U.S. Department of Education

Guaranty Agency

Data Provider Instructions

(Version 4.5)

November 29, 2012

Note FSA’s agreement with Guaranty Agency’s is that we will publish this document 

with Track Changes on so that updates are clearly noted. This is how we publish this 

document 

NATIONAL

STUDENT

LOAN

DATA

SYSTEM
June 1, 2005 Version 4.1
Guaranty Agency Data Provider Instructions Contents

November 29, 2012 i Version 4.5

Contents

Chapter 1: Introduction ................................................................................................................1

1.1 About This Manual ..............................................................................................................1

1.2 What Is NSLDS?..................................................................................................................2

1.2.1 NSLDS Functions.......................................................................................................3

1.2.2 Where NSLDS Data Comes From..............................................................................6

1.2.3 NSLDS Users..............................................................................................................7

1.3 Getting Help.........................................................................................................................8

Chapter 2: Guaranty Agency Responsibilities..........................................................................10

2.1 Data Privacy.......................................................................................................................11

2.2 Data Accuracy and Timeliness ..........................................................................................11

Chapter 3: The Update Process..................................................................................................13

3.1 Files Used in the NSLDS Update Process.........................................................................17

3.2 Highligt of Guaranty Agencies DataPrep 3.1 ...................................................................19

Chapter 4: System Requirements...............................................................................................21

4.1 Estimating Required Disk Space .......................................................................................21

4.2 Setting Up Communications Links with NSLDS..............................................................22

4.3 Obtaining a Submittal Schedule.........................................................................................23

4.4 Initial Population................................................................................................................23

4.5 File Protection and Backups ..............................................................................................23

Chapter 5: Installation, Utilities, and Testing...........................................................................24

5.1 Installation..........................................................................................................................24

5.1.1 Installing DataPrep on a Windows-Based PC ..........................................................24

5.1.2 Installing DataPrep on an Z/OS LE Version 2.4 or Higher Mainframe ...................26

5.2 Options and Utilities..........................................................................................................27

5.2.1 Changing Directory Paths.........................................................................................27

5.2.2 Delta Process Options...............................................................................................28

5.2.3 Viewers.....................................................................................................................30

5.2.4 File Transfer..............................................................................................................34

5.2.5 File Backup ...............................................................................................................38

5.2.6 Help System..............................................................................................................43

5.3 Running Test Files.............................................................................................................45

5.3.1 Successful Extract Validation...................................................................................46

5.3.2 Unsuccessful Validation ...........................................................................................57

5.3.3 Load Process Error Report........................................................................................60

5.4 Deleting Test Files.............................................................................................................64

5.5 Sample Files Z/OS LE Version..........................................................................................67
Guaranty Agency Data Provider Instructions Contents

November 29, 2012 ii Version 4.5

Chapter 6: The Database Extract File .......................................................................................68

6.1 Business Rules...................................................................................................................68

6.2 Record Types.....................................................................................................................70

6.2.1 Header Record ..........................................................................................................70

6.2.2 Detail Records...........................................................................................................71

6.2.3 Past Period Change Records.....................................................................................72

6.3 File Standards.....................................................................................................................72

6.4 Field Standards...................................................................................................................73

6.4.1 Loans Assigned to the Department...........................................................................74

6.5 Updating Identifier Data ....................................................................................................75

6.5.1 Loan and Student Identifiers.....................................................................................76

6.5.2 The Identifier Change Process..................................................................................77

6.5.3 Updating Identifiers on Multiple Records ................................................................78

6.6 Updating Non-Identifier Data ............................................................................................79

6.6.1 What NSLDS Does...................................................................................................79

6.6.2 What You Do ............................................................................................................85

6.7 Copy Your Database Extract File to the Extract Directory ...............................................93

Chapter 7: Extract Validation and the Delta Process ..............................................................94

7.1 Extract Validation ..............................................................................................................94

7.1.1 Edits Performed During Extract Validation..............................................................95

7.1.2 Extract Validation on a PC .......................................................................................98

7.2 The Delta Process ............................................................................................................106

7.2.1 What Happens in the Delta Process........................................................................107

7.2.2 The Delta Process on a PC......................................................................................109

7.3 Extract Validation and the Delta Process on a PC...........................................................115

7.4 Extract Validation and the Delta Process on an Z/OS LE Mainframe ............................119

Chapter 8: Sending and Receiving Files..................................................................................120

8.1 Sending the Submittal File...............................................................................................120

8.1.1 Submittal Schedule .................................................................................................120

8.1.2 Submittal File Format .............................................................................................121

8.1.3 Sending Your Submittal File on Cartridge or Tape ................................................121

8.1.4 Transmitting Your Submittal File by SAIG............................................................123

8.2 Receiving Files.................................................................................................................125

8.2.1 Receiving Files by Cartridge or Tape .....................................................................126

8.2.2 Receiving Files by SAIG ........................................................................................128

Chapter 9: The NSLDS Load Process......................................................................................129

9.1 File-Level Edits................................................................................................................131

9.2 Domain-Level Edits.........................................................................................................131

9.3 Record-Level Edits ..........................................................................................................132

9.3.1 Duplicates ...............................................................................................................132

9.3.2 Reasonability Edits .................................................................................................132

9.4 Load-Level Edits..............................................................................................................133

9.4.1 Identifier Edits ........................................................................................................133

9.4.2 GA ID Edits ............................................................................................................134
Guaranty Agency Data Provider Instructions Contents

November 29, 2012 iii Version 4.5

9.4.3 Validate Codes........................................................................................................135

9.4.4 Date Sequence Edits ...............................................................................................135

Chapter 10: Generating Reports on Windows-Based PCs ....................................................137

10.1 Log Reports....................................................................................................................138

10.1.1 Extract Validation Log Report..............................................................................138

10.1.2 Delta Log Report...................................................................................................140

10.2 Error Reports..................................................................................................................142

10.2.1 Error Files .............................................................................................................142

10.2.2 Generating Summary Error Reports .....................................................................143

10.2.3 Generating Detail Error Reports...........................................................................146

10.3 Loan Detail Reports.......................................................................................................150

10.3.1 Loan Detail Files...................................................................................................151

10.3.2 Generating Loan Detail Reports ...........................................................................152

10.4 Selection Criteria ...........................................................................................................155

10.4.1 Adding Selection Criteria .....................................................................................158

10.4.2 Editing Selection Criteria......................................................................................161

10.4.3 Deleting Selection Criteria....................................................................................162

10.4.4 Adding Variable Selection Criteria.......................................................................162

10.5 Sort Options...................................................................................................................169

10.5.1 Adding a Sort Option............................................................................................171

10.5.2 Editing a Sort Option ............................................................................................173

10.5.3 Deleting a Sort Option ..........................................................................................174

10.5.4 Sort Parameter Positions’ Syntax..........................................................................174

Chapter 11: Generating Reports on Z/OS LE Mainframes...................................................175

11.1 Extract Error Report.......................................................................................................175

11.1.1 Summary Report Sorting ......................................................................................176

11.1.2 Detail Report Sorting ............................................................................................177

11.2 Load Process Error Report.............................................................................................177

Chapter 12: Using Reports........................................................................................................178

12.1 Log Reports....................................................................................................................178

12.1.1 Extract Validation Log Report..............................................................................178

12.1.2 Delta Log Report...................................................................................................178

12.2 Error Reports..................................................................................................................178

12.2.1 Summary Error Reports........................................................................................178

12.2.2 Detail Error Reports..............................................................................................180

12.3 Loan Detail Reports.......................................................................................................183

12.4 Error Types ....................................................................................................................183

12.4.1 File-Level Errors...................................................................................................183

12.4.2 Domain-Level Errors............................................................................................184

12.4.3 Record-Level Errors..............................................................................................186

12.4.4 Load-Level Errors.................................................................................................187

Chapter 13: Final Thoughts......................................................................................................191

Appendix A: Guaranty Agency Data Dictionary....................................................................A–i
Guaranty Agency Data Provider Instructions Contents

November 29, 2012 iv Version 4.5

Appendix B: Guaranty Agency Coding Tables.......................................................................B–i

Appendix C: Past Period Change Record Layout ..................................................................C–i

Appendix D: Load Process Error File (Record Layouts).......................................................D–i

Appendix E: Guaranty Agency TEF File Layout...................................................................E–i

Appendix F: Glossary of Terms...............................................................................................F–1

Appendix G: DataPrep JCL for Z/OS LE.............................................................................. G–i

Appendix H: Technical Updates............................................................................................. H–1
Guaranty Agency Data Provider Instructions Contents

November 29, 2012 v Version 4.5

Figures

Figure 1–1, Sources of NSLDS Data.............................................................................................. 7

Figure 1–2, Outflow of NSLDS Information.................................................................................. 8

Figure 3–1, Data Provider Six-Step Process................................................................................. 15

Figure 3–2, Processing Flow for Guaranty Agency Updates to NSLDS...................................... 16

Figure 3–3, NSLDS Edit Process ................................................................................................. 18

Figure 5–1, Directories Dialog Box.............................................................................................. 25

Figure 5–2, DataPrep Main Menu with Directories Selected on the Options Menu .................... 27

Figure 5–3, Directories Dialog Box.............................................................................................. 27

Figure 5–4, DataPrep Main Menu with Delta Processing Selected on the Options Menu........... 29

Figure 5–5, Delta Processing Options Dialog Box....................................................................... 30

Figure 5–6, DataPrep Main Menu with Viewers Selection on the Options Menu ....................... 32

Figure 5–7, Viewer Maintenance Dialog Box .............................................................................. 32

Figure 5–8, Select Viewer Dialog Box ......................................................................................... 34

Figure 5–9, Initial File Transfer Dialog Box for File Import ....................................................... 35

Figure 5–10, Initial Select NSLDS File Dialog Box for TEF File ............................................... 36

Figure 5–11, Final Select NSLDS File Dialog Box for TEF File................................................. 36

Figure 5–12, Final File Transfer Dialog Box for File Import....................................................... 37

Figure 5–13, DataPrep Main Menu with File Backup Selected ................................................... 38

Figure 5–14, File Backup Dialog Box .......................................................................................... 39

Figure 5–15, New Backup File Folder Dialog Box ...................................................................... 39

Figure 5–16, File Backup Dialog Box with Files Selected........................................................... 40

Figure 5–17, File Backup Dialog Box with Files and Backup Folder Selected ........................... 40

Figure 5–18, File Backup Dialog Box after Copy ........................................................................ 41

Figure 5–19, File Backup Dialog Box after Move ....................................................................... 42

Figure 5–20, List Backup Files Dialog Box ................................................................................. 43

Figure 5–21, Test Files Installed in C:\NSLDS-GA-V2\Samples................................................ 45

Figure 5–22, DataPrep-GA Folder with Extract and Current Folders.......................................... 46

Figure 5–23, DataPrep Main Menu with Extract Validation Selected ......................................... 47

Figure 5–24, Extract Validation Dialog Box ................................................................................ 47

Figure 5–25, Extract Validation Process Dialog Box................................................................... 48

Figure 5–26, Log Report Dialog Box ........................................................................................... 49

Figure 5–27, Extract Validation Log Report ................................................................................ 50

Figure 5–28, Error Report Dialog Box ......................................................................................... 51

Figure 5–29, Summary Extract Error Report................................................................................ 52

Figure 5–30, Extract Validation Dialog Box ................................................................................ 53

Figure 5–31, Delta Process Dialog Box........................................................................................ 54

Figure 5–32, DataPrep Main Menu with Log Report Selected .................................................... 55

Figure 5–33, Loan Detail Report Dialog Box............................................................................... 55

Figure 5–34, Extract Loan Detail Report...................................................................................... 56

Figure 5–35, Submittal Loan Detail Report.................................................................................. 57

Figure 5–36, Extract Folder.......................................................................................................... 58

Figure 5–37, Extract Validation Dialog Box ................................................................................ 58

Figure 5–38, Extract Validation Unsuccessful ............................................................................. 59

Figure 5–39, Initial File Transfer Dialog Box for Load Process Error File ................................. 60
Guaranty Agency Data Provider Instructions Contents

November 29, 2012 vi Version 4.5

Figure 5–40, Select NSLDS File Dialog Box for Load Process Error File .................................. 61

Figure 5–41, Final File Transfer Dialog Box for Load Process Error File................................... 61

Figure 5–42, Error Report Dialog Box for Load Process Error Report........................................ 62

Figure 5–44, Summary Load Process Error Report...................................................................... 63

Figure 5–45, File Backup Dialog Box .......................................................................................... 64

Figure 5–46, New Backup File Folder Dialog Box ...................................................................... 64

Figure 5–47, List Backup Files Dialog Box ................................................................................. 66

Figure 6–1, Loan and Student Identifiers ..................................................................................... 76

Figure 6–2, How to Update Loan Identifier Data ......................................................................... 78

Figure 6–3, NSLDS Update (1 of 2)............................................................................................. 81

Figure 6–4, NSLDS Update (2 of 2)............................................................................................. 82

Figure 6–5, Updating a Current Event.......................................................................................... 83

Figure 6–6, Updating Historical Events........................................................................................ 84

Figure 6–7, Fields and History...................................................................................................... 87

Figure 6–8, Events, Keys, and Values.......................................................................................... 89

Figure 7–1, DataPrep Error Path................................................................................................... 96

Figure 7–2, DataPrep Main Menu with Extract Validation Selected ........................................... 98

Figure 7–3, Extract Validation Dialog Box .................................................................................. 99

Figure 7–4, Extract Validation Process Dialog Box................................................................... 100

Figure 7–5, Successful Extract Validation.................................................................................. 102

Figure 7–6, Extract Validation Fails Because of a File-Level Error .......................................... 103

Figure 7–7, Extract Validation Fails Because of Excessive Domain-Level Errors.................... 104

Figure 7–8, TEF File Warning.................................................................................................... 105

Figure 7–9, The Delta Process.................................................................................................... 108

Figure 7–10, Extract Validation Dialog Box .............................................................................. 109

Figure 7–11, Rerun Current Month’s Delta Process................................................................... 110

Figure 7–12, Delta Process Dialog Box...................................................................................... 111

Figure 7–13, Halted Delta Process.............................................................................................. 113

Figure 7–14, Successful Delta Process....................................................................................... 114

Figure 7–15, DataPrep Main Menu with Extract Validation Selected ....................................... 116

Figure 7–16, Extract Validation Dialog Box .............................................................................. 116

Figure 7–17, Extract Validation Process Dialog Box................................................................. 118

Figure 7–18, Delta Process Dialog Box...................................................................................... 119

Figure 8–1, DataPrep Main Menu with File Transfer Selected .................................................. 123

Figure 8–2, Initial File Transfer Dialog Box .............................................................................. 124

Figure 8–3, Final File Transfer Dialog Box................................................................................ 124

Figure 9–1, NSLDS Load Process.............................................................................................. 130

Figure 10–1, DataPrep Main Menu with Log Report Selected .................................................. 138

Figure 10–2, Log Reports Dialog Box........................................................................................ 139

Figure 10–3, Extract Validation Log Report .............................................................................. 139

Figure 10–4, DataPrep Main Menu with Log Report Selected .................................................. 140

Figure 10–5, Log Reports Dialog Box........................................................................................ 141

Figure 10–6, Delta Log Report ................................................................................................... 141
Guaranty Agency Data Provider Instructions Contents

November 29, 2012 vii Version 4.5

Figure 10–7, DataPrep Main Menu with Error Report Selected ................................................ 144

Figure 10–8, Error Report Dialog Box ....................................................................................... 144

Figure 10–9, Summary Extract Error Report.............................................................................. 146

Figure 10–10, DataPrep Main Menu with Error Report Selected .............................................. 147

Figure 10–11, Error Report Dialog Box ..................................................................................... 147

Figure 10–12, Detail Extract Error Report ................................................................................. 149

Figure 10–13, Detail Load Process Error Report........................................................................ 150

Figure 10–14, DataPrep Main Menu with Loan Detail Report Selected.................................... 152

Figure 10–15, Loan Detail Report Dialog Box........................................................................... 153

Figure 10–16, Submittal Loan Detail Report.............................................................................. 155

Figure 10–17, DataPrep Main Menu with Selection Criteria Selected on the Options Menu.... 156

Figure 10–18, Selection Criteria Dialog Box ............................................................................. 157

Figure 10–19, Selection Criteria Edit Dialog Box...................................................................... 159

Figure 10–20, Selection Criteria Edit Dialog Box...................................................................... 160

Figure 10–21, Selection Criteria Edit Dialog Box...................................................................... 161

Figure 10–22, Selection Criteria Edit Dialog Box...................................................................... 161

Figure 10–23, Selection Variable Edit Dialog Box .................................................................... 162

Figure 10–24, Selection Criteria Edit Dialog Box...................................................................... 163

Figure 10–25, Selection Variable Edit Dialog Box .................................................................... 164

Figure 10–26, Selection Criteria Edit Dialog Box...................................................................... 164

Figure 10–27, DataPrep Main Menu with Sort Parameters Selected on Options Menu ............ 170

Figure 10–28, Sort Parameters Dialog Box ................................................................................ 170

Figure 10–29, Preprogrammed Sorts for Detail Error Reports................................................... 171

Figure 10–30, Preprogrammed Sorts for Loan Detail Reports................................................... 171

Figure 10–31, Sort Parameter Edit Dialog Box.......................................................................... 172

Figure 10–32, Sort Parameter Edit Dialog Box.......................................................................... 172

Figure 10–33, Sort Parameters Dialog Box ................................................................................ 173

Figure 10–34, Sort Parameter Edit Dialog Box.......................................................................... 173

Figure 12–1, Summary Extract Error Report.............................................................................. 179

Figure 12–2, Summary Load Process Error Report.................................................................... 180

Figure 12–3, Detail Extract Error Report ................................................................................... 182

Figure 12–4, Detail Load Process Error Report.......................................................................... 182
Guaranty Agency Data Provider Instructions Introduction

November 29, 2012 1 Version 4.5

NSLDS Requirement

All guaranty agencies in the 

Title IV aid programs are 

required to participate with 

NSLDS. GAs with active 

FFELP loans are required to 

provide updated data to 

NSLDS at least once a 

month on a schedule 

established by Dept of 

Education (ED). The 

following loans are part of 

the FFELP:

 Federal Stafford Loans

 Federal Unsubsidized 

Stafford Loans

 Federal PLUS Loans

 Federal Consolidation 

Loans

 Federal Supplemental 

Loans for Students 

(SLS)

 Guaranteed Student 

Loans (GSL)

Chapter 1: Introduction

Guaranty agencies (GAs) participating in the Federal Family 

Education Loan Program (FFELP) are required to report detailed 

loan information to the National Student Loan Data System 

(NSLDS). This operating manual explains FFELP loan reporting 

requirements and the processes used to add or update FFELP loans 

on NSLDS. It explains how to use the new NSLDS DataPrep 

software and is for the use of guaranty agencies with 

administrative responsibility for the FFELP.

1.1 About This Manual

This manual is intended to assist users with the data provider 

portion of the NSLDS update process, as well as, provide basic 

information about the entire process.

To make the instruction manual easy to follow, we have used the 

following icons to identify key points:

Indicates a definition or explanation that you will 

need to keep in mind throughout the discussion.

Indicates a special note, suggestion, or comment 

that will assist you in running DataPrep or in 

providing insight into the NSLDS update process.

Indicates a warning of which you should take 

special note.
Guaranty Agency Data Provider Instructions Introduction

November 29, 2012 2 Version 4.5

1.2 What Is NSLDS?

NSLDS supports ED in a variety of operational and research 

functions meant to improve the administration and delivery of 

student aid through Title IV aid programs. Specifically, the three 

main goals of NSLDS are:

1. To improve the quality and accessibility of student aid data

2. To reduce the burden of administering Title IV aid

3. To minimize abuse within the aid programs through accurate 

tracking of funds appropriated to assist the postsecondary 

students for whom the programs were designed

NSLDS is a national database of recipients, enrollment and loan

data, Federal Pell Grant, and overpayment information on student 

aid disbursed under Title IV of the Higher Education Act of 1965,

as amended. Data in NSLDS is provided by schools, guaranty 

agencies, and ED agencies. The data includes information about 

the following:

 The Federal Family Education Loan Program

 The Federal Direct Loan Program (FDLP)

 Federal Perkins loans (including National Direct Student 

Loans, National Defense, and Income Contingent Loans)

 Federal Pell Grants

 Overpayments from the Federal Pell Grant, Federal 

Supplemental Educational Opportunity (FSEOG), and FFELP 

Loan programs

 Demographic and enrollment data on Title IV recipients

NATIONAL

STUDENT

LOAN

DATA

SYSTEM
Guaranty Agency Data Provider Instructions Introduction

November 29, 2012 3 Version 4.5

1.2.1 NSLDS Functions

NSLDS currently has responsibility for the following functions:

1. Prescreening for Title IV Aid Eligibility—The NSLDS 

Prescreening function gives schools electronic access to 

information on prior Title IV aid received by aid applicants. 

Schools use this information to determine applicants’ eligibility 

for further Title IV aid.

2. Postscreening for Title IV Aid Eligibility—The NSLDS 

Postscreening function informs institutions when their 

applicants’ eligibility for Title IV aid has changed due to a 

change in default, aggregate limits or overpayment status after 

their initial prescreening.

3. Default Rate Calculations—Cohort default rates are 

calculated annually for schools participating in the William D. 

Ford Federal Direct Loan Program and Federal Family 

Educational Loan Program. Rates are also calculated for 

guaranty agencies and lenders. Schools with default rates 

above established thresholds for at least three consecutive years 

can be disqualified from participating in some or all student 

financial aid programs.

4. Monitoring of Guaranty Agency and Lender Financial 

Reporting for Reasonability—NSLDS allows ED to monitor 

financial reporting for reasonability by supporting more timely 

assessment and by providing loan-level information. This helps 

ensure that the financial reporting submitted to ED by lenders 

and guaranty agencies reflects the status of their portfolios as 

reported to NSLDS.

5. Research Studies and Policy Development Support—

NSLDS provides several types of access in support of users 

performing research and developing policy. Online queries 

range from focused queries, pertaining to a single student or 

guaranty agency for relatively small amounts of data, to queries 

requiring NSLDS to supply or summarize massive amounts of 

data.

6. ED Budget Analysis and Development—Every year, ED 

develops input for the President’s budget, based partly on 

projected loan program costs for a seven-year period. NSLDS 

information is used to develop reliable, sound assumptions on 
Guaranty Agency Data Provider Instructions Introduction

November 29, 2012 4 Version 4.5

which to base the estimated program budget; answer budget 

related questions; and support necessary hypothetical analyses.

7. Audit and Program Review Planning—ED uses audits and 

program reviews to assess the performance of various Title IV

aid delivery system participants. Audit and program review 

planning functions include retrieving specific data from 

NSLDS on organizations (schools, lenders, and guaranty 

agencies) and identifying key indicators used to schedule audits 

and reviews for maximum effectiveness.

8. Assessment of FFELP Administration by Guaranty 

Agencies, Schools, and Lenders—NSLDS provides the data 

for researching and assessing FFELP administration by

guaranty agencies, schools, and lenders. Such research can be 

either short- or long-term and generally aims to evaluate the 

effectiveness of specific program practices.

9. Refund/Cancellation Support—When a student withdraws 

from school early and qualifies for a refund, the school is 

required to provide the refund or return of check to the 

appropriate party within a fixed time period. NSLDS provides 

information about the time schools take to perform these 

actions. This information helps auditors and program reviewers 

identify schools with poor records of handling refunds and 

cancellations.

10. Borrower Tracking—The Borrower Tracking function helps 

qualified users locate borrowers who have defaulted on student 

loans. NSLDS Borrower Tracking capabilities allow these 

qualified users to identify other schools, guaranty agencies, and 

lenders previously associated with a borrower so they can be 

contacted for the borrower’s current address.

11. Loan Transfer Tracking—Loan Transfer Tracking monitors 

transfer activity by maintaining dates of sale and names of loan 

holders. This information identifies likely problems with 

participants. It also helps evaluate the administration and 

billing of Title IV loan programs.

12. Enrollment Reporting—Enrollment Reporting information is 

used by loan holders to verify a borrower’s enrollment status. 

This enrollment information enables loan holders to properly

place a borrower into repayment. 
Guaranty Agency Data Provider Instructions Introduction

November 29, 2012 5 Version 4.5

13. Financial Aid History—The Financial Aid History component 

of NSLDS summarizes previous Title IV aid a student has 

received.

14. Credit Reform Act Support—The Credit Reform Act (CRA) 

requires loan level tracking of all federally guaranteed loans. 

NSLDS tracks and reports loans by program, cohort year, and 

risk category. Loan data is used semi-annually to estimate 

government costs associated with loan programs.

15. Aid-Overpayment—NSLDS maintains a record of 

overpayments owed and repaid by students on Federal Pell 

Grants, Federal Supplemental Educational Opportunity Grants, 

and Federal Perkins Loans. The information is used to 

determine a student’s eligibility for aid.

16. Organization-Contact—NSLDS enables organizations, 

including guaranty agencies, to enter contact information by 

function. This contact capability is accessible by both online 

screens and NSLDS’s Information for Financial Aid 

Professionals website (www.nsldsfap.gov). It helps users 

quickly locate the correct contact person at a school, guaranty 

agency, lender, servicer, or other data provider.

17. Student Access—NSLDS gives students access to basic 

information about their Federal loans at a secure website 

accessible to standard web browsers.

18. Transfer Monitoring—NSLDS replaces the FAT (Financial 

Aid Transcript) process by allowing schools to inform NSLDS 

of possible transfer students. NSLDS monitors those students 

and sends alerts to schools when that Title V aid affects 

eligibility changes.

These function areas and the system capabilities that support them, 

reflect requirements established for NSLDS by the U.S. Congress 

and ED.
Guaranty Agency Data Provider Instructions Introduction

November 29, 2012 6 Version 4.5

1.2.2 Where NSLDS Data Comes From

As a comprehensive repository of Title IV recipients and their 

loan, Pell Grant, overpayment, and enrollment information, 

NSLDS receives data from many sources (some external and some 

internal to ED) and makes it available to approved users for a 

variety of purposes authorized by the Act. The principal sources of 

NSLDS data are the following:

 Guaranty Agencies provide loan data on FFELP loans from 

loan origination until the loan is paid in full or closed for 

another reason. Some of the information guaranty agencies 

provide, such as loan balances, is received from lenders who 

report on loans through their guaranty agencies. Guaranty 

agencies submit their data at least monthly.

 Schools (or their servicers) provide enrollment data via the 

Enrollment Reporting process.

 Schools (or their servicers) that participate in the Federal 

Perkins Loan Program provide monthly updates of loans.

 The Debt Collection Service (DCS) provides data weekly on 

loans and overpayments assigned to ED.

 The Postsecondary Education Participant System (PEPS) 

provides daily data on schools.

 The Conditional Disability Discharge Tracking System

(CDDTS) provides monthly data on loans with permanent and 

conditional disability discharges.

 The Central Processing System (CPS) provides daily 

demographic data on students in the NSLDS database.

 The Common Origination Disbursement System (COD)

provides daily updates on Pell Grant payments to students.

 The Federal Direct Loan Program (FDLP) Servicer provides 

weekly data on FDLP loans.

 The Lender Reporting System (LARS) provides demographic 

information on lenders and lender servicers.
Guaranty Agency Data Provider Instructions Introduction

November 29, 2012 7 Version 4.5

Figure 1–1, Sources of NSLDS Data

1.2.3 NSLDS Users

NSLDS users include personnel from ED, other Federal agencies, 

guaranty agencies, lenders, schools, and state scholarship agencies.

NSLDS provides its users with batch processing, as well as access 

by means of the Internet. The system’s products are designed to 

provide efficient access to NSLDS data for a variety of user levels 

and purposes. See Figure 1–2 for the flow of data from NSLDS to 

various users.

GAs

Debt 

Collection 

Service

Direct Loan 

Servicer

Perkins

Schools

All

Schools

PEPS

COD

Pell Grant Information

(PGRFMS/RFMS)

Loans Assigned to ED

Lender and Lender Servicer Data

Aid Overpayments

Student Enrollment (SSCR)

Perkins Loan Information 

FFELP Loan Information

FDLP Loan Information

CPS

Student Demographic Data

Lenders/ 

Servicers

NSL-1076

Aid Overpayments

School Demographic Data
Guaranty Agency Data Provider Instructions Introduction

November 29, 2012 8 Version 4.5

Figure 1–2, Outflow of NSLDS Information

1.3 Getting Help

NSLDS Call Center is available to answer all your questions. The 

CC offers comprehensive assistance on all aspects of using 

DataPrep software, from step-by-step installation questions to 

receiving error reports. The CC can help you identify and correct 

Extract problems resulting from file- and domain-level edits, or 

NSLDS update problems resulting from record-level and loadDepartment

of

Education

Other NSLDS

Government

Agencies

GAs

CPS

PIC

FDLP

Queries

Schools

Queries, Reports, 

and Data Extracts

SSCR Roster

Queries, Reports, 

and Data Extracts

Queries, Reports, 

and Data Extracts

SSCR Information

Error Reports

Queries, Reports, 

and Data Extracts

SSCR Information

Error Reports

Student Aid History

Queries, Reports, 

and Data Extracts

FAT Information

Students

Financial Aid Review 

NSL-1100
Guaranty Agency Data Provider Instructions Introduction

November 29, 2012 9 Version 4.5

Call Center

Contact the CC at (800) 999-

8219 between 8 a.m. and 9 

p.m. Eastern time, weekdays 

except Federal holidays. 

Customer Service personnel 

will log your call, issue a 

confirmation number, 

answer questions, and, if 

possible, resolve problems 

immediately. If the problem 

requires further research, 

Call Center will estimate 

when you can expect a 

return call.

level errors. The CC will address your guaranty agency data 

provider set-up and scheduling questions.

In addition, the CC can help:

 Identify other data providers to resolve identifier conflicts

 Clarify Data Provider Instructions

 Schedule initial and ongoing data loads

 Troubleshoot problems with DataPrep installation

 Discuss submittal requirements

 Explain specific error codes

 Review your submittal schedule

When you call the CC you may be asked to provide specific 

information, including:

 Your GA ID code and agency name and phone number

 Whether you are using the mainframe or Windows-based 

version of the software

 The Version/Release number and release date of the DataPrep 

software you are using

 The nature of the problem

 The part of the process you were working with at the time the 

problem occurred

 Whether you have been able to duplicate the problem and, if 

so, what the conditions were at the time

 Error messages or other indicators of the source of the 

problem.
Guaranty Agency Data Provider Instructions Guaranty Agency Responsibilities

November 29, 2012 10 Version 4.5

Chapter 2: Guaranty Agency 

Responsibilities

Guaranty Agencies must provide information to NSLDS on FFELP 

loans and regularly report on new loans and changes to existing 

loans. These reports must be submitted on an ongoing basis and on 

a regular schedule established between the guaranty agency and 

the U.S. Department of Education (ED).

Guaranty agencies must:

 Meet all NSLDS reporting requirements as detailed in this 

operating manual.

 Report all FFELP loans that were open or closed on or after 

October 1, 1989.

 Report new loans or updates to existing loans at least monthly 

on a schedule established by NSLDS. Data reported must be 

current and not extracted more than 14 days before the 

scheduled load date for the guaranty agency.

 Create a Database Extract file meeting the specifications 

contained in Appendix A. Guaranty agencies are responsible 

for coding and testing their software as needed to properly 

format the Database Extract file.

 Use the NSLDS provided DataPrep software to perform 

Extract Validation and create a Submittal file.

 Send the Submittal file to NSLDS on an established schedule.

 Retrieve the Load Process Error file for each submittal. 

Guaranty agencies must review errors and correct as many as 

possible before the next submittal. Guaranty agencies are 

responsible for the accuracy of their data as well as for the 

timely reporting of loan data to NSLDS.

 Work with other data providers—including other guaranty 

agencies, the Direct Loan Program, the Debt Management 

Collection System, Perkins schools, and the Pell Grant 

System—to resolve identifier conflicts.

 Receive and process reconciliation files provided by NSLDS. 

Reconciliation of loan data between NSLDS and the guaranty 
Guaranty Agency Data Provider Instructions Guaranty Agency Responsibilities

November 29, 2012 11 Version 4.5

Privacy of Data

All NSLDS data is subject to 

the protections of the 

Privacy Act of 1974, as 

amended. Failure to 

preserve its confidentiality 

can lead to personal liability 

under that act.

agency’s system of record can be done voluntarily upon 

request from the guaranty agency or mandated by ED if it 

determines reconciliation is necessary to meet data quality 

standards.

In summary, guaranty agency data must meet NSLDS reporting 

requirements and quality standards. All data submitted to NSLDS 

must be as complete and correct as possible. Guaranty agencies 

that fail to meet their NSLDS reporting requirements are subject to 

the limitation, suspension, and termination regulatory provisions.

2.1 Data Privacy

NSLDS data is subject to the protections of the Privacy Act of 

1974, as amended. Maintaining the security and confidentiality of 

the personal data supplied by those applying for and receiving 

loans is of paramount concern to NSLDS. Both NSLDS and its 

data providers are responsible for preserving the security of any 

NSLDS data in their possession.

You must be constantly vigilant in assuring the security of data 

being prepared for, sent to, and received from NSLDS. You must 

also protect student loan data against intentional or inadvertent 

disclosure or destruction. You should label sensitive materials—

such as data, software documentation, operation manuals, and 

handbooks—as such and store them in a secured location. Failure 

to follow these steps can lead to personal liability under the 

Privacy Act.

2.2 Data Accuracy and Timeliness

In order for NSLDS to meet the needs of its user community, the 

submittals it receives from data providers must be timely, 

complete, and accurate. To help ensure the best possible data 

quality, NSLDS monitors submittals in two ways:

1. Submittal Tracking—NSLDS monitors late and missed 

submittals on a continuing basis.

2. Error Tracking—NSLDS calculates the percentage of records 

in a submittal that contain errors and maintains a record of all 

errors until the error condition is resolved. Error rates are 

monitored on a regular basis to ensure data accuracy.
Guaranty Agency Data Provider Instructions Guaranty Agency Responsibilities

November 29, 2012 12 Version 4.5

Calculating the Error Rate:

The error rate uses the 

number of records that 

contain errors, not the total 

number of errors (there can 

be more than one error in a 

record).

Example:

If there are a total of 25 

errors, but those errors 

appear in only 19 records 

out of 456 open loans on 

NSLDS, the calculated error 

rate is:

19 / 456 = 4.2%

The error rate is calculated by dividing the number of loan records 

containing errors by the total number of open loans. If a record 

contains more than one error, the system still only counts it as a 

single record with errors when calculating the error rate. Thus, the 

total number of errors will not necessarily equal the number of 

records with errors.

Data providers that do not meet NSLDS reporting requirements 

will be subject to sanctions enforced by ED.
Guaranty Agency Data Provider Instructions The NSLDS Update Process

November 29, 2012 13 Version 4.5

Warning: Your 

Responsibility

You are responsible for 

submitting data to NSLDS 

using the edit rules, format, 

and processing flow 

specified by ED. Caution 

should be exercised when 

using specifications or 

software applications 

developed by other 

organizations or vendors. 

Regardless of whether third 

party software or procedures 

are used, data providers 

remain responsible for the 

accuracy of their data and 

for using procedures 

approved by ED. GAs and 

third party guarantor are 

responsible for compliance.

Chapter 3: The Update Process

The NSLDS update process is comprised of six steps:

1. Data Providers Create the Database Extract File—You 

create a copy of your loan portfolio in a format specified by

NSLDS. This copy, called the Database Extract file, includes 

all open loans and all loans closed on or after October 1, 1989, 

formatted according to the guidelines established in 

Appendixes A and C.

2. Data Providers Run Extract Validation and the Delta 

Process Using DataPrep—You run the Database Extract file 

through the NSLDS DataPrep Extract Validation process to 

check for file-level and domain-level errors. If there are filelevel errors (such as an incorrect header or a guaranty agency 

code for any record that does not match the header record 

guaranty agency code), the process stops, and you must correct 

any file-level errors before proceeding.

If the rate of domain-level errors (such as a non-numeric 

character in a numeric field, an invalid date, a missing 

identifier, or a missing new identifier) is above one of the 

specified threshold levels, the process also stops and the 

complete Database Extract file is rejected. You must correct 

the error(s) before proceeding.

If the rate of domain-level errors is within the prescribed limits, 

DataPrep creates a new file called the Validated Extract file 

and runs it through the Delta Process, in which it is compared 

to the Prior Validated Extract file in order to identify changes. 

The output of this process is your Submittal file.

3. Data Providers Create Error Reports—Using the Extract 

Error file produced by DataPrep, you create Extract Error 

reports (both a summary and detail report are available) and 

use this information to make all necessary file-level and 

domain-level changes to your database. You can also use the 

Extract Validation Log report to perform a test of 

reasonability—a review of the data comparing the current data 

with previous submittals to look for the number of records 

processed and loan amount totals.

If you make corrections, you then start again at step 1 by

recreating the Database Extract file, running Extract Validation 

and the Delta Process, and generating Extract Error reports.
Guaranty Agency Data Provider Instructions The NSLDS Update Process

November 29, 2012 14 Version 4.5

4. Data Providers Send the Submittal File—Once a Submittal 

file has been successfully created (after all file-level errors are 

corrected and after the number of domain-level errors is below 

the specified thresholds), you send it to NSLDS.

5. NSLDS Runs the Load Process—NSLDS receives your 

Submittal file and runs file-level edits on it. If the file passes all 

file-level edits, NSLDS then checks each loan record for 

domain-, record-, and load-level errors. Loan records that pass 

all edits are matched against records already existing in the 

NSLDS database. Depending upon the outcome of that match, 

NSLDS either creates new student or loan records, or updates 

existing records. Loan records that fail one or more edits are 

added to the Load Process Error file NSLDS returns to you 

after loading your data.

6. Data Providers Retrieve Error Files and Run Load Process 

Error Reports—If your Submittal file passes all file-level 

edits and is loaded onto NSLDS, NSLDS sends: A Load 

Process Error file containing all the domain, record, and loadlevel errors detected during the Load Process. Then use 

DataPrep to create Load Process Error reports (both summary

and detail reports are available) which will help you make 

corrections to your database and resolve data conflicts prior to 

your next monthly extract.

If you fail to send NSLDS a Submittal file at the scheduled 

time or if the file you send is not loaded because of file-level 

edits, NSLDS notifies you that your file was not received or 

was not loaded. In this case, NSLDS does not send you a Load 

Process Error file.

7. The Threshold, Error Code and Field Code (TEF) File contains 

error codes and messages. The file must be imported into your 

Data Prep software every 90 days. The file is available for 

downloading at http://fsadownload.ed.gov/index.htm. The TEF 

is periodically updated to add any new error codes or error 

messages to assist in record and load-level error resolution.
Guaranty Agency Data Provider Instructions The NSLDS Update Process

November 29, 2012 15 Version 4.5

Viewed as a linear sequence, the six-step update process looks like 

this:

Figure 3–1, Data Provider Six-Step Process

Extract Error 

Reports

Use information to

correct database(s) 

or Extract 

Validation process.

NSL-1071

Fix database(s) or Extract 

Validation process to 

correct file-level and 

domain-level errors.

Rerun steps 1-3.

NSLDS runs the Load Process on Data 

Providers' Submittal files, updates NSLDS 

database, and creates Load Process Error file.

 Step 5

Data Providers retrieve Load Process Error 

and TEF files from NSLDS and generate Load 

Process Error reports to correct domain-, 

record-, and load-level errors in their 

databases.

 Step 6

 Step 4 Data Providers send Submittal file to NSLDS.

Data Providers generate Extract Error reports 

and use them to correct file- and domain-level 

errors in their databases.

 Step 3

Data Providers run Extract Validation and 

Delta Processing on their Database Extract file 

using DataPrep software.

 Step 2

 Step 1

Data Providers create a Database Extract file 

from their own database, using their own 

software and ensuring that it meets NSLDS 

system requirements.
Guaranty Agency Data Provider Instructions The NSLDS Update Process

November 29, 2012 16 Version 4.5

Extract 

Validation 

Procedure

NSL-1060

GA Database 

Update 

Procedures

Existing GA 

Database(s)

Database Extract 

Procedure

Database 

Extract File

Delta 

Processing 

Log File

Loan Detail 

Report Procedure

Load Processing 

Summary Error 

Report

Detail Error 

Report Procedure

Summary Error 

Report Procedure

Load Processing 

Detail Error 

Report

NSLDS Loan 

Detail Report

Submittal Loan 

Detail Report

Extract Loan 

Detail Report

Submittal 

File

Extract 

Validation 

Error File

Extract 

Validation Log 

File

Delta 

Processing

Validated 

Extract File

NSLDS Load Process

Load 

Processing 

Error File

NSLDS Loan 

Detail File

Prior Validated 

Extract File

Threshold, 

Error Code, 

and Field Code 

(TEF) File

Detail Error 

Report Procedure

Extract 

Validation Detail 

Error Report

Summary Error 

Report Procedure

Extract 

Validation 

Summary Error 

Report

Loan Detail 

Report Procedure

NSLDS Responsibility

DataPrep Responsibility

GA Responsibility

Viewed as an ongoing or cyclical process, the update process can 

also be illustrated in the following way, with the shaded boxes 

representing guaranty agency responsibility and the darkened 

boxes representing operations handled by DataPrep.

Figure 3–2, Processing Flow for Guaranty Agency Updates to NSLDS
Guaranty Agency Data Provider Instructions The NSLDS Update Process

November 29, 2012 17 Version 4.5

File Names

You can determine the 

naming conventions for files 

used and created exclusively 

at your own site. But 

Windows users cannot alter 

the names used by 

DataPrep; otherwise, the 

program will not work 

properly.

We strongly recommend that 

mainframe users use the 

suggested file names 

provided by DataPrep and 

used in the sample Job 

Control Language (JCL) in 

Appendix G.

3.1 Files Used in the NSLDS Update 

Process

The following files are created or updated in the update process:

 Database Extract File (extract.ff)—This is the formatted 

Database Extract file you create from your loan database. It

includes Header and Detail records and can include Past Period 

Change records to correct data stored as history in the NSLDS 

database. This file is the input to the Extract Validation 

process.

 Validated Extract File (valextr.ff)—This is the output of the 

Extract Validation process and one of the inputs to the Delta 

Process. DataPrep creates this file if there are no file-level 

errors in the Database Extract file and the rate of domain-level 

errors is below acceptable threshold levels.

 Prior Validated Extract File (priorextr.ff)—This is your 

Validated Extract file from the previous month, against which 

the Delta Process compares your current Validated Extract file 

to identify changed loan data for reporting to NSLDS.

 Submittal File (submit.ff)—This file is created by the Delta 

Process. It contains all current records that have changes, 

forced records and all Past Period Change records. You submit 

this file to NSLDS, where it becomes input to the Load 

Process. This file can contain four record types: Header, Detail, 

Past Period Change, and Trailer. The Trailer record is added by 

DataPrep.

 Extract Error File (extrerr.ff)—This file is an output from 

the Extract Validation process. It contains an error record for 

each domain error listing the field in which the error occurred, 

the value and description of the error. The contents of this file 

can either be viewed on-screen or printed.

 Load Process Error File (loaderr.ff)—This file is an output 

of the load process. It contains an error record for each 

domain, record and load level error that failed NSLDS edits. It

identifies errors detected during the Load process and also 

contains header and trailer records. The contents of this file 

can either be viewed on-screen or printed.

 Threshold, Error Code, and Field Code (TEF) File.
Guaranty Agency Data Provider Instructions The NSLDS Update Process

November 29, 2012 18 Version 4.5

This file contains software parameters for Load Process Error 

processing and error field names and messages for the processing 

of the Load Process Error file.

Figure 3–3 shows the edit process, some of the problems that arise 

during that process, and possible solutions.

Figure 3–3, NSLDS Edit Process

File-Level Edits

Extract Validation 

Aborted

Domain-Level Edits

Domain and

 Record-Level Edits

Load-Level Edits

NSLDS Updated

Threshold Failure

Record Rejected

Record Not 

Loaded/Updated

 1. Date Sequence Error

 2. Identifier Conflict

 3. Invalid Codes

 1. Submit PPC record

 2. Resolve with other

 data provider

 3. Correct database or

 extract process

 1. Numeric Field Error

 2. Invalid Date

 3. Missing Identifier

 4. Missing New Identifier

 5. Reasonability Error

 6. Duplicate Record

 Correct database and/or

 extract process 

 before next submittal

 1. Numeric Field Error

 2. Invalid Date

 3. Missing Identifier

 4. Missing New Identifier

Correct database 

and/or extract process 

and rerun Extract 

Validation

 1. Incorrect Header

 2. GA Code does

 not match Header

Correct database 

and/or extract process 

and rerun Extract 

Validation

NSLDS 

Load 

Process

NSL-1061

DataPrep 

Extract

Validation 

Process

Edit Process Problem Solution
Guaranty Agency Data Provider Instructions The NSLDS Update Process

November 29, 2012 19 Version 4.5

3.2 Highlights of Guaranty Agency 

DataPrep Version 3.1

The DataPrep software was modified for 3.1 Version 3.1

National Student Loan Data System (NSLDS) Guaranty Agency 

DataPrep (GA DataPrep), Version 3.1, is software designed for 

Windows 2000 and Windows XP Professional operating systems 

to assist GAs in reporting Federal Family Education Loan Program 

(FFELP) loans to NSLDS. GAs participating in the FFELP are 

required to report detailed loan information to NSLDS at least a 

monthly basis.

The software allows a GA data provider to:

1. Validate Extract File-GA DataPrep examines their Database 

Extract file verifying that its format is acceptable. Data Prep

checks for proper header records, 640-byte record lengths, and 

matching GA codes.

2. Edit Extract File-GA DataPrep checks the Extract file for 

errors using the NSLDS Data Prep Extract Validation function. 

If the number of errors is within the prescribed limits, GA Data 

Prep creates a new file called the Submittal file.

3. Perform Delta Processing-GA Data Prep determines which 

loans have changed between the current and previous extract 

files. Only records with changes are included in the Submittal 

file.

4. Create Submittal File-The Submittal file contains new loans, 

changes to existing loans, and loans being forced through to 

NSLDS. The Submittal file is transmitted to NSLDS via SAIG 

or loaded to tape and mailed to NSLDS for processing.

5. Generate Error Reports-GA Data Prep analyzes errors received 

by NSLDS. The two load-processing error reports, Summary

and Detail, list the errors identified while processing Submittal 

files.

6. A Thresholds, Error Codes, and Field Codes File (TEF file)

(tef.ff) has been added to the Data Prep process. The TEF file

is used by Data Prep software during the Extract Validation

process and in various report creation programs that contain

threshold standards, field codes and messages, error codes and
Guaranty Agency Data Provider Instructions The NSLDS Update Process

November 29, 2012 20 Version 4.5

messages, and Loan Status codes and their status (i.e., open or

closed). The file is updated as changes occur, but not less often

then every 90 days. The TEF file is available for download

from www.fsadownload.ed.gov.

Software Enhancement- GA Data Prep has been enhanced to 

process and display the following fields in the Load Process Detail 

Error Report:

– Code for Current Holder Lender 

– Code for Servicer

– Conflict Value

– Date of Loan Status

– Supplemental Error Data

NSLDS added these fields to the Load Process Error Data File 

to help Gas resolve errors.
Guaranty Agency Data Provider Instructions System Requirements

November 29, 2012 21 Version 4.5

Z/OS LE Runtime Library

If you’re running in the Z/OS 

LE environment, your LE 

Runtime Library must be in 

your standard system 

program library 

concatenation.

Enough Disk Space?

Database Extract files can 

be quite large. So it is very

important that you evaluate 

whether your computer has 

enough disk space to store 

both the DataPrep software 

and the data files it 

processes.

Chapter 4: System Requirements

This manual is written for guaranty agencies that use the EDprovided DataPrep software to prepare data for submittal to 

NSLDS from either a mainframe (Z/OS LE Version 2.4 or higher) 

batch environment or a Windows-based personal computer (PC). 

Agencies that use other platforms or who want to develop their 

own software should contact ED for more information. Software 

developed by data providers must meet the standards established in 

this manual.

To run the DataPrep software and submit your data, the minimum 

system requirements are either:

 An IBM or IBM-compatible mainframe running the Z/OS LE 

Version 2.4 or higher operating system and an appropriate sort 

utility, or

 A fully IBM-compatible personal computer with at least a 200 

MHz Pentium processor; Windows 95, 98, or NT operating 

system; 64 MB of available memory; and 8 MB of hard disk 

space to store the program and data files, with additional hard 

disk space to store data files and backups. For optimal viewing 

of reports, you may have to set your monitor’s resolution to 

1024 x 768 pixels.

4.1 Estimating Required Disk Space

You will need approximately 8 MB of disk space to store the 

DataPrep software and its associated test data files. This is the 

minimum disk space required and does not include storage space 

for your data files. You should also allow enough space in which 

to sort data files.
Guaranty Agency Data Provider Instructions System Requirements

November 29, 2012 22 Version 4.5

Signing Up for NSLDS

To sign up for NSLDS you 

must use the SAIG 

Enrollment Document. For 

more information, phone the 

SAIG Call Center at (800) 

330-5947.

Estimate your space requirements by adding the following:

Database Extract files N * 640 bytes * Y

Submittal Files [(N * 640 bytes) + (PPC * 

640 bytes)] * Y

Extract Error Files X * 640 bytes * Y

Extract Error Reports X * 132 bytes * Z * 1.1

Load Process Error Files X * 640 bytes * Y

Load Process Error Reports X * 132 bytes * Z * 1.1

Threshold Error File 32,000 bytes

Loan Detail File N * 640 bytes * Y

Loan Detail Reports N * 132 bytes * Z * 1.1

(Equals) _____ bytes of space required

Where:

N = Number of records extracted from your database.

X = Estimated number of errors.

PPC = Estimated number of Past Period Change (PPC) 

records.

Y = Number of Backup files created and stored.

Z = Number of Reports Created.

All the mainframe examples in this document assume use of a 

Direct Access Storage Device (DASD). Tape can be substituted for 

DASD for any of the NSLDS files, but in that case, you are 

responsible for converting the calculations from DASD to that 

medium.

4.2 Setting Up Communications Links with 

NSLDS

Guaranty Agencies can access NSLDS through the Student Aid 

Internet Gateway (SAIG) using EDConnect software. Agencies 

that do are assigned a mailbox, which they use to request and 

retrieve data from NSLDS. 

The SAIG Call Center is responsible for setting up new user 

accounts on the SAIG. You can obtain enrollment information at 

https://www.fsawebenroll.ed.gov/PMEnroll/index.jsp, or by calling 

(800) 330-5947.
Guaranty Agency Data Provider Instructions System Requirements

November 29, 2012 23 Version 4.5

Saving Generations

We recommend that you 

plan on saving at least two 

generations of all your files 

and reports. DataPrep can 

help you using the File 

Backup utility.

Problems?

If you have any problems 

with installation or testing, 

call the NSLDS CC at (800) 

999-8219 between the hours 

of 8 a.m. and 9 p.m. Eastern 

Time, Monday through 

Friday except Federal 

4.3 Obtaining a Submittal Schedule

NSLDS will assign a submittal schedule to you each year, usually 

in November. You can check your schedule at any time by

selecting the Data Provider Schedule link on the Organization page 

of the NSLDS website (www.nsldsfap.ed.gov).

For more information, or to obtain a copy of the schedule, contact 

the NSLDS Call Center (CC) at (800) 999–8219.

4.4 Initial Population

The first-time transfer of information from a guaranty agency or 

other data provider to NSLDS is called the initial population. In

addition to current loan data, the initial population also includes 

data for loans that are closed. See Appendix A for detailed 

information about what data to include in an initial population 

Database Extract file.

Except for the addition of closed loan data and a slight difference 

in data reporting requirements, the process for an initial population 

submittal is the same as the one you follow for subsequent updates.

4.5 File Protection and Backups

Files are subject to corruption, especially during shipping. 

Therefore, we recommend that you keep backups of at least your 

last two Database Extract files and Submittal files in case errors 

occur during shipping of the Submittal file or during the Load 

Process. 

DataPrep provides a quick way to create and organize backup 

copies of these files. The process for backing up files is described 

in detail in Section 5.2.5.

While we recommend a minimum of two generations, the sample 

JCL for Z/OS LE Version 2.4 or higher environments provided in 

Appendix G allows for four generations of backups. Mainframe 

operators who use the sample JCL provided in Appendix G will 

find that a backup of the Submittal file, named 

NSLDS.SUBMIT.BKUP, is created automatically by the software.
Guaranty Agency Data Provider Instructions Installation, Utilities, and Testing

November 29, 2012 24 Version 4.5

Chapter 5: Installation, Utilities, and 

Testing

After you have made sure that you meet the system requirements 

for DataPrep Version 3.1 you are ready to install DataPrep, set up 

its utilities, and run test files designed both to test whether you 

have installed DataPrep properly and to familiarize you with how 

DataPrep works.

5.1 Installation

5.1.1 Installing DataPrep on a Windows-Based 

PC

NSLDS Guaranty Agency DataPrep, Version 3.1 (GA DataPrep) 

has been released. This version incorporates the following updates:

 Downloading—Beginning with this version, GA DataPrep 

is available at www.fsadownload.ed.gov. This method 

replaces the distribution of the GA DataPrep on 

CD-ROM.

 Operating System—GA DataPrep, Version 3.1, is fully

compatible with Windows 2000 and Windows XP 

Professional operating systems.

(This new version of GA DataPrep is not compatible with 

Windows 95, Windows 98, or Windows NT. If you are

using Windows 95, Windows 98, or Windows NT, you can 

only use the previous version of GA DataPrep and cannot 

take advantage of the enhancement to GA DataPrep as 

listed below.)

 Software Enhancement—GA DataPrep has been enhanced 

to process and display the following fields in the Load 

Process Detail Error Report:

 Code for Current Holder Lender

 Code for Servicer

 Conflict Value

 Date of Loan Status

 Supplemental Error Data
Guaranty Agency Data Provider Instructions Installation, Utilities, and Testing

November 29, 2012 25 Version 4.5

Directories

These are the folders where 

DataPrep working files are 

stored:

 Temp—the location of 

your temporary sort data 

files (*.tmp)

 Extract—the location of 

your Database Extract 

file (extract.ff)

 Current—the location of 

the TEF file (TEF.ff), 

system files used to 

select and sort data for 

reports, and DataPrep 

output files (*.ff)

 Backup—the location of 

your backup file folders

 Loan—the location of 

the Loan Detail file 

obtained by special 

arrangement (loandtl.ff)

NSLDS added these fields to the Load Process Error Data 

File to help GAs resolve errors.

You can download the new GA DataPrep software at 

www.fsadownload.ed.gov. On the GA DataPrep download page, in 

the Documentation area, you can click either the Cover Letter or 

the Installation link to read step-by-step instructions on how to 

download GA DataPrep, Version 3.1.

During the setup procedure, you must specify where the DataPrep 

system files are installed. We strongly recommend that you use the 

default path C:\NSLDS-GA-V3.

When starting PC DataPrep for the first time, the Directories 

dialog box (Figure 5–1) appears, prompting you to select where 

DataPrep’s work files are located. DataPrep supplies default 

directory paths, but you can change them as needed. It is essential 

that you supply the paths to where your data files are in fact 

located, or DataPrep will be unable to find your data. You must 

also specify the correct directory paths if you submit your data to 

NSLDS via SAIG.

When you are satisfied with the directory paths listed in the 

Directories dialog box, click OK.

Figure 5–1, Directories Dialog Box

If you have named a path that does not currently exist, DataPrep 

will ask you if you want to create it.
Guaranty Agency Data Provider Instructions Installation, Utilities, and Testing

November 29, 2012 26 Version 4.5

OS/390 LE, Version 2.4 or 

Higher

In order for DataPrep to 

work on your mainframe, 

you must be running OS/390 

LE, Version 2.4 or higher.

Click Yes to do so. If you do not create a separate Loan folder, 

DataPrep will select your Current folder as the default destination 

when you use the File Transfer utility to move (or copy) a Loan 

Detail file into DataPrep.

5.1.2 Installing DataPrep on an OS/390 LE 

Version 2.4 or Higher Mainframe

To install DataPrep on your mainframe, you must first install the 

Installation JCL that appears in Step 1 of Appendix G. This 

Installation JCL is not included on the tape that contains the rest of 

DataPrep for OS/390 LE version 2.4 or higher so you must create 

your own copy. Your site will probably have a JCL file for 

executing IEBCOPY that closely resembles the Installation JCL. 

To create the Installation JCL, make a copy of the IEBCOPY JCL 

and modify it so it contains the same file names as the Installation 

JCL in Step 1 of Appendix G.

Run the Installation JCL once to unload Unload JCL that appears 

in Step 2 of Appendix G from the DataPrep tape. Then run the 

Unload JCL once to unload and install the actual libraries and 

software that will allow you to run DataPrep. If you need to run the 

Unload JCL again to reinstall DataPrep, be aware that step 

PSTEP005 will delete all data sets previously created.

Note that by installing DataPrep JCL for OS/390 LE version 2.4 or 

higher, you will be creating data set names on your system. The 

second and last node in all data set names created by DataPrep 

contain identifying information (Version Release Date) meant to 

track which release of DataPrep you are using. We strongly 

recommend that you retain this naming convention.

The Unload JCL can be referenced from the library created by the 

Installation JCL with CUTTAPE as part of the name. The library

member name is UNLOAD.
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Directories and Folders

The terms “directory” and 

“folder” refer to the same 

object but viewed from 

different perspectives. Both 

refer to a place where files 

are stored. That place is a 

directory when it is viewed 

from the point of view of a 

computer or network’s total 

file structure. The directory 

path is the route a program 

takes through that file 

structure to find an individual 

file. A folder is the visual 

representation of the 

directory as an individual 

icon, such as a desktop 

shortcut or in My Computer 

or Windows Explorer.

5.2 Options and Utilities

5.2.1 Changing Directory Paths

If at some time after installation you decide to change the directory 

path for any of DataPrep’s working files, follow these steps:

1. From the DataPrep Main Menu, click Options and then 

Directories.

Figure 

5–2, 

DataPrep Main Menu with Directories Selected on the Options 

Menu

2. The Directories dialog box appears.

Figure 5–3, Directories Dialog Box

3. Select new directory paths in one of two ways:
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Copy Your Sort Files

If you use the Directories dialog 

box to change the directory path 

for your Current folder after you 

have installed DataPrep, you 

must be sure to copy the files 

containing sort parameters from 

your old Current folder to your 

new Current folder. Those files 

have names that end with the 

following suffixes:

 .sel

 .srt

 .var

A. Type the new path into the text box.

B. Press the Browse button to the right of the text box and use 

the Select File Directory dialog box that appears to select 

the new path.

4. Click OK to save your changes.

Note, however, that if you change the directory path for your 

Current folder, you must use Windows Explorer or My Computer 

to copy the following files from your old Current folder to your 

new Current folder:

 TEF.ff

 ERRDTL.sel

 ERRDTL.srt

 ERRDTL.var

 LOANDTL.sel

 LOANDTL.srt

 LOANDTL.var

If you fail to copy these files to your new Current folder, DataPrep 

will be unable to sort your detailed Extract Error report or Load 

Process Error report.

In addition, you may wish to copy any additional files that you 

wish to retain.

5.2.2 Delta Process Options

DataPrep offers you three Delta Process options. Two are marked 

Persistent, which means that they stay in effect until you change 

them. One is marked This Run Only, as it is automatically 

deselected after you run the Delta Process.

The two persistent options are:

 Keep Validated Extract File—If you select this option, 

DataPrep saves a copy of the Validated Extract file produced 

by Extract Validation in the Current folder when the Delta 

Process is complete. If you deselect this option, DataPrep 

deletes the Validated Extract file when the Delta Process is 

complete.
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Initial Run Requires Full 

Submittal

Be sure to select the Full 

Submittal option when 

creating your first Submittal 

file with the new DataPrep 

software. 

Scheduling a Full Submittal 

To schedule a full submittal 

and request that the error file 

be cleared, the GA NSLDS 

contact should e-mail the 

NSLDS Customer Service 

Center at 

NSLDS@Pearson.com at 

least 30 days in advance of 

the scheduled load date.

 Back up Prior Extract to Directory—If you select this 

option, DataPrep saves a copy of the old Prior Validated 

Extract file to the Backup, Current, or Extract folder when the 

Delta Process is complete. It also creates a new Prior Validated 

Extract file from the Validated Extract file and saves it to the 

Current folder. If you deselect this option, DataPrep creates a 

new Prior Validated Extract file as part of the Delta Process 

and saves it to the Current folder, where it overwrites the old 

Prior Validated Extract file.

Selecting both options means that you can re-run the Delta Process 

without first re-running Extract Validation. On the other hand, 

deselecting both options will save some space on your hard drive.

The option marked This Run Only is:

 Create Full Submittal File—If you select this option, the 

Delta Process will produce a Submittal file containing all the 

loans you report on, not just the ones that have changed since 

the previous month. Be sure to select this option before 

creating your first Submittal file with DataPrep Version 3. 

After that, do not select this option, as you should only submit 

changed load data from month to month.

To set Delta Process options, follow these steps:

1. From the DataPrep Main Menu, click Options and then Delta 

Processing.
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Figure 5–4, DataPrep Main Menu with Delta Processing Selected 

on the Options Menu

2. The Delta Processing Options dialog box appears.

Figure 5–5, Delta Processing Options Dialog Box

3. Select the options you want and click OK.
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5.2.3 Viewers

DataPrep allows you to create a whole series of reports as you 

move through the NSLDS update process. To view and print those 

reports, you must use a viewer. When you install DataPrep, it

automatically establishes its own built-in viewer (NSLDS-GAV3\uta0.exe) as the default viewer for reports. This viewer was 

especially designed to display and print reports in the correct 

format, and we recommend that you become familiar with its 

features.

You can also use Notepad, WordPad, and some word processing 

software as viewers. However, if you use them, you might have to 

reformat reports to fit on screen or on paper. In addition, you may 

need to increase your desktop size to at least 1024 by 768 pixels to 

view reports without having to scroll horizontally.

Likewise, when you print reports from the DataPrep viewer 

(uta0.exe), it automatically formats them so they look on the page 

much as they do on-screen, and so the individual rows of the report 

are not broken across two or more lines of print. If you use another 

viewer, you will need to set your printer options with care to 

achieve equally good results.

There are situations in which you will want to use a viewer other 

than the DataPrep viewer (uta0.exe) to view or print reports. The 

figures in this manual frequently use Notepad to make the contents 

of reports larger and so easier to read. But to view and print reports 

that are correctly formatted, we recommend that you use the 

DataPrep viewer (uta0.exe).

The DataPrep Viewer (uta.exe)

The DataPrep viewer (uta0.exe) includes the following features, 

which are deployed down the right side of your screen when it 

displays:

 A drop-down zoom box. You can also zoom in by left clicking 

on the text of the report, or zoom out by right clicking on it.

 A button that centers the report on the screen.

 A spin box that allows you to navigate through the report one 

page at a time.
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 Fast-forward and rewind buttons that allow you to move 

directly to the first or last page of the report.

 A Print Current Page button.

 A Print button.

 An Exit button.

 A Help button.

Changing Your Default Viewer

To change your default viewer for all reports, follow these steps:

1. From the DataPrep Main Menu, click Options and then 

Viewers.

Figure 5–6, DataPrep Main Menu with Viewers Selection on the 

Options Menu

2. The Viewer Maintenance dialog box appears.
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Changing Viewers

The word processing 

software at the top of the 

Viewer Programs list is the 

default viewer. To change 

the default viewer, follow 

these steps:

1. Select the viewer you 

want to make the default 

by highlighting it.

2. Click Move

3. Point to the top of the list 

and click.

4. Click OK.

The viewer you selected will 

be moved to the top of the 

list, and DataPrep will use it 

by default to view reports.

Move the Viewer before 

Clicking OK

To change your default 

viewer, you must select the 

viewer you want and move it 

to the top of the list before 

clicking OK. Just selecting a 

viewer and clicking OK will 

not change your default 

viewer.

Figure 5–7, Viewer Maintenance Dialog Box

The word processing software that appears at the top of the list is 

the default viewer for viewing and printing reports. To change the 

default viewer, follow these steps:

1. Select the viewer you want to make the default by highlighting 

it.

2. Click Move.

3. Point the cursor to the top of the list and click. This will move 

the highlighted software to the top of the list.

4. Click OK to exit the dialog box.

To change your default viewer, you must select the viewer you 

want and move it to the top of the Viewer Programs list before 

clicking OK. Just selecting a viewer and clicking OK will not 

change your default viewer.

If you want to add other word processing software to the viewer 

list, click Add and then specify the directory path for the software 

you want to add.

To remove a viewer from the list, highlight it and then click 

Remove. DataPrep will ask you to confirm that you want to delete 

the viewer program from the list.

You can use any viewer to view a particular report after it is 

created, as long as it is one of the viewers on the list. But you can 

only change the default viewer from the Viewer Maintenance 

dialog box.
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Changing Viewers for a Single Report

To change viewers for a single report without changing your 

default viewer, follow these steps:

1. If you have already created a report and displayed it in a 

viewer, close or minimize the viewer and return to the report 

dialog box from which you created the report.

2. Click Viewer to display the Select Viewer dialog box. It will 

display the DataPrep viewer (uta0.exe), Notepad, WordPad, 

and any other viewers you have installed using the Viewers 

command on the Option menu.

Figure 5–8, Select Viewer Dialog Box

3. Select the viewer you want to use and click OK to view the 

report.

This process only changes the viewer for the report you are 

currently viewing. To change your default viewer, see the previous 

subsection.

5.2.4 File Transfer

DataPrep’s File Transfer utility allows you to import or export 

specific files associated with DataPrep and the NSLDS update 

process. You can import the following files sent to you by NSLDS:

 Threshold, Error Code and Field Code File
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Message Class Input and 

Output Files

Regardless of what file 

name you insert in the input 

screen, DataPrep will 

change the output name so 

DataPrep can recognize the 

file.

Browsing for Files

When you browse for files, 

make sure that the Files of 

type box is set to the file 

type you seek or to All Files 

(*.*).

 Load Process Error File

 Loan Detail File

When you import a file, the File Transfer utility copies (or moves) 

it to the default folder for files of that type and renames it so 

DataPrep will recognize it.

You can also use the File Transfer utility to export a Submittal file 

created by DataPrep to a folder from which it can be sent to 

NSLDS. For detailed instructions, see Section 8.1.4.

To import a file using the File Transfer utility, follow these steps:

1. From the DataPrep Main Menu, click File Transfer. The File 

Transfer dialog box appears.

Figure 5–9, Initial File Transfer Dialog Box for File Import

2. Select the Action you want to perform. DataPrep displays the 

default directory path for files of that type as the DataPrep File 

Output (Figure 5-9). You cannot change this default path. 

However, if you are importing an NSLDS Loan Detail file 

(Section 10.3.1), DataPrep does give you the option of 

assigning it a version name.

3. Press the Browse button to the right of the NSLDS File 

Input box to display the Select NSLDS File dialog box. It will 

display with the File of type option at the bottom of the dialog 

box set to the kind of file you seek. 
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For example, the first time you select Import Threshold, Error 

Code and Field Code File as an action and click Browse, you 

should see a dialog box similar to the one in Figure 5–10. 

Notice that the File of type option is automatically set to 

Received TEF File (teffilop.*).

Figure 5–10, Initial Select NSLDS File Dialog Box for TEF File

3. Use the Look in option at the top of the dialog box to locate the 

folder that contains the NSLDS file you want to import. You 

can select any folder you have access to on your computer or 

network.

Figure 5–11, Final Select NSLDS File Dialog Box for TEF File
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Copy or Move

When you use DataPrep’s

File Transfer utility to copy a 

file, DataPrep copies and 

pastes the file to a new 

location. When you use it to 

move a file, DataPrep cuts 

and pastes the file to a new 

location.

4. Select the file you want to import. Whatever file you select will 

be displayed as the default NSLDS File Input option the next 

time you import the same type of file. Click Open to return to 

the File Transfer dialog box.

Figure 5–12, Final File Transfer Dialog Box for File Import

6. Clicking on the blue plus signs to the right of the Browse 

buttons for the NSLDS File Input and DataPrep File Output 

boxes displays a File Information dialog box you can use to 

check that you are transferring the right file and that is it more 

recent than any file it might replace.

7. If you displayed the File Information dialog box, click Exit to 

return to the File Transfer dialog box.

8. Check that the directory paths in both the NSLDS File Input 

and DataPrep File Output boxes are correct and click Copy or 

Move. If a file of the type you are transferring already exists in 
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the destination folder, a message similar to the following 

displays:

9. Click Yes to continue. If the copy or move is successful, 

DataPrep displays a message similar to the following:

5.2.5 File Backup

We strongly recommend that you regularly backup all your data 

files. Regular backups give you a full record of your submittals to 

NSLDS and a potentially invaluable audit trail. DataPrep’s File

Backup utility helps you copy or move files from your working 

folders (Current, Extract, and Loan) to backup folders of your 

choice. It also helps you maintain backups after you create them. 

In addition, you can use it to delete backup files and folders when 

you no longer need them.

To create a new backup folder, follow these steps:

1. From the DataPrep Main Menu, click File Backup.
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Figure 5–13, DataPrep Main Menu with File Backup Selected

2. The File Backup dialog box appears. The Current Files list 

shows all the DataPrep files (*.ff files) in your Current, 

Extract, and Loan folders. It also lists each file’s last modified 

date and time, and size in bytes. The Backup Folders box lists 

all the folders in your Backup folder (C:\DataPrepGA\Backup).

Figure 5–14, File Backup Dialog Box
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Moving/Copying Files to 

Backup Folders

Before you can move or 

copy files to a backup folder, 

you must select the file(s) 

and the folder. You can 

determine the creation date 

and time and number of 

bytes in each file by moving 

the scroll bar to the right 

margin or by double-clicking 

the file name.

5. To create a new backup folder, click New. The New Backup 

File Folder dialog box appears with a default New Folder name 

based on current year and prior month or next year and month 

that does not have a folder.

Figure 5–15, New Backup File Folder Dialog Box

6. Use the New Folder counter to select the month and year of the 

new backup folder. When you are satisfied with the New 

Folder name, click OK to return to the Backup Files dialog 

box.

7. Select the file(s) you want to move or copy to the new folder. 

To select a file from the Current Files list, click on it and 

DataPrep will highlight it. Click on it again to deselect it and 

remove the highlighting. You can select or deselect a group of 

files by clicking on the first file in the group and then holding 

down the shift key while you click on the last.

Figure 5–16, File Backup Dialog Box with Files Selected
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8. Select the backup folder in which you want to store the files by

clicking on it in the Backup Folders box.

Figure 5–17, File Backup Dialog Box with Files and Backup 

Folder Selected

9. Click Copy (or Move) to copy (or move) the files you selected 

to the backup folder you selected.

If you copy files, DataPrep will leave the original files in the 

Current, Extract, or Loan folders and create copies in the 

backup folder you selected. In this case, the original files will 

still be listed by the File Backup dialog box.
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Figure 5–18, File Backup Dialog Box after Copy

If you move the files, DataPrep will remove the originals from 

the Current, Extract, or Loan folders and move them to the 

backup folder you selected. In this case, the files will disappear 

from the File Backup dialog box.

Figure 5–19, File Backup Dialog Box after Move

Several other features of the File Backup utility are worth 

knowing.
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Deleting Backup Folders

If you want to delete a 

backup folder, delete all the 

files in the folder. Then click 

Delete again, and DataPrep 

will ask you to confirm that 

you want to delete the folder. 

From the File Backup dialog box, you can check a file’s last 

modified date and time and size in bytes by double clicking on it.

From the File Backup dialog box, you can check the contents of an 

existing backup folder by selecting it and then clicking List to 

display the List Backup Files dialog box.

Figure 5–20, List Backup Files Dialog Box

From the List Backup Files dialog box, you can delete individual 

backup files by selecting them and clicking Delete. DataPrep will 

ask you to confirm any deletions by displaying the following 

message:

You can delete the backup folder itself by first deleting all the files 

it contains and then clicking Delete again. DataPrep will display 

the following message:
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Click Yes to confirm your intention and delete the backup folder.

5.2.6 Help System

The PC version of DataPrep contains a full-featured Help system 

covering these topics:

 All the menus, commands, and buttons on the DataPrep Main 

Menu

 The input files, output files, controls, and processing options 

associated with each DataPrep dialog box

 Built-in shortcut keys available in DataPrep

The Help system documents all DataPrep’s functions and includes 

material not contained in this manual. It is your best source for 

detailed information about specific DataPrep functions.
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File Locations

Here, and throughout this 

manual, instructions for 

copying or moving files 

presuppose that you 

installed DataPrep’s work 

folders in the following 

default locations:

 Samples Folder—

C:\NSLDS-GA-V2\

Samples

 Backup Folder—

C:\DataPrep-GA\Backup

 Current Folder—

C:\DataPrep-GA\Current

 Extract Folder—

C:\DataPrep-GA\Extract

 Loan Folder—

C:\DataPrep-GA\Loan

If you chose different folder 

locations during installation 

(Section 5.1.1) or moved 

these folders after 

installation (Section 5.2.1), 

you will need to adjust 

accordingly as you copy 

files, then test and use 

DataPrep.

5.3 Running Test Files

Included in both the Windows-based and mainframe installation 

software are test files to help verify that you have installed the 

software correctly, and to illustrate how DataPrep works.

For Windows-based DataPrep, the following test files are located 

in the Samples folder (C:\NSLDS-GA-V2\Samples, assuming you 

chose the default directory paths at installation):

Two Database Extract files (extract-fail.ff and extract-pass.ff)

A Prior Extract file (priorextr.ff)

 A Threshold, Error Code, and Field Code (TEF) file (TEF.ff)

A Load Process Error file (loaderr.ff).

Figure 5–21, Test Files Installed in C:\NSLDS-GA-V2\Samples

For mainframes, the Running Test Files JCL is in Appendix G; it 

was unloaded when you installed DataPrep.
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Copying Test Files

Before you test DataPrep, 

you must copy two files from 

the Samples folder 

(C:\NSLDS-GA-V2\

Samples) to the Extract 

folder (C:\DataPrep-GA\

Extract):

1. A file that should pass 

Extract Validation 

(extract-pass.ff)

2. A file that should fail 

Extract Validation 

(extract-fail.ff)

You must also copy one file 

from the Samples folder to 

the Current folder:

1. A Prior Extract file 

(priorextr.ff)

Be sure to copy (copy and 

paste) these files rather than 

move (cut and paste) them 

from one folder to the other, 

so backup copies remain in 

the Samples folder if you 

need them later.

Use Windows Explorer or 

My Computer to copy these 

files. For more information 

about copying or renaming 

files, refer to the Help for 

Windows.

5.3.1 Successful Extract Validation

Extract Validation

First, test Extract Validation using the sample Database Extract 

file. To test Extract Validation on DataPrep for Windows, follow 

these steps:

1. Use Windows Explorer or My Computer to copy the good 

Database Extract file (extract-pass.ff) from the Samples folder 

to the Extract folder (C:\DataPrep-GA\Extract) and rename it 

extract.ff. DataPrep will only validate files called extract.ff.

Figure 5–22, DataPrep-GA Folder with Extract and Current 

Folders

2. Copy the Prior Extract file (priorextr.ff) from the Samples 

folder to the Current folder.

3. From the DataPrep Main Menu, click Extract Validation.
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Figure 5–23, DataPrep Main Menu with Extract Validation 

Selected

4. The Extract Validation dialog box appears.

Figure 5–24, Extract Validation Dialog Box

5. Check that the Input directory paths point to the folders where 

the Extract and TEF files are located and click Run. The 

Extract Validation Process dialog box displays the Extract 
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Validation Log Report containing a message telling you that 

Extract Validation was completed successfully.

Figure 5–25, Extract Validation Process Dialog Box

If you get any other message, or if Extract Validation did not run, 

check the following:

 When you copied the file originally called extract-pass.ff to the 

Extract folder, you renamed it extract.ff.

 There was a valid TEF file in your Current folder.

 The Extract Validation dialog box showed the correct directory 

path for the extract.ff file.

If you get a message that the Database Extract file was processed 

successfully, click Close to return to the DataPrep Main Menu.
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Extract Validation Log Report

If you wish to redisplay or print the test Extract Validation Log 

report, do the following:

1. From the DataPrep Main Menu, click Log Report. The Log 

Report dialog box appears.

Figure 5–26, Log Report Dialog Box

2. Select the Extract Validation Log file (C:\DataPrepGA\Current\extrlog.ff) in the Log Files list by clicking on it, 

and then click View. Your default viewer displays the Extract 

Validation Log report.
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Figure 5–27, Extract Validation Log Report

When the Log report displays successfully, click Exit twice to 

return to the DataPrep Main Menu.

Extract Error Report

You are now ready to produce test Extract Error reports. To do so, 

follow these steps:

1. From the DataPrep Main Menu, click Error Report. The Error 

Report dialog box appears.
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Selecting Files for Reports

In order for DataPrep to 

create an Extract Error 

report (or any other report), 

you must select the 

individual file from which you 

want to create the report. 

Select a file from the Error 

Files list by clicking on it. 

Files that have been 

selected will appear 

highlighted on your monitor 

screen.

Figure 5–28, Error Report Dialog Box

2. Select Extract Validation as the Error Source.

3. Select Summary as the Report Type.

4. Select the error file listed in the Error Files box (C:\DataPrepGA\Current\extrerr.ff).

5. Click Generate. The Generate Summary Error Rpt dialog box 

displays a message saying, “The Error Summary Report has 

been successfully generated.

6. Click View. Your default viewer displays the Summary Extract 

Error report.
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Figure 5–29, Summary Extract Error Report

If this report appears, you have successfully generated the Extract 

Validation Summary Error Report.

To create an Extract Validation Detail Report, follow the same 

steps as outlined above changing the select in Step 3 to Detail.

Now that you have verified that you installed DataPrep 

successfully, and have created Extract Error Reports and an Extract 

Error report, you should strengthen your familiarity with DataPrep 

by returning to the DataPrep Main Menu and running error reports 

using different sort criteria and different viewers. Then look over 

the reports to get a good idea of what they are like. You can also 

check Chapters 10–12 for more information about reports.
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The Delta Process

After Extract Validation, you must run the Delta Process.

1. From the DataPrep Main Menu, select Extract Validation. The 

Extract Validation dialog box displays.

Figure 5–30, Extract Validation Dialog Box

2. Select Delta Only as the Process Option.

3. Check that the Input directory paths point to the folders 

containing the Validated Extract and Prior Validated Extract

files (valextr.ff and priorextr.ff) and click Run. The Delta 

Process dialog box first displays the status of the Delta Process 

and then displays a message informing you whether the Delta 

Process was successful.
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Figure 5–31, Delta Process Dialog Box

If you did not get this message, close the screen, which should take 

you back to the Extract Validation dialog box, and check to see 

that you used the correct file. Before you rerun the Delta Process, 

you may have to rerun Extract Validation to create the Validated 

Extract file required for the Delta Process.

Extract Loan Detail Report

The Extract Loan Detail report allows you to view the entire 

contents of your Database Extract file as a formatted report.

To create a test Extract Loan Detail report, follow these steps:

1. From the DataPrep Main Menu, click Loan Detail Report.
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Figure 5–32, DataPrep Main Menu with Log Report Selected

2. The Loan Detail Report dialog box displays.

Figure 5–33, Loan Detail Report Dialog Box

3. Select Extract Loan Detail as the Source. The Detail Files box 

displays all the files in the Extract folder.

4. Select the good Database Extract file (it should be named 

extract.ff)
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5. Select any selection criteria and sort parameters you want.

6. Click Generate. The Generate Loan Detail Rpt dialog box 

displays a message informing you whether the Extract Loan 

Detail report was generated successfully.

7. Click View to display the report in your default viewer.

Figure 5–34, Extract Loan Detail Report

There is also a Submittal Loan Detail report that you can create by

selecting Submittal Loan Detail rather than Extract Loan Detail as 

the Source option on the Loan Detail Report dialog box. The 

Submittal Loan Detail report allows you to view the entire contents 

of your Submittal file as a formatted report.
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Figure 5–35, Submittal Loan Detail Report

5.3.2 Unsuccessful Validation

Now you are ready to run the second test and see what happens 

when a Database Extract file contains too many errors. To do so, 

follow these steps:

1. Rename the extract.ff file in the Extract folder extract-pass.ff.

2. Copy the file named extract-fail.ff from the Samples folder 

(C:\NSLDS-GA-V2\Samples) to the Extract folder and rename 

it extract.ff.
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Figure 5–36, Extract Folder

3. From the DataPrep Main Menu, click Extract Validation. The 

Extract Validation dialog box appears.

Figure 5–37, Extract Validation Dialog Box

4. Check that the Input directory paths point to the folders where 

the Extract and TEF files are located and click Run. The 

Extract Validation Process dialog box displays the Extract 

Validation Log Report containing a message informing you, 

“The percentage of domain errors exceeds the allowable 
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tolerances. Therefore, no Validated Extract file was created...” 

(Figure 5–38).

Figure 5–38, Extract Validation Unsuccessful

If this message appears, return to the DataPrep Main Menu and run 

the Extract Error reports using the directions in the previous 

subsection. You may also want to print the Extract Validation Log 

Report as explained in a previous subsection.

If you want to know more about reports, use the instructions in 

Chapter 10 to create detailed Extract Error reports with different 

sort criteria, then view them in the different viewers available in 

DataPrep (Section 5.2.3).
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Mainframe Testing

For testing the Load Process 

Error Report function for 

mainframes, refer to 

Appendix G.

Browsing for Files

When you browse for files, 

make sure that the Files of 

type box is set to the file 

type you seek or to All Files 

(*.*).

5.3.3 Load Process Error Report

Now you are ready to create a sample Load Process Error report. 

Before you can do so, you must import the sample Load Process 

Error file into the Current folder.

You could use Windows Explorer or My Computer to copy these 

files, but instead we will use DataPrep’s File Transfer utility as a 

way of introducing you to that useful capability.

Import the Load Process Error File and TEF File

To import the Load Process Error file, follow these steps:

1. From the DataPrep Main Menu, click File Transfer. The File 

Transfer dialog box appears.

2. Select Import Load Processing Error File as the Action. 

DataPrep will change the default DataPrep File Output to 

C:\DataPrep-GA\Current\loaderr.ff (Figure 5–39).

Figure 5–39, Initial File Transfer Dialog Box for Load Process 

Error File

3. Press the Browse button to the right of the NSLDS File Input 

box to display the Select NSLDS File dialog box.

4. Set the Look in option to the Samples folder (C:\NSLDS-GAV2\Samples) and the Files of type option to Load Process Error 

Files (loaderr.*.*) or to All Files (*.*).
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Figure 5–40, Select NSLDS File Dialog Box for Load Process 

Error File

5. Select the Load Process Error file (loaderr.ff) and click Open 

to return to the File Transfer dialog box.

6. Check that the directory path in the DataPrep File Output box 

appears as it does in Figure 5–41 and click Copy.

Figure 5–41, Final File Transfer Dialog Box for Load Process 

Error File

7. If the copy is successful, DataPrep displays the following 

message:
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Creating Reports

Creating reports is a three 

step process:

1. Copy the file containing 

data for the report into 

the Current folder 

(C:\DataPrepGA\Current).

2. Generate the report.

3. View the report.

If you have successfully tested Extract Validation, there is already 

a TEF file in your Current folder (C:\DataPrep-GA\Current). If 

there is not one there, you should use DataPrep’s File Transfer 

utility to copy it there from the Samples folder now.

Create the Load Process Error Report

After you’ve successfully imported the Load Process Error file and 

(if necessary) the TEF file, you are ready to create a Load Process 

Error report. To do so, follow these steps:

1. From the DataPrep Main Menu, click Error Report. The Error 

Report dialog box appears.

Figure 5–42, Error Report Dialog Box for Load Process Error 

Report

2. Select the Error Source, Report Type, Selection Criteria, and 

Sort Sequence options shown in Figure 5–43. 

3. Highlight the Load Process Error file (C:\DataPrepGA\Current\ loaderr.ff).
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4. Click Generate. The Summary Error Report dialog box 

displays a message saying, “The Error Summary Report has 

been generated.”

4. Click View. Your default viewer displays the Load Process 

Error report.

Figure 5–44, Summary Load Process Error Report

After looking over the report, try to create other Load Process 

Error reports, including detail reports with different sort options. 

Refer to Section 10.2 for more information about generating error 

reports.
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Delete All Sample Files

Once you are finished 

testing DataPrep, you should 

delete from DataPrep’s data 

folders (C:\DataPrep-GA and 

its folders) all the sample 

files you used and reports 

you created during testing. 

That way, you won’t confuse 

them with real data once you 

begin processing your 

Database Extract file.

Do not delete the TEF File 

nor the sort and selection 

files with a *.xrt, *.xel, and 

*.var type. Leave the TEF 

file (TEF.ff) as well as the 

sort and selection files in the 

Current folder (C:\DataPrepGA\Current) because you 

will need them to process 

your first live Submittal file.

And Remember

You may need the sample 

files for later testing or 

diagnostic purposes, so 

make sure that you have 

copies of them in the 

Samples folder (C:\NSLDSGA-V2\Samples). If 

necessary, copy sample files 

back from the data folders to 

the Samples folder before 

deleting them from the data 

folders.

5.4 Deleting Test Files

Before you start using DataPrep to process live data, you should 

delete from DataPrep’s data folders (C:\DataPrep-GA and its 

folders) all the sample files you used and reports you created while 

testing DataPrep. You can use either Windows Explorer or 

DataPrep’s File Backup utility (Section 5.2.5) to delete them. To 

delete test files using DataPrep, follow these steps:

1. From the DataPrep Main Menu, click File Backup. The File 

Backup dialog box appears. Its Current Files list shows all the 

files in your Current, Extract, and Loan folders except sort and 

selection files.

Figure 5–45, File Backup Dialog Box

2. Click New. The New Backup File Folder dialog box appears 

with a default New Folder name.

Figure 5–46, New Backup File Folder Dialog Box
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3. Click OK. A new backup folder appears in the Backup Folders 

list of the File Backup dialog box.

4. Select both the backup folder you just created and all the files 

listed in the Current Files list except for the TEF file (TEF.ff) 

and the sort and select files (Section 5.2.1).

5. Click Move, and DataPrep will move all the files you selected 

to the new backup folder.
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6. Click List to display the List Backup Files dialog box with a 

list of all the files in the backup folder.

Figure 5–47, List Backup Files Dialog Box

7. Highlight all of the files in the Backup Files list, and then click 

Delete. DataPrep asks you to confirm that you want to delete 

the backup files.

8. Click Yes to delete the backup files and return to the List 

Backup Files dialog box.

9. Click Delete. DataPrep asks you to confirm that you want to 

delete the backup folder.

10. Click Yes to delete the backup folder.
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Problems?

If you have any problems 

with installation or testing, 

call the CSC at (800) 999-

8219 between the hours of 8 

a.m. and 8 p.m. Eastern 

Time, Monday through 

Friday except Federal 

holidays.

You’re now ready to begin using DataPrep to process your real 

data. If you have any problems, remember to call the NSLDS CC 

at (800) 999-8219.

5.5 Sample Files OS/390 LE Version

The JCL for mainframes (IBM or fully compatible CPU) running 

OS/390 LE Version 2.4 or higher executes Extract Validation, the 

Delta Process, and error file generation. Appendix G contains the 

JCL for these functions. It can be referenced from the library 

created with JCLLIB as part of the name. The library member 

name is PRBD1000.

The JCL references a sample Database Extract file containing 50 

student/loan records of which 2 are in error. This should be 

reported in the Extract Validation Log report, the Detail Extract 

Error Report, and the Summary Extract Error Report.

A second sample Database Extract file contains 50 student/loan 

records. Nineteen are in error, and which causes the file to exceed 

the ED established error threshold levels. When you run this 

sample file, no Validated Extract File is created. To use the second 

sample, you must change the JCL to reference the sample extract 

containing DBEXTERR as part of the name.

The JCL also references a sample Load Process Error file 

containing 11 student/loan records. This should be reported in the 

summary and detail Extract Error reports.
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GA Requirements

You must create a Database 

Extract file that conforms to 

the detailed specifications in 

Appendix A once a month no 

more than fourteen days 

prior to the load date 

scheduled by NSLDS. The 

file must be an exact 

reflection of your database 

and should not be edited or 

changed. The Database 

Extract file is fully auditable, 

field by field, to your 

database.

Chapter 6: The Database Extract File

The first step in the NSLDS update process is for you to create a 

Database Extract file that accurately reflects the contents of your 

guaranty agency’s database(s) at the time of the extract. The 

Database Extract file you create must follow the standards defined 

in this chapter and the record layouts in the Guaranty Agency Data 

Dictionary (Appendix A). Remember that the Database Extract file 

must be named extract.ff for DataPrep to work properly.

DataPrep does not create a Database Extract file, so you are 

responsible for determining how to create the file from your 

guaranty agency’s records or database(s). The Database Extract 

file you create is subject to audit by ED.

6.1 Business Rules

As a data provider, you must observe these rules:

 Report all FFELP loans there were open or closed on or after 

October 1, 1989. Do not report loans that were closed before 

October 1, 1989. An edit will reject any loan closed before 

October 1, 1989; you can prevent unnecessary rejects by not 

extracting such loans.

 Report new loans or updates to existing loans at least monthly

on a schedule established by NSLDS.

 Report on all the loans in your portfolio, from the time a loan is 

guaranteed until:

 The loan is closed and successfully reported to NSLDS 

with a Closed loan status. If you report the loan to NSLDS 

but the loan record is not accepted because of error 

conditions, continue reporting the loan until it is accepted. 

Valid closed loan status codes are listed in Table B–2 in 

Appendix B.

 Your agency transfers the loan to another agency.

 Your agency has assigned the loan to ED and has received 

notice from ED that it has accepted the assigned loan. Once 

you receive notice that an assigned loan has been accepted, 

do not extract or report that loan.
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 Do not report closed loans already reported and successfully 

loaded into the NSLDS database. Once you know from your 

Load Process Error report that a loan record has updated the 

NSLDS database, you should not extract it again when you 

create future Database Extract files. If an error was made in 

closing the loan and you need to reopen it, add the loan to your 

next Database Extract file with the new information. If the loan 

record passes all edits, NSLDS will load it and update the loan 

accordingly.

 The Database Extract file you prepare from your own records 

must contain one Header record, followed by one Detail record 

for each of the loans in your portfolio. It also may contain Past 

Period Change records if historical data in NSLDS is being 

modified during that submittal. It should not contain a Trailer 

record. DataPrep will create a Trailer record for the Submittal 

file.

 Once you create a Database Extract file, you are not permitted 

to alter the data in it, or in any of the files subsequently created 

from it by DataPrep.

 You must submit each record in the Database Extract file to 

Extract Validation using the NSLDS-provided DataPrep 

software, and you must correct the errors identified during that 

process in your databases (not in the Database Extract file or 

current Submittal file).

 You must supply loan information for all the fields included in 

these specifications, unless the associated event has never

occurred (or unless otherwise noted). For example, a loan 

cancellation may or may not occur over the life of a loan. The 

fields Amount of Cancellation and Date of Cancellation might 

therefore never need to be reported. However, if a cancellation 

does occur, those fields become mandatory and you must 

report information for them.

 Because the Detail records in the Database Extract file concern 

individual loans, you must report (and update) all information 

at the loan level. This means, for example, that if you report on 

three loans for the same student and the loans were first 

reported with the wrong Date of Student’s Birth, you must 

update the New Date of Student’s Birth on each of the three 

loans. Updating the New Date of Student’s Birth on only one 
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loan will not update the erroneous date of birth on the other 

two loan records.

 The data you report must be current and not extracted earlier 

than shown on your established reporting schedule (that is, no 

more than 10 days before the scheduled load date).

 If you report a loan with an open status, the sum of the 

Outstanding Principal Balance, Outstanding Accrued Interest 

Balance, and Ending Balance on Claims of Other Fees must be 

positive. If the loan has a balance of less than one dollar but not 

zero, you should report the Outstanding Principal Balance as 

one dollar. If the loan is being maintained in an open status 

because of a negative balance on the account (that is, a credit 

balance), you should also report a balance of one dollar until 

the loan is closed.

 NSLDS does not support negative numbers. If the outstanding 

balance on a loan becomes negative, you must report the 

balance as one dollar and keep the status open until you can set 

the balance to zero. For example, if you report the Amount of 

Outstanding Principal Balance as negative, NSLDS will read 

this as a positive value.

6.2 Record Types

The Database Extract file contains three types of records:

1. Header Record

2. Detail Records

3. Past Period Change Records

The Database Extract file must not have a Trailer record, as 

DataPrep will create a Trailer record during the Validation process.

6.2.1 Header Record

The Header record is for identification and tracking purposes. It

contains your guaranty agency code; the submittal, initial load, and 

submittal receive dates; the software version and release number; 

and the record type. The capital letter H must appear in position 61 

of the Header record as the record type.

Version and Release 

Number

DataPrep will automatically 

insert its version and release 

number in the Header 

record, so you should leave 

this field blank when creating 

the Header record for your 

Database Extract file.

Negative Numbers

NSLDS does not support 

negative numbers. If the 

outstanding balance on a 

loan becomes negative (i.e., 

a credit balance), you must 

report the balance as one 

dollar and keep the status 

open until you can set the 

balance to zero.

If you report the Amount of 

Outstanding Principal 

Balance as negative, 

NSLDS will read this as a 

positive value.

Less than One Dollar

If a loan has a positive 

outstanding principal 

balance of less than one 

dollar, but not zero, you 

should report an amount of 

one dollar until the loan is 

closed.
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6.2.2 Detail Records

The Database Extract file must contain a separate Detail record for 

each loan record in your guaranty agency’s database(s) that 

belongs to one of the following categories:

 Loans that are currently open

 Loans that were closed on or after October 1, 1989 but not 

successfully reported as closed to NSLDS

Individual Detail records must reflect the exact contents of your 

database without editing or other changes.

Continue extracting and reporting loans to NSLDS until one of the 

following occurs:

 The loan is closed and successfully reported to NSLDS with a 

Closed loan status. If you report the loan to NSLDS but the 

loan record is not accepted because of error conditions, you 

must continue reporting the loan until it is accepted. Valid 

closed loan status codes are listed in Table B–10 in Appendix 

B.

 Your agency transfers the loan to another agency.

 Your agency has assigned the loan to ED and has received 

notice from ED that it has accepted the assigned loan. In 

addition, you have successfully reported the loan to NSLDS 

(i.e., contains no errors).

Once one of these events occurs, you should no longer extract that 

particular record when you create your Database Extract file.

Let’s look at an example. When a borrower makes the final 

payment on an FFEL loan, perform the following actions:

1. Extract the record from your database.

2. Report the activity with a valid closed loan status code (see 

Appendix B–10).

3. Include the record in your next submittal to NSLDS.

You should continue reporting this loan until it is accepted without 

errors by NSLDS. Then your guaranty agency should stop 

Initial Population

If you are a data provider 

submitting data to NSLDS 

for the first time, that 

submittal is referred to as 

the Initial Population. During 

that submittal, you must 

report to NSLDS not only all 

outstanding (open) loans, 

but also any loans that have 

been closed on or after 

October 1, 1989.

Make Sure Your Changes 

Update NSLDS

If an error occurs when you 

submit a record to NSLDS, 

make sure you keep 

resubmitting it until NSLDS 

accepts it and loads it onto 

the database.

Do not simply assume that a 

record that passes Extract 

Validation will be loaded 

onto the NSLDS database. 

For that to happen, the 

record must pass the 

domain-, record-, and loadlevel edits that are part of 

the Load Process.
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reporting on this loan and no longer include it in future Database 

Extract files.

6.2.3 Past Period Change Records

Past Period Change (PPC) records enable you to correct reporting 

errors for events that are stored in NSLDS as history and therefore 

cannot be corrected by a Detail record. Use PPC records:

1. To delete historical events that were reported in error (for 

example, an event reported for the wrong borrower)

2. To correct historical events that cannot be adjusted simply by

updating current data fields (for example, a previously reported 

loan status that should have been reported with another value at 

the time it was originally reported)

3. To delete duplicate loans from NSLDS which were created in 

error.

PPC records can be added to the Database Extract file anywhere 

after the Header record, so you can easily append them to the file 

after extracting Detail records from your database.

6.3 File Standards

Each record in the Database Extract file must be in a 640-byte 

layout without carriage returns and line feeds between records. 

However, if you are a Windows user, you can leave carriage return 

and line feed combinations in the Database Extract file because

DataPrep will strip them out before creating a Submittal file.

Database Extract files should be in the following formats:

 Fixed-Length EBCDIC for mainframes running Z/OS LE

 ASCII for PCs running Windows

You must combine all loan records you report on into a single 

Database Extract file, even if you have loan data stored in multiple 

databases.

As you extract Detail records, keep in mind the following 

considerations:

Multiple Databases

Even if you have loan data 

stored in multiple databases, 

you must combine all the 

records you report into a 

single Database Extract file.

Past Period Changes

When you develop a 

process to extract records 

from your agency’s 

database(s), be certain it 

includes the ability to identify 

and create PPC records in 

the Database Extract file. 

PPC records require the 

previously reported event 

date so that the specific 

posting can be corrected.

Appendix C identifies which 

attributes require this special 

transaction for proper 

correction.
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 Once you create your Database Extract file, you must use the 

DataPrep software to validate it for submittal to NSLDS. Use 

the Extract Error report created by DataPrep to correct any 

errors in your database before the next time you create your 

Database Extract file. Do not correct errors by editing or 

otherwise altering the Database Extract file or any subsequent 

files created by DataPrep.

 All data (including identifiers) must be reported until the 

record containing that data passes all associated NSLDS edits. 

Verify that a record has been loaded onto NSLDS by checking 

the Load Process Error report for errors against that record.

 Because the Detail records in the Database Extract file concern 

individual loans, you must report (and update) all information 

at the loan level. This means, for example, that if you report on 

three loans for the same student and the loans were first 

reported with the wrong Date of Student’s Birth, you must 

update the New Date of Student’s Birth on each of the three 

loans. 

6.4 Field Standards

The standards for populating the fields of your Database Extract 

file are as follows:

 Character fields can contain letters, numbers, or blanks.

 Numeric fields must contain numbers only. Blanks, alpha, or 

other characters will cause errors.

 Date fields must contain eight digits, be valid dates, and appear 

in the format CCYYMMDD (for example, 19990131 for 

January 31, 1999), where:

 CC = 2 digits for the century

 YY = 2 digits for the year

 MM = 2 digits for the month

 DD = 2 digits for the day

 A valid date is any acceptable calendar date. Invalid dates 

would be dates such as February 30, February 29 of a non-leap 

year, or September 31.
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 NSLDS does not accept cents in amount fields. Dollar and 

cents amounts should be rounded to the nearest dollar.

Appendix A describes the default values accepted by character, 

numeric, and date fields.

Appendix B contains a complete account of the various codes you 

will need to fill some fields in the Database Extract file.

6.4.1 Loans Assigned to the Dept of ED.

All assigned loans are to be assigned at the loan level—not the 

disbursement level—and should not be rolled up within or across 

programs. You should keep in mind that:

 Generally, claims are paid to the lender at the loan level. The 

loan level detail reported to DCS should correspond to what 

had been originally reported to NSLDS.

 You may create a single account or record to maintain multiple 

loans for a single borrower on your system. This roll up of 

multiple loans does not correspond to the method by which the 

individual loans were reported to NSLDS.

 You must confirm that loans have been successfully reported to 

NSLDS, without pending unresolved errors, before the loans 

may be assigned to DCS.

 When loan level detail is reported to NSLDS for such items as 

loan balances and collections, you may prorate the reported 

amounts.

 When rolled up loans have been reported to DCS as a 

subrogation submittal, they must be assigned to DCS and 

reported to NSLDS at the individual loan level.

 Once the loans have been successfully assigned to DCS (the 

loan is not listed on a Debt Management Collection System 

(DMCS) error/reject report and has been listed on the DMCS 

assignment acceptance report), DMCS will begin reporting to 

NSLDS. You must cease reporting the loans or payment 

activity to NSLDS.

 In order for NSLDS to transfer the GA’s responsibility to DCS, 

DMCS loan identifiers must match the identifiers that the GA 
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November 29, 2012 75 Version 4.5

provided to NSLDS. To avoid creating a duplicate record or 

causing the loans to error out of the system, these identifiers 

must match. If you reported loans to NSLDS at the loan level, 

but subsequently report to DCS as a rolled up account or at the 

disbursement level, these identifiers will not match. Under 

these circumstances NSLDS cannot transfer the GA 

responsibility for the underlying loans to DCS.

 In certain conditions, the borrower may have defaulted loan 

records at both DCS and the GA.

To prevent these kinds of exceptions:

 Always assign at the original loan level.

 Assign the entire loan and not disbursements.

 Ensure that the loans were successfully reported to NSLDS 

before subrogation.

 Ensure that the loan identifiers reported to NSLDS are the 

same as the identifiers given to DCS.

 Ensure that the loans are accepted by DCS, have been 

acknowledged on their confirmation report, and have not been 

listed as a reject.

6.5 Updating Identifier Data

After NSLDS has successfully loaded data from your guaranty 

agency for the first time, thus completing the Initial Population, 

processing rules apply to any subsequent attempts to update or 

change the data that was loaded. These rules are designed to 

maintain the integrity of the data in NSLDS.

There are two sets of rules governing changes to data in NSLDS. 

One governs changes to the fields that contain loan identifier data; 

the other governs changes to the fields than contain non-identifier 

data.
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Loan Identifiers

 Student’s SSN

 Date of Student’s Birth

 Student’s First Name

 Type of Loan

 Date of Guaranty

 Indicator of Separate 

Loan

 Code for Original School

 PLUS Borrower’s SSN

6.5.1 Loan and Student Identifiers

Loan identifiers are the values contained in positions 4–60 of 

Detail or Past Period Change records. They uniquely identify a

loan, distinguishing it from the millions of other loans stored in 

NSLDS. Although loan identifiers appear on both Detail and PPC 

records, you must use a Detail record to change them.

A particularly important subset of loan identifiers is made up of 

student identifiers, which uniquely identify a student as loan 

identifiers uniquely identify a loan.

Figure 6–1 lists the fields that constitute the loan identifier portion 

of a Detail record and which of them also serve as student 

identifiers.

Field Position Type

Student’s Social Security Number 4–12 Loan/Student Identifier

Date of Student’s Birth 13–20 Student Identifier

Student’s First Name 21–32 Student Identifier

Type of Loan 33–34 Loan Identifier

Date of Guaranty 35–42 Loan Identifier

Indicator of Separate Loan 43 Loan Identifier

Code for Original School 44–51 Loan Identifier

PLUS Borrower’s Social Security 

Number

52–60 Loan Identifier

Figure 6–1, Loan and Student Identifiers

Section 9.4.1 presents an overview of how NSLDS goes about 

matching the identifiers for newly submitted loan records against 

student and loan information already in the NSLDS database. The 

Identifier Match Criteria used in that process are described in detail 

by the entry for the Student’s Social Security Number field in the 

Data Dictionary (Appendix A).

Student Identifiers

 Student’s SSN

 Date of Student’s Birth

 Student’s First Name
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6.5.2 The Identifier Change Process

You must use the identifier change process to update loan 

identifier data already loaded on NSLDS. Failure to follow this 

process can create duplicate loan records that compromise the data 

integrity of NSLDS and can cause students to be denied Title IV

aid to which they are entitled.

Because the entire string of information contained in the identifier 

fields is needed to singularly identify a loan, loan identifiers are 

processed as a block. When you update one identifier, you must 

reconfirm the values of the other identifiers. To this end, you must 

supply a complete set of new identifiers.

To update identifiers, the Detail record must contain the identifier 

values currently loaded on NSLDS in the original identifier fields 

(positions 4–60). Then use the new identifier fields (positions 63–

119) on the same record to report changes. Whenever you update 

one or more identifiers, you must fill in all the new identifier 

fields, regardless of whether the values in them are new ones or 

ones that you have been reporting all along.

The new loan identifier fields are:

 New Student’s Social Security Number

 New Date of Student’s Birth

 New Student’s First Name

 New Type of Loan

 New Date of Guaranty

 New Indicator of Separate Loan

 New Code for Original School

 New PLUS Borrower’s Social Security Number

Figure 6–2 gives an example of how to update identifier 

information on a loan that currently exists in the NSLDS database.

Identifier Change Process

Changing identifier 

information without 

submitting full sets of both 

original loan identifiers and 

new loan identifiers can 

create duplicate loan records 

that compromise the data of 

NSLDS and cause students 

to be denied Title IV aid to 

which they are entitled.

New Loan Identifiers

 New Student’s SSN

 New Date of Student’s 

Birth

 New Student’s First 

Name

 New Type of Loan

 New Date of Guaranty

 New Indicator of 

Separate Loan

 New Code for Original 

School

 New PLUS Borrower’s 

SSN
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Assume that the following loan information currently exists on 

the NSLDS database:

 Student’s Social Security Number = 111223333

 Date of Student’s Birth = 19600508

 Student’s First Name = Robert

 Type of Loan = SF

 Date of Guaranty = 19910903

 Indicator of Separate Loan = A

 Code for Original School = 00876500

 PLUS Borrower’s SSN = 999887777

Then you discover that the Type of Loan/ code is incorrect. To 

update the erroneous identifier, submit the data exactly as 

shown above in positions 4–60 of the record and, at the same 

time, also report the following values in positions 63–119 of the 

record:

 Student’s Social Security Number = 111223333

 Date of Student’s Birth = 19600508

 Student’s First Name = Robert

 Type of Loan = SU

 Date of Guaranty = 19910903

 Indicator of Separate Loan = A

 Code for Original School = 00876500

 PLUS Borrower’s SSN = 999887777

Note: Only the Type of Loan was changed. All other values must 

be resubmitted as before.

Figure 6–2, How to Update Loan Identifier Data

6.5.3 Updating Identifiers on Multiple Records

Remember that all information on NSLDS, including identifier 

information, must be updated at the loan level. This means that 

your Database Extract file must contain a separate Detail record, 

with full sets of old and new identifier data, for each loan record 

whose identifiers you want to update. This is the case even if you 

are making the same change—typically a change to student 

identifiers—to a number of loans.

After you submit the updated information to NSLDS, review the 

Load Process Error report to see that all the Detail records 

containing the updates were loaded into NSLDS. If any records 

erred out, correct and resubmit them with both the original loan 

identifiers and new loan identifiers until they load successfully.
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6.6 Updating Non-Identifier Data

The process for updating loan identifier data is described in 

Section 6.5. A completely different set of rules applies when you 

report new data in fields that are not part of the loan identifier.

To follow those rules, you must answer two questions:

1. Is the field you want to update one for which NSLDS keeps 

history? (See Figure 6-7 for a list of fields for which history is 

kept.)

2. If NSLDS keeps history for the field, are you trying to update 

the current value of the field or an earlier historical value?

Depending on how you answer these two questions, you face three 

possible scenarios:

1. History Is Not Kept for the Field—In this case, the new data 

should be captured by your normal extract process and 

included in your regular submittal as part of the Detail record 

for that loan. You do not have to do anything special to report 

the new value to NSLDS. As long as the new value passes all 

applicable edits, it will be loaded onto NSLDS.

2. History Is Kept for the Field, and You Are Updating the 

Current Value for That Field—In this case, the new data 

should be captured by your normal extract process and 

included in your regular submittal as part of the Detail record 

for that loan. You do not have to do anything special to report 

the new value to NSLDS. As long as the new value passes all 

applicable edits, it will be loaded onto NSLDS.

3. History Is Kept for the Field, and You Are Trying to 

Update an Historical Value for That Field—In this case, 

create a Past Period Change record to report the new data.

6.6.1 What NSLDS Does

How NSLDS Creates History

When NSLDS updates a field for which history is not kept, the 

updated value becomes the current value and the old current value 

is discarded by the system. When NSLDS updates a field for which 

history is kept, the updated value becomes the current value and
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November 29, 2012 80 Version 4.5

the old current value becomes the historical value. As further 

updates occur, each current value becomes, in turn, an historical 

value, and all the historical values are stored, in order, as history 

for that field.

Figure 6–3 and Figure 6–4 will help illustrate how history is 

created as part of the update process.

In Figure 6–3, the NSLDS database contains a record for Loan X 

that has been loaded into the database but never updated. Each data 

element for the loan (A, B, C, and D) has the same value it did 

when the loan was first loaded onto the database; those are the 

current values A1, B1, C1, and D1.

The data provider then sends NSLDS a Submittal file that contains 

updates to two of the fields for Loan X. Those updates are denoted 

by B2 and D2. The updates pass all the relevant edits and are 

loaded onto the database. Because history is kept for field D but is 

not kept for field B, the following occurs:

 The current value of field B is updated to B2, and the old 

current value B1 is discarded.

 The current value of field D is updated to D2, and the old 

current value is stored in history as D1.
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Figure 6–3, NSLDS Update (1 of 2)

In Figure 6–4, the data provider sends another Submittal file to 

NSLDS. This time, the Submittal file contains updates to fields A, 

C, and D. Those updates are denoted by A2, C2 and D3. The 

updates pass all the relevant edits and are loaded onto the database. 

Because history is kept for fields A and D but not for C, the 

following occurs:

 The current value of field A is updated to A2, and the old 

current value is stored in history as A1.

 The current value of field C is updated to C2, and the old 

current value is discarded.

 The current value of field D is updated to D3, the old current 

value is stored in history as D2 (which is also part of the prior 

event), and the original current value is stored in history as D1.

D1 is now strictly history and can only be changed by a PPC 

record.

Submittal File

Database Before Update

Database After Update

Loan X A1 B2 C1 D2

Loan X A1 B1 C1 D1 - Current Values

- Current Values

- History (Prior Event)

Loan X A1 B2 C1 D2

D1

NSL - 1097
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Figure 6–4, NSLDS Update (2 of 2)

Events

While history is stored for some fields that are not part of events, 

the fields that can be updated by a PPC record are part of events.

An event is made up of a key, usually a date, and one or more 

associated values. The key and values are linked together because 

they give each other meaning. For example, a Date of Loan Status 

is not meaningful without an accompanying Code for Loan Status. 

Together they constitute a discrete event, Loan Status.

Notice in Figure 6–3 and Figure 6–4 that the event immediately 

preceding the event that created the current value in a field for 

which history is kept is known as the prior event. It can be 

updated either by a PPC record or by a Detail record, but only if 

the purpose of the Detail record is to delete the current value for 

the field and reinstate the value of the prior event as the current 

value.

Submittal File

Database Before Update

Database After Update

Loan X A2 B2 C2 D3

- Current Values

- History (Prior Event)

- History

Loan X A2 B2 C2 D3

D2

D1

A1

- Current Values

- History (Prior Event)

Loan X A1 B2 C1 D2

D1

NSL - 1098

Events

Events are made up of keys 

and associated values. Keys 

and values are treated as if 

they were linked because 

they give each other 

meaning. For example, a 

Date of Loan Status is not 

meaningful without an 

accompanying Code for 

Loan Status. Together they 

describe a discrete Loan 

Status event.

Events can be classified as 

current, prior, or history.
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How NSLDS Updates Current Events

Figure 6–5 shows what happens when you attempt to update a 

current event (key and values) using a Detail record.

Case When the Key (Usually Date) When Value(s) NSLDS Does This

1 Stays the same. Changes to new value. Updates the value associated with 

the current event.

2 Changes to earlier date not before the date 

of the prior event.

Stays the same. Updates the date associated with 

the current event.

3 Changes to a later date. Stays the same. Updates the date associated with 

the current event.

4 Changes to a date before the date of the 

prior event.

Stays the same. Returns a date sequence error and 

does not update the record.

5 Changes to an earlier date, but one still 

after the date of the prior event.

Changes to new value. Updates the date and value fields 

associated with the current event.

6 Changes to the same date as the prior 

event stored on NSLDS.

Stays the same. Deletes the current event, and the 

prior event becomes the current 

event. Updates with value.

7 Changes to the same date as the prior 

event stored on NSLDS.

Changes to a new value. Deletes the current event, and the 

prior event becomes the current 

event. Updates with values.

8 Changes date to default value (zeros), 

where there is no previous event in history, 

and the field being changed is not part of a 

loan.

Changes to default value (zeros 

for numeric field, blanks for 

character field).

Deletes the current event.

9 Changes date to default value (zeros), and 

there is a previous event in history.

Changes to default value (zeros 

for numeric field, blanks for 

character field).

Returns a date sequence error and 

does not update the record.

10 Changes date to default value (zeros), 

where there is no previous event in history, 

and the record being changed is a loan or 

student status event.

Changes to default value (zeros 

for numeric field, blanks for 

character field).

Returns an error and does not 

update the record. (Deletion of 

last loan or student status is not 

allowed.)

11 Changes to a later date. Changes to new value. Creates a new event on NSLDS, 

which becomes the current value. 

What had been the current event 

now becomes prior event/history.

Figure 6–5, Updating a Current Event

Notice what happens if, as in Case 4, you attempt to change a 

current key (date) so it is earlier than the key (date) of the prior 

event. This illustrates one of the two things you must keep in mind 

when updating events, whether you are updating their current 

values or historical values:
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1. You cannot change the chronological order of events stored in 

history. That is, you cannot re-date an event (for example, the 

event of which data element D2 in Figure 6–4 is part) so that it 

predates an event that occurred before it (D1) or postdates an 

event that occurred after it (D3).

2. You cannot re-date events so they overlap in time.

Cases 6 and 7 illustrate the prior event exception. Normally, an 

historical event can only be modified by a PPC record. However, 

you can delete a current event and update the values of what was 

the prior event using a Detail record. Do this only when you want 

to delete the current event and make the old prior event the current 

event. If, on the other hand, you want to change some value of the 

prior event without deleting the current event, you must use a PPC 

record.

How NSLDS Updates Historical Events

Figure 6–6 shows what happens when you attempt to update the 

various parts of an historical event (keys and values) using a PPC 

record.

Case When the Key When Value(s) NSLDS Does This

1 Stays the same. Provides defaults (zeros or 

blanks, as per record layout 

specifications). 

Deletes event.

2 Stays the same. Provides new value. Updates value if it passes 

validation edits.

3 Changes to a new date within the 

range of acceptable dates.

Stays the same or changes to 

default value(s).

Updates date to new date, keeps 

existing value(s).

4 Changes to a new date within the 

range of acceptable dates.

Provides new value(s). Updates date, and value if it 

passes other edits.

5 Changes to a new date not within 

the range of acceptable dates.

Stays the same or changes to 

default value(s).

Change not accepted. Date 

Sequence Error is reported on 

Load Process Error report.

6 Changes to a new date not within 

the range of acceptable dates.

Provides new value(s). Change not accepted. Date 

Sequence Error is reported on 

Load Process Error report.

Figure 6–6, Updating Historical Events
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6.6.2 What You Do

Does NSLDS Keep History for the Field?

To update a loan record on NSLDS successfully, you must be able 

to answer the two questions posed in Section 6.6:

1. Is the field one for which NSLDS keeps history?

2. If NSLDS does keep history for the field, are you trying to 

update the current value for the field or an historical value?

To answer the first question, check Figure 6–7 or the History Kept 

box for the field in the Data Dictionary (Appendix A).

History Kept History Not Kept

Amount of Cancellation Amount of Guaranty

Amount of Claim Paid to Lender Amount of Outstanding Accrued Interest Balance

Amount of Disbursement Amount of Outstanding Principal Balance

Amount of Ending Balance on Claims of Other Fees Code for Originating FFEL Lender

Amount of Guaranty Agency Bankruptcy Claim 

Refunds

Date Enrollment Period Begins

Amount of Guaranty Agency Interest Collections Date Enrollment Period Ends

Amount of Guaranty Agency Principal Collections Date Entered Repayment (Date of Maturity)

Amount of TOP Interest Collections Date of Outstanding Accrued Interest Balance

Amount of TOP Principal Collections Date of Outstanding Principal Balance

Amount of Refund on Claims Date of PLUS Borrower’s Birth

Amount of Refund From School to Lender According to 

Lender

Indicator of Lender-of-Last-Resort Loan

Amount of Reinsurance Claim Requested Indicator of Origination Fee Payer

Amount of Supplemental Claim Requested Indicator of Subsidy

Amount of Supplemental Pre-Claims Assistance 

Payment

Interest Rate

Amount Repurchased PLUS Borrower’s First Name

Claim Reason for Guaranty Agency Claim PLUS Borrower’s Middle Initial

Claim Reason for Lender Claim PLUS Borrower’s State of Residence

Code for Current Holder Lender Reinsurance Reimbursement Rate

Code for Current School Student’s Academic Level

Code for Enrollment Status Student’s Driver’s License Number

Code for Guaranty Agency Student’s Driver’s License State
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History Kept History Not Kept

Code for Loan Status Student’s Middle Initial

Code for Original School Type of Interest Rate

Code for Servicer Students DOB

Date Claim Paid

Date Deferment Starts

Date Deferment Stops

Date Enrollment Status Effective

Date Guaranty Transferred

Date Loan Sold

Date of Anticipated Completion

Date of Cancellation

Date of Disbursement

Date of Guaranty Agency Bankruptcy Claim Refunds

Date of Guaranty Agency Principal / Interest 

Collections

Date of TOP Principal / Interest Collections

Date of Loan Status

Date of PCA/Supplemental PCA Flag

Date of Refund on Claims

Date of Refund to Lender

Date of Servicer Responsibility

Date of Supplemental Pre-Claims Assistance Payment

Date Reinsurance Claim Filed

Date Reinsurance Claim Paid

Date Repurchased

Date Supplemental Claim Requested

Indicator of Rehabilitated Loan

PLUS Borrower’s Last Name

PLUS Borrower’s Social Security Number

PLUS Borrower’s Social Security Number Indicator

Pre-Claims Assistance (PCA) / Supplemental PCA Flag

Student’s First Name

Student’s Last Name

Student’s Social Security Number

Student’s Social Security Number Indicator
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History Kept History Not Kept

Type of Deferment

Figure 6–7, Fields and History

If history is not kept for the field you want to update, the update 

should be caught by your normal extract process and submitted to 

NSLDS in a Detail record without any special effort on your part. 

As long as the update passes all edits, it will be loaded onto 

NSLDS.

If, on the other hand, history is kept for the field you want to 

update, you must know whether you are updating a current value 

or an historical value.

Are You Updating a Current Value or an Historical 

Value?

Most of the updates you submit to NSLDS will be to current 

values. This is as true for fields for which history is kept as it is for 

fields for which history is not kept. So even if history is kept for 

the field you want to update, you will normally be updating the 

current value for that field. If that is the case, the update should be 

caught by your normal extract process and submitted to NSLDS on 

a Detail record without any special effort on your part.

On the other hand, you will sometimes know you want to update 

an historical value because you are aware that a mistake was made 

when reporting on an event prior to the event that supplied the 

current values for a field.

More often, you will discover that you want to update an historical 

value because of the following sequence:

1. You submit a change to a current value on a Detail record, but 

it errs out of NSLDS.

2. When you check your Load Process Error report, you discover 

that the change you submitted was valid, but that it conflicted 

with some other value stored in history on NSLDS.

Depending on the nature of the change you want to make, you may 

need to know more about the historical values already on NSLDS.

Changing History

When data is submitted to 

NSLDS, the system first 

processes Detail records, 

then PPC records. For this 

reason, if you want to 

change historical information 

on a loan whose identifiers 

are also being modified at 

the same time, the PPC 

record must refer to the new 

identifiers, not the old ones.
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November 29, 2012 88 Version 4.5

Checking History Online

To learn the historical values associated with specific events, view 

the loan record detail which can be accessed through the NSLDS 

website (www.nsldsfap.ed.gov). After you log onto the site, 

retrieve the student and select the loan detail button of the loan in 

question.

Past Period Events

Past Period Change records update events stored in history on 

NSLDS. Events are made up of two components:

 The key that identifies the event

 The associated value(s) that describe the event

You can use PPC records to update the following events:

Event Key Associated Values

Bankruptcy Claim Refund Old Date of GA Bankruptcy Claim 

Refunds

New Date of GA Bankruptcy Claim 

Refunds

New Amount of GA Bankruptcy Claim 

Refunds

Cancellation Old Date of Cancellation New Date of Cancellation

New Amount of Cancellation

Collection From Borrower Old Date of GA Principal / Interest 

Collections

New Date of GA Principal / Interest 

Collections

New Amount of GA Interest Collections

New Amount of GA Principal Collections

Current School Old Code for Current School New Code for Current School

Deferment Old Date Deferment Starts New Date Deferment Starts

New Date Deferment Stops

New Type of Deferment

Disbursement Old Date of Disbursement New Date of Disbursement

New Amount of Disbursement

Enrollment Status Old Code for Current School

Old Date Enrollment Status Effective

New Code for Current School

New Date Enrollment Status Effective

New Code for Enrollment Status

Holder Lender Old Code for Current Holder Lender

Old Date Loan Sold

New Code for Current Holder Lender

New Date Loan Sold

New Indicator of Origination Fee Payer

Insurance Claim Payment Old Date Claim Paid New Date Claim Paid

New Claim Reason for Lender Claim

New Amount of Claim Paid to Lender
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Event Key Associated Values

Insurance Claim Refund Old Date of Refund on Claims

(formerly Old Date of Refund from Lender 

on Claims)

New Date of Refund from Lender on 

Claims

New Amount of Refund on 

Claims(formerly New Amount of Refund 

from Lender on Claims)

Lender Servicer Old Date of Servicer Responsibility New Date of Servicer Responsibility

New Code for Servicer

Loan Status Old Date of Loan Status New Date of Loan Status

New Code for Loan Status

PCA / SPA Request Old Date of PCA / SPA Flag New Date of PCA / SPA Flag

New PCA / SPA Flag

Refund to Lender Old Date of Refund to Lender New Date of Refund to Lender

New Amount of Refund from School to 

Lender According to Lender

Reinsurance Claim Payment Old Date Reinsurance Claim Requested New Date Reinsurance Claim Requested

New Date Reinsurance Claim Paid

New Claim Reason for GA Claim

New Amount of Reinsurance Claim 

Requested

New Reinsurance Reimbursement Rate

Repurchase Old Date Repurchased New Date Repurchased

New Indicator of Rehabilitated Loan

New Amount Repurchased

SPA Payment Old Date of Supplemental Pre-Claims 

Assistance Payment

New Date of Supplemental Pre-Claims 

Assistance Payment

Amount of Supplemental Pre-Claims 

Assistance Payment

Supplemental Claim Request Old Date Supplemental Claim Requested New Date Supplemental Claim Requested

New Amount of Supplemental Claim 

Requested

TOP Offset Collection Old Date of TOP Offset Principal / Interest 

Collections

New Date of TOP Offset Principal / 

Interest Collections

New Amount of TOP Offset Interest 

Collections

New Amount of TOP Offset Principal 

Collections

Transfer Old Date Guaranty Transferred New Date Guaranty Transferred

Figure 6–8, Events, Keys, and Values

Creating Past Period Change Records

Past Period Change records must contain the following elements:

 A complete set of loan identifiers

Old and New

When a PPC field name starts with the word 

Old (for example, Old Date of Loan Status) 

you must report the exact value already 

contained in the field you are changing. When 

the PPC field name says New (for example, 

New Date of Loan Status), you report the new 

value you want that data element to contain.
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November 29, 2012 90 Version 4.5

 The key that enables NSLDS to identify the event to be 

updated

 Any new values with which you want to update the event

Only report the loan identifiers, the key, and any new values for 

the event you want to change. Use default values for fields that you 

are not changing. There is no need to fill all the Old/New fields as 

you would for changes to loan identifiers.

For PPC record layouts and detailed instructions explaining how to 

apply specific updates to each PPC event, see Appendix C.

Changing Event Dates

Updating an event key normally involves updating a date. There 

are two important things to remember when making date changes 

with a PPC:

1. You may not change the chronological order of events 

contained in history. Do not re-date an event so it predates one 

that occurred before it or postdates one that occurred after it.

2. You may not change the date of an event so that it equals the 

date of a pre-existing event. For example, if there is a loan 

status effective date of 3/1/98, you cannot correct another loan 

status effective date to 3/1/98.

To change a date that is the key to an event, send NSLDS a PPC 

record containing the loan identifiers, the “Old” date that serves as 

the key, and the “New” date with which you want to update

NSLDS.

To change a date that is an event value, send NSLDS a PPC record 

containing the loan identifiers, the event key stored in NSLDS, and 

the new date with which you want to update NSLDS.

Example

The following is an example of a valid change of key date in a 

Loan Status event.

In this example, the Date of Loan Status (key) is changed from 

April 1, 1994 to March 1, 1995. Notice that it was not necessary to 
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November 29, 2012 91 Version 4.5

provide the Code for Loan Status (value) associated with the April 

1, 1994 event because it did not change.

For simplicity, here and in the examples that follow, loan 

identifiers are represented by Loan XYZ, when in fact they consist 

of all the information contained in positions 4–60 of the loan 

record.

Loan Identifiers Old Date of Loan 

Status

New Date of Loan 

Status

New Code for Loan 

Status

Loan XYZ 19940401 19950301 BLANKS

Changing Event Values

To change the value(s) associated with an event, send NSLDS a 

PPC record containing the loan identifiers, the event key stored in 

NSLDS, and any new value.

Example

In this example, the Code for Loan Status associated with the April 

1, 1994 Loan Status is changed to RP, so the New Code for Loan 

Status will replace the former value for the event. Since the date of 

the event is not changing, it is not necessary to provide a New Date 

of Loan Status.

Loan Identifiers Old Date of Loan 

Status

New Date of Loan 

Status

New Code for Loan 

Status

Loan XYZ 19940401 ZEROS RP

Changing Both Date and Value

To change both the key date of the event and associated data, send 

a PPC record containing the loan identifiers, the event key (date) 

stored in NSLDS, the new key (date), and the new value.

Example 1

Assume the following values for a series of Loan Status events 

exist on the NSLDS database:
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November 29, 2012 92 Version 4.5

Date Code

02/01/98 ID

03/01/98 RP

04/01/98 DA

If you want to correct the 02/01/98 Date of Loan Status to 02/02/98 

and the Code for Loan Status from ID to FB, use the following 

PPC:

Loan Identifiers Old Date of Loan 

Status

New Date of Loan 

Status

New Code for Loan 

Status

Loan XYZ 19980201 19980202 FB

The New Deferment End Date contains the default value 00000000 

because the value isn’t being changed.

Example 2

If you want to change the date of a Loan Status event from April 1, 

1994 to March 1, 1995 and the Code for Loan Status to RP, use the 

following PPC:

Loan Identifiers Old Date of Loan 

Status

New Date of Loan 

Status

New Code for Loan 

Status

Loan XYZ 19940401 19950301 RP

Deleting Historical Data

To delete an event, submit a PPC record that contains the loan 

identifiers and event key stored in NSLDS, along with default 

values (given in the PPC record layouts in Appendix C) in all the 

New fields.

Example

To delete a Loan Status event from history, use the following PPC 

record:
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November 29, 2012 93 Version 4.5

Loan Identifiers Old Date of Loan 

Status

New Date of Loan 

Status

New Code for Loan 

Status

Loan XYZ 19940401 ZEROS BLANKS

6.7 Copy Your Database Extract File to the 

Extract Directory

When you have created a Database Extract file that meets the 

standards outlined in this chapter, you must copy it to DataPrep’s 

Extract folder (C:\DataPrep-GA\Extract) and name it extract.ff. 

Extract Validation will fail if PC DataPrep does not find a file

named extract.ff in the Extract folder.
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November 29, 2012 94 Version 4.5

Chapter 7: Extract Validation and the 

Delta Process

Once you have created your Database Extract file and copied it to 

the Extract folder (C:\DataPrep-GA\Extract), you are ready to run 

Extract Validation and the Delta Process. These tasks are 

performed entirely by DataPrep.

7.1 Extract Validation

In the Extract Validation process, DataPrep first examines your 

Database Extract file to make certain its format is acceptable. 

DataPrep checks for a proper header record, 640-byte record 

lengths, and matching guaranty agency code. These are called filelevel edits.

If the header format is not correct, DataPrep cannot continue the 

process, and an error message appears informing you that there 

was a header error and that processing was aborted. The Extract 

Validation process will also abort if any Detail or PPC record has a 

guaranty agency code that does not match the Header record 

guaranty agency code.

If your Database Extract file passes the file-level edits, DataPrep 

performs domain-level edits by examining all Detail and PPC 

records in the file to ensure that each data element meets domain 

requirements (see box). If the percentage of domain errors exceeds 

the threshold levels set by ED, DataPrep will issue an error 

message informing you that you have exceeded the threshold 

levels and that no Submittal file was created. All domain-level 

errors are noted in an Extract Error file from which you can create 

an Extract Error report. If your Database Extract file contains too 

many domain-level errors, use this report to correct your database 

or extract program. Then create a new Database Extract file and 

rerun Extract Validation.

If your Database Extract file passes the file-level edits and the 

percentage of domain errors is below the maximum threshold 

levels established by NSLDS, DataPrep creates a Validated Extract 

file that then goes through the Delta Process.

Domain-Level Errors

There are four kinds of 

domain-level errors:

1. Numeric Field Errors—

Character other than a 

number in a field 

requiring all numbers

2. Invalid Date Errors—A 

date that does not exist 

on a calendar or is not 

zeros

3. Missing Identifiers in 

one or more loan 

identifier fields

4. Missing New Identifiers

on records with identifier 

changes
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Extract Validation produces three output files:

1. Extract Validation Log File (extrlog.ff)—A file containing a 

summary of the data processed, including the number and 

percent of domain errors, file record counts, open loan amount 

totals, process results, and processing time. The file is used to 

produce an Extract Validation Log report. 

2. Extract Error File (extrerr.ff)—A file from which you can 

create a report listing all domain errors. It is created only if the 

Database Extract file passes file-level edits.

3. Validated Extract File (valextr.ff)—A file containing no filelevel errors and a percentage of domain-level errors below the 

threshold levels established by ED. This file serves as input to 

the Delta Process, which compares it to the Prior Validated 

Extract file to produce the Submittal file.

7.1.1 Edits Performed During Extract Validation

DataPrep performs two sets of edits during Extract Validation:

1. File-level edits

2. Domain-level edits

Successful Extract 

Validation

For Extract Validation to 

create a Validated Database 

Extract file, your Database 

Extract file must not contain 

any file-level errors, and its 

percentage of domain-level 

errors must be below the 

thresholds established by 

ED.
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Figure 7–1, DataPrep Error Path

File-Level Edits

Extract Validation 

Aborted

Domain-Level Edits

Domain and

 Record-Level Edits

Load-Level Edits

NSLDS Updated

Threshold Failure

Record Rejected

Record Not 

Loaded/Updated

 1. Date Sequence Error

 2. Identifier Conflict

 3. Invalid Codes

 1. Submit PPC record

 2. Resolve with other

 data provider

 3. Correct database or

 extract process

 1. Numeric Field Error

 2. Invalid Date

 3. Missing Identifier

 4. Missing New Identifier

 5. Reasonability Error

 6. Duplicate Record

 Correct database and/or

 extract process 

 before next submittal

 1. Numeric Field Error

 2. Invalid Date

 3. Missing Identifier

 4. Missing New Identifier

Correct database 

and/or extract process 

and rerun Extract 

Validation

 1. Incorrect Header

 2. GA Code does

 not match Header

Correct database 

and/or extract process 

and rerun Extract 

Validation

NSLDS 

Load 

Process

NSL-1062

DataPrep 

Extract

Validation 

Process

Edit Process Problem Solution
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File-Level Edits

File-level edits check whether the Database Extract file is a 

legitimate file with the correct Header record, 640-byte records,

and a guaranty agency code in each Detail or PPC record that 

matches the code in the Header record. If DataPrep detects any one 

of these file-level errors, the Extract Validation process aborts and 

an error message, with a description of the error, appears on the 

screen. If this happens, you must correct your database and/or 

extract process and create a new Database Extract file. You would 

then rerun Extract Validation. See Appendix B–16 (PC users) or 

B–15 (OS 390/LE users) for a complete list of all the file-level and 

Header record errors that cause Extract Validation to abort.

Domain-Level Edits

Domain-level edits check for four kinds of errors:

 Numeric Field Errors—A character other than a number in a 

field requiring all numbers

 Invalid Date Errors—A date that does not exist on a calendar 

and is not all zeros

 Missing Identifiers in one or more loan identifier fields

 Missing New Identifiers on records with identifier changes

If the percentage of the records with these errors exceeds the 

threshold levels established by ED, DataPrep will not create a 

Validated Extract file and will not run the Delta process to create 

the Submittal file. You must correct your database and/or extract 

process, create a new Database Extract file, and rerun Extract 

Validation.

Domain Error Rate

DataPrep validates the 

entire record and can detect 

multiple domain-level errors 

on a single input record. The 

error rates are calculated by 

DataPrep based on the 

number of records with one 

or more errors, not on the 

total number of errors 

detected.
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7.1.2 Extract Validation on a PC

Before you can run Extract Validation, you must perform the 

following tasks:

 Install DataPrep and define the directory paths for DataPrep’s 

data files (Section 5.1.1)

 Create a Database Extract file named extract.ff and copy it to 

the Extract folder (Chapter 6)

 Copy the most recent TEF file to the Current folder.

For instructions on receiving the TEF file from NSLDS, see 

Section 8.2. Once you have a current TEF file, use Windows 

Explorer or DataPrep’s File Transfer utility (Section 5.2.4) to copy 

it to your Current folder.

Once you have performed these tasks, you are ready to run Extract 

Validation.

1. From the DataPrep Main Menu, click Extract Validation.

Figure 7–2, DataPrep Main Menu with Extract Validation 

Selected

Naming the Extract File

Remember that your 

Database Extract file must 

be named extract.ff in order 

for DataPrep for Windows to 

locate and process it.
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2. The Extract Validation dialog box appears.

Figure 7–3, Extract Validation Dialog Box

3. Select Validation Only as the Process Option.

4. If you click any of the plus signs on the far right next to the file 

date, the File Information dialog box appears. This box shows 

the file name, the date and time the file was created or last 

modified, and the number of bytes in the file.

4. Click Exit to return to the Extract Validation dialog box.

5. Click Run. Once Extract Validation begins, the Extract 

Validation Process dialog box appears, showing you how much 

of the process is complete. While Extract Validation is in 

progress, you can close the Extract Validation dialog box and 

perform other DataPrep tasks. In addition, you can use other 

software to perform tasks while Extract Validation runs. If you 

While Extract Validation Is 

in Progress

While Extract Validation is in 

progress, you can use other 

software to perform tasks. 

When Extract Validation is 

done, the Extract Validation 

Process message box will 

show that 100% of the 

process was completed.

File Date

Note that the date a file was 

created or last modified 

appears on the right side of 

the Extract Validation dialog 

box. This is to help you 

make sure you are using the 

right Database Extract file.

If you click on the blue plus 

sign next to the file date, the 

File Information Dialog Box 

appears, showing the date 

and time the file was last 

modified and the number of 

bytes in the file.
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decide to terminate Extract Validation before it is complete, 

return to the Extract Validation dialog box and click Stop.

When processing is complete, the Extract Validation Process 

dialog box shows a Processing Status of 100% and displays

information about the Extract Validation process that is 

repeated in the Extract Validation Log report.

Figure 7–4, Extract Validation Process Dialog Box

Once you are satisfied that Extract Validation has run successfully,

click Close to return to the Extract Validation dialog box. Then 

click Exit to return to the DataPrep Main Menu. From there you 

have several options, including generating reports.

Using the Extract Validation Log Report

Section 10.1.1 explains how to view and print the Extract 

Validation Log report. This report repeats the information 

displayed by the Extract Validation Process dialog box when 

Extract Validation is complete. Check this report to verify that the 

Validated Extract file created by Extract Validation contains data 

that accurately reflects the contents of your database.

Halting Extract Validation

Once you have started to 

run Extract Validation, you 

cannot stop it from the 

Extract Validation Process 

dialog box.

If you want to stop the 

Extract Validation process 

before it has completed, you 

must return to the Extract 

Validation dialog box and 

click Stop.
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The Extract Validation Log report contains the following 

information:

 Version and release numbers for DataPrep

 When Extract Validation began

 Whether Extract Validation was successful and what to do next

 GA Code

 Extract Date

 Record counts for the Database Extract file

 Number of Detail records

 Number of PPC records

 Counts and percentages of domain-level errors

 Date/numeric errors

 Identifier errors

 New identifier errors

 Totals for open loans

 Number of open loans

 Amount of guaranty

 Amount of cancellation

 Amount of Disbursement

 Amount of school refund

 Amount of outstanding principal balance

 Amount of accrued interest balance

 Amount of other fees

 Amount of claim paid to lender

 Amount of reinsurance claim requested

 Amount of GA principal collections

 Amount repurchased

The record counts for the Database Extract file are useful when 

you do reasonability checks. Look, in particular, for unusually 

large changes in the number of Detail records from one submittal 

to the next.

DataPrep totals the number of records that contain domain-level 

errors and the percentage they represent of the records in the 

Database Extract file. If the percentage of the records with these 

errors exceeds the threshold levels established by ED, DataPrep 

will not create a Validated Extract file and will not run the Delta 

process to create the Submittal file. You must correct your 

database and/or extract process, create a new Database Extract file, 

and rerun Extract Validation.

Error Numbers

Remember that DataPrep 

calculates the number of 

records containing errors if 

there are multiple errors in a 

single record, not the total 

number of errors (which 

could be considerably 

higher).
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Extract Validation Is Successful

If your Database Extract file processes successfully, the Extract 

Validation Log report states:

Figure 7–5, Successful Extract Validation

Compare this report to the reports for prior Extract Validation 

processes to make sure the numbers in the Validated Extract file 

are reasonable. In particular, look at the following:

 Number of Detail Records

 Number of Open Loans

 Amount of Guaranty

 Amount of Disbursement

 Amount of Outstanding Principal Balance

Large, unexplained changes in any of these figures could indicate 

that your Database Extract file contains flawed data, even though it 

processed successfully.

Checking Reasonability

The Extract Validation Log 

report will tell you whether 

the Extract Validation 

process was successful. If it 

was, compare the report with 

reports from prior Validations 

to make sure the number of 

Detail records and totals for 

open loans are reasonable.

Large changes in the 

number of Detail records or 

totals for open loans could 

indicate that you have 

duplicated records or 

extracted records incorrectly.
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Extract Validation Fails Because of File-Level Errors

If DataPrep detects a file-level error, it stops Extract Validation 

and does not create a Submittal file. The Extract Validation Log 

report announces that DataPrep has detected a file-level error and 

terminated Extract Validation. It also describes the error and 

suggests possible remedies.

Figure 7–6, Extract Validation Fails Because of a File-Level Error

Among the possible causes for a failed Extract Validation are the 

following:

 No Header record

 An incorrect format

 Data that shifted because you inserted a space or a character

 Records were not the required 640-byte length

 Mismatch between the GA Code in a Detail record and the GA 

code in the Header record

What to Do When Extract 

Validation Is Halted

If Extract Validation failed 

because a file-level error 

caused the process to abort, 

check to see that you’ve 

used the correct Database 

Extract file, that it has a 

Header record, is in the 

proper format, and that the 

records are all 640 bytes in 

length.
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Extract Validation Fails Because of Domain Errors

If the percentage of domain-level errors in your Database Extract 

file exceeds the allowable threshold levels, the Extract Validation 

Log report states that no Submittal file was created and reports the 

number and percentage of domain-level errors.

Figure 7–7, Extract Validation Fails Because of Excessive 

Domain-Level Errors

When you receive this message, you must correct the domain-level 

errors on your database so that the percentage of errors is 

acceptable. Use the Extract Error report to see what corrections 

must be made. But remember that the Database Extract file must 

be an exact reflection of your database, so you should correct all 

errors by updating your database, not by editing the Database 

Extract file or any file created by DataPrep.

There are a number of possible reasons for domain-level errors. 

Some of the following causes and corrections might explain yours:

 Your Data Is Stored Incorrectly on Your Database—The 

solution is to correct the appropriate fields on your database. 

For example, if your database accepts six digit dates, correct it 

Domain Error Threshold 

Levels

ED has set the threshold 

levels for domain errors at:

 Combined Date and 

Numeric Field Errors 10%

 Missing Identifier 5%

 Missing New Identifier 5%

These percentages are 

subject to change at ED’s 

discretion.

What to Do When Your 

Domain Errors Are in 

Excess of a Threshold 

Level

If the percent of domain 

errors Extract Validation 

finds in the Detail and PPC 

records exceeds the 

threshold defined by ED, it 

rejects the whole Database 

Extract file.

The Extract Validation Log 

report contains your error 

rates. To learn more detail 

about what caused the 

errors, create an Extract 

Error report.
Guaranty Agency Data Provider Instructions Extract Validation and Delta Process

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so it stores the eight digit dates required by NSLDS or make 

sure your extract process converts six digit dates to eight digits.

 Your Extract Process Calculates Fields Incorrectly—

Review and correct any programming logic in your extract 

process. For example, when you calculate Date Entered 

Repayment by adding one day to the end of the enrollment 

period, make sure you are not producing invalid dates such as 

February 29, 1999 (rather than the valid March 1, 1999).

 Your Extract Process Only Picks up Changed Fields—

Change your process to populate the other fields with the 

current data for those fields.

TEF File Is out of Date

If your TEF file is more than 90 days old, DataPrep will display a

message warning that the threshold error values it contains may be

out of date. However, DataPrep will perform Extract Validation 

and create a Submittal file, assuming that your Database Extract 

file meets the other standards described in this manual.

Figure 7–8, TEF File Warning
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7.2 The Delta Process

The purpose of the Delta Process is to reduce the number of 

records you send to NSLDS by only including new or changed 

records in the Submittal file. The process compares each record in 

the current month’s Validated Extract file (valextr.ff) to the prior 

month’s Validated Extract file, called the Prior Validated Extract 

file (priorextr.ff). Any Detail records that have been added, 

deleted, or changed from one Validated Extract file to the next are 

identified and written to the Submittal file (submit.ff), along with 

all forced records and Past Period Change records. The Submittal 

file then reflects the delta or changes in your database.

As part of the Delta Process, DataPrep creates a new Prior 

Validated Extract file from the current Validated Extract file. The 

old Prior Validated Extract file is either deleted or backed up, 

depending on how you set your Delta Process options (Section

5.2.2). In this manner, one month’s Validated Extract file becomes 

the next month’s Prior Validated Extract file.

The Delta Process produces three output files:

1. Delta Log File (deltalog.ff)—A file produced during the 

Delta process that contains a summary of data processed such 

as file record counts, process results, and processing time. 

The file is used to produce a Delta Log report.

2. Prior Validated Extract File (priorextr.ff)—This month’s 

Validated Extract file, to which you will compare next 

month’s Validated Extract file the next time you run the 

Delta Process.

3. Submittal File (submit.ff)—The file you send to NSLDS. 

The Delta Process generates it by comparing the Validated 

Extract file to the Prior Validated Extract file.

Duplicate Records

If there are duplicate records 

in the current Validated 

Extract file, both records are 

written to the Submittal file. 

However, neither record will 

load onto the NSLDS 

database; instead, both will 

be written to the Load 

Process Error file.
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7.2.1 What Happens in the Delta Process

DataPrep begins the Delta Process by reading the Header record in 

the Validated Extract file to make certain it is a Header record, that 

the file format is correct (640-byte record), and that the GA code 

and submittal dates are valid. If the file passes these file-level 

edits, DataPrep compares the identifiers for each Detail record in 

the Validated Extract file to the identifiers for the records in the 

Prior Validated Extract file.

 If the identifiers for a validated extract record do not match a 

prior validated extract record, the record is identified as an add 

record and written to the Submittal file.

 If the validated extract Record Type Indicator is “Z” 

(indicating a PPC record) or the Action Code is “F” (indicting 

a forced record), the record is written to the Submittal file.

 If the identifiers match and the Record Type Indicator is “N” (a 

normal Detail record) or “Y” (a Detail record with domain 

errors), DataPrep performs a field-by-field comparison of the 

current and previous Detail records.

 If it detects any changed data, the validated extract record 

is identified as a change record and written to the 

Submittal file. This is true regardless of whether the record 

contains any domain-level errors, although records with 

domain-level errors do not update NSLDS.

 If it does not detect any changed data, the record is 

considered unchanged and is not written to the Submittal 

file.

Records with DomainLevel Errors

Records with domain-level 

errors are written from the 

Validated Extract file to the 

Submittal file during the 

Delta Process. However, 

records with these errors do 

not update NSLDS and 

instead appear in your Load 

Process Error file.
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November 29, 2012 108 Version 4.5

Figure 7–9, The Delta Process

Current 

Validated 

Extract File

Prior 

Validated 

Extract File

Check for 

duplicate loan 

Identifiers

Check Record 

Type 

Indicators

Check If Z

Submittal 

File

Check Field 

Values

Changes in 

Field Values?

Record Not 

Written to 

Submittal File

Becomes Prior 

Validated 

Extract File for 

Next Cycle

 Duplicates 

NSL-1065

Delta Process

Compare

No Duplicates

If Record Type

Indicator = Z 

Yes, 

Changes

If Record Type Indicator 

Does Not = Z

No 

Changes

Check Action 

Code

Check If Action 

Code = F

If Action 

Code = F

If Not = F
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7.2.2 The Delta Process on a PC

You can run the Delta Process with Extract Validation or 

separately. To run it separately, you must already have run Extract 

Validation and created a Validated Extract file (valextr.ff), which 

should be placed in the Current folder (C:\DataPrep-GA\Current).

To run the Delta Process, follow these steps:

1. From the DataPrep Main Menu, click Extract Validation. The 

Extract Validation dialog box displays.

Figure 7–10, Extract Validation Dialog Box

2. Select Delta Only as the Process Option (Figure 7–10).

3. If you want to rerun the current month’s Delta Process, select 

that as the Delta Processing Option. DataPrep will 

automatically look for this month’s Prior Validated Extract file 

in the Backup folder, rather than the Prior Validated Extract 

file in the Current folder that DataPrep created when you 

previously ran the current month’s Delta process.

Rerun Current Month’s 

Delta Process

When you select Rerun 

current month’s Delta 

Process as the Delta 

Processing Option, 

DataPrep automatically 

looks for your previous Prior 

Validated Extract file in the 

Backup folder. This saves 

you the effort of manually 

restoring that file to the 

Current directory. But it only 

works if you back up your 

Prior Validated Extract files 

(Section 5.2.2).
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Figure 7–11, Rerun Current Month’s Delta Process

4. Click Run. Once the Delta Process begins, the Delta Process 

dialog box appears, showing you how much of the process is 

complete. While Delta Process is in progress, you can close the 

Extract Validation dialog box and perform other DataPrep 

tasks. In addition, you use other software to perform tasks 

while the Delta Process runs. If you decide to terminate the 

Delta Process before it is complete, return to the Extract 

Validation dialog box and click Stop.

When the Delta Process is complete, the Delta Process dialog 

box shows a Processing Status of 100% and displays 

information about the process that is repeated in the Delta Log 

report.

While the Delta Process Is 

in Progress

While the Delta Process is in 

progress, you can use 

DataPrep or other software 

to perform tasks. When the 

Delta Process is done, the 

Delta Process dialog box 

informs you that the process 

is complete.
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November 29, 2012 111 Version 4.5

Figure 7–12, Delta Process Dialog Box

Click Close to return to the Extract Validation dialog box. Then 

click Exit to return the DataPrep Main Menu. From there you have 

several options, including generating the Delta Log report.

Using the Delta Log Report

Section 10.1.2 explains how to view or print the Delta Log report. 

This report repeats the information displayed by the Delta Process 

dialog box when the Delta Process is complete. Check this report 

to verify that the Submittal file created by the Delta Process 

contains valid data that will load onto the NSLDS database.
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The Delta Log report contains the following information:

 Version and release numbers for DataPrep

 When the Delta Process began

 Delta Process options

 Delta run type

 Validated Extract file (keep or not keep)

 Back up Prior Extract

 Submittal type

 When the Delta Process finished sorting records on the 

Validated Extract File

 Whether the Delta Process was successful and what to do next

 Validated Extract File record counts

 Records read

 Detail records read

 PPC records read

 Submittal File record counts

 Submittal records written

 Duplicate records

 Duplicate keys

 Detail records forced

 Detail records added

 Detail records changed

 PPC records

 PPC deletes

 When the Delta Process ended
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The Delta Process Is Halted

If you stop the Delta Process before it is complete, the Delta Log 

report states:

Figure 7–13, Halted Delta Process

Halting the Delta Process

Once you have started the 

Delta Process, you cannot 

stop it from the Delta 

Process message box.

If you want to stop the Delta 

Process before it has 

completed, you must return 

to the Extract Validation 

dialog box and press Stop.
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The Delta Process is Successful

If the Delta Process is successful, the Delta Log report states:

Figure 7–14, Successful Delta Process

Compare the summary data on this Log with the summary data on 

Delta Logs you ran in prior months to make sure the numbers are 

reasonable. Look at the number of records processed to make sure 

they are close to the numbers for prior Delta Process runs.

What To Do When the 

Delta Process Is 

Successful

The Delta Log report will tell 

you whether the Delta 

Process was successful. If it 

was, before sending your 

Submittal file to NSLDS, 

compare the Delta Log with 

prior Delta Logs to make 

sure the number of records 

processed is reasonable.
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7.3 Extract Validation and the Delta 

Process on a PC

Together, Extract Validation and the Delta Process produce six 

output files:

1 Extract Validation Log File (extrlog.ff)— A file containing 

a summary of the data processed, including the number and 

percent of domain errors, file record counts, open loan amount 

totals, process results, and processing time. The file is used to 

produce an Extract Validation Log report. 

2 Delta Log File (deltalog.ff)— A file produced during the 

Delta process that contains a summary of data processed such as 

file record counts, process results, and processing time. The file 

is used to produce a Delta Log report.

3 Extract Error File (extrerr.ff)—A file from which you can 

create a report listing all domain-level errors in the Database 

Extract file. It is created only if the Database Extract file passes 

file-level edits.

4. Validated Extract File (valextr.ff)—A file containing no 

file-level errors and a percentage of domain-level errors 

below the threshold levels established by ED. This file serves 

as input to the Delta Process, which compares it to the Prior 

Validated Extract file to see which Detail records have 

changed.

5. Prior Validated Extract File (priorextr.ff)—The previous 

month’s Validated Extract file, against which the current 

month’s Validated Extract file is compared during the Delta 

Process.

6. Submittal File (submit.ff)—The file you send to NSLDS. 

The Delta Process creates it from the Validated Extract file 

and Prior Validated Extract file.

Section 7.1 and Section 7.2 discuss Extract Validation and the 

Delta Process in detail and give instructions for running them 

separately.

To run Extract Validation and the Delta Process at the same time, 

follow these steps:

1. From the DataPrep Main Menu, click Extract Validation.
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November 29, 2012 116 Version 4.5

Figure 7–15, DataPrep Main Menu with Extract Validation 

Selected

2. The Extract Validation dialog box appears.

Figure 7–16, Extract Validation Dialog Box
Guaranty Agency Data Provider Instructions Extract Validation and Delta Process

November 29, 2012 117 Version 4.5

3. Select Validation and Delta as the Process Option.

4. Check that the directory paths listed in the Input box point 

towards the folders that contain your Database Extract file and 

the current TEF file.

5. If you click any of the plus signs on the far right next to the file 

date, DataPrep displays a message telling you when the file 

was created or last modified and the number of bytes it 

contains.

6. Click Exit to return to the Extract Validation dialog box.

7. Click Run. The Extract Validation and Delta Process dialog 

boxes appear in turn as first Extract Validation and then the 

Delta Process run. While they are in progress, you can close 

either dialog box and use other software to perform tasks while 

Extract Validation and the Delta Process run. If you decide to 

terminate them before they are complete, return to the Extract 

Validation dialog box and click Stop.
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When Extract Validation is complete, the Extract Validation 

Process dialog box shows a Processing Status of 100% and 

displays information about Extract Validation that is repeated 

in the Extract Validation Log report.

Figure 7–17, Extract Validation Process Dialog Box
Guaranty Agency Data Provider Instructions Extract Validation and Delta Process

November 29, 2012 119 Version 4.5

Previous Data Sets

The first step in the JCL will 

delete any data sets 

previously created. If you 

want to save your previous 

Submittal file, you must copy 

it to another file name.

When the Delta Process is complete, the Delta Process dialog 

box shows a Processing Status of 100% and displays 

information about the Delta Process that is repeated in the 

Delta Log report.

Figure 7–18, Delta Process Dialog Box

7.4 Extract Validation and the Delta 

Process on an Z/OS LE Mainframe

The JCL for Z/OS LE Version 2.4 or higher executes DataPrep 

procedures that perform Extract Validation, Delta process and 

create an error file. Appendix G contains the JCL for these 

functions. It can be referenced from the library created with 

JCLLIB as part of the name. The library member name is 

PRBD1000.
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Chapter 8: Sending and Receiving 

Files

8.1 Sending the Submittal File

You are required to send a current Submittal file to NSLDS at least

each month on the schedule assigned to you by ED. Because of the 

number of data providers and the size of some Submittal files, it is 

critical that you submit your data according to the schedule 

established by NSLDS.

Make sure that the file you send meets the following standards:

 It is a Submittal file (named submit.ff), not a Database Extract 

or some other file.

 It was created no more than 10 business days before your 

scheduled load date. If you are not sure, use Windows Explorer 

or DataPrep’s File Transfer utility to check when the file was 

created.

8.1.1 Submittal Schedule

NSLDS will assign a submittal schedule to you each year, usually 

in November. You can check your schedule at any time by

selecting the Data Provider Schedule link on the Organization page 

of the NSLDS website (www.nsldsfap.ed.gov).

Your Submittal file should arrive at NSLDS no later than 1 p.m. 

Central Time the day before it is scheduled for Load processing. 

The data it contains cannot have been extracted from your database 

more than 10 business days before your scheduled load date.

Submittal Schedules on 

the Web

You can check your 

submittal schedule at any 

time on the Organization 

page of the NSLDS website 

(www.nsldsfap.ed.gov).

Meeting Your Scheduled 

Submittal Date

GAs and other data 

providers have specific 

submittal windows within 

which they must submit their 

Submittal files to NSLDS. If 

you do not submit within 

your window, your submittal 

will be rejected by NSLDS.

ED keeps track of all missed 

submittals as well as error 

rates in determining an 

agency’s ability to properly 

manage Title IV student aid 

programs.
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November 29, 2012 121 Version 4.5

8.1.2 Submittal File Format

The Submittal file created by DataPrep contains:

 Header Record

 Detail Records

 PPC Records (optional)

 Trailer Record

The Trailer record, which is created by DataPrep, marks the end of 

the submittal and contains basic information about the number of 

records processed and the number of records in error at each level 

of validation.

8.1.3 Sending Your Submittal File on Cartridge 

or Tape

Guaranty agencies may send their Submittal file to NSLDS on 

cartridge or tape.

Tape Format

When you send your Submittal file on either cartridge or tape, you 

must use one of these formats:

 Cartridge input conforming with IBM 3480 or 3490 E standard 

label tape cartridges, EBCDIC format

 IBM 6250 BPI standard label tapes, EBCDIC
Guaranty Agency Data Provider Instructions Sending and Receiving Files

November 29, 2012 122 Version 4.5

Submittal File Naming Convention

The Submittal file must be named:

NSLINPTP.GAggg.Dmmdd

Where:

NSLINPTP = A constant name indicating a NSLDS data set 

follows (if you cannot use this name, see 

instructions in the box to the right)

GA = A constant name indicating the GA Code 

follows

ggg = 3-digit numeric code for your GA

D = A constant indicating a date follows

mmdd = Month and day data set was transferred to tape 

or cartridge

Example of a GA cartridge or tape:

NSLINTP.UT749.D1122

External Label for Cartridges or Tapes You Send NSLDS

The external label for any cartridge or tape you send NSLDS must 

supply the following information:

 Internal Volume Serial Number

 Creation Date

 Data Provider Name

 Blocksize

 Logical Record Length

 Record Format

 Number of Records

Internal Label for Cartridges or Tapes You Send NSLDS

Each cartridge or tape you send NSLDS must have a standard label 

as defined by the IBM Z/OS LE Version 2.4 or higher operating 

system. Agencies using other systems must use a tape copy utility 

that has the appropriate tape label creation option.

If you do not use the correct internal label format, NSLDS will call 

you to explain that your label was invalid.

Where to Send Cartridges 

and Tapes

Be sure to send cartridges or 

tapes in time to meet your 

scheduled submittal. 

Address them to:

Computer Sciences Corp.

NSLDS Project

Attn: Tape Library—2nd 

Floor

71 Deerfield Lane

Meriden CT 06450

Phone: (203) 317–5137

NSLINPTP Naming 

Convention

If you cannot use the 

submittal file name 

NSLINPTP, you may change 

the first node to any value, 

provided that it is a valid 

data set node name. Note 

that there must be at least 

one character in the name 

you choose for this node.
Guaranty Agency Data Provider Instructions Sending and Receiving Files

November 29, 2012 123 Version 4.5

8.1.4 Transmitting Your Submittal File by SAIG

Guaranty agencies can, if they choose, transmit their Submittal file 

to NSLDS by the Student Aid Internet Gateway (SAIG).

Transferring the Submittal File

DataPrep automatically puts the Submittal file created by the Delta

Process in the Current folder (C:\DataPrep-GA\Current). From 

there, use DataPrep’s File Transfer utility (Section 5.2.4) to 

transfer it to the folder (normally C:\IAM\DATA) from which you 

submit files to NSLDS via SAIG.

To transfer a Submittal file from the Current folder to the Data 

folder, follow these steps:

1. From the DataPrep Main Menu, click File Transfer.

Figure 8–1, DataPrep Main Menu with File Transfer Selected

2. The File Transfer dialog box displays.

Directory Paths

These instructions assume 

that you chose the default 

directory paths when you 

installed DataPrep (Section 

5.1.1). If you did not, you will 

need to adjust accordingly. 

Section 5.2.1 contains 

instructions for changing 

directory paths after you 

have installed DataPrep.
Guaranty Agency Data Provider Instructions Sending and Receiving Files

November 29, 2012 124 Version 4.5

Figure 8–2, Initial File Transfer Dialog Box

3. Select Export Submittal File as the Action. DataPrep 

automatically selects the file named submit.ff in your Current 

folder as the DataPrep File Input option. You cannot change 

this option.

4. Enter the full directory path, including folder and file names,

for a Submittal file and the folder where you keep it for 

transmission to NSLDS by SAIG (normally 

C:\IAM\DATA\submit.ff) as the NSLDS File Output option. 

There are two ways you can do this:

A. Type the full directory path in the NSLDS File Output box.

B. Click the Browse button to the right of the NSLDS File 

Output box and use the Select NSLDS File dialog box that 

then displays to select the folder.

Storing Files for SAIG

If you performed a default 

installation of the 

EDConnect software, you 

use the C:\IAM\DATA folder 

to store files for transmission 

to NSLDS by SAIG. So a 

Submittal file stored in the 

default folder for such files is 

C:\IAM\DATA\ submit.ff.
Guaranty Agency Data Provider Instructions Sending and Receiving Files

November 29, 2012 125 Version 4.5

Send by Cartridge, 

Receive by SAIG

Even if you continue to send 

your Submittal file by 

cartridge or tape, you may

choose to receive files by 

SAIG. To do so, call the 

NSLDS CC at (800) 999–

8219 to make the necessary 

arrangements and to learn 

about the message classes 

used for the output files.

Figure 8–3, Final File Transfer Dialog Box

5. Click Copy to copy the Submittal file from your Current folder 

to the folder where you put files before sending them to 

NSLDS by SAIG. If the copy is successful, DataPrep displays 

the following message:

You can then use the EDConnect software supplied by ED to 

transmit your Submittal file to NSLDS.

Submitting by SAIG

Once you have transferred your Submittal file (submit.ff) to a 

folder where EDConnect software is able to find it, you are ready 

to transmit the file to NSLDS using EDConnect software and the 

SAIG. If you chose the default installation for EDConnect, send 

the Submittal file from C:\IAM\DATA. Send it as message class

GASLDSIN.

For full instructions on how to submit a file using SAIG, see the 

SAIG/EDConnect Desk Reference available from the SAIG Call 

Center.

If some problem with DataPrep or NSLDS prevents you from 

submitting your Submittal file successfully, contact the NSLDS 

CC at (800) 999–8219.

If your problem is with the EDConnect software or SAIG 

transmission lines, contact the SAIG CC at (800) 330-5947.

8.2 Receiving Files

NSLDS sends all output files to you in the same format you use to 

send your Submittal file to NSLDS, with two exceptions:

 The TEF file must be downloaded from fsadownload.ed.gov.

Help!

If you have problems with 

DataPrep or NSLDS, 

contact the NSLDS CC at 

(800) 999–8219.

If you have problems with 

EDConnect or SAIG, 

contact the SAIG CSC at 

(800) 330-5947.
Guaranty Agency Data Provider Instructions Sending and Receiving Files

November 29, 2012 126 Version 4.5

 If you send your Submittal file using a cartridge conforming to 

the IBM 3490 E standard label tape format, all outputs from 

NSLDS are sent using the 3480 format.

If you send your Submittal file using a 3480 cartridge, you receive 

your Load Process Error file in the same 3480 cartridge format.

If you send your Submittal file using the IBM 6250 BPI standard 

label format, your Load Process Error file is in the same 6250 tape 

format.

8.2.1 Receiving Files by Cartridge or Tape

Guaranty agencies may send and receive files by cartridge or tape.

Load Process Error File Naming Convention

The Load Process Error File data set is named as follows:

NSLDS.OFFaaaa.RPERR.GAbbb

Where:

NSLDS = A constant name indicating a NSLDS data set 

follows

OFF = A constant indicating media type follows

aaaa = CART for 3480 cartridge; or TAPE for 6250 

tape

RP = A constant indicating cartridge/file content

ERR = ERR for Load Process Error File

GA = A constant indicating a GA code follows

bbb = 3-digit GA Code

Example of a GA Load Process Error file:

NSLDS.OFFTAPE.RPERR.GA7xx

Loan Detail File Naming Convention

The Loan Detail file data set is named:

NSLDS.OFFaaaa.bbbbbccc.Dmmddyy 

Where:
Guaranty Agency Data Provider Instructions Sending and Receiving Files

November 29, 2012 127 Version 4.5

NSLDS = A constant name indicating a NSLDS data set 

follows

OFF = A constant indicating media type follows

aaaa = CART for 3480 cartridge or TAPE for 6250 

tape

bbbbb = Variable two to five character field used to help 

identify the provider (GA alpha code)

ccc = Variable 3-digit GA code number

D = A constant indicating a date follows

mmddyy = Month, day, and year data set was transferred to 

tape or cartridge

Examples of GA Loan Detail files:

NSLDS.OFFCART.PHEAA742.D103199

NSLDS.OFFTAPE.NH733.D093099

DataPrep Software File Naming Convention for 

OS390/LE

The NSLDS Load Process adheres to file naming conventions used 

by the DataPrep software, and we strongly recommend that you 

retain these naming conventions. In particular, the second and last 

nodes in the data set names contain identifying information 

(Version/Release/Levelset Date) to assist in tracking and 

identifying the software in use. See Appendix G (DataPrep JCL for 

OS390/LE) for more information.

External Label for Cartridges or Tapes from NSLDS

The external label for any cartridge or tape NSLDS sends you 

contains the following:

 Data provider contact’s name

 Data provider name

 Internal Volume Serial Number

 Number of cartridges/tapes (e.g., 1 of 2)

 “Privacy Act of 1974 (As Amended)”

 File name (see above file naming convention)

Example:

John Johnson
Guaranty Agency Data Provider Instructions Sending and Receiving Files

November 29, 2012 128 Version 4.5

Alpha Guaranty Agency

VOLSER : 320653 ; 1 OF 1

PRIVACY ACT OF 1974 (AS AMENDED)

NSLDS.OFFTAPE.RPERR.GA123

Internal Label for Cartridges or Tapes from NSLDS

Any cartridge or tape NSLDS sends you has a standard label as 

defined by the IBM Z/OS LE Version 2.4 or higher operating 

system. Agencies using other systems must use a tape copy utility 

that has the ability to read the standard tape label.

8.2.2 Receiving Files by SAIG

If you receive files from NSLDS by SAIG, they are sent as the 

following message classes:

 Message Class GASLDSOP—Load Process Error File. 

NSLDS send you this file after successfully loading your 

Submittal file onto the database.

 Message Class SLNDTLOP—NSLDS Loan Detail File. 

NSLDS sends you this file by special arrangement only.

For full instructions on how to receive a file using EDConnect

Software and the SAIG, see the SAIG/EDConnect Desk Reference 

available from the SAIG Call Center.

If some problem with DataPrep or NSLDS prevents you from 

receiving files from NSLDS, contact the NSLDS CC at (800) 999–

8219.

If your problem is with the EDConnect software or SAIG 

transmission, contact the SAIG CC at (800) 330-5947.

Message Classes

Use this message class to 

send Submittal files to 

NSLDS:

 GASLDSIN

NSLDS uses these message 

classes to send files to you:

 SLDERROP - Load 

Process Error File
Guaranty Agency Data Provider Instructions The NSLDS Load Process

November 29, 2012 129 Version 4.5

Chapter 9: The NSLDS Load Process

The day before your Submittal file is scheduled for loading onto 

NSLDS, NSLDS checks whether it has received your Submittal 

file. If NSLDS does not receive a Submittal file from you, it 

contacts you to inform you that your Submittal file cannot be 

processed that month and that you must send a new Submittal file

on your next scheduled date.

Once it receives your Submittal file, NSLDS performs the 

following edits:

 File-Level Edits

 Domain-Level Edits

 Record-Level Edits

 Load-Level Edits

NSLDS performs file-level edits to determine whether there are 

errors in the Submittal file that prevent it from being processed at 

all. Such errors can include:

 Sending the wrong file

 Files that are incorrectly formatted

 Data that was corrupted during transmission to NSLDS

If your Submittal file contains file-level errors, NSLDS contacts 

you and explains why it was unable to process your submittal. 

NSLDS then takes no further action, so it is up to you to create a 

successful Submittal file and send it to NSLDS within your 

processing window.

After it verifies that your Submittal file does not contain any filelevel errors, NSLDS performs domain-level and record-level edits 

on each record within the file. Domain-level edits check for 

records that contain non-numeric characters or spaces in a numeric 

field, invalid dates (other than all zeros), missing identifiers, or 

missing new identifiers. Record-level edits check for duplicate 

records and for records that violate reasonability rules or ED 

regulations. If NSLDS detects either a domain-level error or a 

record-level error in a record, it writes the error to the Load 

Process Error file but does not perform any further processing on 

the record.

If records pass domain- and record-level edits, NSLDS performs 

load-level edits that check for invalid codes, and for any date 

sequence errors or identifier conflicts that would be caused by

Submittal Window

Your submittal window runs 

from 14 days before your 

Submittal file is scheduled 

for processing to 13 days 

after. Your Database Extract 

file cannot have been 

extracted more than 14 days 

before the scheduled load 

date.
Guaranty Agency Data Provider Instructions The NSLDS Load Process

November 29, 2012 130 Version 4.5

loading those records onto the NSLDS database. Records that pass 

the load-level edits are then loaded onto NSLDS and update the 

database.

For more information about edits, see the Guaranty Agency Data 

Dictionary (Appendix A), which describes all the edits applied to 

each field in a Guaranty Agency record, and Appendix B–6 and B–

7, which list all the error messages created by DataPrep and the 

Load Process.

Figure 9–1, NSLDS Load Process

File-Level Edits

Extract Validation 

Aborted

Domain-Level Edits

Domain and 

Record-Level Edits

Load-Level Edits

NSLDS Updated

Threshold Failure

Record Rejected

Record Not 

Loaded/Updated

 1. Date Sequence Error

 2. Identifier Conflict

 3. Invalid Codes

 1. Submit PPC record

 2. Resolve with other

 data provider

 3. Correct database or

 extract process

 1. Numeric Field Error

 2. Invalid Date

 3. Missing Identifier

 4. Missing New Identifier

5. Reasonability Error

 6. Duplicate Record

Correct database and/or 

extract process before 

next submittal

 1. Numeric Field Error

 2. Invalid Date

 3. Missing Identifier

 4. Missing New Identifier

Correct database 

and/or extract process 

and rerun Extract 

Validation

 1. Incorrect Header

 2. GA Code does

 not match Header

Correct database 

and/or extract process 

and rerun Extract 

Validation

NSLDS 

Load 

Process

NSL-1063

DataPrep 

Extract

Validation 

Process

Edit Process Problem Solution
Guaranty Agency Data Provider Instructions The NSLDS Load Process

November 29, 2012 131 Version 4.5

9.1 File-Level Edits

File-level edits check whether NSLDS has received a Submittal 

file on schedule, and whether it will be able to process that file as a 

whole. NSLDS checks for the following file-level errors:

 The first record in the file is not a Header record

 The GA Code on a Detail or PPC record does not match the 

GA Code in the Header record

 There are no Detail records in the Submittal file

 The record length is not 640 bytes

In addition, NSLDS checks for a series of Header record errors. 

For a complete list, see Appendix B–15.

If your Submittal file fails any file-level edit, NSLDS will not 

process the file and will, instead, send you an Error Submittal 

Summary Notification file.

9.2 Domain-Level Edits

Domain-level edits check individual records for the following 

errors:

 Non-numeric characters or spaces in a numeric field

 Invalid dates (other than all zeros)

 Missing identifiers

 Missing new identifiers

DataPrep applies the same domain-level edits to your Database 

Extract file as part of Extract Validation, but it does so only to 

calculate your domain-level error rates and to determine whether 

the rates exceed the threshold levels established by ED. As long as 

they stay below the threshold levels, DataPrep creates a Submittal 

file, even though some of the records in the file contain domainlevel errors.

The Load Process, on the other hand, applies domain-level edits to 

determine whether individual records within your Submittal file 

should be loaded onto the database. If a record contains a domainlevel error, NSLDS writes it to the Load Process Error file but does 

not process it any further. This means that load-level edits are not 

applied to records that have failed domain-level edits.

Why Perform DomainLevel Edits Twice?

If DataPrep has already 

performed domain-level 

edits as part of Extract 

Validation, why does NSLDS 

perform them again as part 

of the Load Process? 

DataPrep performs domainlevel edits to determine 

whether your Database 

Extract file exceeds the 

domain error threshold 

levels established by ED. If it 

stays below that threshold 

levels, DataPrep creates a 

Submittal file, even though 

some of the records in that 

file contain domain-level 

errors. The Load Process, 

on the other hand, performs 

domain-level edits to 

determine whether the 

individual records within the 

Submittal file meet NSLDS 

standards and should be 

loaded onto the database.
Guaranty Agency Data Provider Instructions The NSLDS Load Process

November 29, 2012 132 Version 4.5

Records that pass domain- and record-level edits are then edited 

for load-level errors before being loaded onto the database.

9.3 Record-Level Edits

Record-level edits check the Submittal file as a whole for duplicate 

records and then each individual record for reasonability errors. If 

a record contains a record-level error, NSLDS writes it to the Load 

Process Error file but does not process it any further. This means 

that load-level edits are not applied to records that have failed 

record-level edits.

Records that pass domain- and record-level edits are then edited 

for load-level errors before being loaded onto the database.

9.3.1 Duplicates

NSLDS sorts the records in the Submittal file and compares 

sequential rows to determine if the loan identifiers match. If any 

two Detail records have the same loan identifiers, it rejects both 

records as duplicate records. If you have populated the Data 

Provider Loan ID field for each record, you will be able to 

determine which record should be reported under those identifiers 

for the next submittal. No record will pass this duplicate edit 

process if another record on the same submittal has the same loan 

identifiers. Neither duplicate record will update the database since 

NSLDS has no way of knowing which loan record is correct.

9.3.2 Reasonability Edits

Reasonability edits check that data is contained in proper fields 

according to specific edit criteria. Such edits include checking that 

required fields have been filled, such as the Date Entered 

Repayment field.

Reasonability edits also check all date and amount fields on each 

record to ensure that the data they contain is both reasonable and in 

compliance with ED regulations. For example, if a loan is reported 

as a SL loan (Supplemental Loan) with a Date of Guaranty of 

19970115, it is rejected because SLS loans did not exist in 1997.

Duplicate Records

If two Detail records have 

the same loan identifiers, 

both records will be rejected 

since NSLDS has no way of 

determining which record is 

correct. You will have to 

resubmit the record in a later 

submittal. Duplicate loan 

records will have an Error 

Code of 671 (Identifiers must 

be unique on each detail 

record) on Field Code 025 

(Date of First Disbursement).
Guaranty Agency Data Provider Instructions The NSLDS Load Process

November 29, 2012 133 Version 4.5

9.4 Load-Level Edits

NSLDS only applies load-level edits to records that have already 

passed domain- and record-level edits. Records that fail domainor record-level edits are written to the Load Process Error file but 

not processed further by NSLDS. This means that you cannot 

assume that records that failed domain- or record-level edits would 

otherwise have passed load-level edits and been loaded onto the 

database.

Records that pass both domain- and record-level edits, but fail 

load-level edits are written to the Load Process Error file.

Records that pass domain-, record- and load-level edits are loaded 

onto NSLDS and update the database.

9.4.1 Identifier Edits

NSLDS reviews the student and loan identifiers in the records you 

submit against those of records on the database. If the Student’s 

SSN in an individual record does not match an SSN on NSLDS, 

either current or in history, the student is considered a new student. 

If the record then passes all the remaining edits, NSLDS creates a 

new student and assigns a new loan to that student on the basis of 

the data you submitted.

If the Student’s SSN on a record you submitted matches an SSN on 

the NSLDS database, NSLDS uses Identifier Match Criteria to 

match the loan identifiers on the record to the identifiers for a loan 

currently on the system. If it matches an existing loan record on six 

criteria—Student’s SSN, Code for Original School, Type of Loan,

Date of Guaranty, Indicator of Separate Loan and PLUS 

Borrower’s SSN—the record you submitted is considered an 

attempted update. If all other edits are successful, the record 

updates the NSLDS database.

If a record you submitted does not match on the loan identifiers 

(Student’s SSN, Code for Original School, Type of Loan, Date of 

Guaranty, Indicator of Separate Loan and PLUS Borrower’s SSN), 

but does match on the Student’s SSN, NSLDS uses Identifier 

Match Criteria to match the student identifiers on the record to the 

identifiers for a student currently on the system. If a match is made 

and successive edits are passed, NSLDS creates a new loan record 

for the existing student on the basis of the data you submitted.

Correcting Student 

Identifier Conflicts

Submitting records that 

match an existing record on 

Student’s SSN but not on 

the other student identifiers 

(Date of Student’s Birth and 

Student’s First Name) 

causes an identifier conflict. 

To correct this error, you 

must resolve the conflict with 

the data provider whose 

data conflicts with yours.
Guaranty Agency Data Provider Instructions The NSLDS Load Process

November 29, 2012 134 Version 4.5

If the record you submitted does match a current Student’s SSN 

but a student match cannot be made based on the Identifier Match 

Criteria, NSLDS rejects the record. If that occurs, you must resolve 

the identifier conflict by contacting the data provider whose data 

conflicts with yours. 

If you submit a record that causes a student identifier conflict, 

NSLDS writes the record to the Load Process Error file. The error 

record contains the following information from your Submittal file:

 Student’s SSN you supplied

 Date of Student’s Birth you supplied

 Student’s First Name you supplied

In addition, the error record contains the following information for 

the student record that conflicts with yours:

 Error Code

 Data Provider Code

 Data Provider Name

 Existing Student’s SSN

 Existing Date of Student’s Birth

 Existing Student’s First Name

 Existing Student’s Last Name

 Data Provider City

 Data Provider State

This information will help you resolve the conflict with the data 

provider for the record already on NSLDS.

For a more detailed discussion of the Identifier Match Criteria for 

student matches, see the discussion of the Student’s Social Security 

field (positions 4–12 in the Detail record) in the FFELP Data 

Dictionary (Appendix A).

9.4.2 GA ID Edits

NSLDS reviews original and current guaranty agency codes in the 

records you submit against the most current ED data. If the GA ID

code on a record does not exist in the NSLDS database, NSLDS 

rejects the record and does not update the database.
Guaranty Agency Data Provider Instructions The NSLDS Load Process

November 29, 2012 135 Version 4.5

9.4.3 Validate Codes

NSLDS reviews all code fields to ensure that the codes they 

contain are valid. See Appendix B for lists of the following codes:

 Academic Level

 Claim Reason

 Deferment Type

 Deferment Type Usage

 Enrollment Status

 Detail and PPC Record Errors

 Guaranty Agency

 Interest Rate Type

 Loan Status

 Loan Type

 Reinsurance Reimbursement Rate

 State

9.4.4 Date Sequence Edits

In addition to storing the current values for the individual fields 

that make up a loan record, NSLDS also stores historical values for 

selected fields. Often, those historical values are stored as part of 

an event. This is because changes to some fields are only 

meaningful when accompanied by a change to another field or 

fields. For example, a new Date of Loan Status is only meaningful 

when accompanied by a new Code for Loan Status. Together they 

constitute a Loan Status event. While you can update historical 

values, you cannot change current or historical values so that you 

change the chronological order of events stored in history.

Therefore, NSLDS reviews records you submit against current and 

historical values already stored on NSLDS for the same record to 

ensure that any date changes do not alter the sequence of events. If 

they do, NSLDS writes the record to the Load Process Error file 

and does not update the database with it.

If NSLDS rejects a record because of a date sequence error, first 

check that the data you have submitted is correct. If it is, you must 

submit a PPC record to update the historical data already on 

NSLDS that is making your record cause a date sequence error.

For more detailed discussions of how NSLDS stores history and of 

how to update historical data using PPC records, see Section 6.6.

Correcting Date Sequence 

Errors

Records you submit that do 

not conform to date 

sequence logic will not 

update NSLDS. To correct 

the records already on 

NSLDS that cause these 

errors, you may need to 

submit a PPC record 

(Section 6.6).

Correcting Invalid Codes

NSLDS rejects records 

submitted with invalid codes. 

To correct code errors, you 

must correct either your 

database or your extract 

process.
Guaranty Agency Data Provider Instructions The NSLDS Load Process

November 29, 2012 136 Version 4.5

9.4.5 Online Updating

GAs are able to update individual or groups of records online, as 

well as through the normal submittal process. Authorized GA users 

can use the Loan Detail Update page on the NSLDS website 

(www.nsldsfap.ed.gov) to:

 Change student identifiers

 Change PLUS borrower identifiers

 Change the status and maturity date of a loan with 

disbursements after the borrower’s program completion

 Change loan status

 Change the status of a loan to Default and enter claim 

information

 Transfer loans to other Guaranty Agencies

 Correct inaccurate loan data

 Cancel a loan after disbursements have been made

 Place a loan in default, then repurchase and move the loan to 

RP status

 Delete a loan.

This powerful customer service tool gives your agency direct update 

access to NSLDS. This enhancement will improve your ability to 

respond quickly to schools and students when corrections or updates are 

needed that affect a student’s eligibility. For security reasons, only two 

users from each GA will be granted this authority at one time.

To use online updating, GAs must enroll for NSLDS online access. You 

can do so through the Student Aid Internet Gateway (SAIG) site at 

www.sfawebenroll.ed.gov.

1 At the SAIG website, follow the SAIG site’s instructions to 

enroll for NSLDS access.

2 When your application is approved, you will receive your 

NSLDS user ID and a default password via e-mail.

3 All current users must fill out a new SAIG form, checking the 

Online Loan Update box to ensure continued security access. It

can be completed quickly and easily on the Web.

For more information about using online loan updating, call the 

NSLDS Call Center at 1-800-999-8219or send an e-mail to 

nslds@pearson.com.
Guaranty Agency Data Provider Instructions Generating Reports on Windows-Based PCs

November 29, 2012 137 Version 4.5

Chapter 10: Generating Reports on 

Windows-Based PCs

From Extract Validation onward, the NSLDS update process 

creates a series of data files that you can use to create reports. 

These reports will help you verify the contents of your database 

and of your submittals to NSLDS. If necessary, they will help you 

fix problems with your database or extract procedures, a topic 

discussed in detail in Chapter 12.

Using files produced by either the Extract Validation process or 

NSLDS, DataPrep can create the following reports:

 Extract Validation Log Report—This report is created from 

the Extract Validation Log file created by Extract Validation. It 

is identical in contents to the text displayed by the Extract 

Validation Process dialog box after Extract Validation is 

complete.

 Delta Log Report—This file is created from the Delta Log file 

created by the Delta Process. It is identical in contents to the 

text displayed by the Delta Process dialog box after the Delta 

Process is complete.

 Extract Error Report—This report is created from the Extract 

Error file created by Extract Validation and is available in 

either summary or detail format.

 Load Process Error Report—This report is created from the 

Load Process Error file returned to you by NSLDS after it has 

processed your Submittal file. It is available in either summary 

or detail format.

 Extract Loan Detail Report—This report is created from the 

Extract Loan Detail file created by Extract Validation.

 Submittal Loan Detail Report—This report is created from 

the Submittal file created by the Delta Process.

 NSLDS Loan Detail Report—This report is created from the 

Loan Detail file NSLDS can send you, by special arrangement, 

to identify and resolve error conditions within your database.
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DataPrep for PCs offers advanced users a particularly rich set of 

selection and sort options for detail Error reports and Loan Detail 

reports. Those options are discussed at the end of this chapter.

10.1 Log Reports

10.1.1 Extract Validation Log Report

The information that appears in the Extract Validation Process 

dialog box after Extract Validation is complete (Figure 7–4) is also 

written to the Extract Validation Log file, where is it available to 

you for further examination or storage. From this file you can view 

or print a report that provides a useful overview of Extract 

Validation. For a detailed discussion of the report’s contents, see 

Section 7.1.2.

To view or print the Extract Validation Log report, follow these 

steps:

1. From the DataPrep Main Menu, click Log Report.

Figure 10–1, DataPrep Main Menu with Log Report Selected

2. The Log Report dialog box appears.

Extract Validation Log

The Extract Validation Log 

file created by DataPrep 

includes the following 

information:

 The number of domainlevel errors detected

 Whether the rejection 

threshold has been 

exceeded

 The number of records 

in the Database Extract 

file

The log report can help you 

identify problems in your 

system or database.
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Figure 10–2, Log Reports Dialog Box

3. Select the Extract Log file in your Current folder (it will be 

named extrlog.ff), and click View. DataPrep displays the log in 

your default viewer.

Figure 10–3, Extract Validation Log Report

Viewers

When you installed 

DataPrep, it automatically 

selected its own built-in 

viewer (uta0.exe) as the 

default for viewing and 

printing reports. For 

instructions on how to 

change your default viewer, 

or how to change your 

viewer for an individual 

report without changing the 

default, see Section 5.2.3.
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If you want to print the report, you can do so directly from the 

viewer, or you can return to the Log Report dialog box and click 

Print.

10.1.2 Delta Log Report

The information that appears in the Delta Process dialog box after 

the Delta Process is complete (Figure 7–12) is also written to the 

Delta Log file, where is it available to you for further examination 

or storage. From this file you can view or print a report that 

provides a useful overview of the Delta Process. For a detailed 

discussion of the report’s contents, see Section 7.2.2.

To create and view the Delta Log report, follow these steps:

1. From the DataPrep Main Menu, click Log Report.

Figure 10–4, DataPrep Main Menu with Log Report Selected

2. The Log Reports dialog box appears.

Delta Log Report

The Delta Log file created by 

DataPrep includes the 

following information:

 The number of records 

read

 The number of records 

written to the Submittal 

file
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Figure 10–5, Log Reports Dialog Box

3. Select the Delta Log file in your Current folder (it will be 

named deltalog.ff), and click View. DataPrep displays the 

Delta Log report in your default viewer.

Figure 10–6, Delta Log Report
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If you want to print the report, you can do so directly from the 

viewer, or you can return to the Log Report dialog box and click 

Print.

10.2 Error Reports

The NSLDS update process includes two error reports:

 The Extract Error report identifies records that erred out of 

Extract Validation. It is created from the Extract Error file 

produced by Extract Validation, and it will help you identify

and correct errors in your Database Extract file.

 The Load Process Error report identifies records that erred 

out of the NSLDS Load Process. It is created from the Load 

Process Error file NSLDS sends you after it has loaded your 

Submittal file onto the database, and it will help you identify 

and correct errors in your Submittal file.

Both reports will help you to identify and correct errors in your 

database and in your extract process.

You can create either error report in a summary or detail format. 

Both summary and detail reports can be sorted by preprogrammed 

sort parameters, and you can create your own additional sort 

parameters for detail reports. In addition, you can use selection 

criteria to limit which records are included in the detail error 

reports. DataPrep includes a set of preprogrammed selection 

criteria for detail reports, but you can also create your own, 

including variable criteria that you assign a value each time you 

run the report.

10.2.1 Error Files

DataPrep can only create error reports from error files located in 

your Current or Backup folders. This does not present a problem in 

the case of the Extract Error file, which DataPrep automatically

creates and places in your Current folder whenever a Database 

Extract files passes the file-level edits performed by Extract 

Validation.

Transferring the Load 

Process Error File from 

Tape

If the Load Process Error file 

is sent to you on tape, you 

must develop your own 

internal procedures for 

transferring it to your PC. 

Then DataPrep can move or 

copy it to the Current 

directory for generating the 

Load Process Error report.
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However, before you can create a Load Process Error report, you 

must use DataPrep’s File Transfer utility (Section 5.2.4) to transfer 

two files to your Current folder:

 The Load Process Error File

 The TEF File

NSLDS will send you the Load Process Error file by cartridge/tape 

or by SAIG. The format of this file has not changed from 

DataPrep. The SAIG message class for the Load Process Error file 

is SLDERROP.

The TEF file is available to download at fsadownload.ed.gov.

10.2.2 Generating Summary Error Reports

To create a summary error report, the following files must be 

placed in your Current folder.

For the Summary Extract Error report:

 The Extract Error file created by DataPrep

 The latest TEF file downloaded from fsadownload.ed.gov

For the Summary Load Process Error report:

 The Load Process Error file sent to you by NSLDS

 The latest TEF file downloaded from fsadownload.ed.gov

Once these files are in your Current directory, follow these steps to 

create a summary error report:

1. From the DataPrep Main Menu, click Error Report.

.
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Figure 10–7, DataPrep Main Menu with Error Report Selected

2. The Error Report dialog box appears.

Figure 10–8, Error Report Dialog Box

3. Select Extract Validation or Load Processing as the Error 

Source.

4. Select Summary as the Report Type.

Extract Error Report or 

Load Process Error Report

The Error Report dialog box 

allows you to create either 

an Extract Error report from 

your Validated Database 

Extract file or a Load 

Process Error report from 

the Load Process Error file 

NSLDS sends you after 

processing your Submittal 

file. Be sure to specify the 

correct Error Source for the 

report you want.
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5. Highlight the error file from which you want to create a report 

(here C:\DataPrep-GA\Current\extrerr.ff). If you doubleclick on a file listed in the Error Files list, a File Information 

dialog box appears showing you the date and time the file was 

created or last modified and the number of bytes in the file.

If you do, click Exit to return to the Error Report dialog box.

6. Select a Sort Sequence (Section 10.5). If you select No Sort, 

the report is sorted in the same order as the error file from 

which it is created.

7. When you are satisfied with the options you have selected on 

the Error Report dialog box, click Create. A status message 

appears informing you the report has been generated.

8. Click View. If you chose the options depicted in Figure 10–8, 

you should see a report that looks something like this when 

viewed in the DataPrep viewer (uta0.exe):

Viewers

Remember that DataPrep’s 

built-in viewer (ut0a.exe) 

produces a correctly 

formatted report, while the 

other viewers may not. If you 

use one of the other viewers 

to view or print a report, you 

may have to adjust the font 

and size to fit on a page or 

print your report using 

landscape rather than 

portrait format.
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Figure 10–9, Summary Extract Error Report

10.2.3 Generating Detail Error Reports

To create a detail error report, the following files must be placed in 

your Current folder.

For the Detail Extract Error Report:

 The Extract Error file created by DataPrep

 The latest TEF file downloaded from fsadownload.ed.gov

For the Detail Load Process Error Report:

 The Load Process Error file sent to you by NSLDS

 The latest TEF file downloaded from fsadownload.ed.gov

Once these files are in your Current directory, follow these steps to 

create a detail error report:

1. From the DataPrep Main Menu, click Error Report.
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Figure 10–10, DataPrep Main Menu with Error Report Selected

2. The Error Report dialog box appears.

Figure 10–11, Error Report Dialog Box

3. Select Extract Validation or Load Processing as the Error 

Source.

4. Select Detail as the Report Type.

Extract Error Report or 

Load Process Error Report

The Error Report dialog box 

allows you to create either 

an Extract Error report from 

your Validated Database 

Extract file or a Load 

Process Error report from 

the Load Process Error file 

NSLDS sends you after 

processing your Submittal 

file. Be sure to specify the 

correct Error Source for the 

report you want.
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5. Highlight the error file from which you want to create a report 

(here C:\DataPrep-GA\Current\extrerr.ff). If you doubleclick on a file listed in the Error Files list, a File Information 

message dialog box appears showing you the date and time the 

file was created or last modified and the number of bytes in the 

file.

If you do, click Exit to return to the Error Report dialog box.

6. Select a Sort Sequence (Section 10.5). If you select No Sort, 

the report will be sorted in the same order as the Extract Error 

file or Load Process Error file from which it was created.

7. Select one or more Selection Criteria (Section 10.4). If you 

select a selection criteria containing one or more variables, 

their current values will be shown in the Variables list. You 

can click on a variable to bring up the Set Variable Value 

dialog box. Change the variable value to the new required 

value and click OK.

You should only run a single report using a selection criteria, 

since only one set of variable values is stored for a given 

selection criteria option. In addition, please remember that 

DataPrep only retains the latest version of a selected report. 

Therefore, at any given time, only the report that was run with 

the latest variable values will be available.

8. When you are satisfied with the options you have selected on 

the Error Report dialog box, click Generate. A status message 

appears informing you the report has been generated.
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9. Click View. If you chose the options depicted in Figure 10–11, 

you should see a report that looks something like Figure 10–12

when viewed in the DataPrep viewer (uta0.exe):

Figure 10–12, Detail Extract Error Report
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Figure 10–13, Detail Load Process Error Report

10.3 Loan Detail Reports

Generating loan detail reports is not a routine step in the NSLDS 

update process. However, loan detail reports are useful for 

researching and resolving problems with individual loan records 

that you have already identified from the Extract Error report or 

Load Process Error report.

There are three loan detail reports:

 The Extract Loan Detail report is created from the Database 

Extract file, and it allows you to review all or selected records 

in your file.

 The Submittal Loan Detail report is created from the 

Submittal file, and it allows you to review all the records in 

that file field-by-field.

 The NSLDS Loan Detail report is created from the Loan 

Detail file that NSLDS can send you by special arrangement. 

The Loan Detail file can take the form of a Reconciliation file 

containing all the loans on NSLDS that you report on, or it can 

include only loans that meet certain conditions. The NSLDS 

Loan Detail report allows you to view every field of each 

record it contains. Comparing the contents of the NSLDS Loan 

Do Not Change the 

Database Extract File

If you view or review your 

Database Extract file, be 

certain you do not make any 

changes to it. The Database 

Extract file must be a mirror 

image of your database.
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Detail report to the contents of your database will help you 

reconcile any conflicts between your data and that on NSLDS.

10.3.1 Loan Detail Files

DataPrep looks for Extract Loan Detail files in these folders:

 Extract

 Backup

DataPrep looks for Submittal files in these folders:

 Current

 Backup

DataPrep looks for NSLDS Loan Detail files in these folders:

 Loan (or Current)

 Backup

Unless you have transferred your Database Extract file out of your 

Extract folder or your Submittal file out of your Current folder, 

you will not have to transfer any files before creating the Extract or 

Submittal Loan Detail files.

However, when you receive the NSLDS Loan Detail file, you must 

load the file onto your computer or network and then use 

DataPrep’s File Transfer utility (Section 5.2.4) to move or copy the 

file to your Loan (or Current) folder.

The File Transfer dialog box allows you to give version names to 

NSLDS Loan Detail files. This is useful if you receive more than 

one Loan Detail file in a single month. If you give a version name 

to an NSLDS Loan Detail file, DataPrep will assign the file a name 

of the form loandtlVersionname.ff, where:

loandtl is the constant name for Loan Detail files

Versionname is the version name you assign to the file

.ff is the constant for DataPrep files

For example, loandtlVersion2.ff.

Do not change such names, as doing so will prevent DataPrep from 

finding and processing the files.

Loan (or Current)

If you selected the default 

directory paths when you 

installed DataPrep, 

DataPrep looks for NSLDS 

Loan Detail files in the Loan 

and Backup folders. If you 

did not specify a directory 

path for Loan Detail files, 

DataPrep looks for them in 

the Current folder

(C:\DataPrep-GA\Current). 

For information about 

changing default directories 

paths, see Section 5.2.1.
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10.3.2 Generating Loan Detail Reports

To create a loan detail report, the following files must be in the 

following folders:

For the Extract Loan Detail report:

 A Database Extract file in the Extract folder

For the Submittal Loan Detail report:

 A Submittal file in the Current folder

For the NSLDS Loan Detail report:

 An NSLDS Loan Detail file in the Loan (or Current) folder

To create a loan detail report, follow these steps:

1. From the DataPrep Main Menu, click Loan Detail Report.

Figure 10–14, DataPrep Main Menu with Loan Detail Report 

Selected
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2. The Loan Detail Report dialog box appears.

Figure 10–15, Loan Detail Report Dialog Box

3. Select Extract Loan Detail, Submittal Loan Detail, or NSLDS 

Loan Detail as the Source option.

There are several ways to see when a file in the Detail Files list 

box was created or last modified and the number of bytes in the 

file. This can be useful if you have several Database Extract or 

NSLDS Loan Detail files and are not sure which one you want 

to view or print.

A. Use the horizontal scroll bar to scroll to the right of the 

Detail Files list box.

B. Double-click the file name, or select a file name in the 

Detail Files list box and then click the blue plus sign to the 

right of the file name in the Report File section. Either 

action causes a File Information message to appear.
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4. When you know which Database Extract, Submittal, or NSLDS 

Loan Detail file you want to create an Extract Loan Detail 

report for, select it in the Detail Files list box of the Loan 

Detail Report dialog box.

5. Choose a Selection Criteria (Section 10.4). If you select a 

selection criteria containing one or more variables, their current 

values will be shown in the Variables list. You can click on a 

variable to bring up the Set Variable Value dialog box. Change 

the variable value to the new required value and click OK.

You should only run a single report using a selection criteria 

option with variables at a time, since one set of variable values 

is stored for a given selection criteria option. In addition, 

please remember that DataPrep only retains the latest version 

of a selected report. Therefore, at any given time, only the 

report that was run with the latest variable values will be 

available. 

6. Select a Sort Sequence (Section 10.5). If you select No Sort, 

the report will be sorted in the same order as the file from 

which it was created.

7. Click Generate. DataPrep displays a message notifying you 

that the report has been successfully generated.

5. Click View to view the Loan Detail report in your default 

viewer. Viewed in the DataPrep viewer (uta0.exe), it should 

look something like Figure 10–16
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Figure 10–16, Submittal Loan Detail Report

From the viewer, you can view or print the report as you please. To 

change viewers for a specific report or to change your default 

viewer, see the instructions in Section 5.2.3.

10.4 Selection Criteria

DataPrep gives you the option of generating detail error reports 

and loan detail reports using different selection criteria. Several 

selection options have been preprogrammed. For error reports:

 Data Fields in Error

 Identifier Fields in Error

 New Identifier Fields in Error

 No SSN Conflict Records

 Only SSN Conflict Records

 Selected Error Code

 Selected Error and Field Code

 Selected Field Code

For loan detail reports:

 Loan Has Amount Repurchased

 Loan Has Amount of Cancellation

 Loan Has Amount of Disbursement

 Loan Has a New Identifier
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 No Data Provider Loan Identifier

 Selected Date of Guaranty

 Selected Loan Status

 Selected Loan Type

 Selected PLUS Borrower SSN

 Selected Student SSN

 Student SSN Changes

DataPrep allows you to create new selection criteria, and to change 

or delete existing selection criteria.

To update selection criteria, follow these steps:

1. From the DataPrep Main Menu, click Options, then Selection 

Criteria.

Figure 10–17, DataPrep Main Menu with Selection Criteria 

Selected on the Options Menu

2. The Selection Criteria dialog box displays.
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Figure 10–18, Selection Criteria Dialog Box

3. Select Error Detail Records or Loan Detail Records as the 

Record Type option. The Selection Criteria dialog box displays 

the selection criteria available for that record type.
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From this populated dialog box you can Add, Edit, or Delete any 

selection criterion for the following detail reports:

 Extract Error Report

 Load Process Error Report

 Loan Detail Report

10.4.1 Adding Selection Criteria

To create new selection criteria, follow these steps:

1. From the Selection Criteria dialog box (Figure 10–18), select a 

Record Type option and click Add. The Selection Criteria Edit 

dialog box appears.
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Figure 10–19, Selection Criteria Edit Dialog Box

2. Enter up to 10 characters that name the selection criteria in the 

Sel Key box. The Sel Key generally includes the field name; 

for example, if you want to select for all loans with an in 

repayment status, you could use “LoanStatRP” as the Sel Key.

3. Enter up to 35 characters that describe the selection criteria in 

the Description box, for example, “Loan Status in Repayment.” 

If you select the Available for selection option, this description 

appears in a dropdown list on the Error Report or Loan Detail 

Report dialog box when you go to run a report.

4. Enter the codes that specify which records are to be included in 

the report:

 Field Position (Refer to Appendix A for field positions)

 Comparison Operator (e.g., less than, equal to, greater than)

 Comparison Value

6. Click OK.

Use of Spaces

Do not insert any spaces 

after position numbers. If 

you do, the program will 

assume the selection 

criterion you’ve specified has 

ended. If you want to add 

any comments (for example 

additional description) you 

can put comments after a 

space.
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One Criterion

To add a selection criterion for all loans with loan status in 

repayment, enter these values:

Sel Key LoanStatRP

Description Loan Status in Repayment

Comparison 142–143,EQ,RP

Note: Loan Status is position 142–143.

Figure 10–20, Selection Criteria Edit Dialog Box

Two Criteria

To add selection criteria for all loans with loan status in repayment 

and a date of first disbursement after January 1, 1998, enter these 

values:

Sel Key RP-Jan1998

Description Loan in RP and Disbursement>= Jan 1998

Comparison (142–143,EQ,RP,&,35–42,GE,‘19980101’)

Notes: 142–143 is the Loan Status position, 35–42 is the Date of 

First Disbursement position, & is the AND connector, and GE is 

greater than or equal to. You must surround the comparison with 

parentheses when including an & sign.
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Figure 10–21, Selection Criteria Edit Dialog Box

10.4.2 Editing Selection Criteria

To edit an existing selection criterion, follow these steps:

1. From the Selection Criteria dialog box (Figure 10–18), select 

the selection criterion you want to edit and click Edit. The 

Selection Criteria Edit dialog box appears populated by the 

criterion you selected.

Figure 10–22, Selection Criteria Edit Dialog Box
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2. Edit the criterion values as necessary and click OK to return to 

the Selection Criteria dialog box.

10.4.3 Deleting Selection Criteria

To delete a selection criterion, select it on the Selection Criteria 

Dialog box (Figure 10–18) and click Delete.

10.4.4 Adding Variable Selection Criteria

Perhaps you want to create an Error report that selects all loans 

equal to a given value. But rather than establishing that value in 

advance, you want to set it each time you run the report. You need 

a report with a variable selection criterion.

To create one, start from the Selection Criteria Edit dialog box 

(Figure 10–19) and follow these steps:

1. Fill in the fields of the Selection Criteria Edit dialog box as 

described in Section 10.4.1.

2. Click Add. The Selection Variable Edit dialog box appears.

Figure 10–23, Selection Variable Edit Dialog Box

3. Enter a name of up to 10 characters in the Name field.

4. Enter the length of the data element to which the selection 

variable is to be compared in the Length field.

5. Enter up to 35 characters that describe the variable in the 

Description field.

Adding a Variable 

Criterion

To create a report with a 

criterion that varies each 

time you run the report, fill in 

the upper portion of the 

Selection Criteria Edit dialog 

box. Then click Add to 

access the Selection 

Variable Edit dialog box. Fill 

in its fields to define the 

variable criterion.
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6. Enter the initial value of the selection variable in the Value 

field. The initial value must be a valid value for that field, for 

example ‘RP’ for the Loan Status field (positions 142–143).

7. Click OK to return to the Selection Criteria Edit dialog box.

One Variable Criterion

First, enter the following values in the Selection Criteria Edit 

dialog box:

Sel Key SelLoanSt

Description Selected Loan Status

Comparison 142–143,EQ,*LoanStat

Notes: Position 142–143 is the Loan Status field, EQ is equal to, 

and * indicates that the following is the name of the variable you 

will set when you select the specific report (for example, RP or 

FB).

Figure 10–24, Selection Criteria Edit Dialog Box

To add the variable, click Add to bring up the Selection Variable 

Edit dialog box. Enter the following values:

Name LoanStat

Length 2

Description Loan Status Code

Value ‘RP’
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Figure 10–25, Selection Variable Edit Dialog Box

Click OK to return to the Selection Criteria Edit dialog box, which 

now displays the LoanStat variable criterion in the text box at its 

bottom.

Figure 10–26, Selection Criteria Edit Dialog Box

For more information about adding, editing, and creating your own 

selection criteria, refer to the Help for the Selection Criteria and 

Selection Criteria Edit dialog boxes and to the discussion of 

Comparison Syntax that follows.
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Selection Criteria Comparisons Syntax

Comparisons

Comparisons are made up of one or more comparison parameters linked using the AND 

connector within commas (,&,) or the OR connector within commas (,|,), and grouped using 

parentheses ().

Square brackets ([]) indicate optional items.

[(]comparison1[)][[,connector2,[(]comparison2[)]]...[,connectorN,[(]comparisonN[)]]][)] 

[comments]

( ) pairs Balanced pairs of parentheses that enclose comparison parameters in order to 

clarify or to alter the order in which the comparisons are done.

Without parentheses, the comparisons ‘A,|,B,&,C,|,D’ would be 

interpreted as ‘((A,|,B),&,C),|,D’, but you will need to use parentheses if 

the intent is either ‘(A,|,B),&,(C,|,D)’ or ‘A,|,(B,&,C),|,D’ or 

‘A,|,((B,&,C),|,D)’.

comparison1 First comparison parameter.

connector2 Second compare parameter connector. (optional)

Use ampersand (&) for the AND connector, and use bar (|) for the OR 

connector.

comparison2 Second comparison parameter (optional)

connectorN Nth compare parameter connector. (optional)

Use ampersand (&) for the AND connector, and use bar (|) for the OR 

connector.

comparisonN Nth comparison parameter. (optional)

comments Comments. (optional)

At least one space between last compare parameter and start of comments.
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Comparison Parameters

A comparison parameter is made up of one or more compare parameters linked using the AND 

connector within commas (,&,) or the OR connector within commas (,|,).

Square brackets ([]) indicate optional items.

compare1[[,connector2,compare2]...[,connectorN,compareN]]

compare1 First compare parameter

connector2 Second compare parameter connector (optional)

Use ampersand (&) for the AND condition, and use bar (|) for the OR 

condition.

compare2 Second compare parameter (optional)

connectorN Nth compare parameter connector (optional)

Use ampersand (&) for the AND connector, and use bar (|) for the OR 

connector.

compareN Nth compare parameter (optional)
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Compare Parameters

A compare parameter is made up of a record character position, a compare condition, and a 

compare value linked by commas (,).

Square brackets ([]) indicate optional items.

compare => start[-end|:length|:1],condition,string|position|*variable

start Data Element starting position.

A number from 1 to 640.

end Data Element ending position (optional).

A number from starting position to 640.

length Data Element length (optional).

A number from 1 to 1 + 640 - starting position. Defaults to a length of 1 

when neither the ending position nor the length is given.

condition The code identifying the compare condition.

One of the following two-character compare conditions—not case 

sensitive:

EQ = Equal to

NE = Not Equal to

GT = Greater than

GE = Greater than or Equal to

LT = Less than

LE = Less than or Equal to

string The character string that is to be compared with the Data Element.

A string of characters whose length is equal to that of the Data Element.

If a string’s first character is a number, an asterisk (*), pound sign (#), or 

its last character is a space, then the string must be enclosed in single 

quotation marks (‘string’).

When a quoted string is less than the length of the Data Element, the string 

is padded out to the correct length using the last character in the string. 

{You can use ‘ ’ to check for spaces and ‘0’ to check for zeros.}
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When a pound sign (#) prefixes a quoted string that is less than the length 

of the data element, the string is shifted to the right and padded with 

zeroes. {You could use #’500’ to check for the number 000500 in a six 

character field or for the number 00000500 in an eight character field.}

If you want to include a single quote (‘) in the comparison string, then you 

will need to enter two single quotes (“).

position The starting position of a second Data Element within the record that is to be 

compared with the first Data Element.

A number from 1 to 1 + 640 - length of Data Element.

variable The variable name that is replaced with a value at report generation time.

The variable name must be prefixed with an asterisk (*) and defined in the 

Variable Name list.

Examples

166–171,gt,‘0’ Amount of Disbursement is greater than zero.

(63–71,NE,‘ ’,&,63–71,NE,4) New SSN is not spaces, and it is not equal to current SSN.

4–12,eq,*ssn Student SSN is equal to the variable value.
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10.5 Sort Options

Summary error reports can be sorted by count, error code, or field 

code. Detail error reports and loan detail reports, however, can be 

sorted by any sort parameter you select. Sorting allows you to 

focus on specific types of errors or to distribute sections. DataPrep 

has provided the following preprogrammed sort parameters for 

detail error reports:

 Data Provider Loan Identifier

 Error Code

 Field Code

 PLUS Borrower’s Name (Last, First)

 PLUS Borrower’s Social Security Number

 Student Name (Last, First)

 Student Social Security Number

The preprogrammed sort parameters for loan detail reports are:

 Amount of Guaranty

 Borrower Name (Last, First)

 Borrower Social Security Number

 Data Provider Loan Identifier

 Date of Guaranty

 Loan Status Code

 Student Name (Last, First)

 Student Social Security Number

For detail reports you can also select No Sort, which causes the 

records in the report to be listed in the same order as they were in 

the file from which the report was created.

DataPrep allows you to create new sort options, and to change or 

delete existing sort options.

To update sort options, follow these steps.

1. From the DataPrep Main Menu, click Options, then Sort 

Parameters.

Sorting Reports

Summary error reports can 

be sorted by count, error 

code, or field code. Detail 

error reports and loan detail 

reports can be sorted by any 

parameters you choose. 

DataPrep has provided 

preprogrammed sort 

parameters.

When you sort by count 

(summary error reports 

only), the report is organized 

in descending order so the 

field with the largest number 

of errors appears first.

If you select No Sort (Detail 

reports only), the report is in 

the same order as the file 

from which it was created.
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Figure 10–27, DataPrep Main Menu with Sort Parameters 

Selected on Options Menu

2. The Sort Parameters dialog box appears.

Figure 10–28, Sort Parameters Dialog Box

3. Select Error Detail Records or Loan Detail Records as the 

Record Type. The Sort Parameters dialog box displays the sort 

parameters available for that type of record.
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Figure 10–29, Preprogrammed Sorts for Detail Error Reports

Figure 10–30, Preprogrammed Sorts for Loan Detail Reports

From this dialog box you can add, edit, or delete any sort option 

for the following reports:

 Detail Extract Error Report

 Load Process Error Report

 Loan Detail Report

10.5.1 Adding a Sort Option

To create a new sort option, follow these steps:

1. From the Sort Parameters dialog box (Figure 10–28), click 

Add. The Sort Parameter Edit dialog box appears.
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Figure 10–31, Sort Parameter Edit Dialog Box

2. Enter up to 10 characters that name the sort in the Sort Key 

box, for example “FldCde” for a report sorted on Field Code.

3. Enter up to 35 characters that describe the sort sequence in the 

Description box. If you select the Available for selection 

option, this description appears in the drop down list on the 

Error Report or Loan Detail Report dialog box.

4. Enter up to 60 characters in the Positions box that define the 

positions in the record by which the report will sort. Use 

commas between fields. Refer to the Guaranty Agency Data 

Dictionary (Appendix A) for a complete account of data fields 

and the positions they occupy.

5. Click OK.

For example, if you want a report that sorts by Loan Type and 

Social Security Number, follow these steps:

1. Enter Type-SSN in the Sort Key box of the Sort Parameter Edit 

dialog box.

2. Enter Loan Type & SSN in the Description box.

3. Enter 33–34,4–12 in the Positions box.

Figure 10–32, Sort Parameter Edit Dialog Box

Available for Selection 

Option

Check the Available for 

Selection box if you want the

new Sort Parameter to be 

listed in the Sort Sequence 

drop down list on the Error 

Report or Loan Detail Report 

dialog box.

Use of Spaces

Do not insert any spaces 

after position numbers. If 

you do, the program will 

assume the sort parameter 

you’ve specified has ended. 

If you want to add any 

comments (for example, 

additional description), you 

can put comments after a 

space.
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4. Click OK. The Sort Parameters dialog box displays with the 

new sort parameter that you have just created.

Figure 10–33, Sort Parameters Dialog Box

This sort parameter will now be listed as a sort sequence option on 

the Error Report or Loan Detail dialog box.

10.5.2 Editing a Sort Option

To edit an existing sort option, follow these steps:

1. From the Sort Parameters dialog box (Figure 10–28), select the 

sort option you want to edit and click Edit. The Sort Parameter 

Edit dialog box appears populated by the sort option you 

selected (in this case, the Type-SSN sort created in Section 

10.5.1).

Figure 10–34, Sort Parameter Edit Dialog Box

2. Edit the sort values as necessary and click OK to return to the 

Sort Parameters dialog box.
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10.5.3 Deleting a Sort Option

To delete a sort option, select it on the Sort Parameters dialog box 

(Figure 10–28) and click Delete.

10.5.4 Sort Parameter Positions’ Syntax

Note: Parameters in brackets [ ] are optional.

Positions are made up of one or more position parameters linked 

together with commas (,).

positions => position1[[,position2]...[,positionN]] [comments]

position1 First data element position parameter

position2 Second data element position parameter (optional)

positionN Nth data element position parameter (optional)

comments Comments (optional) {At least one space between last 

position parameter and start of comments.}

A position parameter is made up of a data element’s starting 

position, and optionally its ending position or length.

position =>start[-end|:length|:1]

start Data element starting position {A number from 1 to 300.}

end Data element ending position (optional) {A number from 

starting position to 300.}

length Data element length (optional) {A number from 1 to 

1+300 – starting position. Defaults to a length of one when neither 

the ending position nor length are given.}

Example: 39-73,21-32 Sort by 35 byte field starting in position 

39, then by 12 byte field starting in position 21.
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Chapter 11: Generating Reports on 

Z/OS LE Mainframes

11.1 Extract Error Report

The JCL for Z/OS LE Version 2.4 or higher executes DataPrep 

procedures that perform Extract Validation and create the Extract 

Error report (Appendix G).

You have the following options for generating the Extract Error 

report:

 To create both the summary and detail report, leave the Extract 

Validation JCL as it appears in Appendix G.

 To create the detail report only, remove the asterisk (*) from 

the line immediately before this line in the JCL shown on page 

G–13.

PSTEP080 EXEC PGM=UTD300PB

 To create the summary report only, comment out (that is, add 

an asterisk after the double slashes on) every line after this line

PSTEP050 EXEC PGM=TIRIOVFI

and before this line

PSTEP80 EXEC PGM=UTD300PB

in the JCL shown on pages G–11 through G–13.

 To prevent DataPrep from generating any report, remove the 

asterisk from the line immediately before this line in the JCL

shown on page G–11:

PSTEP050 EXEC PGM=TIRIOVFI
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11.1.1 Summary Report Sorting

The sort JCL offers three options for sorting the Summary Extract 

Error report

 By Error Count

 By Error Code

 By Field Code

Error count is the default, which is why the other two options are 

commented out by the addition of an asterisk after the two slashes 

at the beginning of the lines on which they appear.

//*

//* ERROR COUNT ORDER

// SET SORTPARM=PUTD4001

//*

//* FIELD CODE ORDER

//* SET SORTPARM=PUTD4002

//*

//* ERROR CODE ORDER

//* SET SORTPARM=PUTD4003

//*

If you want to change this default, you must add an asterisk after 

the two slashes in the JCL line for the error count option

// SET SORTPARM=PUTD4001

and delete the asterisk in the JCL line for the sort option you want 

to use.

For field code order, remove the asterisk from this line:

//* SET SORTPARM=PUTD4002

For error code order, remove the asterisk from this line:

//* SET SORTPARM=PUTD4003

Whenever you change sort options, remember to select an option 

by removing the asterisk from that line of JCL and to deselect the 

other options by adding asterisks after the double slashes at the 

beginning of those lines of JCL.

Main Frame Users: 

Extract Report Sorting

The Summary Extract Error 

report for mainframes can be 

sorted by count, error code, 

and field code. However, the 

Detail Extract Error report for 

mainframes is only sorted by 

Social Security Number.
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11.1.2 Detail Report Sorting

The Detail Extract Error report is automatically sorted by SSN. 

This is the only sorting option available for the detail report.

11.2 Load Process Error Report

Appendix G contains the JCL used to create the Load Process 

Error report from the Load Process Error file that you retrieve from 

NSLDS after each submittal. This JCL also creates the Extract 

Error Report.

This JCL can be found in the library created with JCLLIB as part 

of the name. The library member name is PRBD2000.

As with the Summary Extract Error report, you can sort the 

Summary Load Process Error report in three different ways by

changing the SET statement:

 By Error Count

 By Error Code

 By Field Code

See the in-stream documentation in Appendix G. Note that the 

Detail Load Process Error report can be sorted only by SSN.

Data sets Deleted

The first step in the JCL will 

delete any data sets 

previously created. If you 

want to save your previous 

error files, you should 

rename them.

Sorting the Summary Load 

Process Error Report

You can sort the Summary

Load Process Error report in 

any of 3 ways: error count, 

error code, or field code. To 

select a sort option, use the 

SET statement.
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Chapter 12: Using Reports

12.1 Log Reports

12.1.1 Extract Validation Log Report

The Extract Validation Log report is discussed in detail in Section 

7.1.2 as part of the Extract Validation process. Use it to verify that 

a successful Extract Validation has, in fact, produced a Validated 

Extract file that passes reasonability checks when compared to 

previous months’ Validated Extract files.

12.1.2 Delta Log Report

The Delta Log report is discussed in detail in Section 7.2.2 as part 

of the Delta Process. Use it to verify that a successful Delta 

Process has, in fact, produced a Submittal file that passes 

reasonability checks when compared to previous months’ 

Submittal files.

12.2 Error Reports

12.2.1 Summary Error Reports

Both the Summary Extract Error report and the Summary Load 

Process Error report list the following information for each field on 

your Submittal file containing one or more errors:

 The number of errors that occurred for that field

 The percentage those errors represent of the total number of 

errors in the file

 The field code

 The error code

 The field name

 The error message

There is one significant difference between the two summary error 

reports. The Summary Extract Error report summarizes only the 

domain-level errors in your Database Extract file, while the 

Summary Load Process Error report summarizes all the domain-, 

record-, and load-level errors in your Database Extract file. Thus, 

the Summary Load Process Error report offers a fuller picture of 

the types of errors that occur in your Submittal file. However, the 

Using Summary Error 

Reports

You can use summary error 

reports to focus quickly on 

the types of errors your 

Submittal file contains.

For example, if a large 

portion of your errors come 

from the DOB field, that will 

show up in the summary

error reports. You can then 

create detail error reports to 

show individual records that 

need to be corrected.
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Summary Extract Error report identifies domain-level errors earlier 

in the NSLDS update process, and it is invaluable if you need to 

lower your rate of domain-level errors beneath the ED-established 

threshold levels in order to create a Submittal file at all.

Use the summary error reports to help you quickly spot problem 

areas in your Database Extract file. Then use detail error reports to 

research how those problems affect individual loan records. Once 

you have diagnosed problems in this fashion, you should be able to 

resolve them at the source by updating your database or extract 

procedures.

Figure 12–1, Summary Extract Error Report
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Figure 12–2, Summary Load Process Error Report

12.2.2 Detail Error Reports

Both the Detail Extract Error report and the Detail Load Process 

Error report supply the following information for each error in 

your Submittal file:

 Student’s SSN

 Date of Student’s Birth

 Student’s Last Name

 Student’s First Name

 Type of Loan

 Date of Loan

 Loan Status

 School Code

 Data Provider Loan Identifier

 Error Level

 Name of Field in Error

 Value of Field in Error

 Error Message

View the Summary 

Reports First

We suggest that you create 

and view summary error 

reports before viewing detail 

reports. The summary

reports will quantify the 

types of errors in your 

Database Extract file, 

making it easy for you to 

spot large problems.
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In addition, the Detail Load Process Error report provides the 

following information for each SSN conflict caused by a record on 

your Submittal file:

 Student’s SSN you supplied

 Date of Student’s Birth you supplied

 Student’s First Name you supplied

 Error Code

 Error Message

 Existing Student’s SSN

 Existing Date of Student’s Birth

 Existing Student’s First Name

 Existing Student’s Last Name

 Data Provider Code

 Data Provider Name

 Data Provider City

 Data Provider State

There is one significant difference between the two detail error 

reports. The Detail Extract Error report contains all the domainlevel errors in your Submittal file, while the Detail Load Process 

Error report contains all the domain-, record-, and load-level errors 

in your Submittal file. Thus, the Detail Load Process Error report 

offers a fuller picture of the types of errors that occur in your 

Submittal file. However, the Detail Extract Error report identifies 

domain-level errors earlier in the NSLDS update process, and it is 

invaluable if you need to lower your rate of domain-level errors 

beneath the ED-established threshold levels in order to create a 

Submittal file at all.

Use detail error reports to research how problems in your database 

or extract procedure affect individual loan records. DataPrep’s 

range of selection and sort options (Section 10.4 and Section 10.5) 

will help you zero in on how general types of problems affect 

specific loan records. Once you have diagnosed problems in this 

fashion, you should be able to update your database or extract 

procedures.

It is essential that you correct your database or extract procedures 

rather than editing or otherwise massaging the Database Extract 

file. If you don’t, the errors will remain in your database and 

reappear in your next Database Extract file, which will then be out 

of sync with the correct data loaded onto NSLDS as a result of 

your previous submittal.

Correct Your Database

Use error reports to correct 

your database or extract 

procedures, not the 

Database Extract file itself.

Editing your Database 

Extract file to correct errors 

violates ED policy, which 

requires your Database 

Extract file to be an exact 

image of your database, and 

it perpetuates errors, since 

any errors that remain on 

your database get reported 

to NSLDS again the next 

month.
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Appendix B contains a detailed list of all error messages, a crossreference to the fields to which they refer, and the error message 

associated with each edit applied against a data element. You can 

also refer to the Field Code and use Appendix A to review the 

requirements for reporting on the specific field.

Figure 12–3, Detail Extract Error Report

Figure 12–4, Detail Load Process Error Report
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12.3 Loan Detail Reports

The Extract Loan Detail report, Submittal Loan Detail report, and 

NSLDS Loan Detail report list in a readable format the value for 

every field of every record they contain. In the case of the Extract 

Loan Detail report, the records are those contained in your own 

database. In the case of the Submittal Loan Detail report, the 

records are those in your Submittal file. In the case of the NSLDS 

Loan Detail report, the records are contained in the NSLDS 

database. Together, these reports are useful for researching 

discrepancies between the data on your database and the data on 

the NSLDS database.

While error reports are useful for identifying types of errors and 

specific records with errors in your database, loan detail reports are 

useful for establishing the full contents of those records that 

contain errors. DataPrep’s select and sort options will help you 

identify and categorize the records that appear in loan detail 

reports.

12.4 Error Types

12.4.1 File-Level Errors

File-level errors that result from faulty data in your database or 

flawed extract procedures should be caught by Extract Validation 

and prevent DataPrep from creating a Validated Extract file. Such 

errors cause Extract Validation to create an error message that 

identifies what went wrong and suggests how you might be able to 

correct it. You must remedy such errors and rerun Extract 

Validation in order to create a Validated Extract file.

File-level errors that prevent the NSLDS Load Process from 

processing your Submittal file are normally the result of faulty file 

handling or data corruption. Often, these problems can be resolved 

by resending your Submittal file or by sending the correct 

Submittal file to NSLDS.
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12.4.2 Domain-Level Errors

There are four types of domain-level errors:

1. Numeric Field Errors

2. Invalid Date Errors

3. Missing Identifiers

4. Missing New Identifiers

DataPrep checks for domain-level errors as part of Extract 

Validation, and NSLDS checks for them again as part of the Load 

Process.

If the rate of domain-level errors in your Database Extract file 

exceeds the threshold levels established by ED, DataPrep will not 

create a Submittal file. However, it will create an Extract Error file 

that you can use to create Extract Error reports and correct your 

database before creating a new Database Extract file and rerunning 

Extract Validation. Even if your domain error rates are below the 

thresholds, you can still create Extract Error reports and get a head 

start on correcting any domain-level errors Extract Validation does 

identify in your Submittal file.

While Extract Validation will process records with domain-level 

errors as long as your domain error rates remain below the 

threshold levels, the Load Process will not load such records onto 

NSLDS. Instead, it will write them to the Load Process Error 

report, which you should use to correct your database or extract 

procedure.

Numeric Field Errors

A numeric field error occurs when a field requiring all numeric 

characters is populated by some other character or space. This type 

of domain error can indicate extraction of the wrong data, an 

incorrect result in a calculated field, truncated data, incorrect field 

length, or some other type of data problem. The Extract Error 

report will identify the data that erred, and you can use either the 

Summary Report or the Detail Report to identify the data in your 

system needing correction or to trace it back to the source of the 

corruption. You can also use the Extract Loan Detail report to 

review the entire record.
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Invalid Date Errors

An invalid date error occurs when an invalid date appears in a field 

requiring a date. This can be caused by an incorrect character in 

the date field (for example, a non-numeric character) or a date that 

is not a calendar date (for example, 19980230—February 30

th is 

not a valid date).

An invalid date error will not occur if the date is valid, regardless 

of whether or not it is reasonable. For example, a student date of 

birth of 19980228 will pass this domain-level edit, although clearly 

1998 is not a reasonable birth date for a current student. That 

record-level error will be picked up later when NSLDS processes 

your Submittal file.

You should note that a date field with all zeros will pass the 

domain edit, but it may err in the Load Process if a date is required.

Missing Identifiers

Identifier errors occur when one or more loan or student identifier 

fields are left unpopulated. Examples of identifier errors are Loan 

Type with spaces or Date of Student’s Birth with zeros. These 

create a loan record with an invalid format. Identifier errors can 

occur when there is data missing from your database or when your 

extract process is not working properly. It is essential you review 

the cause of this error so it does not continue to occur.

Missing New Identifiers

New Identifier errors occur when one or more of the new identifier 

fields are populated by valid data, but the remaining new identifier 

fields are not. This occurs if you try to perform an identifier 

change but fail to fill in all of the new identifiers. New identifier 

errors indicate an identifier change process that is not working 

properly, so it is essential you review the cause of the error.
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12.4.3 Record-Level Errors

NSLDS first checks for record-level errors as part of the Load 

Process. Individual loan records that contain record-level errors are 

not loaded onto the database and are, instead, written to the Load 

Process Error report. You can then use that report to correct your 

database or extract procedure before extracting the records again 

the following month.

There are two types of record-level errors:

1. Duplicate Records

2. Reasonability Errors

Duplicate Records

If two Detail records in the same Submittal file have the same loan 

identifiers, NSLDS rejects them both because it has no way of 

telling which is correct. Remedy problems with duplicate records 

by removing duplicates from your database or by checking your 

extract process for any step that may be creating duplicate records 

even though they don’t exist in your database. The Loan identifier 

that DataPrep allows you to assign to individual loans can help you 

track duplicate records and identify their cause.

Reasonability Errors

Reasonability errors result from data that doesn’t make logical 

sense. To correct these errors you must correct the information in 

your database. When you next run Extract Validation, the 

Submittal file produced by DataPrep should contain the corrected 

data. Once that data has passed the edits, NSLDS updates its 

database to reflect the corrected, and reasonable, data.

The following are two examples of Reasonability Errors:

1. Loan Type equals SL (Federal Supplemental Loan for 

Students). Date of Guaranty submitted equals 19970120 

(January 20, 1997)—This is not reasonable since the Federal 

SLS program did not exist in 1997.

Correcting Record-Level 

Errors

There are two types of 

record-level errors: duplicate 

records and reasonability 

errors.

To correct them, you must 

correct the data in your 

database. When you next 

extract the data using 

DataPrep, the new Submittal 

file should have the 

corrected information. Once 

that data has passed the 

edits described in Chapter 9, 

NSLDS will load it onto the 

database.
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2. Date of Guaranty equals 19950905. Date of Student’s Birth 

submitted for student equals 19910713—A student cannot 

have received a Stafford loan at age four. Correct the 

information in your database as needed. (Date of Student’s 

Birth must be at least 12 years before Date of Guaranty.)

Reasonability errors usually require that you make changes to the 

respective field(s) in your database before your next extract.

For example, the Load Process Error report might contain a 

record with the typographical error 20960125 (January 25, 

2096) in the Date of Guaranty field instead of the correct 

19960125 (January 25, 1996). NSLDS would reject this date as 

being in the future. In your next Submittal file, you must 

resubmit the record that contained the error with a valid Date 

of Guaranty.

However, they can also require changes to your extract process.

For example, you might extract a record with a valid 

Cancellation Date but a Cancellation Amount of zeros, even 

though the correct Cancellation Amount is in your database. 

Although the Cancellation Date is valid, it will err out of 

NSLDS because the record that contains it fails the companion 

field edit on Cancellation Amount. To fix this error, you must 

change your extract process so it extracts Cancellation Amount 

along with Cancellation Date.

12.4.4 Load-Level Errors

Load-level errors occur when records in your Submittal file 

contain data that conflicts with data already in NSLDS. When 

there is a load-level error, the entire record is rejected. NSLDS 

checks for load-level errors during the Load Process and writes 

records that contain them to the Load Process Error report.

To correct load-level errors, you must correct the information in 

your database before you create your next Submittal file. 

Normally, you must resubmit corrected data in Detail records. 

However, if you need to change historical (rather than current data) 

in NSLDS, you must resubmit corrected data in a PPC record.
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There are four types of load-level errors:

1. Identifier Conflicts

2. GA ID Code Errors

3. Invalid Codes Errors

4. Date Sequence Errors

Identifier Conflicts

Identifier conflicts occur when a new loan record is submitted for a 

Student’s SSN already on the NSLDS database, but a student 

match cannot be made based on the Identifier Match Criteria 

(Section 9.4.1). This kind of error can be caused by a number of 

factors: typos, a student reporting two different first names to two 

different data providers, (for example, a student who uses a middle 

name as a first name), two different students mistakenly using the 

same SSN, or even fraud. Regardless of the reason for the conflict, 

you must resolve the conflict for the record to load successfully 

onto NSLDS.

Loan records erring due to identifier conflicts should be compared 

with the data the record erred against in the Load Process. The 

Load Process Error report will show the conflicting identifiers and 

the data provider that supplied them. You should check to see what 

the conflict is and if it results from something that should be 

corrected on your database.

If it appears your data is accurate but it conflicts with data from 

another data provider anyway, you’ll have to contact the other 

provider and resolve the conflict before NSLDS can be updated. 

You can find contact information for the other data provider on the 

Organization Contact page of the NSLDS website 

(www.nsldsfap.ed.gov). When you contact the other data 

provider(s), you might have to compare your data for the student 

with theirs to determine which is correct. To correct name or DOB 

information on NSLDS, use the identifier change process 

described in Section 6.5.2.

GA ID Errors

NSLDS reviews original and current guaranty agency codes in the 

records you submit against the most current ED data. If the GA ID

code on a record does not exist in the NSLDS database, NSLDS 

rejects the record and does not update the database.
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November 29, 2012 189 Version 4.5

Invalid Codes

NSLDS reviews all code fields to ensure that the codes they 

contain are acceptable to NSLDS. See Appendix B for complete 

lists of the following codes:

 Academic Level

 Claim Reason

 Deferment Type

 Deferment Type Usage

 Enrollment Status

 Detail and PPC Record Errors

 Guaranty Agency

 Interest Rate Type

 Loan Status

 Loan Type

 Reinsurance Reimbursement Rate

 State

Date Sequence Edits

In addition to storing the current values for the individual fields 

that make up a loan record, NSLDS also stores historical (or past) 

values for selected fields. Often, those historical values are stored 

as part of an event. This is because changes to some fields are only

meaningful if they are accompanied by a change to another field or 

fields. For example, a new Date of Loan Status is only meaningful 

if it is accompanied by a new Code for Loan Status. Together they 

constitute a Loan Status event. While you can update historical 

values, you cannot change either current or historical values so 

that you change the chronological order of events stored in 

history.

Therefore, NSLDS reviews records you submit against current and 

historical values already stored on NSLDS for the same record to 

ensure that any date changes do not alter the sequence of events. If 

they do, NSLDS writes the record to the Load Process Error file 

and does not update the database with it.

If a record you submit is rejected by NSLDS because it causes a 

date sequence error, first check that the data you have submitted is 

correct. If it is, you must submit a PPC record to update the 

historical data already on NSLDS that is making your record cause 

a date sequence error.

Correcting Date Sequence 

Errors

Records you submit that do 

not conform to date 

sequence logic will not 

update NSLDS. To correct 

the records already on 

NSLDS that cause these 

errors, you may need to 

submit a PPC record 

(Section 6.6).

Correcting Invalid Codes

NSLDS rejects records 

submitted with invalid codes. 

To correct code errors, you 

must correct either your 

database or your extract 

process.
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November 29, 2012 190 Version 4.5

For more detailed discussions of how NSLDS stores history and of 

how to update historical data using PPC records, see Section 6.6.
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November 29, 2012 191 Version 4.5

Chapter 13: Final Thoughts

We hope this Data Provider Instructions manual has helped you 

learn how DataPrep functions. We also hope its description of 

how DataPrep interacts with NSLDS gives you a useful overview 

of the entire NSLDS update process. 

If you have any questions, use the full-featured Help system. The 

Help system documents all DataPrep’s functions and includes 

material not contained in this manual. It is your best source for 

detailed information about specific DataPrep functions. 

If you still have questions about using DataPrep or about the 

NSLDS update process, please call the CC at (800) 999-8219 

between the hours of 8 a.m. and 9 p.m. Eastern Time, weekdays 

except Federal holidays.

In addition, if you have any suggestions about how this manual can 

be improved, please call the CC and let them know.