# Presentation: 304119

## Resolving Eligibility Issues from Database Matches

Jeff Baker
Ida Mondragón

- Jeff Baker
- Ida Mondragón

## Session Agenda

- What are database matches and why do we have them?
- What are Match Flags?
- What are Rejects and how can they be resolved?
- What is a ‘C’ Code?
- What are Comments and Comment Codes?
- Review of Each Database Match.

##  CPS Database Matches      

- Matching CPS data with other databases can
- confirm or raise a question about an applicant’s
- eligibility for Title IV student aid.  The CPS
- database matches are:
- _Social Security Administration (SSA)_ to verify the SSN of the applicant and parent(s).
- _Social Security Administration (SSA)_ to verify applicant’s claim of U.S. Citizenship.
- _Department of Veterans Affairs (VA)_ to verify claim of veteran status for dependency purposes.

##  CPS Database Matches - continued     

- _Selective Service System (SSS)_ to verify that student is registered with SS, if required.
- _Department of Homeland Security (DHS) t_o verify claim of eligible non-citizen status.
- _National Student Loan Data System (NSLDS)_ to monitor defaults, overpayments, loan maximums, Pell Grant awards, etc.
- _Department of Justice (DOJ)_ to identify applicants who are debarred from Title IV funds because of drug conviction.

##  What are Match Flags?       

- Match Flags are alpha or numeric codes that show the results of each match between the CPS and another database.**  **

##  What are Rejects?      

- Rejects are triggered when applicant data is missing or seriously questionable or when the processing results are unacceptable.  In all reject situations, an Expected Family Contribution (EFC) is not calculated, and no Title IV aid may be paid based on a rejected CPS record.

##  What are Rejects? - continued 

- Reject reason codes are provided on the SAR and ISIR and are alpha for “verifiable” rejects where the questionable data can be verified as being correct by reentering the same value or a corrected value.
- Numeric reject codes are for “non-verifiable” rejects, where the questioned data must be changed or provided.
- Reject Reason Codes are in field #155 of the2005-06 ISIR.

##  What Are ‘C’ Codes?  

- The ‘C’ Code is an indicator that, even though an EFC was calculated, institutional resolution is required on the results of one or more of the database matches.
- ‘C’ Codes must be resolved either by a correction being made or by the school collecting adequate documentation.
- ‘C’  prints on the SAR next to the EFC.
- ‘C’ is Field #157 on the 2005-06 ISIR.

##  What are Comments and Comment Codes?       

- Comments and comment codes provide information to the student and to the FAA about the results of the processed FAFSA. Comments are included on the student’s SAR and on the EDExpress printed ISIR.  ISIR comment codes are three digits and are found at Field # 275 of the 2005-06 ISIR.**  **

## Social Security Administration Applicant SSN Match 

- Why - 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).
- Who – All applicants and the parent(s) of all dependent applicants.
- How – The SSN, Name, and Date of Birth (DOB) of the applicant (and parent(s)) are forwarded to SSA for matching.

## Social Security AdministrationApplicant SSN Match

- Result – No match on SSN at the SSA
- Match Flag = ‘1’
- No ‘C’ Code
- Comment Code #024
- Reject - 18 (non-verifiable)
- Resolution
- Correct SSN with CPS, or
- Correct records with SSA, then re-enter SSN and submit to CPS.

## Social Security Administration Applicant SSN Match

- Result – SSA did not match DOB
- Match Flag = ‘2’
- No ‘C’ Code
- Comment Code #060
- Reject – R (verifiable)
- Resolution
- If incorrect DOB, make CPS correction.
- If correct DOB, resubmit same value.
- Note:  Student should contact SSA.

## Social Security Administration Applicant SSN Match

- Result – SSA still did not match DOB after
- re-affirmation
- Match Flag = ‘2’
- ‘C’ Code
- Comment Code #063
- Reject R suppressed
- Resolution
- Student must provide proof of DOB to school.
- Student should contact SSA.

## Social Security Administration Applicant SSN Match

- Result – SSA did not match Name
- Match Flag = ‘3’
- No ‘C’ Code
- Comment Code #061
- Reject – D (verifiable)
- Resolution
- If incorrect Name, make CPS correction.
- If correct Name, resubmit same value.
- Note:  Student should contact SSA.

## Social Security Administration Applicant SSN Match

- Result – SSA still did not match Name after re-affirmation
- Match Flag = ‘3’
- ‘C’ Code
- Comment Code #064
- Reject D suppressed
- Resolution
- Student must provide proof of Identity.
- Note:  Student should contact SSA.

## Social Security Administration Applicant SSN Match

- Result – SSN belongs to a deceased person
- Match Flag = ‘5’
- No ‘C’ Code
- Comment Code #076, #140, or #145
- Reject – 8 (non-verifiable)
- Resolution
- Correct SSN with CPS, or
- Correct records with SSA, and resubmit CPS record (must re-affirm one or more of SSN, Name and DOB).

## Social Security Administration Applicant SSN Match

- Result – Match not conducted because of
- missing Name, DOB, and/or signature
- missing
- Match Flag = ‘8’
- No ‘C’ Code
- Comment Code #059
- Reject – N, 5, 13, 14, and/or 16
- Resolution
- Correct missing information.

## Social Security Administration Applicant SSN Match

- Result – Match not conducted because of
- missing data. SSN not in valid SSN range.
- Match Flag = ‘8’
- No ‘C’ Code
- Comment Code #023
- Reject – P and N, 5, 13, 14, or 16
- Resolution
- If incorrect SSN, correct SSN.
- Correct missing information.
- If correct SSN, contact SSA.

## Social Security Administration Parent SSN Match

- Result – No match on Father’s SSN and no
- full match for mother
- Match Flag = Father ‘1’ and Mother  ‘4’
- No ‘C’ Code
- Comment Code #011
- Reject – 6
- Resolution
- Correct Father’s SSN.
- Note:  One parent must have a full match (Match Flag = ‘4’).

## Social Security Administration Parent SSN Match

- Result – No Match on Mother’s SSN and no
- full match for father
- Match Flag = Mother ‘1’ and Father  ‘4’
- No ‘C’ Code
- Comment Code #012
- Reject – 7
- Resolution
- Correct Mother’s SSN.
- Note:  One parent must have a full match (Match Flag = ‘4’).

## Social Security Administration Parent SSN Match

- Result – No match on Father’s DOB and
- no full match for mother
- Match Flag = Father ‘2’ and Mother  ‘4’
- No ‘C’ Code
- Comment Code #016
- Reject – S
- Resolution
- Correct or affirm Father’s DOB.
- Note:  One parent must have a full match (Match Flag = ‘4’).

## Social Security Administration Parent SSN Match

- Result – No match on Mother’s DOB and
- no full match for father
- Match Flag = Mother ‘2’ and Father  ‘4’
- No ‘C’ Code
- Comment Code #017
- Reject – T
- Resolution
- Correct or affirm Mother’s DOB.
- Note:  One parent must have a full match (Match Flag = ‘4’).

## Social Security Administration Parent SSN Match

- Result – No match on Father’s Name and no
- full match for mother
- Match Flag = Father ‘3’ and Father  ‘4’
- No ‘C’ Code
- Comment Code #040
- Reject – E
- Resolution
- Correct or affirm Father’s Name.
- Note:  One parent must have a full match (Match Flag = ‘4’).

## Social Security Administration Parent SSN Match

- Result – No match on Mother’s Name and
- no full match for father
- Match Flag = Mother ‘3’ and Father  ‘4’
- No ‘C’ Code
- Comment Code #051
- Reject – F
- Resolution
- Correct or affirm Mother’s Name.
- Note:  One parent must have a full match (Match Flag = ‘4’).

## Social Security Administration Parent SSN Match

- Result – SSA Match not conducted –
- SSN, DOB, or Name missing for _both_ parents
- Match Flag = blank
- No ‘C’ Code
- Comment Code #049
- Reject – 9
- Resolution
- Correct missing data.
- Note:  If a parent does not have an SSN, enter all zeros.

## Social Security AdministrationCitizenship Verification 

- Why - Section 484(g) of HEA and 668.33 of the regulations require a match with the Social Security Administration (SSA) to confirm an applicant’s claim of U.S. citizenship.
- Who – All applicants, regardless of their response to the FAFSA citizenship question.
- How – The SSN, Name, and Date of Birth (DOB) of the applicant are forwarded to SSA for matching.

## Social Security AdministrationCitizenship Verification

- Result – SSA unable to verify citizenship
- because there was no match on SSN, name
- or DOB
- Match Flag = ‘N’
- ‘C’ Code (see SSN Match Code)
- Comment Code #062
- No Reject for this reason alone
- Resolution
- Correction to identifiers to resend to SSA.
- Documentation of identity and of
-        citizenship.

## Social Security AdministrationCitizenship Verification

- Result – SSA did not confirm as a U.S. Citizen
- Match Flag = ‘B’, C’, ’D’, ’E’, ’F’, or ‘*’
- ‘C’ Code
- Comment Code #146
- No Reject
- Resolution
- If citizen, student provides documentation.
- If not citizen, correct CPS record to non-citizen and include ARN.

## Department of Veterans Affairs Veteran Status Match

- Why - 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.
- Who – Any applicant who responds ‘Yes’ to being a veteran of the armed forces.
- How – SSN, Name, and Date of Birth (DOB) are forwarded to the VA for matching.

## Department of Veterans Affairs Veteran Status Match

- Result – If not independent for another
- reason and record found at VA, but not a
- veteran
- Match Flag = ‘2’
- ‘C’ Code
- Comment Code #162
- No Reject
- Resolution
- School can collect documentation.
- If VA results are correct, correct VA status and provide parental information.

## Department of Veterans Affairs Veteran Status Match

- Result – If not independent for another
- reason and record not found at VA
- Match Flag = ‘3’
- ‘C’ Code
- Comment Code #173
- No Reject
- Resolution
- School can collect documentation.
- If VA results are correct, correct VA status and provide parental information.

## Department of Veterans Affairs Veteran Status Match

- Result – If not independent for another
- reason and record found at VA but
- applicant is on active duty
- Match Flag = ‘4’
- ‘C’ Code
- Comment Code #180
- No Reject
- Resolution
- School can collect documentation of discharge or upcoming discharge.

## Selective Service System 

- Why - 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.
- Who – Males between the ages of 18 and 25.
- How – SSN, Name, and DOB are forwarded to SSS for matching.
- Note: Selective Service allows applicants to register based upon FAFSA data.

## Selective Service SystemMatch

- Result - Selective Service did not confirm
- as registered.
- Match Flag = N
- ‘C’ Code
- Comment Code #030
- No Reject
- Resolution
- Student presents school with Selective Service Registration Acknowledgement, or
- Waiver or Exemption.

## Selective Service SystemRegistration

- Result - Registration not conducted –
- applicant too old or missing data elements
- Match Flag = blank
- ‘C’ Code
- Comment Code #033
- No Reject
- Resolution
- Age 18 to 25, submit correction to missing CPS data elements.
- If student is 26 or over, request Selective Service document of registration or waiver.

## Selective Service SystemRegistration

- Result - Registration not conducted –
- “Are you male?” not reported
- Match Flag = blank
- ‘C’ Code
- Comment Code #057
- No Reject
- Resolution
- Correction to “Are you male?”
- Student can register at Post Office or online at www.sss.gov

## Department of Homeland Security

- Why - 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.
- Who – Any applicant who responds ‘Yes’ to the eligible non-citizen question and provides an Alien Registration Number.
- How – SSN, Name, Date of Birth (DOB), and ARN are forwarded to DHS for matching.

## Department of Homeland SecurityPrimary Verification

- Result – Match not conducted - No response
- to citizenship and ARN
- Match Flag = blank
- ‘C’ Code
- Comment Code #068
- No Reject if SSA confirmed citizenship
- Reject 17 if SSA did not confirm citizenship
- Resolution
- If reject, correct citizenship (and ARN).

## Department of Homeland SecurityPrimary Verification

- Result – Match not conducted –
- Responded as Eligible Non-Citizen but
- blank or invalid ARN.
- Match Flag = blank
- ‘C’ Code
- Comment Code #142
- Resolution
- Correct to provide or correct the ARN.** **

## Department of Homeland SecurityPrimary Verification

- Result – DHS did not confirm as eligible non-citizen.
- Match Flag = ‘N’
- ‘C’ Code
- Comment Code #144
- No Reject
- Resolution
- Automatic Secondary Confirmation Initiated** .**

## Department of Homeland SecurityPrimary Verification

- Result – Applicant changed ARN after
- DHS confirmed as eligible non-citizen.
- Match re-conducted
- Match Flag = depends on results of match with new ARN
- ‘C’ Code
- Comment Code #141
- No Reject
- Resolution
- See results of Match Flag.
- Determine why student made change.

## Department of Homeland SecuritySecondary Confirmation

- Result – Automated Secondary
- Confirmation in Progress
- Match Flag = ‘P’
- No ‘C’ Code
- No Comment Code
- No Reject
- Resolution
- Wait at least five days for results.
- After 15 days, begin paper G-845S process.

## Department of Homeland SecuritySecondary Confirmation

- Result – Automated Secondary
- Confirmation in continuance
- Match Flag = ‘C’
- ‘C’ Code
- Comment Code #105
- No Reject
- Resolution
- After 15 days, begin paper G-845S process.

## Department of Homeland SecuritySecondary Confirmation

- Result –  Automated Secondary
- Confirmation did not confirm as eligible
- non-citizen.
- Match Flag = ‘N’
- ‘C’ Code
- Comment Code #046
- No Reject
- Resolution
- Begin paper G-845S process.** **

## Department of Homeland SecuritySecondary Confirmation

- Result – Additional information required
- by DHS
- Match Flag = ‘X’
- ‘C’ Code
- Comment Code #109
- No Reject
- Resolution
- Begin paper G-845S process** .**

## National Student Loan Data System (NSLDS)

- Why - Sections 484(a)(3) of HEA and 668.35 of the regulations provide that a recipient must not be in default or owe an overpayment on Title IV aid.
- Who – All applicants
- How – SSN, Name, and Date of Birth (DOB) are forwarded to NSLDS for matching.** **

## National Student Loan Data System (NSLDS)

- Result – SSN does not match DOB and Name
- Match Flag = ‘7’
- ‘C’ Code
- Comment Code #138
- No Reject
- Resolution
- Access NSLDS online to determine if this is the correct student.
- If record belongs to student, use NSLDS information.
- If not, continue award process.

## National Student Loan Data System (NSLDS)

- Result – At least one loan in default
- Match Flag = ‘2’
- ‘C’ Code
- Comment Code #132
- No Reject
- Resolution
- Default(s) must be cleared or student must make satisfactory repayment arrangements
- Obtain documentation from the loan holder, or
- Wait for NSLDS Update (Postscreening).

## National Student Loan Data System (NSLDS)

- Result – At least one grant in overpayment
- Match Flag = ‘3’
- ‘C’ Code
- Comment Code #133
- No Reject
- Resolution
- Overpayment(s) must be cleared or student must make satisfactory repayment arrangements.
- Obtain documentation from the holder of the overpayment, or
- Wait for NSLDS Update (Postscreening).

## National Student Loan Data System (NSLDS)

- Result – At least one loan in default and
- at least one grant overpayment
- Match Flag = ‘4’
- ‘C’ Code
- Comment Code #134
- No Reject
- Resolution
- Default(s) and Overpayment(s) must be cleared or student must make satisfactory repayment arrangements.
- Obtain documentation from the holder of the debt, or
- Wait for NSLDS Update (Postscreening).

## National Student Loan Data System (NSLDS)

- Result – Applicant has at least one
- loan discharged due to disability
- Match Flag = blank
- ‘C’ Code
- Comment Code #115
- No Reject
- Resolution
- FAA must review NSLDS to get status of discharge.

## National Student Loan Data System (NSLDS)

- Result – Applicant has at least one
- loan discharged due to bankruptcy
- Match Flag = blank
- ‘C’ Code
- Comment Code #116
- No Reject
- Resolution
- FAA must review NSLDS to get more information regarding dates.
- Discharge must be resolved.

## National Student Loan Data System (NSLDS)

- Result – Applicant has exceeded aggregate
- loan limit
- Match Flag = blank
- ‘C’ Code
- Comment Code –
- #254 for Subsidized
- #256 for Independent Total
- #260 for Dependent Total
- No Reject
- Resolution
- Ineligible for additional Title IV aid, unless
-    excess debt is re-affirmed.
- No more loans in that type

## Department of Justice

- Why - 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.
- NOTE:  This is not about the applicant’s response to the Drug Conviction Question 31 on the FAFSA.

## Department of Justice - continued

- Who – All applicants.
- How – DOJ provides a file of court debarred individuals to CPS. CPS looks in the file for the SSN, Name, and Date of Birth (DOB) of each applicant with each transaction processed.

## Department of JusticeDrug Debarment

- Result – Applicant is found on the DOJ
- Debarment File at CPS
- No Match Flag
- No ‘C’ Code
- Comment Code #009
- Reject 19
- Resolution
- Must contact the Dept. of Education to request additional information. ED works in cooperation with Department of Justice.

## Slide 57

## For More Information

**Ida Mondrag****ó****n**** ****ida.mondragon@ed.gov**

**Jeff Baker**
**jeff.baker@ed.gov**

**Appendix B of the 2005-06 ISIR Guide**
**Student Eligibility Section of the **
**2005-2006 FSA Handbook**** **