GA Data Provider Instructions Appendix E: GA TEF File Layout

November 29, 2012 Version 4.5

E–i

Appendix E: Guaranty Agency TEF File Layout

Introduction.........................................................................................................................E–1

Table.....................................................................................................................................E–2

Table E–1: TEF File Layout ...........................................................................................E–2
GA Data Provider Instructions Appendix E: GA TEF File Layout

November 29, 2012 Version 4.5

E–1

Introduction

The Threshold, Error Code, and Field Code file (TEF file) is used by the DataPrep software. 

NSLDS provides the TEF file to make changes to the Extract Validation Error Thresholds and to 

provide updates on error codes, error messages, field codes, field names and loan status codes. 

The TEF file is updated periodically as new edits are added, modified, or deleted; the domain 

error thresholds are changed; or new loan status codes added. A new TEF file is distributed each 

time your Submittal File is processed by NSLDS and a Load Error File is returned to you. As 

part of your import process, be sure to retrieve the TEF file and move it to the proper directory.

The TEF file contains five record types:

1. A—ID—Identifies the file as a TEF file.

Example: A20020303 THRESHOLD, ERROR CODE, FIELD CODE FILE (TEF FILE)

2. B—Threshold—Contains three fields representing the threshold error percentages

used in the Extract Validation process.

Example: B100505

3. C—Error Codes—Identifies the error codes and error messages.

Example: C0287 Amount of Cancellation must be < or = Amount of Guaranty

4. D—Field Codes—Identifies the field codes and field names.

Example: D004 Submittal Date

5. E—Loan Status Codes—Identifies whether a loan status code is considered “Open” (O) or 

“Closed” (C).

Example: ERP0 In Repayment

Note: If you fail to import the latest TEF file and new edits have been added, you will get an 

error message of ‘ERROR CODE NOT FOUND - OBTAIN LATEST TEF FILE’ rather 

than the correct error message. Similarly, you may get the message ‘FIELD CODE NOT 

FOUND - TEF FILE’ if field codes have changed.
GA Data Provider Instructions Appendix E: GA TEF File Layout

November 29, 2012 Version 4.5

E–2

Table

Table E–1: TEF File Layout

Record

Type

Field

Name

Type Position Size Description

A ID Record 

Type

Character 1 1 TEF file indicator.

Record 

Update 

Date

Date 2–9 8 This is the date the TEF file was last updated. When 

NSLDS changes edits, error messages, field codes, field 

names, threshold error rates, or adds loan status codes, the 

changes are provided through the TEF file, so you should 

ensure that you import this file quarterly.

ID Record 

Name

Character 10–80 71 This message will identify the file as a TEF file (i.e., 

THRESHOLD, ERROR CODE, FIELD CODE FILE 

[TEF FILE]).

B Threshold 

Record 

Type

Character 1 1 Threshold record indicator.

Threshold 

Levels

Numeric 2–7 6 The three concatenated numbers define the Domain Error 

Threshold Levels for the combined numeric and date 

errors, Identifier Errors, and New Identifier Errors (i.e., 

100505, translates to thresholds of 10% combined numeric 

and date errors, 5% missing Identifier Errors, and 5% 

missing New Identifier Errors). Exceeding any threshold 

level will prevent the creation of a Submittal File. You 

must fix the problem, redo your Extract File, and redo the 

Extract Validation Process.

C Error 

Code 

Record 

Type

Character 1 1 Error Codes and Error Messages indicator.

Error 

Code

Numeric 2–5 4 A 4-digit Error Code used to identify the errors 

encountered in the Extract Validation process and the 

Load Level Error process. When NSLDS changes edits

that result in a new error code, the changes come through 

the TEF file, so you should ensure that you import 

monthly.

Error 

Code 

Name

Character 6–68 63 This message will display the error message encountered 

(e.g., Amount of Cancellation must be < or = Amount of 

Loan).

Filler Character 69–80 12 This field is not used.

D Field 

Codes 

Record 

Type

Character 1 1 Field Codes and Field Names indicator.
GA Data Provider Instructions Appendix E: GA TEF File Layout

November 29, 2012 Version 4.5

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Table E–1: TEF File Layout

Record

Type

Field

Name

Type Position Size Description

Field 

Code

Numeric 2–4 3 A 3-digit Field Code used to identify the field in error 

encountered in the Extract Validation process and the 

Load Level Error process. When NSLDS changes fields, 

the changes come through the TEF file, so you should 

ensure that you import quarterly.

Field 

Names

Character 5–37 33 This message will display the field name encountered 

(e.g., Amount of Disbursement).

Filler Character 38–80 43 This field is not used.

E Loan 

Status 

Record 

Type

Character 1 1 Loan Status Codes and Status Names indicator.

Loan 

Status 

Code

Character 2–3 2 A 2-character code that identifies the Code of Loan Status 

(e.g., RP for in Repayment). 

Open or 

Closed 

Status

Character 4 1 A 1-character field that identifies whether a loan is either 

open or closed (i.e., O or C). The Extract Validation 

process uses this field to count and total all open loans in 

the Database Extract File. The results will be displayed on 

the Extract Validation log and added to the Trailer record.

Loan 

Status 

Name

Character 5–54 50 Descriptive name of each Code of Loan Status.

Filler Character 55–80 26 This field is not used.