GA Data Provider Instructions Appendix D: Load Process Error File

November 29, 2012 Version 4.5

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Appendix D: Load Process Error File (Record Layouts)

Introduction......................................................................................................................... D-1

Tables................................................................................................................................... D-2

Table D–1: Error Record ................................................................................................ D-2

Table D–2: SSN Conflict Error Record.......................................................................... D-5
GA Data Provider Instructions Appendix D: Load Process Error File

November 29, 2012 Version 4.5

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Introduction

Appendix D defines the record layouts for a Load Process Error File. The Load Process Error 

File contains the details of records that failed the National Student Load Data System (NSLDS) 

Load Validation Process. If the error is due to an identifier conflict, the file will also contain 

information on other Data Providers who have records associated with the same SSN. You are 

expected to review the error conditions and correct as many as possible before creating the next 

monthly Extract File. For identifier conflict errors, you may need to contact other Data Providers 

to resolve the conflict.

The Load Process Error File reports two types of error records:

1. Error Record—contains the student and loan identifier errors as well as information about 

the error condition. You will receive one error for each error condition. If a loan record has 

more than one error, you will receive multiple errors, one for each error condition.

2. SSN Conflict Error Record—contains the SSN conflict identifier error. This error identifies 

the Data Providers who have records associated with the same SSN. You will receive a SSN 

Conflict Error for each Data Provider associated with the same SSN.
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November 29, 2012 Version 4.5

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Tables

Table D–1: Error Record

Field Name Type Size Position Copied from 

Input Record

Description

Code for Guaranty 

Agency

Numeric 3 1–3 Yes Code identifying the guaranty agency.

Student’s Social 

Security Number

Character 9 4–12 Yes Social Security Number of a Title IV aid 

recipient.

Date of Student’s 

Birth

Date 8 13–20 Yes Birth Date of Title IV aid recipient.

Student’s First Name Character 12 21–32 Yes First Name of a Title IV recipient.

Type of Loan Character 2 33–34 Yes Code indicating the type of loan.

Date of Guaranty Date 8 35–42 Yes Date when a loan was guaranteed.

Indicator of Separate 

Loan

Character 1 43 Yes Code used when multiple loans have same 

loan identifiers.

Code for Original 

School

Numeric 8 44–51 Yes An eight-digit code identifying the original 

school at which the student was enrolled or 

accepted for enrollment when the loan was 

made.

PLUS Borrower’s 

Social Security 

Number

Character 9 52–60 Yes Social Security Number of the PLUS 

borrower.

Record Type Indicator Character 1 61 No This field is set to “E”, which identifies this 

record as an Error, or “F” if it is an SSN 

Conflict Error.

Action Code Character 1 62 Yes Provided by the input file.

New Student’s Social 

Security Number

Character 9 63–71 Yes New Social Security Number of a Title IV 

aid recipient.

New Date of 

Student’s Birth

Date 8 72–79 Yes New Date of Student’s Birth when a Title 

IV aid recipient was born.

New Student’s First 

Name

Character 12 80–91 Yes First Student’s First Name of a Title IV 

recipient.

New Type of Loan Character 2 92–93 Yes New code indicating the type of aid 

received.

New Date of Guaranty Date 8 94–101 Yes New date when a loan was guaranteed.

New Indicator of 

Separate Loan

Character 1 102 Yes New code used when multiple loans have 

same loan identifiers.

New Code for 

Original School

Numeric 8 103–110 Yes An eight-digit code identifying the original 

school at which the student was enrolled or 

accepted for enrollment when the loan or 

grant was made.
GA Data Provider Instructions Appendix D: Load Process Error File

November 29, 2012 Version 4.5

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Table D–1: Error Record

Field Name Type Size Position Copied from 

Input Record

Description

New PLUS 

Borrower’s Social 

Security Number

Character 9 111–119 Yes Social Security Number of the PLUS 

borrower.

Code for Field in 

Error

Numeric 3 120–122 No A three-digit code associated with the name 

of the field where the error was found in the 

input record. (See Appendix B for list of 

error codes sorted by field code number.)

Value of Field in 

Error

Character 35 123–157 Yes The actual value that appears in the field 

and has been determined to be in error.

Error Code Numeric 4 158–161 No A four-digit code for the error found in the 

input record. (See Appendix B for list of 

error codes sorted by error code number.)

Error Source Indicator Character 1 162 No This field indicates the error level (e.g., 

where in the process the error was 

detected). A space means it is a domain- or 

record-level error. Records with a domainor record-level error are not checked for 

load-level errors. A 3 means it is a loadlevel error (e.g., data submitted is in 

conflict with data already in NSLDS).

Code for Loan Status Character 2 163–164 Yes Code representing the current loan status of 

a student’s loan as found in the input 

record. It will show spaces for Past Period 

Change Record errors.

Student’s Last Name Character 35 165–199 Yes Current Last Name of a Title IV aid 

recipient as found in the input record. It will 

show spaces for Past Period Change Record 

errors.

Supplemental Error 

Data

Character 120 200–319 No This space will be used by NSLDS to 

provide additional information about an 

error condition. For example, it may display 

dates stored in NSLDS history for a date 

sequence error.

Date of Loan Status Date 8 320-327 Yes Date when the current code for loan status 

became effective.

Code for Service Numeric 6 328-333 Yes Code for current Lender Servicer of an 

FFELP loan if there is one.

Code for Current 

Holder Lender

Numeric 6 334-339 Yes ED code indicating current holder of an 

FFELP loan or (if a claim has been paid) 

the lender who submitted the claim.

Conflict Value Character 35 340-374 No Value(s) on the NSLDS database/submittal 

file that caused the load/record level error.

Filler Character 300 375–619 No Blank field.
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November 29, 2012 Version 4.5

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Table D–1: Error Record

Field Name Type Size Position Copied from 

Input Record

Description

Data Provider Loan 

Identifier

Character 21 620–640 Yes Your unique loan identifier as found in the 

input record.
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Table D–2: SSN Conflict Error Record

Field Name Type Size Position Copied from 

Input Record

Description

Student/Loan 

Identifiers

1–60 Yes This field is the same as the first 60 

positions as described in Table D–1, Error 

Record.

Record Type Indicator Character 1 61 No This field is set to “E”, which identifies this 

record as an Error, or “F” if it is an SSN 

Conflict Error.

Erroneous Social 

Security Number

Character 9 62–70 Yes This is the Social Security Number from the 

input record that you supplied and that 

conflicts with the information already in 

NSLDS.

Erroneous Date of 

Birth

Date 8 71–78 Yes This is the Date of Birth from the input 

record that you supplied and that conflicts 

with the information already in NSLDS.

Erroneous Student’s 

First Name

Character 12 79–90 Yes This is the Student’s First Name from the 

input record that you supplied and that 

conflicts with the information already in 

NSLDS.

Error Code Numeric 4 91–94 No A four-digit code for the error found in the 

input record. (See Appendix B for list of 

error codes sorted by error code number.)

Data Provider’s Code Character 8 95–102 No Code for the School or Guaranty Agency 

that submitted the information currently

stored in NSLDS. It will show “PGRFMS” 

if the Pell Grant System reported the SSN 

and “FDLP” if a Direct Loan Servicer 

reported the SSN.

Data Provider’s Name Character 65 103–167 No Name for the School or Guaranty Agency 

that submitted the information currently 

stored in NSLDS. It will show “PGRFMS” 

if the Pell Grant System reported the SSN, 

and “FDLP” if a Direct Loan Servicer 

reported the SSN.

Current Social 

Security Number

Character 9 168–176 No Existing SSN for a student currently stored 

in NSLDS.

Current Date of Birth Date 8 177–184 No Existing Date of Birth for a student 

currently stored in NSLDS.

Current First Name Character 12 185–196 No Existing First Name for a student currently 

stored in NSLDS.

Current Last Name Character 35 197–231 No Existing Last Name for a student currently 

stored in NSLDS.
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Table D–2: SSN Conflict Error Record

Field Name Type Size Position Copied from 

Input Record

Description

Data Provider’s City Character 20 232–251 No City where the School or Guaranty Agency 

that submitted the information currently 

stored in NSLDS is located. It will show 

spaces for the Pell Grant System and Direct 

Loan Servicer.

Data Provider’s State Character 2 252–253 No State where the School or Guaranty Agency 

that submitted the information currently 

stored in NSLDS is located. It will show 

spaces for the Pell Grant System and Direct 

Loan Servicer.

Filler Character 364 254–619 No Blank field.

Data Provider Loan 

Identifier

Character 21 620–640 Yes Your unique loan identifier as found in the 

input record.