A brief  narrative of the “Experimental Sites” initiative is provided on the next page.

## EXPERIMENTAL SITES - The Experimental Sites Initiative, implemented in the 1995-1996 award year, now has 8 experiments approved for selected colleges and universities to test alternative approaches in federal student aid administration.  Participants submit an annual report describing the results of the experiment which may help the U.S. Department of Education/Federal Student Aid to determine changes in regulatory and legislative proposals.  The annual reports are submitted through a recently developed online reporting tool that streamlines and simplifies the former paper data collection instrument.For additional information on Experimental Sites, please visit the website at https://experimentalsites.ed.gov or contact Warren Farr, at 202-377-4380 or email at warren.farr@ed.gov .

## The “Experimental Site” screen will display.  It lists ‘Experimental Type’, ‘Start’ and ‘End’ date data.  Select the “Exit” icon to continue.

## Page 1 of the “School Information” screen will reappear.  Select the “Other Addr” button at this time.

## The “Other Addresses” screen will display.  An institution can provide multiple   addresses on its application; a physical, local street address as well as an alternate address such as a ‘Mailing Address’.  This type of address is stored on this screen.  Select the “Exit” icon to continue.

## Page 1 of the “School Information” screen will reappear.  Note the “QA Begin” and “End” data fields in the lower right of the screen.  Institutions that are current or past ‘Quality Assurance’ (QA) participants will have one or both of these data fields filled.  A brief description of the QA Program is provided on the next page.

## QUALITY ASSURANCE PROGRAM – Quality Assurance helps schools attain, sustain, and advance exceptional student aid delivery and service excellence.The Quality Assurance vision is to broaden the Federal Student Aid’s Quality Process.  It serves all participating Title IV Institutions by providing tools that promote better service to students, compliance and continuous improvement in program delivery.  The core values are Accountability, Empowerment, Expertise, Flexibility, Innovation, Partnership, Program Integrity and Service.For additional information on the Quality Assurance Program, please contact Barbara Mroz, Program Director at 202-377-4375 or email at barbara.mroz@ed.gov.The web site for the Quality Assurance Program is: http://ifap.ed.gov/qualityasurance. 

## Note the “EAPP” Info Box (or section) located in the lower left of the screen.  This new feature that tracks the status of a school’s electronic application to ED, was rolled into production in April of 2004.  Detailed information regarding the data captured in this section is discussed on the following page.  

## 	The “Electronic Application for Approval to Participate in Federal Student Financial Aid Programs” (referred to as the “E-APP”) is the tool used by a school to apply for designation as an eligible institution; initial certification; change in institutional ownership or structure; recertification; reinstatement; and/or to provide updates necessary to maintain Federal Student Aid, eligibility/Title IV certification.

- 	PEPS displays only currently approved data for all schools.  Hence, any updates and/or revisions which a school may submit through the “E-APP” in the review/approval process by the School Participation Management Team, are not displayed within the appropriate PEPS screens.  The “E-APP” Info Box was developed to serve as a feature to notify users if an application has been started by a school and the status of the application.  The “E-APP” Info Box may be found on the following five screens:
- School Information (Page 1)
- Officials and Directors (Detail, i.e. ++)
- School Vocational Program (Detail, i.e. ++)
- Eligibility and Certification (Page 1)
- Location Information (Detail, i.e. ++)

## 	The “E-APP” Info Box contains the following fields:

**Application In-process** – A ‘check’ in this box indicates if the school has started and/or submitted an E-APP.
**Start** – Date the school started an E-APP.
**Submit** – Date the school submitted an E-APP to Federal Student Aid for review.
**Officials on App** – Displays the school’s president, financial aid director and financial aid administrator as they appear on the updated E-APP.  The ‘Application Contact’ and ‘Application Representative’ will also display on this screen.  It is important to note that officials from this screen may not have passed the debarment check at this point in the review process.
**Purpose** – Purpose(s) for which the school submitted an E-APP:
- Accrediting Agency
- Add/Drop a Title IV, HEA Program
- Additional Location
- Address Change
- Audit Waiver Request
- Board of Directors
- Change Educational Measurement
- Change Phone/Fax Number or Internet Address
- Change of Ownership
- Eligibility Only

## 	Purpose (continued):

- Financial Aid Administrator
- Foreign Grad Med Sch – Approval of Authorizing Entity
- Foreign Grad Med Sch – Authorizing Entity
- Foreign Grad Med Sch – Clinical Programs Located in the U.S.
- Foreign Grad Med Sch – Length of Program
- Foreign Sch – Degree Authorization
- Foreign Sch – Facility at Which You Provide Grad Med Instruction
- Foreign Sch – Postsecondary Authorization
- Foreign Sch – Program Criteria
- Foreign Sch – Program Equivalence
- Foreign Sch – U.S. Administrative and/or Recruitment Offices
- Gen List Update
- Increase Level of Offering of Educational Programs
- Initial Certification
- Merger of Two Institutions
- Name Change
- Name and Address – Change Both
- Nondegree Program
- Officials/Directors of Institution
- Officials/Directors of Ownership Entity

## 	Purpose (continued):

- Other Purpose
- Reapproval (Recertification)
- Redesignation of Main Campus
- Reinstatement
- Short-Term Training Program
- State Authorizing Agency
- Third Party Servicer
**Status** – Indicates the current status of the E-APP:
**Not Submitted** – the school has started an E-APP, but has not yet submitted the E-APP to Federal Student Aid for review.
**Assigned** – E-APP has been assigned to a School Participation Management Team Analyst but the review has not started.
**Review Started** – E-APP is currently under review by a School Participation Management Team Analyst.
**Review Completed** – the School Participation Management Team Analyst has completed its of the school’s E-APP.
**ECAR Completed** – the School Participation Team Analyst completed its review and prepared the documentation to be sent to the school.
**Co-Team Leader Disapproved** – Co-Team Leader sent the E-APP back to an ‘Analyst’ for change(s).
**Pending PPA Execution Date** – School Participation Management Team is awaiting for the school to sign and return two copies of the Program Participation Agreement (PPA), so that Federal Student Aid may countersign the PPA.  Applies only to initial, change in ownership, recertification, reinstatement or  merger applications.

## In this example, the “EAPP” Info Box reveals that this school has started an E-APP; although it has not yet submitted it or designated its purpose.  Select the “Officials on App” button.

## The “Officials from Current EAPP Application” window will display the following data:  NAME – official’s name as provided on the E-APP; SCHOOL’S TITLE – official’s title at the school; APPLICATION CONTACT – school’s ‘contact for information’ person reported on the E-APP; APPLICATION REP – any person or firm the school wishes to designate as an agent to represent the school in matters related to the E-APP; EMAIL ADDRESS – official’s email; PHONE – official’s phone number. Select the “OK” button to dismiss the window.

## Page 1 of the “School Information” screen will redisplay.  Select the “Next Page” icon at this time.

## Page 2 of the “School Information” screen will display.  Select the “Exit” icon to exit this module.

## Location Information - From the main menu bar, select “School”.  From the first drop down box select “School Profile”,  and from the second drop down box select “Location Information”.

## The “Location Information” screen displays data in a grid format.  There are many ways to view this data: the ‘Horizontal/Vertical’ scroll bars on the bottom and right margins of the screen, the ‘Up/Down’ cursor key on your keyboard, the ‘Details’ icon and the ‘Up/Down Switch Block’ icon on the tool bar.  Using the ‘Horizontal’ scroll bar at the bottom of the screen will provide access to the screen’s far right data, (not shown here). 

## Continue moving the ‘Horizontal’ scroll bar to the right of the screen to view the remaining demographic and eligibility and certification data for the ‘Main’ and all its additional locations.

## Please note the two fields at the far right of this screen: “Branch” indicator and “Branch Date”.  The “Branch” check box is used to identify a location of an institution that has been designated by the U.S. Department of Education (ED) as specifically meeting the definition found in 34 CFR 600.2.  The “Branch Date” field contains the date the location was recognized as a branch by ED.  To return to the screen’s farthest left or the screen’s original position when accessed, drag the bottom ‘Horizontal’ scroll bar back to the left.

## To view an additional location in ‘full-screen’ mode you must first place the cursor anywhere in the ‘OPE ID’ field for the desired additional location.  For this example, select ‘Additional Location 01’ as illustrated below and then select the “Details” icon.

## Notice that all the data associated with ‘Additional Location 01’ now displays in a ‘full screen’ format.  Note that the “EAPP” Info Box in the lower left corner of the screen is present and filled with data even when viewing the data of this additional location, if the ‘Main’ has an “E-App” in any stage of the process. Select the “Previous Record” icon. 

## The screen will now display data for ‘Location 00’ (i.e. the ‘Main’ school).  Select the “Next Record” icon.

## The data on the screen will now display for ‘Additional Location 01’.  Select the “Next Record” icon again.

## Data for ‘Additional Location 02’ will now display.  Select the “Red Up/Down Arrows” button located to the right of the ‘OPE ID’ field in the ‘Lower Block’ .  

## A list will display the ‘Main’ and all additional locations associated with this ‘OPE ID’.  You may pick and choose from this list without having to scroll down thru each additional location, one at a time.  Highlight ‘Additional Location 10’ and then select the “OK” button.

## All ‘Additional Location 10’ data will now display.  Select the “Exit” icon to continue.

## The “Location Information” screen will display in a grid format.  Select the “Exit” icon again to close this screen and return to the PEPS main page.

## Accreditation - From the main menu bar select “School”.  Next from the first drop down box,  select “School Profile” and from the second drop down box, select “Accreditation”.

## ACCREDITATION – The status of public recognition that an Accrediting Agency grants to an educational institution or program that meets the agency’s standards and requirements (CFR34 602.3).  NOTE:  The Secretary of Education recognizes Accrediting Agencies to ensure that these Agencies are, for the purposes of Higher Education Act of 1965, as amended HEA), or for other Federal purposes, reliable authorities regarding the quality of education or training offered by the institutions or programs they accredit (CFR34 602.1(a)).For additional information on Accreditation, please contact John Barth, Director Accreditation and State Liaison, Office of Postsecondary Education at 202-219-7018 or email at john.barth@ed.gov.Federal Student Aid, Program Compliance liaison for Accreditation is Naomi Randolph.  Email her at naomi.randolph@ed.gov.The Accreditation web site is www.ed.gov/admins/finaid/accred/index.html .

## The “Accreditation” screen will display the school’s accreditor, the type of accreditation, the last year the accreditation was granted, the number of years for which the accreditation is granted and an end date of the accreditation, should it be applicable.  Select the “Exit” icon to exit.

## State Authorization - From the main menu bar select“School”, from the first drop down box select “School Profile” and from the second drop down box select “State Authorization”.

## STATE AUTHORIZATION – The legal status granted to an institution through a charter, license or other written document issued by the appropriate agency or official of the state in which the institution is physically located (CFR34 600.2).

## The “State Authorization” screen will display the state agency that licenses the school, the ‘start date’ for the licensure and ‘end date’ and ‘reason’ should they be applicable. Select the “Exit” icon at this time.

## Owner - From the main menu bar select “School”.  Next, from the first drop down box select “School Profile” and from the second drop down box, select “Owner”.

## The “Owner” screen will display.  Select the “Enter Query/Show Last” icon to initiate the selection of another school to view.

## Enter “011107” in the ‘OPE ID’ field and select the “Find” Icon.

## The “Schools Matching Search Criteria” box will display.  Select the “OK” button to continue.

## ‘Level 1 Ownership’ data will display for this school.  Multiple levels of ownership are noted by the “<“ displayed to the right of the “Owned” button in the ‘Lower Block’ to the right of the screen.  Select the “Owned” button that displays the “<“ below.

## ‘Level 2 Ownership’ data will display.  Note that there is another “<“ displayed to the right of the “Owned” button in the ‘Lower Block’.  Select the “Owned” button that displays the “<“ below.

## ‘Level 3 Ownership’ data will display.  Note that there is no “<“ displayed to the right of the “Owned” button in the ‘Lower Block’.  This indicates that the last level of ownership has been viewed.  Select the “Exit” Icon at this time.

## Other School/Third Party Servicer Owned - From the main menu bar select “School”, from the first drop down box select “School Profile” and from the second drop down box select “Other School/Third Party Servicer Owned”.

## The “Other School/Third Party Servicer Owned” screen will display.  Select the “Exit” icon at this time.

## Officials and Directors - From the main menu bar select “School”.  Next from the first drop down box,  select “School Profile” and from the second drop down box, select “Officials and Directors”.

## The “Officials and Directors” screen will display.  This screen displays data in a grid format just like the ‘Locations’ screen.  To view data of one of the officials in a full screen mode, you must first place your cursor in the ‘Name’ field for the specific official you want to review, and then select the “Details” Icon.

## Basic demographic data pertaining to the selected official will display in a full screen mode.  Note the “EAPP” Info Box is again present in the lower left corner of this screen. To exit this detailed data and return to the listing of all officials and directors, select the “Exit” icon.

## The “Officials and Directors” screen will redisplay in its grid format.  Select the “Exit” icon at this time.

## School Vocational Program - From the main menu bar select“School”.  From the first drop down box,  select “School Profile” and from the second drop down box, select “School Vocational Program”.

## SCHOOL VOCATIONAL PROGRAMS – The institution is required to report on its application all vocational programs for which it wishes to disburse Title IV funds to the students in that program.  If an institution later adds a program, it does not have to apply for approval of the educational program if the program leads to an associate, baccalaureate, professional, or graduate degree; or prepares students for gainful employment in the same or related recognized occupation as an educational program that has previously been designated as an eligible program at that institution; and is at least 8 semester hours, 12 quarter hours, or 600 clock hours.  34 CFR 600.10©.  Schools must submit the “Classification of Instructional Program” (CIP) data for each vocational program (i.e. CIP Code from ED’s directory that is the closest match).

## The “School Vocational Program” screen will display.  This screen displays ‘Classification of Instructional Program’ (CIP) data in a grid format also. To view the data of any one ‘CIP’ in a full screen mode, you must first place the cursor anywhere in that specific CIP’s data fields, and then select the “Details” icon.

## Data for the ‘CIP’ you selected will display in a full screen mode.  Note the  “EAPP” Info Box is again present in the lower left corner of the screen. To exit the full screen, detailed data of the selected ‘CIP’, select the “Exit” icon.

## The “School Vocational Program” screen will redisplay in a grid format.  Select the “Exit” icon at this time.