Session 4—Disbursement and Reporting

MF GOD Changes far 2002-2004
om

+ Common Record layout changes

+ New MPN. for subsidized and
unsubsidized loans

+ MPN for PLUS Loans.

+ EDExpress.users become. Full
, ‘Participants
(

\ ~ la

COD Changes for 2003-2004
The following is a list of important changes to the COD system for the 2003-2004 award year:
© Common Record layout changes (for Full Participants)
— Tag names have been modified to eliminate abbreviations
— Several new tag fields added for both Pell and DL
— More information can be found in the COD Technical Reference
« New Master Promissory Note (MPN) for subsidized and unsubsidized loans
¢ MPN for PLUS loans
e EDExpress users become Full Participants in award year 2003-2004

— Forcombination systems, external imports and exports will continue in the current fixed
length formats

— All reports will continue to be produced and imported in current formats (not XML)

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Delivery System Appendix C: Job & Learning Aids

@ DPA Enroll Additional Users to
FAA Access to CPS Online
Step Action
1 Access the Student Aid Internet Gateway Online at:
sfawebenroll.ed.gov/T4Enroll/index.htm
2 Click FAA Administration.
3 Enter your TG number, which begins with TG and is followed by 5 digits.
4 Click Next Page.
5 Enter the DPA’s Social Security Number, Date of Birth, and mother’s maiden name.
6 Click Next Page.
7 Click Add New FAA User.
8 Click Continue.
9 Enter the new FAA user’s data including Social Security Number, Date of Birth, and
mother’s maiden name.
10 Click Continue.
11 Select the appropriate School Code.
@ 12 Select the appropriate access rights for the user (read, write, or blank) for each service.
13 Click Continue.
14 Print and sign the required User Statement, to be kept on file at your office.
15 The new FAA user is added to the DPA’s enrollment. A PIN Mailer or PIN email is
delivered to the new FAA user.
Delivery System . C-13

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Session 1 pplication Systems

How Should These Students Apply?

Read through each scenario and mark the application method(s) that seem to be most appropriate for
the student. (Hint: there may be more than one answer.)

Jared is a high school senior at FSA High School. He asked his guidance counselor for assistance in
completing the application for federal student aid. This is the first time either Jared or his counselor
has completed an application. Looking at the paper application, they would both like more support in
interpreting the questions. The guidance office is equipped with computers and Web access.

OO Paper FAFSA CO Paper Renewal FAFSA] Spanish FOTW ]_ FAA Access to CPS Online
OO Paper Spanish FAFSA =] FOTW O RoTW O EDExpress

Lynda will be a junior studying Finance at FSAU — South in the upcoming academic year. This is the
first year she is applying for aid. After hearing about hackers and identity theft, Lynda is adamant
about not filing electronically.

O Paper FAFSA (1 Paper Renewal FAFSA [] SpanishFOTW =] FAA Access to CPS Online
Paper Spanish FAFSA =] FOTW O ROTW O EDExpress

Joan, an FAA at FSAU — Northeast, was assigned a student who sent in his own completed
application last year. Joan remembers that he had quite a few problems with his application. She
wants to help the student get his application processed more quickly this time around.

OO Paper FAFSA CO Paper Renewal FAFSA [1] SpanishFOTW —_[]_ FAA Access to CPS Online
Oi Paper Spanish FAFSA =] FOTW oO RoTW O EDExpress

Thomas, hoping to be a student at FSAU — North, spent several hours completing his first paper
application. The entire time he wondered, “Does this question really apply?” and “Why am I filling in
this one?” This year Thomas would like to know that he is completing only what is necessary.

CO Paper FAFSA CO Paper Renewal FAFSA] SpanishFOTW = ]_ FAA Access to CPS Online
OO Paper Spanish FAFSA.) FOTW O RoTw 0 EDExpress

Julio is bilingual, but feels more comfortable in his native tongue, Spanish, especially since this is his
first time to complete such an important application. Julio is in no particular hurry for the
information, since he planned in advance. He also is computer-literate and feels comfortable with the
security the Internet provides.

© Paper FAFSA © Paper Renewal FAFSA = [1] Spanish FOTW © FAA Access to CPS Online
(CO Paper Spanish FAFSA =] FOTW O RoTW 1 EDExpress
Delivery System 1-11


Delivery System Appendix F: Glossary

COTW (Corrections on the Web)

A Web site that students use to correct information already submitted on a FAFSA.
Located at fafsa.ed.gov

CPS (Central Processing System)

The U.S. Department of Education’s application data processing system. The CPS uses
student information on the FAFSA to calculate the student’s official EFC. It performs
matches against other databases (e.g., Social Security Administration), creates the ISIR and
transmits it to schools, and mails the SAR to the student who didn’t provide an e-mail
address. If a student provides an e-mail address, an e-mail with a link to the SAR is sent.

Data Assumptions

Assumptions the CPS makes about certain data values the student reported on the FAFSA
when the information appears inconsistent/contradictory. For example, if a FAFSA indicates
that the student is married and it reports two incomes but only | in the household, the CPS
assumes that the value for number in the household should be 2. If the CPS assumption is
incorrect, the student or the FAA can make corrections. FAAs can also override the
assumptions on an initial FAFSA transaction. Assumptions are noted on the SAR and ISIR.
On an ISIR, a field containing an assumed value is highlighted with an asterisk (*).

Data Rejects

Application data rejected by the CPS when required information is omitted, incomplete or
inconsistent. Examples of rejects include: (1) an application that is not signed by the student;
and (2) an application for a dependent student that omits parental information When an
application is rejected, the EFC is not calculated. Also referred to as compute rejects.

Database Matches

CPS matches certain FAFSA information with other federal databases. As part of normal
FAFSA processing, the CPS performs database matches to determine if an applicant meets
certain eligibility criteria. These federal databases include the Social Security Administration
(SSA), Selective Service (SS), Department of Veteran’s Affairs (VA), Immigration and
Naturalization Service (INS), and National Student Loan Data System (NSLDS).

Demonstrated Financial Need
See Need.

DOJ (Department of Justice)

The federal agency that enforces the law and defends the interests of the United States
according to the law. This agency also administers and enforces U.S. immigration laws. The
CPS conducts a match of FAFSA data against this agency’s database to confirm the student’s
identification and eligibility for federal student financial aid.

F-4 Delivery System


2003-2004 Master Calendar of Events

ery System Append

Processing Correcting
Application | Application
Data Data

Disbursements
& Reporting

@ Month / Date Events Application

Year Systems

Oct 2004 2 CPS begins processing PIN v
requests

= Electronic Announcement ov
describing changes to 2005-
2006 EDExpress software
posted to IFAP

|
= School begins ordering 2005- | v
2006 FAFSAs |

2 Begin development of 2006- v
2007 FAFSA/Renewal
FAFSA

Nov 2004 | Nov | 2005-2006 final regulations
published

= ED begins distributing 2005- v
i 2006 FAFSAs

a CPS transmits 2005-2006 v

RAPP PIN/Print Notification

file (containing the school’s

eligible renewal applicants) to

the appropriate destination

point

e@ = | CPS sends PINs to eligible v
2004-2005 renewal applicants

i with PINs and 2004-2005

paper Renewal FAFSAs to

eligible renewal applicants
without out PINs

= CPS sends PINs to eligible
2005-2006 renewal applicants
with PINs and 2005-2006
paper Renewal FAFSAs to
eligible renewal applicants
without out PINs

= | ED transmits 2005-2006 03-04
FISAP edits (based on 2003-
| 2004 disbursements) to
schools

= | Revised 2005-2006 ISIR v
record layout published in
| EDE Technical Reference
| (posted to FSAdownload)

Dec 2004

= School receives Federal v
School Code list

' = Guide to 2005-2006 ISIRs v
L

posted to IFAP

Delivery System E-13

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LEL ILb Ga

-2004

2003

FEDERAL STUDENT AID

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O1sseADH


Delivery System Appendix C: Job & Learning Aids

@ Requesting an Initial PIN
Step Action

1 Access PIN Web site at: pin.ed.gov

2 Click PIN REQUEST AND INFORMATION from the left hand side of the Web
page..
Click APPLY FOR PIN.
Click NEXT.

5 Enter personal information:

— Social Security Number
— Last Name
— First Name
— Middle Initial
— Date of Birth
— Street Address
— City
— State
e — ZIP Code
— E-mail address
— Re-enter e-mail address
— Enter security pass-phrase (6 to 12 alphanumeric characters; not case sensitive)
— Re-enter pass-phrase
6 Click NEXT.
Click SUBMIT MY PIN APPLICATION.

Receive Confirmation Stamp on PIN Application Confirmation Page.

Delivery System 12 c-9

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Delivery System Appen: A: 2003-2004 Application & Delivery System Changes

# Application Processing
4 | Applicants who do not report an e-mail address receive the following based on the type form submitted.
© Paper FAFSA, paper Renewal FAFSA
— PIN mailer
— Paper SAR
e FOTW, ROTW
— PIN mailer
— Paper SAR Acknowledgment
e Paper corrections
— Paper SAR
° COTW
—__Paper SAR Acknowledgment

5 | > New CPS Edits, FAFSA Question 9: Applicant’s date of birth (DOB) doesn’t match SSA, but name

and SSN do

e Added Verifiable Reject R (DOB doesn’t match SSA)
If the student’s date of birth is correct as reported on the FAFSA, the student can re-enter that date as a
correction (either on their SAR or on the Web) and the CPS accepts this student-verified response.
Note: A student who appears to have an incorrect date of birth on file with the Social Security
Administration should be encouraged to correct this information with SSA as soon as possible.

6 | Modified Verifiable Reject A (DOB doesn’t match SSA and applicant’s age is 75 or older) and Verifiable
Reject B (DOB doesn’t match SSA and applicant’s age is 16 or younger and independent). If the student’s
date of birth is correct as reported on the FAFSA, the student can re-enter that date as a correction (either
on their SAR or on the Web) and the CPS accepts this student-verified response.

7 | CPS Edits, FAFSA Questions 40 and 75 (taxes paid)

© Reject 12 (non-verifiable)- Applies to records reporting Taxes Paid as equal to or greater than the
AGI

© Reject C (verifiable) - Applies to records reporting Taxes Paid as equal to or greater than 40% of
the AGI

8 | > New CPS Edits, FAFSA Questions 61 and 63 for dependent applicants who fail to report a SSN for at
least one parent

© Added Reject 9 (non-verifiable)
¢  Ifparents are non-citizens and do not have SSNs, the applicant must enter parent SSN “000-00-
000” in the relevant fields to prevent or eliminate the reject
Q | > New CPS Edits, FAFSA Questions 62 and 64 for dependent applicants who fail to report the last
name that corresponds to the SSN of at least 1 parent reporting information on the FAFSA
* Added waming edit (and comment) asking parent to provide last name
© Parent without a last name (e.g., Cher) should enter the single name in the last name field
10 | Database Matches: Records for unsigned applications are not sent for matching
Reject 14 = Missing signature on paper FAFSA or SAR
Reject 16 = Missing signature on FOTW or ROTW

11 | Database Matches, Prisoner Match: Is not active for 2003-2004.

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Delivery System Appen: lossary

ATB (Ability to Benefit)

An eligibility standard for individuals who want to receive federal student financial aid for
postsecondary education but who do not have a high school diploma or its recognized
equivalent, and are beyond the age of compulsory school attendance in the state where the
institution is located. :

To be eligible to receive federal student financial aid, the Higher Education Act (HEA) of
1965, as amended, requires these individuals pass an independently administered test
approved by the U.S. Secretary of Education.

Automatic Zero EFC

A value of zero is automatically assigned as the Expected Family Contribution (EFC) if
certain criteria are met. A dependent student qualifies for an automatic zero EFC if:

¢ The student’s parents filed or are eligible to file an IRS Form 1040A or 1040EZ and
the sum of both parents’ adjusted gross incomes or earned incomes is equal to or less
than the set threshold or

¢ The parents are not required to file and the sum of their income is equal to or less than
the threshold.

An independent student with dependents other than a spouse qualifies if:
© The student (and spouse, if applicable) filed or is eligible to file an IRS Form 1040A
or 1040EZ, or

e The student (and spouse, if applicable) is not required to file and the student’s (and
spouse’s, if applicable) adjusted gross income(s) or earned income(s) is equal to or
less than the set threshold.

For 2003-2004, the set threshold is $15,000 (the amount that qualifies a family for the
maximum federal Earned Income Credit)

Also see Expected Family Contribution (EFC).

Base Year

The 12-month period ending on December 31 of the calendar year that precedes an award
year. For example, calendar year 2002 is the base year for the 2003-2004 award year. The
base year pertains to the earnings, adjusted gross income, taxes paid, and untaxed income
that an applicant reports on the FAFSA.

Call for Cash

Requirement that a school return unsubstantiated funds previously drawn down. Pertains to
schools using the Advance Pay funding method.

Campus-Based Programs

Federally-funded financial aid assistance programs that are administered by eligible schools.
The Campus-Based Programs are Federal Perkins Loan, Federal Supplemental Educational
Opportunity Grant (FSEOG), and Federal Work-Study (FWS). Also see Fiscal Operations
Report and Application to Participate (FISAP).

F-2 Delivery System

156



Delivery System Appendix A: 2003-2004 Ap

# NSLDS
6 | ® New Schools: Financial Aid History (FAH) Requests is combined with Transfer Student Monitoring
Process. Process has | input file and | output file. Schools can request the FAH immediately, can request
that the student be placed on the monitoring list, or both.
Note: The system accepts the old FAT input file and message classes until June 30, 2003.
7 | > New Schools: NSLDS batch or online user signup or change information is accepted only via SAIG.
8 | ® New Schools: Customer Care Center (CCC) is available to help resolve data conflicts as well as to
negotiate with Data Providers. In some cases, the CCC allows NSLDS to become the Data Provider of
last resort. Schools report conflicts and documentation. In response, the CCC works with the Data
Provider to resolve the conflict and then notifies all parties when resolution is reached.
9 | Schools: Enrollment Reporting (formerly SSCR) process has changed to allow for more real-time data to
be provided to NSLDS.
10 | Schools: Enrollment Reporting enhancement allows for retention of all enrollment data sent to NSLDS
and enables the display of a history on the Web.
11 | New Schools: New Enroll tab is available. Selections include:
e Enrollment Summary
e Enrollment Add
e Enrollment Update
¢ Enrollment Reporting Schedule
* Note: Only schools can view Enrollment Add and Enrollment Update.
12 | New Schools: New reports include:
e FAT requests online (FATOO1)
¢ School Overpayment Report (OVP001)
e Enrollment Reporting Summary Report (SCHER1!)
e Date Entered Repayment Report (DER001)
¢ Default Loan Summary Report (SCHDF1)
13 | Schools: Exit Counseling and Exit Counseling by SSN Reports (SCHO1B and SCHO1A) are enhanced.
14 | Web site changes include the following.
¢ Home Page: Layout and colors
¢ Loan Summary: Aggregate calculation formula for recent loans
¢ Loan Summary: Displays allocation of CL Outstanding Principal Balance to Subsidized,
Unsubsidized, Combined and Unallocated based on underlying loans (by the date these training
materials were produced, a decision on implementing this item had not yet been made)
¢ Loan Summary: Includes aggregate for consolidated underlying loans at the loan level
«¢ Loan Summary: Added DL PLUS MPN flag
e¢ Loan Summary: Added flag to indicate student is near or has reached aggregate subsidized limits
e Loan Summary: Added flag to indicate student is near or has reached aggregate combined limits
e Loan Summary: Added type of discharge to warning icon
e Pell History: Removed remaining amount to be paid
. Displays attending school instead of reporting school
Pell History: Renamed “Disb. Post Date” to “Posted by Pell” and “As of Date” to “Latest Disb”
Delivery System A-17

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of Session 1—Application Systems

Identify methods of applying for federal
student financial aid

* Describe important ‘features, . Pros and ‘o
cons, and timelines for each form ii

Identify tools/resources available'to
help students. apply successfully

* List. and describe important-application

@ e ‘changes for 2003-2004 -

=@)=
. CM,

19
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ery System Appendix

lob & Learning Aids

COD Term Translator

RFMS/DLOS COD 2002-2003 COD 2003-2004

Record layout Common Record (XML) and Schema __| No change

Fixed length flat file or batch XML document or batch No change |
Batch ID Document ID No change |
Acknowledgement Response No change

Pell ID Entity ID Entity ID

Direct Loan School Code Common School Identifier Routing ID

OPE ID

Pell Grant Authorization Current Funding Level No change

Pell Grant Obligation

DL Cash Control Amount

Pell Advance Pay Advance Pay funding method No change

DL Option 2

Pell Just-in-Time (Pilot) Pushed Cash funding method No change

DL Standard Origination

DL Option 1

DL Option 2

Payment Trigger Flag

Disbursement Release Indicator
(DRI)

Origination Record (anticipated or
estimated disbursements)

Disbursement submitted to COD
System with Payment Trigger = false

Disbursement submitted to COD
System with Disbursement Release
Indicator = false

Disbursement Record

Disbursement submitted to COD
System with Payment Trigger = true

Actual Disbursement

Disbursement submitted to COD
System with Disbursement Release
Indicator = true

Actual Disbursement

Net Substantiated Cash

Net Accepted & Posted
Disbursements

Amount of Unsubstantiated Cash

Cash > Net Accepted & Posted
Disbursements

Amount of Unsubstantiated Cash Over
30 days

Cash > Accepted & Posted
disbursements AND older than 30
days

Percentage of Substantiated Cash

% of Accepted & Posted
Disbursements Applied to Net Draws

Percentage of Unsubstantiated Cash

% of Cash > Accepted & Posted
Disbursements

Drawdown Source System

Source System

Date of Drawdown Date of Transaction

Days Drawdown Excluded Grace Period

Days Since Drawdown Days Since Net Draws Increase
Returned Funds Refunds of Cash

C-18

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Delivery System


Delivery System Appendix D: Required School Reporting

disbursement information
FSA Handbook, Vol. 3, Chapter 3
and Vol. 2

cod.ed.gov

Other Required Reporting Recipients Method Due Date

12. PPA Recertification ED eligcert.ed.gov 90 days prior to

FSA Handbook, Vol. 2, Chapter 10 expiration date of
PPA

13. School closure or bankruptcy | ED Letter to ED Call Case Within 10 calendar

Management Team days of either event

14. 90/10 Report on school ED Proprietary schools failing | 90 days after

revenue (proprietary schools only) to satisfy the 90/10 rule school’s most

668.26, 600.5, 668.23 must notify ED Regional recently completed

FSA Handbook, Vol. 2, Chapter 11 Case Management Team fiscal year or July

° ; 31

15. Audit of school’s compliance | ED FSA compliance audit and | Within 6 months of

with laws and regulations audited financial statements | end of school's fiscal

FSA Handbook, Vol. 2, Chapter 11 to ED at address listed in year

668.23 Handbook or

A-133 to Clearinghouse Within 9 months of

end of school's fiscal
year

16. FISAP Report: Fiscal ED FISAP on the Web Annually by

Operations report and Application October |

to Participate must be submitted

each award year to receive Campus-

Based Program funds,

FSA Handbook, Vol. 4, Chapter 1

673.3

17. Drug-Free Workplace ED Included with FISAP Annually by

FSA Handbook, Vol. 2, Chapter 2 October |

18. Anti-Lobbying Certification ED Included with FISAP Annually by

FSA Handbook, Vol. 2, Chapter 2 October 1

19. (a) Pell Grant origination and {| ED Electronically via COD at Origination and

disbursement
records submitted
throughout award
year

Disbursements
reported within 30
days before or after
disbursement
Changes to
disbursements
reported within 30
days of date school
is aware of change
Submission deadline
September 30

LABLE

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Delivery System



Delivery System Appendix H: Answer Key

Student

Comment
Codes

Match
Flags

Generate
C code?

Reject

Problem Identified & Resolution

Isaac
Townsend

050

Application information needs to be
checked.

114

The amount reported for Isaac’s taxes
paid is equal to or greater than the
amount reported for Isaac’s AGI

Correct Taxes Paid to an amount that is
less than AGI or change AGI to an
amount greater than taxes paid.

Angie
Tumbull

Mi

The amount reported for parent’s taxes
paid is equal to or greater than the
amount reported for parent’s AGI

Correct Taxes Paid to an amount that is
less than AGI or change AGI to an
amount greater than taxes paid.

Emma Cottier

049

Emma did not report an SSN for either
father or mother.

Review and supply Father’s/Stepfather’s
or Mother’s/ Stepmother’s SSN, or use
000-00-0000 if they do not have SSNs

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182

Delivery System


Delivery System Appendix A: 2003-2004 Application & Delivery System Changes

# EDExpress
11 | Setup
¢ Maximum number of fields is viewable in User Data (in individual records) without scroll bars.
¢ On the import dialog, the system default value for Update Demo Data? is checked.
12 | Multiple Entry: Can change the following fields to “blank”
© Verification Code
¢ Loan Entrance Interview Date
¢ Transaction Paid On
¢ Document Received Date (only if changing document status to N, I, or W)
13 | Tabs: Student e-mail is displayed on the ISIR, ISIR Review, Loan, Awards, Pell, Verification Worksheet
tabs.
14 | Tabs: Default for the Verification Status code on the Demo tab is set to “blank” when a demo record is
manually added to the software.
15 | Tabs: Can view the Verification Tracking flag on the ISIR tab, and on the printed ISIR in the FAA
Information section. FAAs can query on the flag when printing reports within the Application Module.
16 | Tabs: Misleading Totals for the ISIR and Tax/Wrksht columns for both student and parent on the
Verification Worksheet tab are no longer displayed.
17 | Export: Schools can export ISIRs using transaction preferences “All, Highest, and Active.”
18 | Query: Schools using parameter queries do not have to click through the extra display screen listing their
parameter value(s).
19 | Print: Checkboxes for the following fields on the Print ISIR selection screen are defaulted as checked
(schools can uncheck): Print FAA Comments, Print SAR Comments, Print Loan Information
20 | Print: Schools can print ISIRs using the batch ID filter along with a query.
21 | Print: Schools can identify students with more than 6 loans via the print ISIR Report.
22 | Print: Schools can use the Print to a File option when printing letter types from within a student record.
23 | Print: Users can use the Print to E-mail option to e-mail various items including student-based letters and
the new Student Summary Report as an attachment. Additional notes can be added to the body of the e-
mail.
24 | Print: In the NSLDS dialog box and NSLDS Report, the FFEL Consolidation Subsidized and FFEL
Consolidation Unsubsidized values print separately rather than as the aggregate tot:
25 | General: While in an EDExpress view menu in a student record, an FAA can link to the FAA Access to
CPS Online Web site. The windows function separately when both are open.
26 | SAR/ISIR tab: Verification Tracking flag is displayed on this tab, as well as on the FAA Information
section of the ISIR. (Schools can query and print based on this flag.)
27 | SAR/ISIR tab: Student’s e-mail address can be corrected to “blank.”
28 | NSLDS Dialog: Title of the second section is changed to Defaulted/ Discharged Loan Detail Information.
29 | > New NSLDS Dialog: Dialog and report display “Direct Loan PLUS MPN.”
30 | NSLDS Dialog: Pell Remaining Amount to be Paid is removed from NSLDS dialog box and report.
31 | NSLDS Dialog: Pell Reporting School code changed to Pell School Attended code.
32 | New NSLDS Dialog: Added 3 postscreening reason codes to the NSLDS dialog box and report.
A-12 Delivery System

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Session 2—Processing Ap ation Data

i
S

J CRS Preckaaas
OU pug DOSUMmie! TIt50
Output document provides summary of

information from the processed
application

* School receives ISIR

+ Student receives SAR
— Paper SAR
— SAR Acknowledgement
—SAR on the Web

—¢,

CPS Produces Output Documents

After the application data is processed (database matches and data edits are performed), the CPS
produces output documents that are sent to both the student and the school. The school receives the
processed application data in the form of the Institutional Student Information Record (ISIR), while the
student receives the Student Aid Report (SAR).

Both the ISIR and SAR report the processed data values (results) for each field /question on the FAFSA
and include explanatory comments/text. Financial aid administrators (FAAs) must review this
information to determine the student’s basic eligibility for federal student financial aid.

The form and manner in which the student receives the SAR depends on how the student applied (paper
vs. the Web) and on whether the student reported an e-mail address. If the student reported an e-mail
address, the student’s SAR is provided via the Web (access to SAR on the Web requires the student’s
SSN, first two letters of the last name, and date of birth). If a student does not provide an e-mail address,
a paper SAR or SAR Acknowledgement is mailed to the student.

The following table summarizes the types of output document students receive, assuming that signatures
are provided and that a full match with SSA (name, SSN, date of birth) is successful.

Application Type E-mail Type of Output Type of PIN Received
Address Document Received
Paper FAFSA No. Paper SAR or SAR PIN Mailer

Acknowledgement

Renewal FAFSA Yes | E-mail with link to SAR on the Web | E-mail with link to PIN on
FAFSA on the Web the Web

Renewal FAFSA on the Web

EDExpress

FAA Access to CPS Online

Paper SAR corrections No —_| Paper SAR or SAR N/A

Acknowledgement

Corrections on the Web Yes | E-mail with link toSAR on the Web | N/A

Corrections via EDExpress
Correction via FAA Access to

CPS Online

2-4

Delivery System

36
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. Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

@ Comment Comment Text Definition Match | C | Reject
Code Flag | Code | Code -
167 It appears that the social security number you reported on your E

application for your mother is not valid. Review the number you
reported and make the necessary corrections.

Resolution required.

Verify SSN and correct Mother’s/Stepmother’s SSN.
168 You must provide answers for your parents’ marital status and number 10
of family members.

Resolution required.
Student is dependent. Review and correct Parents’ Marital Status and
Parents’ Number of Family Members.

169 You must provide answers for your marital status and number of family 10
members.

Resolution required.
Student is independent. Review and correct Student’s Marital Status
and Student’s Number of Family Members.

170 Your application has been selected for review in a process called
verification. Your school has the authority to request copies of certain
financial documents for you and your parent(s).

4171 Your application has been selected for review in a process called
verification. Your school has the authority to request copies of certain
financial documents for you (and your spouse).

172 This Institutional Student Information Record (ISIR) was produced
because of a processing change, and updates your previous ISIR.

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Session 2—Processing Application Data

# | Student Comment | Match | Generated | Reject # | Problem Identified & Resolution
Codes Flags C code?
1 Kathy
Erickson
2 | Amy
Zimmerman
3 Marcel
Venturi
s 4 | Gail
Romano
5 | Isaac
Townsend
6 | Angie
Turnbull
7 |Emma
Cottier
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Delivery System Appendix F: Glossary .

NASFAA (National Association of Student Financial Aid
Administrators)

Professional association representing the student financial aid interests of institutions of
postsecondary education in the U.S. The primary goal of the Association is to promote
maximum funding and effective delivery of financial assistance to students who are in need
of additional funds to pursue their education beyond high school.

Need

The difference between the student’s Expected Family Contribution (EFC) and the cost of
attendance (COA). COA-EFC = student financial need. Also see FM (Federal Methodology)

Need Analysis

The process of determining the student’s Expected Family Contribution (EFC) based on
Federal Methodology (FM). See FM (Federal Methodology). Also known as Federal Need
Analysis Methodology.

NSLDS (National Student Loan Data System)

An ED integrated system that collects and reports information about the financial aid history
of students who receive federal student aid and maintains that information in an online
database available to the financial aid community. The database stores information about
loans, grants, students, borrowers, lenders, guaranty agencies (GAs), schools and loan
servicers. The CPS conducts a match of FAFSA data against this database to confirm the
student’s identification and eligibility for federal student financial aid.

Located at nsldsfap.ed.gov

ID and Password required to access the database.

NSLDS Financial Aid History

Section on the SAR and ISIR that reports a student's previous federal student financial aid,
defaults, and overpayments. Also known as Financial Aid History. Also see Financial Aid
Transcript (FAT).

NSLDS Transfer Student Monitoring Process

The four-step process FAAs use to automatically receive information from the NSLDS
database pertaining to the federal student aid eligibility of mid-year transfer students. The
four steps to the process include: Inform, Monitor, Alert and Review.

OPE-ID (Office of Postsecondary Education ID)

An eight-digit identification number assigned by ED’s Office of Postsecondary Education to
an institution that has been approved to participate in federal student financial aid programs.
Schools that don’t administer Title IV funds but want their students to qualify for in-school
deferments also are assigned an OPE ID number. Additional locations of a school are
designated by the last two digits of the OPE ID (e.g., the OPE ID of a school’s main campus
is 00163900, while the OPE ID of the school’s additional location is 00163901).

F-14 Delivery System

168



Delivery System Appendix A: 2003-2004 Application & Delivery System Changes

Paper FAFSA

Color of the paper FAFSA is YELLOW for students and PURPLE for parents.

> New FAFSA logo.

> New Paper FAFSA includes an insert and a new return postcard.

Page 1, Note 3: Last day to receive applications for 2003-04 is updated to June 30, 2004.

Page 1, Note 3: Reference to the use of e-mail addresses is added.

Page 1: All state deadlines are updated for 2003-2004.

Nl ola} e}o}n] =] te

Page 2, Notes for Questions 38 (page 4) and 73 (page 5): Reworded to instruct applicants and parents to
answer “yes” if they filed a 1040 only to claim Hope or Lifelong Learning credits and otherwise would
have been eligible to file a 1040A or 1040EZ.

Page 2, Notes for Questions 41 (page 5) and 71 (page 5): Value of an exemption increases from $2,900 to
$3,000.

Page 2, Notes for Questions 47-48 (page 4) and 82-83 (page 5): Reworded to tell applicants that using
FAFSA on the Web may enable them to skip questions if they qualify for the automatic zero EFC or the
simplified needs test (SNT).

10

Page 3, Question 35: No change to the Drug question.

11

Page 4, Step Two: All IRS references are updated to correspond with 2002 tax returns.

12

Page 4, Question 51: Monthly VA Benefits Amount field increases from 3 to 4 characters.

13

> New Page 5, Question 60: Asks for the month and year the student’s parents were married,
separated, divorced or widowed. When FAFSA and IRS data do not match, the intent is to use the
response to this question to determine if a recent change in marital status might explain the discrepancy.
Added in anticipation of a possible Internal Revenue Service (IRS) income verification match being
implemented sometime during 2003-04.

14

Page 5, Questions 59-70: Layout changes to accommodate the new Question 60.

15

> New Page 6, Question 99: Asks students to report their e-mail addresses. E-mail] Address field is 35
characters, incorporates the @ symbol, and is set to “blank” if any questionable or illegible characters are
entered. E-mail addresses are used to correspond with students electronically about their applications and
to send them e-mails with links to their PINs and SAR data on the Web as soon as 24 hours after their
FAFSAs are processed.

16

Page 7, Notes for Questions 59-84: Clarifies that grandparents and legal guardians are not parents.

17

Page 8, Worksheet B - Money Received: Clarified wording of last item on this worksheet to be clearer to
students what amounts to report. The worksheet now asks the applicant to report “Money received, or
paid on your behalf (e.g., bills), not reported elsewhere on this form.”

18

Page 8, Worksheet C: Clarifies worksheet items corresponding to Questions 46 (page 4) and 81 (page 5).
¢ Child Support Paid is expanded to include support paid as a result of a legal requirement.
© Taxable Eamings is expanded to include more examples of need-based employment programs.
¢ Student Grant is reworded to clarify which portion of the Americorps awards should be reported.

19

For 2003-2004: Pacific Islanders without SSNs must send their FAFSA to the address printed on the
paper FAFSA. That address is:

Federal Student Aid Programs

P.O. Box 7001

Mt. Vernon, IL_ 62684-0071

20

FSA does not automatically reduce the number of paper FAFSAs the school orders.

A-2

Delivery System

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Delivery System Appendix E: 2003-2004 Master Calendar of Events

Month/
Year

Events

Application
Systems

Processing Correcting
Application | Application
Data I Data

Disbursements
& Reporting

Sep 2004

Last date for student to submit
valid 2003-2004 SAR (for Pell
only) to the school

*earlier of 90 days after
student's last date of
enrollment or Sep * 2004

03-04

h

Last date for school to receive
valid 2003-2004 ISIR (for Pell
only) from the CPS

*earlier of student’s last date
of enrollment or Sep * 2004

03-04

Sep 30

Last date for school to submit
(close out) 2003-2004 Pell
disbursement information to
CoD

*After Sep 30, school may

submit Pell disbursement

information only:

° Fora downward
adjustment to a previously
reported award

© Based on a program review
or initial audit finding

03-04

Sep 30

First date for school to submit
request for administrative
relief for 2003-2004 Pell
reporting based on a natural
disaster or other unusual
circumstances, or an
administrative error made by
ED or an ED contractor

Oct 2004

Oct 1

Last date for school to submit
2005-2006 FISAP to ED
(reporting on 2003-2004
activity)

03-04

Oct 1

Last date for school to submit
annual Campus Security
Report to ED

Oct 15

Last date for school to submit
annual Equity in Athletics
Report to ED

CPS builds 2005-2006
Renewal Application database

School sends request to CPS
for PINs and 2005-2006
Renewal Application
Reminders for eligible renewal
applicants

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Delivery System


Session 2—Processing Application Data
oa 003-2004

+ INS'Sec. Confirmation match flag P =
secondary confirmation still in progress

+ NSLDS match flag 5 = real-time ®@
transaction not matched against NSLDS

« NSLDS postsereening process starts
earlier and occurs more often

— Added 3 postscreening reason codes |

ly

~ , “7

a

2003-2004 Changes to Database Matches

For 2003-2004, several changes pertaining to database matches are implemented.
The match with the INS to determine eligible noncitizen status works like this:
« CPS sends the request for the initial confirmation to INS.

e Ifeligible noncitizen status is not confirmed through primary confirmation, the CPS
automatically sends INS a request for secondary confirmation.

- o Beginning in 2003-2004, the CPS holds the record for up to three compute
cycles (72 hours), pending the results of the automated secondary confirmation with INS,
before sending the ISIR to the school.

~ Ifthe INS is unable to confirm the applicant’s eligible noncitizen status within 3 compute
cycles, the CPS processes SARs and ISIRs with an INS Secondary Confirmation Match
Flag “P” to indicate that the Secondary Confirmation is still in progress.

— Once the INS provides secondary confirmation results, the CPS sends system-generated
SARs and ISIRs indicating the match results.

The database match with NSLDS includes the following changes:
vem NSLDS Match Flag “‘5” indicates a real-time transaction that wasn’t sent to NSLDS

e 3 new postscreening reason codes are added

Important Notes:

V4 Due to repeated unsuccessful attempts to conduct matches with the prison systems, the
prisoner match is officially eliminated for the 2003-2004 award year.
Because the CPS anticipates implementing a match with the Internal Revenue Service (IRS),
several new data edits are implemented in the 2003-2004 award year (see page 6 of
Appendix A).

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ted

Delivery System

39


Delivery System Appendix A: 2003-2004 Appl n & Delivery System Changes

# Renewal FAFSA On the Web (ROTW)

Refer to FOTW items 1-14.

2 | E-mail message is sent to students who provide valid e-mail addresses on their 2002-2003 records. E-
mail includes the URL that students can access to receive a reminder of their PINs (duplicate PIN). If a
valid e-mail address is not provided, a PIN mailer is sent via the U.S. Postal Service.

3 | 2002-2003 applications submitted via FAA Access to CPS Online are treated like electronic applications.
Students who provide a valid e-mail address receive an e-mail message; otherwise, they receive a paper
Renewal FAFSA.

4 | Schools receive the PIN request file via the RADDO4IN message class. In addition, they receive the
RAPP/PIN Print Notification File via the PINRO4OP message class.

Note: For 2002-2003, the RAPP/PIN Print Notification File was returned in the RADD030P message
class.

5 | As with the paper Renewal FAFSA, the tax and income information is pre-populated on the ROTW form
for a student who is eligible to file a 2003-2004 Renewal FAFSA and qualified for the Auto-Zero EFC in
2002-2003.

6 | > New Tax line references are added.

7 | Each Renewal FAFSA-eligible record is checked against the NSLDS database to determine if any of the
schools listed on the 2002-2003 application record made disbursements to the student in 2002-2003.
¢ School codes are pre-populated in the school code positions for each school that made a
disbursement

«All other codes are deleted
If the record does not match against the NSLDS database, all 2002-2003 school codes carry forward.

# Application Processing

1 | CPS Edits: Records for students who sign paper FAFSAs or Renewal FAFSAs before January 1, 2003,
are processed but rejected. Student receives a rejected SAR to review, re-sign, date and return for
processing.

2 | Paper FAFSAs submitted without signatures are immediately rejected and a full paper SAR is sent to the
student for signatures.

3 | > New Applicants who do report an e-mail address receive the following responses based on the type of
form submitted.

© Paper FAFSA, paper Renewal FAFSA, FOTW, ROTW
— E-mail with PIN link
— E-mail with link to SAR on the Web

e Paper SAR corrections, COTW
~__E-mail with link to SAR on the Web

Delivery System A-5

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ery System A

2003-2004

IR Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

C_ | Reject
Code | Code

173

The Department of Veterans Affairs (VA) did not confirm that you are
or will be a qualifying veteran for purposes of receiving federal student
aid for the 2003-2004 school year. If VA is correct, you must provide
your parents’ information (including signature) on this ISIR if you have
not already done so. If you believe you are or will be a qualifying
veteran, contact a VA office to resolve this problem

Resolution required.

In this situation, CPS assumes No to this question. The student does not
qualify for Independent status if the response to this question remains
No, so it is possible that parents’ data and signature were not provided.
If this is the case, Reject 15 or Reject 2 would also be present on the
SAR/JISIR.

If the student believes the match results are in error, the student may
provide the DD214 form (military separation form). However, it is
likely that the military branch or Department of Defense has not sent the
data to VA. The student should contact a regional VA office to have VA
records updated. The student will then need to correct the VA status
question to Yes which will generate a history correction that will be sent
to VA for rematching. Until the information is corrected in the VA
database, the match results will not change.

While the student is resolving the discrepancy with the VA, the financial
aid administrator may collect the DD214 from the applicant that clearly
demonstrates that he or she is a veteran of the U.S. Armed Forces. If the
documentation confirms that the student is a veteran, the financial aid
administrator may perform a dependency override, changing the
student’s dependency status from dependent to independent. Title IV aid
may then be disbursed to the student.

174

The Department of Veterans Affairs (VA) did not confirm that you are
or will be a qualifying veteran for the 2003-2004 school year. If VA is
not correct, you should contact a VA office to resolve this problem.

175

You reported that you are married and have dependents other than a
spouse, but that your number of family members is 2. These answers are
inconsistent.

176

You reported that you do not have children or other legal dependents,
but that your number of family members is greater than 2. These
answers are inconsistent.

177

You reported that you are not married and do not have children or other
legal dependents, but that your number of family members is 2. These
answers are inconsistent.

178

Review the number of family members you have reported for your
parent(s) and either confirm your answer or make the necessary
corrections.

Resolution required.
Student is dependent. Verify or correct Parents’ Number of Family

Members.

B-22

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Delivery System

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Di ery System Appendix F: Glossary

Roster File

This file is the output document from the Enrollment Reporting process. The Roster File lists
all Direct Loan Program and Federal Family Education Loan (FFEL) Program borrowers at a
school who were last reported as enrolled at the school. Formerly known as SSCR (Student
Status Confirmation Report). See Enrollment Reporting.

ROTW (Renewal FAFSA on the Web)

A Web-based version of the Renewal Free Application for Federal Student Aid. Also see
Free Application for Federal Student Aid (FAFSA) and Renewal FAFSA.

Located at fafsa.ed.gov
A PIN is required to access student information.

SAIG (Student Aid Internet Gateway)

ED vehicle for electronically transmitting and receiving data on Title IV student aid
programs. Entities exchanging data through the SAIG include the CPS, NSLDS, COD,
schools, third-party servicers, state agencies, lenders and guarantors.

Enrollment in the SAIG(formerly known as the Title IV WAN) is available at
sfawebenroll.ed.gov

SAP (Satisfactory Academic Progress)

The qualitative (grade point average) and quantitative (time limit) measure of a student’s
progress toward completing a program of study. To maintain eligibility for federal student
financial aid, the student must show adequate progress. Schools must establish policies
regarding satisfactory academic progress, and must check the progress of federal aid
recipients at least once each academic year.

SAR (Student Aid Report)

The output document that the CPS sends to a student after the FAFSA is processed. It
summarizes the information the student submitted on the FAFSA; reports the student’s
calculated EFC; provides comments to the student as well as information for the financial aid
administrator; and reports the student’s NSLDS financial aid history. Also see Output
Document and Institutional Student Information Record (ISIR).

School Transfer Profile
The information a school provides to NSLDS pertaining to its participation in the Transfer
Student Monitoring Process. The profile designates the school’s contact, e-mail address
where Alert Notification Messages should be sent, and Inform and Alert options. Also see
Alert Notification Message and NSLDS Transfer Student Monitoring Process.

Family Contribution (EFC), Simplified Needs Test (SNT) and Primary EFC.

Delivery System - F-17

L7t


System Appendi:

Job & Learning Aids

Reject | Reject Reason Action Comment
Code Code
1 Simplified Needs Test (SNT) is not met | If the student is dependent, provide the following: 150, 151
and all asset data are blank. Q_ Parents’ Cash, Savings, and Checking
Q Parents’ Real Estate/Investment Net Worth
Q Parents’ Business/Investment Farm Net Worth
If the student is independent, provide the following:
Q_ Student’s Cash, Savings, and Checking
Q_ Student’s Real Estate/Investment Net Worth
Q  Student’s Business/Investment Farm Net Worth
2 Incomplete FAFSA or Renewal If the student is dependent, provide Parents’ Taxed and 129, 130
FAFSA Untaxed Income
If the student is independent, provide Student's and
spouse’s (if married) Taxed and Untaxed Income.
5 Missing or invalid Date of Birth Correct the Date of Birth 018
8 SSN match with Date of Death Contact FSA Customer Service at (800) 433-7327. The 076, 145
Social Security Number (SSN) on this transaction
belongs to a deceased person according to the Social
Security Administration.
9 Dependent student and SSN fields for Review and supply Father's/Stepfather's and/or 049
both the father/stepfather and the Mother's/Stepmother's SSN.
DD | mother/stepmother SSN are blank
10 Missing Marital Status and Number of | If the student is dependent, review and correct Parents’ 168, 169
Family Members Marital Status and Parents’ Number of Family
Members.
If the student is independent, review and correct
Student’s Marital Status and Student's Number of
Family Members.
11 Marital Status inconsistent with If the student is dependent, review and correct 089, 099
reported incomes Parents’ Marital Status
Q Father’s/Stepfather’s Income Earned From
Work
Q = Mother’s/Stepmother’s Income Eamed From
Work
If the student is independent, review and correct:
GQ Student’s Marital Status
GQ Student’s Income Eamed From Work
Q_ Spouse’s Income Earned From Work.
12 | Taxes paid are greater than or equal to | Verify or correct Taxes Paid 11, 114
the AGI
o This reject does not apply to electronic
or Web transactions.
C-16 Delivery System

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Session 3—Correcting Application Data

D

i Changes % Application Dawa

_ 3 types of changes

* Corrections for incorrect data

a
©

ee

+ Updates to reflect certain changes
after the FAFSA was.signed

+ PJ Adjustments to data elements
used to. calculate the.EFC or to.
override the: dependent student's
dependency status

Changes to Applicant Data

There are 3 types of changes that are made to applicant data: Corrections, Updates and Professional
Judgment (PJ) Adjustments. Generally, only incorrect information or data can be changed after the
application is filed.

Corrections correspond to application errors or incorrect information. Examples include:
© Student provided incorrect or incomplete information
© Processor incorrectly scanned or entered the information
© Student’s mailing address, phone number or e-mail address changed

Updates correspond to changes, under certain conditions, to the family’s situation after the FAFSA
was signed. These changes generally are limited to:

© Dependency status—for reasons other than the student’s getting married (e.g., student has a
child, becomes a veteran, becomes a graduate student, parents die and student becomes an
orphan)

* Household size—only if the application is selected for verification
¢ Number of children in college—only if the application is selected for verification

Updates to household size and number of children in college are not made if they result from a
change in the student’s marital status.

PJ Adjustments correspond to those changes to FAFSA data elements (e.g., income or assets), used to
calculate the EFC, that the FAA makes based on the student’s special circumstances. PJ Adjustments
also pertain to overriding a student’s dependency status from dependent to independent.

Note:

See the Application and Verification Guide in the Federal Student Aid Handbook for more
information about corrections, updates and PJ adjustments.

Delivery System 7: - 3-3

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Delivery System Appendix

: 2003-2004 ISIR Comment Codes a

Text

Comment
Code

Comment Text Definition

Match
Flag

Reject
Code

043

To resolve your Pell overpayment, call the U.S. Department of
Education at 1-800-621-3115, or write to the U.S. Department of
Education, P.O. Box 4222, Iowa City, lowa 52245.

Resolution required.

046

This ISIR has been produced due to information we received from the
Immigration and Naturalization Service (INS) regarding your
citizenship status. The INS did not confirm your statement that you are
an eligible noncitizen. You must submit proof of your noncitizen
eligibility to your school. If you fail to submit proof within 30 days, or
longer if your school allows, you may not be eligible for federal student
aid.

Resolution required.

Must begin paper (G845) secondary confirmation process.

047

There are issues with your application information that need to be
resolved before your eligibility can be determined. Read this letter
carefully and review any items marked on this ISIR. After making all
necessary corrections, you and your parent must return all
documentation to your school.

048

You have reported a social security number for your parent that is the
same as yours.

049

You must report a social security number for your father or mother. If
your parent does not have a social security number, you should correct
that field to all zeroes.

Resolution required.
Review and supply Father’s/Stepfather’s or Mother’s/ Stepmother’s
SSN, or use 000-00-0000 if they do not have SSNs.

050

There are issues with your application information that need to be
resolved before your eligibility can be determined. Read this letter
carefully and review any items marked on this ISIR. After making all

necessary corrections, you must return all documentation to your school.

051

You did not provide the complete social security number and name for
your parent(s).

052

Your answer to “Drug Conviction Affecting Eligibility?” has changed
since you filed your initial application.

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B-5


cco]
@ FAA Experiences Inventory

Introduce yourself to your colleagues and find out who has had the following experiences. Write their
names in the column to the left (use each name only once).

Name and School FAA Experiences

1 Subscribe to IFAP electronic updates

2 Access the Schools Portal daily

3 Can name a school that is a full participant in COD for
2002-2003

4 Attended the 2002 Tools for Ensuring Program Integrity
Workshop
Subscribe to the FINAID-L listserv

6 Use FAA Access to CPS Online (FAA Access on the Web)

to submit student applications and/or corrections

Posted or replied to a message on the FINAID-L listserv

8 Used the QA Tool for Verification software (to analyze

your school’s applicant errors)
@ 9 Viewed at least one FSA videoconference or Web cast in

the past year

10 Attended the 2002 NASFAA Conference in New Orleans

11 Used/referred to one of the FSA Self-Assessment modules

12 Responsible for accessing NSLDS Transfer Student
Monitoring to monitor the status of your school’s transfer
students

13 Used FSA COACH to train yourself or your staff

14 Worked in financial aid for at least 10 years

15 FA office sends award letters to students electronically

16 Has given a presentation at a state or regional FAA
association conference/meeting

17 Responsible for reconciling Pell Grant data

18 FAFSA is the only financial aid application your school
requires student to complete

19 School offers one-stop shopping to students

20 Attended the 2002 NASFAA Conference in New Orleans

@ and ate crawfish and/or went to Pat O’Brien’s
Delivery System 5

12

REST RAPV AVAL ARIE


TRAINING MATERIALS : Ns

4. How helpful were the case studies, charts and other graphic illustrations?
OO? G@ @* Os Ona

5. Our goal is to provide accurate, clear and organized materials. How do you rate our materials?

fyi Ly 2 Ly 3 Ly 4 Lys Ly N/A

PRESENTATION
6. Please rate the presentation and/or slide show for clarity and accuracy.
QO: oO? @? O Os Qe
7. Was enough time devoted to trainee questions and exercises?

Ly Yes [LJ No

8. What suggestions do you have to improve the trainers’ presentation?

TRAINING LOGISTICS AND MISCELLANEOUS

9. What additional training would you like us to provide?

10. What comments do you have about the workshop'’s location and training room?

ADDITIONAL COMMENTS AND SUGGESTIONS

Information page at www.ed.gov/offices/OPE/announce/trng/ or by sending us an e-mail at

You can now provide your comments on this or any other training session on our Training
SFA_Training@ed.gov Yd

5


Delivery System Appendix E: 2003-2004 Master Calendar of Events

Month /
Year

Events

Application
Systems

Processing
Application
Data

Correcting
Application
Data

Disbursements
& Reporting

Dec 2004

ED publishes list of required
hardware and software
changes needed to support

| 2005-2006 processing year

v

CPS sends PINs to eligible
2005-2006 renewal applicants
with PINs and 2005-2006
paper Renewal FAFSAs to
eligible renewal applicants
without out PINs

Dec 15

Last date for school to submit
edits/corrections to 2005-2006
FISAP (based on 2003-2004
disbursements)

03-04

EDExpress software for 2005-
2006 is available for download

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Delivery System


Delivery System Review @

Use the table below to keep score as your group earns points for answering review questions
correctly. The number of each review question displays on the corresponding PowerPoint slide.

Question Complete Answer Points
1 month / day / year
month / day
month / day
month / year
month / day / year
month / day
month / day / year
month / year
month / year

OO IN [OHS |W IN

10 month / year

11 month / day / year
12 month / day / year
13 month / day

14 month / year e@
15 month / year

16 month / day

17 month / day

18 month / year

419 month / day / year
20 month / day / year
21 month / day / year
22 month / day / year
23 month / day / year
24 month / day / year
25 month / year

Total Points

Note:

Oo Appendix E contains the 2003-2004 Award Year Master Calendar of Events for the
federal student financial aid application processing and delivery systems.

2 4 6 Delivery System

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Delivery System Appendix F: Glossary

FSEOG (Federal Supplemental Educational Opportunity
Grant)

A federal Campus-Based grant program that provides grant assistance to undergraduate
students who have not earned a bachelor degree or first professional degree. Priority in
awarding Federal Supplemental Educational Opportunity Grant (FSEOG) funds is given to
students who have exceptional financial need and are Federal Pell Grant recipients. .

Full Participant
A school that uses the Common Record (XML) to submit both Federal Pell Grant and Direct
Loan data to COD. Full Participants also have the option of submitting award data from the
Campus-Based Programs (Federal Supplemental Educational Opportunity Grant, Federal
Work-Study, and Perkins Loan) to COD.

FWS (Federal Work-Study)

A federal Campus-Based employment program that provides funding to participating schools
to provide jobs to undergraduate and graduate students, who have demonstrated financial
need, to help meet their education expenses. Also see Federal Campus-Based Programs.

GAPS (Grant Administration and Payment System)
ED payment system that provides financial management support services for the Title [V
funds delivery system. Functions supported by GAPS include planning grant awards,
obligation of award authorizations, disbursing funds, and final grant closeout for Title IV
programs.

GED (General Education Development Certificate)

Nationally recognized equivalent of a high school diploma granted after a student has passed
a standardized examination.

HEA (Higher Education Act)

Federal legislation passed in 1965, and its subsequent ameridments and reauthorizations
(most recently in 1998), authorizing the majority of the federal postsecondary student
financial aid programs and mandating that the programs be regulated and administered by the
U.S. Secretary of Education. Approximately every five years, Congress reauthorizes the act
or extends the legislation for up to one additional year. The statute’s most current version, as
amended, is always the official version of the law. .

Highlights
Fields on the ISIR that, depending on the comment codes and comment text, it is
recommended a student to verify or complete. Fields are identified by an “h.”

Delivery System F-11

165


ery System Changes

# SAR on the Web
1 | Students with PINs can access their SAR data on the Web by going to Student Access on the Web.
Applies to Web, paper, and EDExpress filers.
SAR on the Web:
¢ Displays full SAR comment text
e HTML and PDF printed versions display the same information and includes all fields on the
printed SAR.
e Allows students to click on new Make Corrections button and be taken directly to COTW
¢ _Refers/links students to NSLDS Web site for most current financial aid history information
# EDExpress
lob:

1 | ® New Global - Reports: Student Summary Report is added to the software. Gives the school the
capability to go to 1 report and see where a student is in the process overall or if all the aid that was
initially awarded has been disbursed, as well as if the student's original award changed between the initial
award letter and the final disbursement. Can also be printed in a batch mode. Contains the following
award information:

¢ Original/Current SSN ¢ Packaging Awards

« DOB e Direct Loan Awards (both Origination and

e Full Name Disbursement)

© EFC/Sec EFC (if applicable) * Pell Awards (both Origination and Disbursement)
e E-mail © Active/Paid On Transaction

2 | Entry: Schools can open records with either Current SSN or Original SSN.

3 | Entry: VA Monthly Benefits field increases from 3 to 4 characters.

4 | Entry: Schools can correct e-mail addresses to “blank.”

5 | Entry: Schools can correct the field Eligible to File 1040A or 1040EZ question for student and parents
via the Verification Worksheet tab.

6 | On-line Help: Help pull-down menu includes a link to the School Portal.

7 | On-line Help: Example of how to customize the order of User Database field is included.
> New School can send documents to students through e-mail, including:

© Document tracking letters

° Award letters

© Other student letters

¢ Student summary report (new)

9 | Menu: Can link to FAA Access to CPS Online from within EDExpress view menu while in a student
record. EDExpress launches a browser window and brings up the FAA Access home page.

10 | Document Tracking & User-defined Letters: Can float the student’s name after the “Dear” greetings of
student letters. :

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Delivery System Appen: ery System Changes

# coD Pell Grant | DL @

Program | Program

21 | MPN expiration date is based on the date the MPN is received by COD. Applies x
to MPNs where the first loan linked to the note occurs on or after implementation
of the 2003-2004 COD release.

Note: Change is contingent on a proposed change to the MPN expiration date
regulation scheduled to be finalized in November 2002.

A-20 g 8 Delivery System



DOCUMENT RESUME

ED 471 737 HE 035 570
TITLE Delivery System, 2003-2004.

INSTITUTION Office of Federal Student Aid (ED), Washington, DC.

PUB DATE 2003-01-00 .

NOTE 186p.

PUB TYPE Guides - Classroom - Learner (051)

EDRS PRICE EDRS Price MF01/PC08 Plus Postage.

DESCRIPTORS *Delivery Systems; *Student Financial Aid; Student Financial

Aid Officers; *Training; Workshops

ABSTRACT

This workshop guide for financial aid administrators provides
training in the federal student financial aid delivery system. An
introduction enables the participant to share some information about his or
her responsibilities and to reflect on the relevance of the training to the
job. Session 1, "Application Systems," identifies methods of applying for
federal student financial aid and identifies tools and resources to help
students apply successfully. Changes for the 2003-2004 academic year are
described. Session 2, "Processing Application Data," is a guide to
processing, its results, common data problems, and changes to application
processing in the 2003-2004 academic year. Session 3, "Correcting Application
Data," lists 3 types of changes to application data and reviews methods for
submitting changes, as well as system changes for the 2003-2004 academic
year. Session 4 focuses on "Disbursement and Reporting." It reviews the
Common Origination and Disbursement (COD) process, important COD concepts
and COD changes for the 2003-2004 year. Eight appendixes contain: 2003-2004
Application & Delivery System Changes; ISIR Comment Codes and Text, Match
Flags, Reject Codes; Job & Learning Aids; Required School Reporting; 2003-
2004 Award Year Calendar of Events for Financial Aid; Glossary; Acronyms
List; and Answer Keys. (SLD)


ery System Appendix

2003-200.

IR Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

Cc Reject
Code | Code

253

Call the U.S. Department of Education at | -800-621-3115, or write to
the U.S. Department of Education, P.O. Box 4222, Iowa City, Iowa
52245. (EDR 09)

254

Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level, we have determined that you -
may have received subsidized student loans in excess of loan limits
established for the federal loan programs.

Resolution required.

In general, students who borrow in excess of aggregate loan limits are
ineligible to receive further Title IV assistance; however, if the school
determines that the student inadvertently borrowed in excess of the
limits, the student may regain eligibility by either & repaying the amount
borrowed in excess of the aggregate limits, or making repayment
arrangements for the excess amount that are satisfactory to the holder of
the loan. Refer to Section 668.35(b)(1) of the Federal Student Financial
Aid Regulations and Dear Colleague Letter GEN 96-13, Q&A #17 for
additional information.

256

Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level, we have determined that you
may have received a total amount of subsidized loans that is close to or
exceeds the loan limits established for the federal loan programs.
Therefore, your eligibility for additional subsidized student loans may
be limited.

257

Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level, we have determined that you
may have received a total amount of subsidized loans that is close to or
exceeds the loan limits established for the federal loan programs.
Therefore, your eligibility for additional subsidized student loans may
be limited.

258

Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level, we have determined that you
may have received a total amount of subsidized loans that is close to or
exceeds the loan limits established for the federal loan programs.
Therefore, your eligibility for additional subsidized student loans may
be limited.

259

Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level, we have determined that you
may have received a total amount of subsidized loans that is close to or
exceeds the loan limits established for the federal loan programs.
Therefore, your eligibility for additional subsidized student loans may
be limited.

B-26

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Delivery System



We Help Put America Through School

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186


Delivery System Appendix

@ Federal Student Financial Aid Programs

Required School Reporting: Consumer Information

Consumer Information Reports Recipients Method Due Date
1. General information about the | Currently enrolled | Must publish and make Notice about
school students readily available information,
FSA Handbook, Vol. 2, Chapter 7 _ | Prospective annually
668.43 students Information, upon
request
2. Financial aid information Currently enrolled | Must publish and make Notice about
FSA Handbook, Vol. 2, Chapter 7 students readily available information,
668.42 Prospective annually
students Information, upon
request
3. (a) Completion or graduation ED by report IPEDS system Annually by July 1
rates, and if applicable, transfer- Contact Susan Broyles at
out rates for general student body (202) 502-7318 or
(Student Right-to- Know) susan.broyles@ed.gov
FSA Handbook, Vol. 2, Chapter 7 Currently enrolled | Via publications, mailings | Notice about
668.45 students or electronic media sent information,
Prospective directly to individuals annually
students Information, upon
668.41(d)(3) request
3. (b) Completion or graduation ED by report IPEDS system Annually by July 1
rates, and if applicable, transfer- Contact Susan Broyles at
out rates for schools that offer (202) 502-7318 or
athletically-related student aid susan.broyles@ed.gov
(Student Right-to-Know) Prospective Via publications, mailings | Upon request
FSA Handbook, Vol. 2, Chapter 7 student-athletes or electronic media sent
668.48 when student aid directly to individuals
is offered
Parents, high
school coach and
guidance
counselor
(Note: if school is
member of
national collegiate
athletic
association, no
notice to coach
and counselor)

e@ 668.41(f)

Delivery System uo D-1

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D ery System Appendix F: Glossa

FISAP (Fiscal Operations Report and Application to
Participate)

An annual report of campus-based expenditures for an award year combined with an
application to participate in Campus-Based Programs in the upcoming award year. All
schools that receive Campus-Based funds must submit this report to ED via the Web.

Located at http://cbfisap.sfa.ed.gov
A PIN is required to access this site.

FM (Federal Methodology)

The formula established by Congress used to calculate the Expected Family Contribution
(EFC) of federal student financial aid applications. For more information, see the HEA, Part
F. Also known as Federal Need Analysis Methodology and Need Analysis. Also see FNT
(Full Needs Test) and SNT (Simplified Needs Test).

FNT (Full Needs Test)

A formula under the Federal Methodology that uses the full range of data elements in
calculating a student's Expected Family Contribution (EFC). It is also referred to as the
regular formula. Also see Federal Methodology (FM).

FOTW (FAFSA on the Web)

A Web-based program that allows students to complete their FAFSA faster and more easily
than other application methods.

Located at fafsa.ed.gov

FOTW Demo (FAFSA on the Web Demo)

A demonstration site that allows financial aid administrators and others to practice and/or
demonstrate entering FAFSA data online. Offers all the functionality and features of the live
FAFSA on the Web (FOTW) site. Data entry is simulated and data cannot be saved because
the database is cleared nightly.

Located at fafsademo.test.ed.gov

User ID: eddemo Password: fafsatest

Freeze Cash

Period during which a school is temporarily prevented from drawing down funds until
unsubstantiated funds previously drawn down are substantiated by submitting actual
disbursements. Pertains to schools using the Advance Pay funding method.

FSA (Federal Student Aid)

The office within the U.S. Department of Education (ED) responsible for thé overall
management and administration of the Title IV programs and its operating systems.

Delivery System 16 3 F-9


Form approved
OMB #1880-1529
Exp. date 10/31/2000

SFA STUDENT FINANCIAL ASSISTANCE

UNIVERSITY
Brean rrerttantiatasstetance Training Satisfaction Survey

this to evaluate and improve our training and materials. Any information you

[ie you for taking a moment to answer the following questions. We will use
provide is confidential.

Course Date

Location

Trainer name(s)

Your type of institution: LJ Public | Private Lj Proprietary
LJ Undergraduate/Graduate [LJ Clock Hour/Credit Hour

Length of time in financial aid related responsibilities: (years/months)

Please complete the following statements using the scale below:

Unacceptable

Poor/less than acceptable
Mo¢derate/Acceptable

Good/More than acceptable
Outstanding/Much more than acceptable
N/A = Not applicable/Unknown/No Comment

1
2
3
4
5

GENERAL

1, How well did this training meet your needs for improving your student aid operations?
OO? GO? GO Gs Qa

2. How well did this training meet the overall objectives stated at the beginning of the course?
OO? Oo? O Gs Na

3. How well did the training announcement describe this training?

Ly: Cy2 Cys (ye Cys Lyna


Delivery System Appendi 2003-2004 ISIR Comment Codes and Text

Comment Comment Text Definition Match | C | Reject
Code Flag | Code | Code
260 Based upon data provided by the National Student Loan Data System Y

(NSLDS) and your reported grade level and dependency status, we have
determined that you may have received student loans in excess of loan
limits established for the federal loan programs.

Resolution required.

In general, students who borrow in excess of aggregate loan limits are
ineligible to receive further Title [V assistance; however, if the school
determines that the student inadvertently borrowed in excess of the
limits, the student may regain eligibility by either& repaying the amount
borrowed in excess of the aggregate limits, or making repayment
arrangements for the excess amount that are satisfactory to the holder of
the loan.

Refer to Section 668.35(b)(1) of the Federal Student Financial Aid

Regulations and Dear Colleague Letter GEN 96-13, Q&A #17 for
additional information.

262 Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level and dependency status, we have
determined that you may have received a total amount of student loans
that is close to or exceeds the loan limits established for the federal loan
programs. Therefore, your eligibility for additional student loans may be
limited.

263 Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level and dependency status, we have
determined that you may have received a total amount of student loans
that is close to or exceeds the loan limits established for the federal loan
programs. Therefore, your eligibility for additional student loans may be
limited.

264 Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level and dependency status, we have
determined that you may have received a total amount of student loans
that is close to or exceeds the loan limits established for the federal loan
programs. Therefore, your eligibility for additional student loans may be
limited.

265 Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level and dependency status, we have
determined that you may have received a total amount of student loans
that is close to or exceeds the loan limits established for the federal loan
programs. Therefore, your eligibility for additional student loans may be
limited.

268 Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level and dependency status, we have
determined that you may have received a total amount of student loans
that is close to or exceeds the loan limits established for the federal loan
programs. Therefore, your eligibility for additional student loans may be
limited.

Delivery System a B-27

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Session 2—Processing Ap; n Data

Tools & Resources

2003-2004 application system (including changes to 2002-2003 application system)

e 2002 NASFAA Conference session handouts: www.nasfaa.org (instructions to access the
presentations and handouts are in Appendix C)

— 2003-2004 Application Processing System Update session handout
— 2003-2004 Resolving Student Eligibility Issues
— 2003-2004 What’s New with FOTW, the PIN and FAA Access Online

e FSAdownload: fsadownload.ed.gov
— EDE Technical Reference

— SAR/ISIR Comment Codes and Text
e FSA Schools Portal: fsa4schools.ed.gov

Application process and interpreting application data
¢ Information for Financial Aid Professionals (IFAP): ifap.ed.gov

— FSA Handbook: Application and Verification Guide
— Appendix C contains instructions on Subscribing to IFAP Updates

* 2003-2004 ISIR Comment Codes and Text (Appendix B)

Acronyms

AGI (Adjusted Gross Income)

CPS (Central Processing System)

DOJ (Department of Justice)

DRN (Data Release Number)

EFC (Expected Family Contribution)

FAA (Financial Aid Administrator)

FSA (Federal Student Aid)

INS (Immigration and Naturalization Service)

Mey Terms

Comment Code

Comment Code Text (also Comment Text)
Compute Rejects (also Data Rejects)

Data Assumptions (also Assumptions)
Data Highlights (also Highlights)
Database Matches

INS Secondary Confirmation Flag

IRS (Internal Revenue Service)

ISIR (Institutional Student Information Record)
NSLDS (National Student Loan Data System)
SAR (Student Aid Report)

SSA (Social Security Administration)

SSN (Social Security Number)

SSS (Selective Service System)

VA (U.S. Department of Veterans Affairs)

Match Flags

Output Document

Valid Output Document
Verification

Verification Flag
Verification Tracking Flag

2-2

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34


Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

r Comment Comment Text Definition Match | C_ | Reject
Code Flag | Code | Code
057 Selective Service did not register you because you did not answer “Yes” Y

to “Are You Male?” If you want to register, answer “Yes” to BOTH
“Are You Male?” and “Register for Selective Service?” on this ISIR,
complete a Selective Service registration form at your local post office,
or register on-line at WWw.sss.gov.

Resolution required.
058 You reported in “Drug Conviction Affecting Eligibility?” that you are Y
not eligible for federal student aid as a result of a drug-related
conviction, or that you do not know if your conviction(s) affect your
eligibility. You may still be eligible to receive state, school, or other
non-federal student aid. If you determine that you have incorrectly
answered this question, you must correct “Drug Conviction Affecting
Eligibility?” by using this report. You can also correct this item or get
help with this question by calling 1-800-4-FED-AID (1-800-433-3243).

Resolution require

Applicant is not eligible for federal aid. If response is incorrect,
applicant should follow directions in the comment text to make a
change. Applicant should not be referred to any other phone numbers at
the Department of Education for resolution.

059 The Social Security Administration could not determine if the social 8 N, 5,
@ security number you reported belongs to you because you did not give 13,
us your last name, date of birth and/or signature. Review these items and 14, 16

make the necessary corrections.

Resolution required.
When SSN was checked against valid range table, SSN was within valid
range. Student will still receive reject for missing name, date of birth,
and/or signature (not for match flag 8).

Help student make corrections to name, date of birth or signature. When
corrections are submitted, record will be sent to SSA for matching.
Review subsequent transactions for updated match flag.

Delivery System B-7

“angle 93


Deli

ery System Appendix

2003-2004 ISIR Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

Cc Reject
Code | Code

023

It appears that the social security number you reported on your
application is not valid. Review the number you reported in Item 8 and
make the necessary corrections.

Resi mn required.

If the student’s SSN is correct, the student should contact SSA. Once
SSA corrects its records, the student may reenter the SSN and submit it
as a SAR/ISIR correction. Records sent for rematching will continue to
receive this match flag until SSA updates its database. Review
subsequent transactions for updated match flag.

If the SSN is incorrect, the student may correct the SSN on the
SARJISIR. If this is done, the student's original SAR ID will not change,
but the current SSN reported in field 8 will be changed to reflect the
corrected SSN.

Alternatively, to obtain a SAR with a SAR ID that matches the student’s
reported SSN, the applicant should file a new FAFSA under the correct
SSN. This FAFSA will be treated as an original application and will be
sent through all of the matches as if another FAFSA was never
completed. The SAR ID will be the same as the SSN reported on this
application

N,P,
5, 13,
14, 16

024

The Social Security Administration (SSA) did not confirm that the
social security number you reported on your aid application is valid. If
you believe that the number you reported is correct, contact the SSA. If
the social security number is incorrect, you should submit a new
application with the correct social security number.

Resolution required.

If the student’s SSN is correct, the student must contact SSA.
Once SSA corrects its records, the student may reenter the SSN and
submit it as a SAR/ISIR correction. Records sent for rematching will
continue to receive this match flag until SSA updates its database.
Review subsequent transactions for updated match flag. If a correction
is made to date of birth, SSN, first name, or last name, the record will be
sent again for matching. Review subsequent transactions for updated
match flag.

If the SSN is incorrect, the student may correct the SSN on the
SARAISIR. If this is done, the student's original SAR ID will not change,
but the current SSN reported in field 8 will be changed to reflect the
corrected SSN.

Alternatively, to obtain a SAR with a SAR ID that matches the student’s
reported SSN, the applicant should file a new FAFSA under the correct
SSN. This FAFSA will be treated as an original application and will be
sent through all of the matches as if another FAFSA was never
completed. The SAR ID will be the same as the SSN reported on this

application.

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Delivery System


«Follow facility policy about food-and::
i alhirig toorm :

Agreements

Establishing learning guidelines helps make this the most successful learning experience possible!
The list below is a start. Please jot down additional suggestions that you think will be helpful and
share them.

r M Follow facility policy about food and drinks in the training room
Silence cell phones and pagers
Begin and end sessions on time
Be respectful of one another (e.g., only one person speaks at a time)

ic)

ca)

Everyone participates
@ Everyone has fun!

ca]

Delivery System

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Session 4—Disbursement and Reporting

x ASAP & COB

/ Fiscal Operations Report and Application to
Participate (FISAP)

—Located at cbfisap.sfa.ed.gov

| —System used to report funds disbursed in’
| previous academic year and apply to receive

7
@

funds for coming academic year
r Common Origination and Disbursement (COD)|
\, —Located at cod.ed.gov

— System used to report/process Pell Grant and
\\__Direct.Loan originations.and disbursements _.

FISAP Reporting Requirements

Schools use the Fiscal Operations Report and Application to Participate (FISAP) to report Campus-
Based disbursement information. Each year (by October 1), schools that receive Campus-Based funds
must report on the funds disbursed in the previous award year and must apply to receive funds for the
coming award year. For example, by October 1, 2002, schools reported cumulative Campus-Based
information for the previous 2001-2002 award year and at the same time requested funds for the
coming 2003-2004 award year.

Schools use the eCampus-Based System (a Web-based application) to submit their FISAPs.

COD Reporting Requirements

Common Origination and Disbursement (COD) is a Web-based operating system used to report and
process origination and disbursement information for the Federal Pell Grant and Direct Loan
Programs. Beginning with the 2002-2003 award year, this system replaced the RFMS (Recipient and
Financial Management System) and DLOS (Direct Loan Origination System).

Schools are required to report their Pell Grant and Direct Loan disbursement information no later than
30 days after disbursing to the students or adjusting disbursements.

Some schools also have the option of reporting Campus-Based award-level information so that the
COD system will pre-populate certain sections of their FISAPs.

Note:

@ A Web-based tutorial on completing the FISAP is available at cbfisap.sfa.ed.gov. @

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- Delivery System Appendix ‘ederal Student Aid Acronyms

ACA Administrative Cost Allowance

Federal Student Aid Acronyms

ACH/EFT Automated Clearinghouse/Electronic Funds Transfer

ADR Actual Disbursement Roster

AFMS Account and Financial Management Service (in the U.S. Department of Education)
AGI Adjusted Gross Income
ATB Ability-to-Benefit
AVR Automated Voice Response (touch-tone telephone)
AY Academic Year or Award Year

| BBAY Borrower-Based Academic Year

CEO Chief Executive Officer
CFL Current Funding Level
CFO Chief Fiscal/Financial Officer _
CFR Code of Federal Regulations

CMT Case Management Team
COA Cost of Attendance
COD Common Origination and Disbursement

COH Cash on Hand

coo Chief Operating Officer

COTW Corrections on the Web
CPA Certified Public Accountant
CPS Central Processing System
CSR Customer Service Representative
DCS Debt Collection Service (in the U.S. Department of Education)
DL Direct Loan

DLOC Direct Loan Origination Center

DLSC Direct Loan Servicing Center
DOB Date of Birth
DOJ U.S. Department of Justice
DPA Destination Point Administrator
DRI Disbursement Release Indicator
DRN Data Release Number
EAC Electronic Access Code or Electronic Access Conference

EADA Equity in Athletics Disclosure Act

Delivery System G-1

175


ery System Appendix

2003-2004 ISIR Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

Code

Reject
Code

115

The National Student Loan Data System (NSLDS) indicates that one or
more student loans have been discharged. If you have questions, see
the Financial Aid Administrator at your school.

Resolution required.

Refer to:

Chapter 3 of the Student Eligibility volume of the 2002-03 Federal
Student Aid Handbook:
http://www.ifap.ed.gov/sfahandbooks/attachments/0203 Voll Ch3.pdf

Chapters 4 and 5 of the Student Loan Guide, dated 2002:
http://ifap.ed.gov/sfahandbooks/attachments/0203SLGCh4Cancellat
ion.pdf and
http://ifap.ed.gov/sfahandbooks/attachments/0203SLGChS5Default.p
df

116

The National Student Loan Data System (NSLDS) indicates you have
one or more student loans in an active bankruptcy status. Before you can
receive any additional federal student loans, you must see your Financial
Aid Administrator.
Resolution required.

See information for comment 115.

117

We assumed certain information to calculate your eligibility for federal
student aid. We printed an asterisk (*) next to the items containing
assumed information. If our assumptions are correct, do not change
them. If they are incorrect, you should make corrections on this ISIR.

118

ar

Be sure to review the items marked with an “h” or an
and make corrections if necessary.

on your ISIR

120

This ISIR has been produced due because we received information from
the Immigration and Naturalization Service (INS) regarding your
citizenship status. Your citizenship status has been confirmed by the
INS and you meet the citizenship requirements for federal student aid.

124

Contact the following agency(ies) regarding your defaulted federal
student loan:

Resolution required.

Depending on loan status, student may need to contact GA, DLS, or
EDR and make satisfactory arrangements to repay loan. If student has
already repaid loan, obtain documentation that the loan identified as
being in default is the loan that was paid off by the student.

See attached list of loan status codes and information on student
eligibility.

125

If you want to be considered for a Federal Pell Grant, your Financial Aid
Administrator must receive your ISIR by August 16, 2004, or your last
day of enrollment, whichever comes first. Other student aid programs
have different deadlines.

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Delivery System Appendix F: Glossary

Verification Tolerance

The acceptable limit for small dollar-value errors that are detected when verifying a student’s
FAFSA data but that do not significantly affect the student’s eligibility. The tolerance limit is
$400 and applies to the net difference between the sum of applicant-reported (incorrect) AGI,
plus untaxed income, less U.S. income tax paid; and the sum of the verified (correct) AGI,
plus untaxed income, less the verified U.S. income tax paid. If the difference between the
incorrect total and the verified total is $400 or less, and only dollar-value errors are detected,
the errors are within tolerance, and the student’s EFC does not have to be recalculated. Also
see Verification.

Verification Tracking Flag

A field on the Institutional Student Information Record (ISIR) that reports the extent to
which the application met ED's verification selection criteria.

Verification Worksheets c

Forms that student aid applicants complete and schools use to confirm the accuracy of
information reported on the FAFSA.
Available at ifap.ed.gov/vgworksheets/0203V WkSheets.html

XML (Extensible Markup Language)

A universal format for structured documents and data on the Web. XML is a ‘metalanguage’
--a language for describing other languages--which lets users design their own customized
markup languages for limitless different types of documents.

F-20 - Delivery System



3-2004 Application & Delivery System Changes

47

# EDExpress
33 | > New NSLDS Dialog: Discharge Codes values
D = Death P = Permanent
R= Reaffirmed M = Multiple
C = Conditional N =None
SAR C Code is set for all values of Discharge Codes except for the value N. Comment code (115) is used
for all conditions.
34 | Print Dialog: Default value for the checkboxes for the following fields on the Print ISIR selection is
checked (can uncheck): Print FAA Comments, Print SAR Comments, and Print Loan Information.
35 | > New Print Dialog: Checkbox in the print dialog (ISIR Report) is added to select students with more
than 6 loans.
36 | > New Edits: End of Entry Edit rejects dependent students with no parent’s last name or SSN.
37 | Edits: Ifa parent is a noncitizen, the parent’s SSN field must be filled in with all zeros (00-00-0000).
38 | Edits: If a parent is a U.S. citizen, that parent’s SSN should valid (001-01-0001 through 999-99-9999).
39 | Edits: Ifa parent does not have a last name, enter single/first name in the last name field.
AO | Edits: Help is disabled for all End of Entry Edits.
41 | Export Dialog: Transaction Preference filter is displayed on the export dialog box for the External ISIR
export, with the options for this field as “All, Highest, and Active.”
42 | Verification Worksheet Tab: Eligible to File 1040A or 1040EZ question for student and parent is added to
this tab.
43 | Corrections: The Input Record Type field is used to distinguish the types of corrections from EDExpress.
3 values are used.
H = Full SAR corrections
Q = Quick corrections
V =EDE Verification Worksheet corrections
44 | Setup: System default value for Update Demo Data? is checked.
Note: For 2002-2003, the system default was unchecked.
45 | Application/Transaction Source/Site Codes are renamed Application/Transaction Data Source (1* digit)
and Application/Transaction Data Type (2TM digit) and the codes have been redefined:
41 is DELETED 54 is DELETED
51 = Paper Applications 55 = Paper Spanish Apps
52 = Paper Renewal Apps 56 = Paper Signature Pages
53 = Paper Corrections 77 is DELTEED
46 | Application/Transaction Source/Site Codes: Entry Source Code value of “3” is used in order to

accumulate counts for Easy FAFSA records. Following source/type codes are used:
31 = Full SAR corrections
32 = Electronic Signatures
33 = Quick Corrections
34 = Verification Worksheet corrections

Multiple Entry: COA field is updateable via multiple entry when the record is packaged.

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Session 2—Processing Application Data

Varies Rayaes S
A- Application doesn''t reject for student 75

years or older /f DOB matches SSA and SSN
match flag 9 °4"
B - Application doesn't reject for student 16 C)

years old or younger # DO8 matches SSA and
SSN match flag is “4”

C- Taxes paid. amount =/> 40% of AGI
R - Date of birth doesn’t match SSA

O - Father's SSN is invalid and mother's SSN is
also Invalid or wasn't provided

E - Mother's SSN is Invalid and father's SSN Is
_ also Invalid or wasn't provided

g

2003-2004 Verifiable Rejects

Changes to the verifiable rejects for 2003-2004 are listed in Appendix A, while a complete list of all
2003-2004 verifiable reject codes, reject override codes, reject reasons, actions for resolving the
rejects and corresponding ISIR comment codes is provided in Appendix C.

Note:

@ For 2003-2004, the ISIR displays the verification tracking flag. This flag indicates the
extent to which the application meets ED's verification selection criteria.

Challenge:

Assume that the applications of two students, Emma and Marcel, were selected for
verification by the CPS. Emma’s ISIR indicates a value of 25 for the verification
tracking flag, while Marcel’s indicates a value of 79. What does this difference in the

two values indicate? e@

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Di ery System Appendix H: Answer Key

@ FSA Acronym Alphabet Soup Puzzle

Acronym ‘Acronym Stands For Description

Report that lets a school know that a student appears to be concurrently

; __ | enrolled at two schools or receiving Pell Grant disbursements from both

Satisfactory / Academic | School’s policy that measures a student's progress toward timely
Progress __———_—| completionofaprogram ofstudy

Processes FAFSA information, performs data matches with outside
Central Processing System databases, sends application information (ISIR/SAR) to schools and

1) MRR Multiple Reporting Record

| Students
“Institutional Student | Report a school receives that provides the results of the processing of
___ Information Record __| FAFSA data

Common Origination and System to which all schools report their disbursements of Pell Grants
7 Disbursement_
National Student Loan Data
System | federal student financial aid information __ ee
Information for Financial Aid | Web site where FAAs find updated FSA information
a Professionals :
[Federal Student Aid ‘Office within ED that manages and administers financial aid programs
Sum of a student’s tuition and fees, room and board, book allowances,
etc. fora given enrollment period _____
Unique number that allows a student to phone i incertain FAFSA
____| changes to the Federal Student Financial Aid Information Center —_|
Result of a calcula hat determines the anticipated amount of
Expected Family Contribution | financial support a family should be able to provide a student for a
ee oe given award year
13 Person who “owns” the Destination Point represented by ‘the school’s
Destination Point uta"
‘Administrator 'TG" number and determines who has what level of access to the
| Student Aid Internet Gateway (SAIG)

| Web-based application for federal stude

ts’ historical and current

Cost of Attendance

Data Release Number

Renewal FAFSA on the Web_| Web-based renewal application for federal student financial aid

17 EDE Electronic Data Exchange Electronic process to transmit, receive and correct federal student
” financial aid application data
18] e1sap | Fiscal Operations Report and | Annual report schools submit to request to participate in Campus-Based
_| 0. |. Application to Ps te | Programs - --
19} Ing Immigration and Federal agency that verifies eligible noncitizen status
a on Naturalization Service
20 . Secure, Web-based system that schools, third-party servicers, etc, use to
SAIG | Student Aid Internet Gateway | ochange Title IV data with the FSA Application System
CEL Amount of cash available to a school to draw down from GAPS"
; ___. | When more than one school reports Pell Grants disbursements for a
_ | PQR | Potential Overaward Project | seident that total more than 100% ofthe scheduled award
23|° XML_ | Extensible Markup Language | Flexible language used to code COD's Common Record
24 : Unique number used by COD to differentiate one student from another.
/{ SB Student Identifier Includes current SSN, current date of birth, current last name
25 FM Federal Methodology Formula used to determine the expected family contribution for all

| students applying for federal student financial aid

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Session 3—Correcting Application Data

~

(S) |_se Subaake Ghayes 99 aha PS »
| + EDExpress

i

i|

1!

+ FAA Access to CPS Online il
- Some corrections in real time |

~ Codes indicate changes

Dependency overrides enabled

Able to link from EDExpress

Submitting Changes to the CPS - School

Many schools use the EDExpress software to submit application corrections for their students as well

as to

submit updates resulting from verification and/or adjustments resulting from PJ decisions. The

EDExpress software uses data edits, just as Corrections on the Web does, to check for data
inconsistencies, and it also enables FAAs to override certain verifiable data rejects and data
assumptions made by the CPS.

Another great option for schools to use in submitting data changes is FAA Access to CPS Online, a
Web-based application developed specifically for FAAs. There are some important changes and
enhancements to FAA Access to CPS Online for 2003-2004, and many are the same as for COTW:

Screens are reformatted for easier use

Processing occurs in real time for transactions that don’t require initial database matches
— For transactions processed in real time, the NSLDS screening match occurs within 1 week
—- CPS edits are.applied immediately

— Official EFC is provided instantaneously

— Data is processed and ISIR is provided to school in the daily batch transmissions
Dependency override function enabled

Codes appear next to fields that were changed to indicate when the change occurred

— #= field changed on current transaction

— @= field changed on earlier transaction

Able to link to FAA Access to CPS Online from EDExpress

Note:

oo Refer to Appendix A for a complete list of 2003-2004 changes.

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Delivery System Appendix C: Job & Learning Ai

Accessing NASFAA
Presentations and Session Handouts

Step Action

1 Access NASFAA Web site at: www.nasfaa.org

2 On the left side of the Web page, locate and click on Conference/Training.

3 About 10 menu items are displayed on this Conference/Training page. Locate and click
on Training Center.

4 On the Training Center page, under “NASFAA Training,” locate and click on NASFAA
Conference.

5 On the NASFAA Conference page, locate and click on 2002 Conference Interest

Session Handouts.

6 Read through the list of available session handouts. Locate and click on the session
presentation or handout of your choice.

Note: In some instances (e.g., FISAP on the Web), another page will appear allowing
you to choose either PDF or PowerPoint format. When this occurs, choose and click on
the format of your choice. .

@ 7 Depending on how your browser is configured, you will either:
a. See the PDF or PowerPoint presentation that you selected OR

b. Be prompted to either View the file or Save the file to your hard drive

8 To save the file for the situations described in Step 7:
a. Click File, Save As then select a location on your hard drive then click Save

b. If you decide to View the file, you can save with the instructions in Step 8a;
otherwise, select a location on your hard drive then click Save

4B Alternatively to Steps 6, 7, and 8, you can go to directly saving the file with the

following instructions:
Alternate . - . ;
to Steps 6, ¢ Right-click on the session presentation or handout of your choice

7, and 8 ¢ Locate and select Save Link As

* Select a location on your hard drive then click Save

Note:

o Go to the Schools Portal at fsa4schools.ed.gov and click the Conferences link for
information on downloading the session handouts from the 2002 EAC conferences.

Delivery System C7

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Session 4—Disbursement and Reporting

e@ A Reperding Raguikeman:
ra Ds
pn eeeeens

| Web-based system for collecting and Reporting

information about loans, grants; disbursements,

enrollments, etc.

+ Located at. nsidsfap.ed.gov

+ Enrollment information for student loan recipients
ta confirm deferment and grace period.eligibility

+ Federal Perkins Loan data

+ Overpayment information on Federal Pell Grant,
FSEOG, or Federal Perkins Loanwithin 30 days
of school becoming aware of change in status

( + Transfer Student Monitoring

NSLDS Reporting Requirements

The National Student Loan Data System (NSLDS) requires certain types of reporting to help ensure
the validity and integrity of the information in the NSLDS system, which houses over 46 million
student records and 146 million loan records. Reporting requirements include:
¢ Enrollment information: At least twice per year (e.g., once per term), schools are required to
report enrollment information for students who receive federal student loans (FFEL and DL)
to confirm enrollment status, which impacts deferment and grace period eligibility. This
information is reported using the Enrollment Reporting system and a Roster File (formerly the
SSCR). Many schools use a third-party servicer to report this information.
e Federal Perkins Loan data: Must be reported on a monthly basis. Again, many schools use a
third-party servicer to report this information.
¢ Overpayment information on a Federal Pell Grant, FSEOG or Federal Perkins Loan: Must be
reported within 30 days of the school’s becoming aware of a change in status. This can
include overpayments that haven’t been paid or resolved as well as overpayments where the
student has made satisfactory payment arrangements.
© Overpayments resulting from the school’s return of Title IV funds calculation (for a student
who withdrew from school): Should not be reported until the 46th day after the school
became/should have been aware of the overpayment.
¢ Transfer Student Monitoring: Schools report their mid-year transfer students so that NSLDS
can monitor current year award changes to ensure that these students are not being
overawarded.

Note:
@ NSLDS is a Web-based application at nsldsfap.ed.gov that requires a user ID and password.

Challenge:
@ as How many days does a school have to respond after receiving an Enrollment Reporting Roster
File?
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ery System Appendix E: 2003-2004 Master Calendar of Events

Processing | Correcting
Application | Application
Data Data

Disbursements

Month/ Date Events Application earn

Year Systems

Feb 2003 Feb! Publish 2003-2004 Federal

Pell Grant payment schedules

~ | Under use of 2001-2002 funds v i
waiver request deadline |

= Last date for school to submit
request for administrative
relief for 2001-2002 Pell
reporting based on a natural
disaster or other unusual
circumstances, or an
administrative error made by
ED oran ED contractor

Feb 15 | Last date for school to submit 03-04
| 2003-2004 FISAP (based on ’
| 2001-2002 information)
| appeal

= | Planned release for COD v2.0 03-04
i 2003-2004 EDExpress for 03-04

Windows, v9.1 (COD module)
available for download

Mar 2003 | Mar J 2003-2004 FISAP (based on 03-04
2001-2002 information)
appeals resolved by ED
Mar 2 _| 60-day comment period on v

| draft 2004-2005 |
FAFSA/Renewal FAFSA ends

Mar 2-7 | Comments received on 2004- v
2005 FAFSA/Renewal
FAFSA reviewed and
i analyzed
Mar 14 | 2nd draft of 2004-2005 v

FAFSA/Renewal FAFSA
published in the Federal
Register

Mar 14 | 30-day comment period on v
2nd draft of 2004-2005
FAFSA/Renewal FAFSA
begins

= School begins submitting DL v
| origination records to COD for
2003-2004 award year

= Pell 2003-2004 award year i 03-04
processing begins and school i
begins submitting Pell |
{ origination records to COD i

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Session 3—Correcting Application Data

FDesunmenting Apaisadion

?
i

|

+ Student submits. verification

Cys

l

Student corrects or verifies application
data with paper SAR .
documentation

School resolves conflicting information

School collects documentation for PJ
adjustments

i
|
{
i
|
|
|
i
|
A
ra
$

“7

Documenting Application Changes

When the school submits application changes to the CPS for reprocessing, certain documentation and
signatures must be collected and retained in the student’s file.

When this occurs...

This must also occur...

Student submits a corrected paper SAR to
the school to correct data or to verify CPS.
assumptions

SAR must have proper signatures (parent’s
signature if student is dependent)

School verifies the student’s application

School collects properly signed verification
documents (e.g., IRS tax forms)

School becomes aware of information that
conflicts with the information reported on
the student’s FAFSA

School collects documents and uses
information in file to resolve the conflicting
application data and submit changes to the
CPS

School makes PJ adjustments and/or
dependency overrides

School thoroughly documents the student’s
file

ap

a

Challenge:

After the school submits corrections to the student's application data to the CPS for
processing, is the school required to do anything with subsequent ISIR transactions that
are generated as a result of other data corrections the student submits to the CPS?

Note:

systems.

Refer to Appendix C for information on subscribing to the FSATech Electronic
Newsletter, which provides answers to technical questions about FSA’s software or

Delivery System

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3-7


Delivery System Appen ery System Changes

ISIR Analysis Tool (formerly QA Tool for Windows)

> New Name of the software changes from Quality Analysis (QA) Tool to ISIR Analysis Tool.

2 | Setup option defines school verification profiles. Another option sets the School Verification flag for
students meeting the selected criteria.

3. | Footnote on some reports refers to on-line Help for explanations of the detail and summary data included
on the reports. Specific path to Help is included in the footnote.

4 | Source of the ISIR correction is displayed on the Transaction Comparison tab, as well as on reports.

5 | On-line Help clarifies how the numbers on the reports are affected when a student's dependency status
changes from Dependent to Independent and how the parental data fields are treated in this situation.

6 | More ISIR fields are available in Query to increase the flexibility of ISIR Analysis Tool.

7 | Paid On School Verification flag is removed from the software.

FISAP

> New Web-based training on the Campus-Based Program’s Fiscal Operations Report and Application
to Participate (FISAP) is available by accessing the FISAP on the Web login page at
http://www.cbfisap.sfa.ed.gov and clicking on the link for the FISAP training module.

Course focuses on explaining why the various information contained in the FISAP is needed and how to
obtain it. Points out areas where people have difficulty and includes instruction on navigating the
application.

NSLDS

> New GA: System has converted from tape to SAIG and allows for electronic reporting.

> New GA: Frequency with which some agencies report increased.

> New GA: Can update loan information directly online with NSLDS. For security reasons, only 2
users from each GA are granted this authority at | time.

GA: Some edits are modified, including:
e File tolerance edits reduced on collections to 30%, and TOP reduced to 10%
¢ Edit for Loan Status “IA” changed to allow an effective date later than the guaranty date

« Edit on Academic-Level Aggregate Limit revised to edit against Net Guaranty Amount instead of
Guaranty Amount

> New Schools: Beginning with the fiscal year 2001 draft cohort default rate distribution in February
of 2003 and continuing for every notification process thereafter, ED electronically transmits cohort
default rate notification packages to schools via the Student Aid Internet Gateway (SAIG). Electronic
cohort default rate (eCDR) notification process replaces the paper notification process for all Title IV
schools located in the United States.

Note: All domestic Title IV schools must sign up to participate in eCDR via the SAIG enrollment form at
www. sfawebenroll.ed.gov. Enrollees in eCDR must also submit a President, CEO, or Chancellor
signature page to activate the eCDR process for their school.

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Delivery System Appendix B: 2003-2004 IR Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

c
Code

Reject
Code

053

You left “Drug Conviction Affecting Eligibility?” blank. Your failure to
provide an answer to this question makes you ineligible to receive Title
IV aid. Either indicate that you have never been convicted of possessing
or selling illegal drugs or use the enclosed worksheet to determine your
answer to this question. In any case, you can correct this item by calling
1-800-4-FED-AID (1-800-433-3243) or by going to www.fafsa.ed.gov.
You can also see your Financial Aid Administrator for assistance.
Please understand that a drug conviction does not necessarily disqualify
you from receiving student aid.

Resolution required.

Applicant is not eligible for federal aid if this response is left blank. A
correction to provide a response must be made by following the
directions provided in the comment text.

Y

054

You reported a ‘2’ in response to “Drug Conviction Affecting
Eligibility?” This indicates that you are ineligible for federal student aid
for part of the 2003-2004 school year. Your period of ineligibility
resulting from your drug-related conviction(s) ends on or after July 1,
2003 but before June 30, 2004. You should contact your Financial Aid
Administrator when your ineligibility period ends so that he or she can
determine if you may receive federal funds during the 2003-2004 award
year.

Resolution req’ .
Applicant is not eligible for federal aid until ineligibility period expires
between July 1, 2003 and June 30, 2004.

055

Your denial of benefits under the Anti-Drug Abuse Act of 1988 has
been resolved and processing of your student aid application may
continue.

056

You reported in “Drug Conviction Affecting Eligibility?” that you have
been convicted of an illegal drug offense. If you determine that your
conviction(s) do not affect your eligibility for federal student aid, or
affect it for only part of the 2003-2004 school year, you must correct
“Drug Conviction Affecting Eligibility?” by using this report. You can
also correct this item or get additional help with this question by calling
1-800-4-FEDAID (1-800-433-3243). YOU ARE NOT ELIGIBLE FOR
FEDERAL STUDENT AID WHILE YOUR ANSWER TO “DRUG
CONVICTION ELIGIBILITY” IS ‘3’. Whether or not your
conviction(s) affect your eligibility for federal student aid, you may still
be eligible to receive state, school, or other non-federal student aid.

Resolution required.

Applicant is not eligible for federal aid. If response is incorrect,
applicant should follow directions in the comment text to make a
change. Applicant should not be referred to any other phone numbers at
the Department of Education for resolution.

: = d2

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Delivery System


@ Session 3—Correcting Application

<a Learning Objectives PS

+ List 3 types of changes. to application
data

* Review methods for submitting ?
|
2

changes to application data to the CPS
for reprocessing

* Identify system changes for 2003-2004

oe

Le .

3.

47 BEST COPY AVAILABLE


Delivery System Appendix job & Learning

Set Up School Security Administrator
for COD Web Site

Step

Action

Submit a school administrator request letter on university or corporate letterhead, including:
e Security Administrator’s first and last names

« Keyword Identifier = Mother’s maiden name (used for security purposes to
identify the security administrator if password is forgotten)

e Work telephone number

e E-mail address

e OPEID

* School Name

e Job Title

e Physical work address

= Work fax number

e Security Administrator’s signature

¢ School approving authority’s name, title and signature (e.g., FAA)
¢ Third party vendor used (if applicable)

Mail the letter (signed and on university or corporate letterhead) to
U.S. Department of Education
FSA Customer Service Center
P.O. Box 9003
Niagara Falls, NY 14302

The school’s Security Administrator will receive a user ID and initial instructions for
accessing the COD Web Site via the e-mail address provided in the initial request letter.

For security purposes, the Security Administrator’s password will be sent in a second email.

Security Administrator will be provided with instructions on how to set up access for other
staff.

Questions or problems conceming this process should be submitted to the FSA Customer
Service Call Center at 1-800-433-7327 or send via the Schools Portal at fsa4schools.ed.gov.

NOTE!

If a school’s Security Administrator’s account needs to be closed and a new Security
Administrator account opened, the school must begin again at Step | for the new Security
Administrator. Additionally, if a school is newly eligible to participate in the Federal Direct
Loan Program, the same process starting at Step 1 should be used.

Delivery System C-19

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ivery System Appendix C: Job & Learning Aids

2003-2004 FOTW Pre-application Worksheet

E “AFSA 2003-2004 FAFSA on the Web
Pre-Application Worksheet

Thrash Schoo!

www.fafsa.ed.gov

Complete this worksheet only if you plan to use FAFSA on the Web to apply for financial aid.
Please DO NOT mail in this worksheet.

Instructions:

1, Use this worksheet to collect your (and your parents’) information before beginning your 2003-2004 online Free Application for
Federal Student Aid (FAFSA). The worksheet docs not include all questions asked on the online FAFSA, just the ones that you
might not know off the top of your head.

2. Questions on this worksheet are in the same order as they appear on the online FAFSA; however, because the online FAFSA
allows you to skip some questions based on your answers to earlier questions, you may not have to answer all of the questions on
this worksheet.

3. The numbers in parentheses to the right of cach question correspond to the question numbers on the paper FAFSA.

4, Inaddition to completing the Pre-Application Workshcet, you might want to complete student (and parent) Worksheets A, B,
and C before beginning your online FAFSA. To print Worksheets A, B, and C, go to www. fafsa.ed.gov/worksheet, htm,

5. Do nat use this worksheet if you plan to fill out a paper FAFSA.

Question Answer
The first part of the online FAFSA witl ask you some basic questions about you, the student, such as your name, address, and
Social Security Number (SSN).
Student's Citizenship Status (13) Q US. Citizen Q Eligible Noncitizen Q Neither See nates on page 4
Student's Alien Registration Number (14) AL See notes on page 4
‘Student's Marital Status (15) Single, Divorced er Widowed © MoriedRemaried Separated
‘Student's Date of Marital Status (16) (Month and Year; 9, 08/1998)
Student's Enrollment Summer 2003 (17) Q FulltimeNotsure G %time Halftime Lessthanhalf —Q Notatiending
Student's Enroliment Fall 2603 (18) Q FulltimeNotsur Q %time Halftime O Lessthanhalf — @ Notattending
Student's Enrollment Winter 2003-2004 (19) |G Fulltime/Notsure O %time Halftime 1 Lessthan half —Q Not aitending
Student's Enrollment Spring 2004 (20) Q Fulltime/Notsure O %time Halftime © Lessthanhalf Not attending
Student's Enrollment Summer 2004 (21) G FulltimeNotsure OQ %time OO Halftime Lessthan half Not attending
Student's Father's Educational Level (22) Q Middle schooV/ir. High Q High school © College or beyond 1 Other/unknown
Student's Mother's Educational Level (23) | © Middle school/Ir. High Q High school Q College or beyond =O Otherunknown
What is the student's state of legal residence? (24)
Did you, the student, become a legal resident of this state before January 1, 19987 (25) 0 Yes Q No
If'no, what date did you become a legal resident of your state? (26) (Month and Year, eg. 05/1995)
If you, the sudent, are male, age 18-25, and not already registered withthe Selective Service, ifyou | yes No
answer "Yes" to this question on the online FAFSA, the Selective Service will register you. (28)
Student's type of degree or certificate (29) | @ 1 (1* Bachelor's degree) © 6 (Cenificate or diploma for completing an
Q 2 (2 Bachelor's degree) ‘occupational, technical, or educational
G 3 (Associate degree - occupationaltechniesl program of at least two years)
program) O 7 Teaching credential program nondegree)
4 (Associate degree - general education or (OB (Graduate ar professional degree)
transfer program) 1 9 (Other/Undecided)
G1 5 (Ceniificate or diploma for completing an
‘occupational, technical. or educational
program of less than two years)

Poge 1 of 4

Delivery System C-3

117


Delivery System Appendix C: Job & Learning Aids

Accessing FAA Access to CPS Online (continued)

Step

Action

7

Batch Status option:
7a. Enter Destination Code (TG number)
Enter Federal School Code
Select Award Year from drop-down list
7b. Click Next.
7c. Select how to view batches from list:
— Batch Number
- Batch (File) Type/Date Range
7d. Click Next to continue browsing or select another option:
— New Search
— Return to FAA Menu
— Exit

Duplicate Renewal Print option

8a. Enter Destination Code (TG number)
Enter Federal School Code
Select Award Year from list

8b. Click Next to display the next four steps to be followed:
— Enter the student’s Social Security Number (SSN) and Name ID
~- Enter the address where the Renewal Application will be mailed
— Verify your request information
— Receive confirmation

8c. Click Next after reviewing information.

8d. Enter Student’s information:
— Social Security Number
— First 2 letters of last name

8e. Click Next to continue with the process.

C-12

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Delivery System Appen:

Reject | Reject Reason Action Comment
Code Code
13 Missing name Provide the following: Student’s Last Name and/or 082

Student’s First name, or verify a blank first or last name
field if the student actually has only one name
14 Missing student signature on paper Signature correction must be made on a printed Student 160
FAFSA or SAR Aid Report (SAR) certification page and resubmitted to
the FAFSA Processor or may be corrected
electronically.
15 | Missing parent signature on FAFSA or | Signature correction must be made on a printed SAR 108
SAR certification page and resubmitted to the FAFSA
Processor or may be corrected electronically.
16 Missing student signature on FAFSA Signature correction must be made on a printed SAR 110
on the Web Application, Renewal on certification page and resubmitted to the FAFSA
the Web Application, or an electronic Processor or may be corrected electronically.
application
17 Unknown citizenship status or student | Review or correct Citizenship Status 068
is not a U.S. citizen or eligible
noncitizen
18 SSN not on Social Security If the student’s SSN is correct, the student must contact 024, 062
Administration’s database SSA. Once SSA corrects its records, the student may
reenter the SSN and submit it as a SAR/ISIR correction.
Records sent for rematching will continue to receive this
match flag until SSA updates its database. Review
subsequent transactions for updated match flag. If a
correction is made to date of birth, SSN, first name, or
last name, the record will be sent again for matching.
Review subsequent transactions for updated match flag.
If the SSN is incorrect, the student may correct the SSN
on the SAR/ISIR. If this is done, the student's original
SAR ID will not change, but the current SSN reported in
field 8 will be changed to reflect the corrected SSN.
Alternatively, to obtain a SAR with a SAR ID that
matches the student’s reported SSN, the applicant
should file a new FAFSA under the correct SSN. This
FAFSA will be treated as an original application and
will be sent through all of the matches as if another
FAFSA was never completed. The SAR ID will be the
same as the SSN reported on this application.
19 An EFC cannot be calculated because Student needs to call 202-377-3243 to resolve comment 009
the Department of Education has code 009
placed a ‘hold’ on the student
Delivery System eo C-17

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Delivery System Appendix F: Glossary

2003-2004 COD (Common Origination and Disbursement)
Technical Reference

A document focusing on the technical requirements of the COD system. It provides a COD
system overview, a list of changes, processing information (e.g., comment codes and edits),
print specifications and technical specifications (e.g., Common Record layout, XML
information). The appendices also contain more reference information, like conversion
tables, calculation tables and physical Common Record layout.

Located at fsadownload.ed.gov

2003-2004 EDE (Electronic Data Exchange) Technical
Reference

A document focusing on the technical requirements of the EDExpress software and the
EDconnect software (used for sending and receiving electronic files) for programmers and
data processing staff. It includes record layouts, required edits, print assistance, and reject
messages applicable to the electronic Free Application for Financial Student Aid (FAFSA),
Institutional Student Information Record (ISIR), electronic corrections, and signature
records.

Located at fsadownload.ed.gov

2003-2004 ISIR Guide

A reference that financial aid administrators (FAAs) use to interpret student information on
the Institutional Student Information Record (ISIR). It also explains codes and flags that
appear in the FAA Information section of the ISIR.

Located at ifap.ed.gov (current publications by title)

2003-2004 SAR/ISIR Comment Codes and Text

Companion document to the EDE Technical Reference. It can be used as a stand-alone guide
for interpreting Student Aid Report (SAR) and ISIR comment codes and text.
Available at fsadownload.ed.gov

AGI (Adjusted Gross Income)

A specific income figure taken from a completed income tax form filed in compliance with
Internal Revenue Service (IRS) regulations and guidelines.

Alert Notification Message

An e-mail message generated by the National Student Loan Data System (NSLDS) Transfer
Student Monitoring System informing the school that there is new Alert information that may
impact a student’s eligibility. It signals the school to access the student’s updated financial
aid history on the NSLDS database.

Assumptions

See Data Assumptions.

He
a
ch

Delivery System F-1


Delivery System Appendix F: Glossary

Dependency Override

Action taken by a financial aid administrator (FAA) to indicate to the CPS that a particular
application submitted by a dependent student should be processed as an independent student.
In unusual circumstances, the application of a student who does not meet any of the criteria
of an independent student may be processed as an independent applicant and will not reject
because of missing parent information. A financial aid administrator uses professional
judgment to make this decision and must document the decision.

Dependent Student
A student who does not meet any of the criteria to be considered an independent student for
federal student financial aid purposes. Dependent students must submit parent information to
be considered eligible for federal student financial aid. Also see Independent Student.

DL (Direct Loan)

A federal program, also called the William D. Ford Federal Direct Loan Program, through
which the U.S. government (not a commercial lender) provides 4 types of education loans to
student and parent borrowers:

¢ Federal Direct Subsidized Stafford/Ford Loan
¢ Federal Direct Unsubsidized Stafford/Ford Loan
¢ Federal Direct PLUS Loan
e Federal Direct Consolidation Loan

DOB (Date of Birth)

The month, day, and year when the applicant was born.

DPA (Destination Point Administrator)

An organization’s representative who is involved in the administration of Title IV student
financial aid programs. This individual is enrolled on the Student Aid Internet Gateway and
assigned a destination point.

DRI (Disbursement Release Identifier)

A field on the Common Record that designates a record as an Actual Disbursement Record.
It signals the COD System to post the amount of disbursement to an award (loan/grant) and
to use the disbursement to substantiate drawdowns. Formerly known as Payment Trigger
Flag.

DRN (Data Release Number)

The four-digit number on the SAR that the student uses when changing certain SAR
information by telephone. Student’s can give schools use of the DRN to request the student’s
ISIR from the CPS.

Delivery System . F-5

159


—)

Il FSA

FEDERAL STUDENT ATD

Table of Contents

1 Welcome LW

2 Session 1: Application Systems »
3 Session 2: Processing Application Data

4 Review

5 Session 3: Correcting Application Data

6 Session 4: Disbursement & Reporting

Appendices

2003-2004 Application & Delivery System Changes

ISIR Comment Codes and Text, Match Flags, Reject Codes
Job & Learning Aids

Required School Reporting

2003-2004 Award Year Calendar of Events for Financial Aid
Glossary

Acronyms List

Answer Keys

Homm oO OW >

C} =@)

Delivery System


Delivery System Appendix E: 2003-2004 Master Calendar of Events

r Month/ Date Events Application

Year Systems

Processing Correcting
Application | Application
Data Data

Disbursements
& Reporting

Mar 2004 od 60-day comment period on v
draft 2005-2006
FAFSA/Renewal FAFSA ends

& Comments received on 2005- v
2006 FAFSA/Renewal
FAFSA reviewed and
analyzed

= | 2nd draft of 2005-2006 v
FAFSA/Renewal FAFSA
published in the Federal
Register

~~ | 30-day comment period on 7
2nd draft of 2005-2006
FAFSA/Renewal FAFSA.
begins

= | School begins submitting DL v
origination records to COD for
2003-2004 award year

= | Pell 2004-2005 award year v
processing begins and school :
begins submitting Pell
origination records to COD
@ Apr 2004 Apr 1 | School receives final 2004- ov
2005 Campus-Based
allocations

oa 30-day comment period on vv
2nd draft of 2005-2006
FAFSA/Renewal FAFSA ends
z= | OMB reviews comments v
submitted on 2005-2006
FAFSA/Renewal FAFSA.

May 2004 i~f Final draft of 2005-2006 v
FAFSA/Renewal FAFSA is
released

~~ 2004-2005 ISIR Analysis Tool
available for download

Sune 2004 rnd School begins submitting YY
2004-2005 Pell disbursement
information to COD

= 2004-2005 DL Tool available
for download

& Draft 2005-2006 Student Aid v
Report mockups released

Delivery System E-9

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Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

Comment Comment Text Definition Match | C | Reject r )
Code Flag | Code | Code
199 United Student Aid Funds, Indiana Claims Assistance, 1-800-331-2314.
(GA 718)

200 Iowa College Aid Commission, Claims Dept., 1-800-383-4222 or 515-
242-3344. (GA 719)

201 Kentucky Higher Education Assistance Authority, Collections Office, 1-
800-928-8926 or 502-696-7281. (GA 721)

202 Louisiana Office of Student Financial Assistance, 1-800-256-6882 or 1-
800-259-5626. (GA 722)

203 United Student Aid Funds, Maine Claims Assistance, 1-800-331-2314
or 317-849-6510. (GA 723)

204 United Student Aid Funds, Maryland Claims Assistance, 1-800-331-
2314. (GA 724)

205 American Student Assistance, Collections, 1-800-999-9080 or 617-426-
9434. (GA 725)

206 Michigan Higher Education Assistance Authority, Collections, 1-800-
642-5626 or 517-373-0760. (GA 726)

207 Great Lakes Higher Education Corporation, 1-800-354-6980. (GA 727)
208 Debt Collection Service, 1-800-621-3115. (GA 728)

209 Missouri Default Collection Services, BTI Services, 1-800-824-4893,
Ext. 1. (GA 729)

210 Montana Guaranteed Student Loan Program, Claims Management, 1-
800-537-7508 or 406-444-0395. (GA 730)

211 National Student Loan Program (NSLP), Collection Office, 1 -800-735-
8778, Ext. 6380 or 402-479-6800. (GA 731)

212 United Student Aid Funds, Nevada Claims Assistance, 1-800-331-2314.
(GA 732)

213 New Hampshire Higher Education Assistance Foundation, Claims
Section, 1-800-525-2577 or 603-225-6612. (GA 733)

214 New Jersey Higher Education Assistance Authority, 1-800-792-8670.
(GA 734)

215 New Mexico Educational Assistance Foundation, 1-800-279-5063 or
505-345-3371. (GA 735)

216 New York State Higher Education Service, Office of Default, 1-800-
666-0991. (GA 736)

217 North Carolina State Education Assistance Authority, Collections, 1-
800-544-1644, (GA 737)

218 North Dakota Post Claims Collections, 1-800-472-2166, Ext. 5662 or
701-328-5662. (GA 738)

219 Debt Collection Service, 1-800-621-3115. (GA 739)
220 Oklahoma Guaranteed Student Loan Program, Collection Office, 1-800- 2

522-8022 or 405-858-4375. (GA 740)

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ery System Appen A: 2003-2004 Ap ation & Delivery System Changes

FAFSA on the Web (FOTW)

Information from the Print Summary Page that displays before the student submits the application is in the
same order as the FAFSA.

Help Search functionality is improved to allow searches based on a single key word or a combination of
key words.

Pre-Application Worksheet is redesigned.
* — Follows the order of the Web application questions
* __ Includes references to paper FAFSA question numbers

Drug Conviction Affecting Eligibility? question (Question 35) is not changed.

> New Some fields are pre-populated based on answers to other questions.
« Number in College is pre-populated to if student is independent and Household Size is “1”
* Were You Born Before 1/1/80? field is pre-populated based on Date of Birth field
e Are You Married? field is pre-populated based on answer to Marital Status field

Note: These fields were not pre-populated for 2002-2003.

«yn

More skip logic is used. For example, students who answer that they are U.S. citizens are not prompted
for an Alien Registration Number.

Save function is improved and prompts students to save work at the end of each application page.

10

Submit instructions are improved to ensure students successfully transmit.

11

Information from the Application Summary feature displays the questions in the order they are presented
on the Web form.

12

> New Bar code coupled with Student ID is at the bottom of Signature Page.

13

> New In anticipation of an IRS match, | parent SSN and last name are required.
¢ Submission is rejected if both parent SSN fields are left blank or do not contain valid SSN values.

14

Supported Web browsers include
Netscape browsers
Netscape Navigator 4.0 — 4.04 (Windows 95/98, and Windows NT)
Netscape Navigator 4.05 — 4.07 (Windows 95/98, Windows NT, and Macintosh)
Netscape Navigator 4.08 — 4.7 (Windows 95/98, Windows NT, and Macintosh)
Netscape Navigator 4.76 (Windows 95/98, Windows NT, Windows 2000, and Macintosh)
Microsoft browsers
Internet Explorer 4.0 and 4.01 with Service Pack 1 or 2 (Windows 95/98, and Windows NT)
Internet Explorer 5.0 (Windows 95/98, and Windows NT)
Internet Explorer 5.01 & 5.01 w/ Service Pack 1 (Windows 95/98, Windows NT, and Windows 2000)
Internet Explorer 5.5 and 5.5 w/ Service Pack | (Windows 95/98, Windows NT, and Windows 2000)
AOL default browsers
AOL 4.0 (Windows 95/98)
AOL 5.0 (Windows 95/98)
AOL 6.0 (Windows 95/98, Windows NT, and Windows 2000)

Although applicants can continue to use higher-version browscrs, they receive a warning message that the
browser they are using has not yet been tested and certified by ED.

Win 3.1X is no longer supported; however, applicants are not prevented from browsers that are
compatible with this operating system.

A-4

Delivery System
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Session 4—Disbursement and Rep:

Tools & Resources

2003-2004 system changes

e 2002 NASFAA Conference session handouts: www.nasfaa.org (instructions to access the
presentations and handouts are in Appendix C)

e EAC Conference session handouts through fsa4schools.ed.gov
¢ Information for Financial Aid Professionals at ifap.ed.gov
Customer Service
© COD Customer Service Center
e  FISAP Call Center
¢ NSLDS Customer Service Center
Reporting requirements and systems
e Information for Financial Aid Professionals at ifap.ed.gov
© COD on the Web at cod.ed.gov
- COD Technical Reference
e  FISAP on the Web (eCampus-Based/FISAP) at www.cbfisap.sfa.ed.gov
-  FISAP Technical Reference
e NSLDS Web site at nsldsfap.ed.gov (access to system requires user ID and password)
— NSLDS User Documentation Guide

— NSLDS Newsletter (from home page, select News & Events; does not require user ID or
password to read newsletter)

XML (Extensible Markup Language)
© O'Reilly XML.com at www.xml.com (click on What Is XML? in the left-hand column)

Acronyms

CFL (Current Funding Level) GAPS (Grant Administration and Payment System)
COD (Common Origination and MRR (Multiple Reporting Record)

Disbursement) NSLDS (National Student Loan Data System)

DRI (Disbursement Release Indicator) POP (Potential Overaward Project)

FISAP (Fiscal Operations Report and SID (Student Identifier)

Application to Participat
pplication to Participate) XML (Extensible Markup Language)

Key Terms

Call for Cash Middleware

Common Record Roster File
Disbursement Substantiate

Enrollment Reporting Verification Status Code

Freeze Cash

42 Delivery System

56


Delivery System Appendix G: Federal Student Aid Acronyms

GAAP Generally Accepted Accounting Principles
GAGAS Generally Accepted Government Auditing Standards
GAO General Accounting Office
GAPS Grant Administration and Payment System
GAS Government Auditing Standards
GASB Governmental Accounting Standards Board
GEAR UP ___|-Gaining Early Awareness and Readiness for Undergraduates Program
GED General Education Development Certificate
GPA Grade Point Average
HBCUs Historically Black Colleges and Universities
HEA Higher Education Act of 1965, as amended
HHS U.S. Department of Health and Human Services
HPSL Health Professions Student Loan [Program]
ICC Institutional Capital Contribution
ID Identifier
IFAP Information for Financial Aid Professionals [Web site]
@ 1G Inspector General
INS Immigration and Naturalization Service
IPEDS Integrated Postsecondary Education Data System
IRS Internal Revenue Service
ISIR Institutional Student Information Record
ISP Internet Service Provider
JLD Job Location and Development [Program]
LEAP Leveraging Educational Assistance Partnership [Program]
LOA Leave of Absence
LOC | Direct Loan Origination Center or Letter or Credit
LOE Level of Expenditure (in the Federal Perkins Loan Program)
MPN Master Promissory Note
MRR Multiple Reporting Record
NACUBO National Association of College and University Business Officers
NASEA National Association of Student Employment Administrators
NASFAA National Association of Student Financial Aid Administrators
NCES National Center for Education Statistics (in the U.S. Department of Education)
NDSL National Direct Student Loan Program or National Defense Student Loan Program
e@ NPRM Notice of Proposed Rulemaking
Delivery System G-3

177


Delivery System A

ndix B: 2003-2004 ISIR Comment Codes and

xt

Comment
Code

Comment Text Definition

Match
Flag

Code

Reject
Code

151

You must provide your asset information in Step Two.

Resolution required.
If student is dependent, provide the following:

e Parents’ Cash, Savings, and Checking

¢ Parents’ Real Estate/Investment Net Worth

¢ Parents’ Business/Investment Farm Net Worth
If student is independent, provide the following:

¢  Student’s Cash, Saving, and Checking

e — Student’s Real Estate/Investment Net Worth

e  Student’s Business/Investment Farm Net Worth

1

154

The amount you reported for taxes paid by your parent(s) appears to be
over the allowable amount based on what you reported for their adjusted
gross income. Review these items and make the necessary corrections.

155

The amount you reported for your taxes paid appears to be over the
allowable amount based on what you reported for your adjusted gross
income. Review these items and make the necessary corrections.

156

If your parents have now filed their 2002 tax retum, correct this ISIR to
reflect the information as reported on their tax return. If your parents
still haven’t filed, notify your Financial Aid Administrator once they
file.

157

If you have now filed your 2002 tax return, correct this ISIR to reflect
the information as reported on your tax retum. If you still haven’t filed,
notify your Financial Aid Administrator once you file.

158

You are not eligible to receive a Federal Pell Grant because you reported
that you have a bachelor’s degree or you are working on a degree
beyond a bachelor’s degree, or both. Your Financial Aid Administrator
will determine what types of federal student aid you are eligible to
receive.

159.

You MAY not be eligible to receive a Federal Pell Grant because you
reported that you have a bachelor’s degree or you are working on a
degree beyond a bachelor’s degree, or both. Your Financial Aid
Administrator will determine what types of federal student aid you are
eligible to receive.

160

You did not sign your application or correction, or the date that you
indicated that you completed your application is prior to January 1,
2003, or later than the date the application was received. You must sign
and return this ISIR before we can determine your eligibility for federal
student aid.

Resolution required.
Signature correction must be made on a printed SAR certification page
and resubmitted to FAFSA Processor or may be corrected electronically.

Delivery System

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B-19


Session

—_ —+——_ This web site is your source of information for the U.S. Department
: of Education PIN. Select ane of these links far more information
PIH REQUEST AND INFORMATION about what the PIN is and where you can use it or select the PIN

Frequently Asked Questions link.

CHANGE INTERNET ACCESS
] If you have never received a U.S. Department of Education PIN or
CONTACT US you are unsure if you already have a PIN, please select Apply for
. ° PIN to receive one. By accepting this PIN you agree to not disclose
SECURITY | or share your PIN with anyone. Because your PIN serves as your
oars electronic signature and provides access to your personal records,

ou should never give your PIN to anyone. Be sure to keep your
US DEPARTMENT OF EDUCATION Bin’ ina sate place; you will be able to use the same PIN in ine
i future to apply electronically for student aid and access your U.S
FINANCIAL AID FOR STUDENTS Department of Education records.
STUDENTGUIDE If you have received a PIN previously but no longer have access to
it, select PIN Re and Information from the menu list on the left
FSA ELECTRONIC SERVICES side of this page

6 2 €
Sa
_APPLY FOR PIN CHANGE PIN PIN FAQ'S: @

PIN Registration: pin.ed.gov

@ Note: Refer to pages C-9 and C-10 of Appendix C for instructions on Requesting a New PIN and
Requesting a Subsequent PIN.

Important Features / Changes for 2003-2004 Important Dates

1-12 Delivery System

30
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pplication Systems

C P Web Applications
poy Demo System

Welcome to the Department of Education's CPS Web Applications Demo System
This Web site is brought to you as part of the U.S. Department of Education's efforts to make its processing systems available to the
financial aid community in a demonstration environment. This will allow users to become familiarized with the CPS Web Applications
products available to federal financial aid applicants. This site offers all the functionality features of the production site.

However, 2002-2003 applications are not available on the Demo system. The submitted applications are not processed and the data
is deleted daily from the demo server. Processes that depend on historical data such as renewal applications, correction applications,
SAR duplicate requests, application status check and electygnic signature submittals have been assigned an assortment of preloaded
test data. These student IDs and PINs are given below. ea

Printed signature pages include a test sample‘ watermark and should NOT be mailed to the processor. The demo signature page is.
NOT accepted or processed. Also, an estimated EFC is NOT calculated after an application is submitted. The EFC value is always
99999 for any test case on the fafsademo site.

Preloaded Test Data
2003 - 2004 Renewal FAFSA on the Web
eID B Dependency Mode
1 393-04-0005 DA 08211980 1681 Dependent
2 593-04-0011 MO 08211980 1271 Dependent
3 200- 10-4101 FI 05051980 1188 Dependent
FOTW Demo Site: fafsademo.test.ed.gov @

User name=eddemo _ Password = fafsatest

Use this site to demonstrate to staff, students, parents and high school guidance counselors how to
complete and submit FOTW, check the status of an application, search for Federal School Codes,
make corrections on the Web, check Student Aid Report (SAR) information, etc.

Important Features / Changes for 2003-2004 Important Dates

1-8 Sas 5 Delivery System


Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

Comment Comment Text Definition Match | C | Reject
Code Flag | Code | Code
179 Review the number of family members you have reported and either Ww

confirm your answer or make the necessary corrections.

Resolution required.
Student is independent. Verify or correct Student’s Number of Family
Members.

180 The Department of Veterans Affairs (VA) has confirmed that you are 4 Y
currently serving in the U.S. Armed Forces. You indicated on your
application that you will be released from active duty by June 30, 2004.
You must provide documentation of this to your financial Aid
Administrator before you can receive federal student aid.

Resolution required.

Student must provide documentation to the school that shows upcoming
release orders from a military branch, typically in memorandum format
or letter, stating intent to release. There is no requirement to reconfirm
actual separation during the award year.

181 Debt Collection Service, 1-800-621-3115. (GA 611)
182 Debt Collection Service, 1-800-621-3115. (GA 620)
183 Debt Collection Service, 1-800-621-3115. (GA 627)
184 Debt Collection Service, 1-800-621-3115. (GA 631)
185 Debt Collection Service, 1-800-621-3115. (GA 654)
186 Debt Collection Service, 1-800-621-3115. (GA 656)
187 Debt Collection Service, 1-800-621-3115. (GA 701)

188 United Student Aid Funds, Alaska Claims Assistance, 1-800-331-2314.
(GA 702)

189 Student Loan Foundation of Arkansas, Collections, 1-800-622-3446.
(GA 705)

190 _| EdFund, 1-800-367-1589. (GA 706)
191 Colorado Guaranteed Student Loan Program, 303-305-3000. (GA 708)

192 Connecticut Student Loan Foundation, Collections, 1-800-237-9721 or
860-257-4001. (GA 709)

193 Debt Collection Service, 1-800-621-3115. (GA 710)
194 Debt Collection Service, 1-800-621-3115. (GA 711)

195 Florida Department of Education, Defaulted Borrowers Assistance, 1-
800-366-3475 or 850-410-5200. (GA 712)

196 Georgia Student Finance Commission, Collections, | -800-776-6878 or
770-724-9000. (GA 713) re

197 Northwest Education Loan Association, Collection Office, 1-800-552-
0686. (GA 716)

198 Illinois Student Assistance Commission, Claims and Collections, 1-800-
934-3572 or 847-948-8500. (GA 717)

Delivery System B-23

lig BEST COPY AVAILABLE


Delivery System Appendix F: Glossary

IFAP (Information for Financial Aid Professionals)

A Federal Student Aid (FSA) online database/library that provides financial aid
administrators access to current and archived FSA information/materials (e.g., technical
publications, reference manuals, regulatory and policy guidance, Dear Partner and Action
Letters) pertaining to the administration of FSA programs. Also provides automatic updates
electronically to FAAs who subscribe to this service.

Located at ifap.ed.gov

User ID and password required to enroll in electronic updates.

Independent Student

An applicant for federal student financial aid who meets certain criteria. To be classified as
an independent student for federal student financial aid purposes, a student must meet one or
more of the following criteria:

e Beat least 24 years old by December 31 of the award year for which aid is sought
e¢ Bean orphan or ward of the court until the age of 18

* Bea veteran of the Armed Forces of the United States

e Have legal dependents other than a spouse

* Bea graduate or professional student

* Be married

Also see Dependent Student.

INS (Immigration and Naturalization Service)

The agency of the U.S. Department of Justice responsible for enforcing the laws regulating
the admission of foreign-born persons (i.e., aliens) into the United States. Also administers
immigration benefits, including the naturalization of qualified applicants for U.S. citizenship.

The CPS conducts a match of FAFSA data against this agency’s database to confirm the
student’s identification and eligibility for federal student financial aid.

INS Secondary Confirmation Flag

An indicator on the ISIR reporting the results of subsequent CPS data matches with the INS
database (after the initial match fails) to confirm the status of an applicant for federal student
aid as an eligible noncitizen.

IRS (Internal Revenue Service)

The federal tax collection agency administrating the Intemal Revenue Code enacted by
Congress.

F-12 Delivery System

166



Delivery System Appendix F: Glossary

Override

A flag the financial aid administrator sets on an ISIR correction to instruct the CPS to use
certain data provided in processing the student’s record/transaction and calculating the EFC.
Also see Assumption Override, Dependency Override, Reject Override.

Output Document
A record of a student’s application data and need analysis (EFC calculation). Types of output
documents include the Student Aid Report (SAR) and Student Aid Report Information
Acknowledgement that the student receives, and the Institutional Student Information Record
(ISIR) that the school receives. Also see [SIR and SAR.

PEPS (Postsecondary Education Participants System)

The Federal Student Aid (FSA) management information system for all organizations that
have a role in administering federal student financial aid and other Higher Education Act
programs. It maintains eligibility, certification, demographic, financial, review, audit and
default rate data about schools, lenders and guarantors participating in the Title IV programs.

Phase-In Participant
A school that uses fixed length record layouts to submit Pell Grant and Direct Loan Program
data to COD via the SAIG. Refer to the 2002-2003 Pell Grant Technical Reference and the
2002-2003 Direct Loan Technical Reference for the defined record layouts.

PIN (Personal Identification Number)

An identifier that allows students and parents to access their personal information in ED
systems. The PIN is also used to electronically sign the FAFSA and make corrections
electronically to data submitted on the FAFSA.

Located at: pin.ed.gov

PJ (Professional Judgment)

A provision in the Higher Education Act allowing financial aid administrators to override a
student's dependency status (from dependent to independent), to adjust the components of a
student's COA, and to adjust the data elements used to calculate the student's EFC. The
exercise of professional judgment may increase a student's eligibility for financial aid.
Professional judgment can be used only on a case-by-case basis, and the reason must be
documented in the student's file.

PLUS or Federal PLUS Loan

A federal loan program through which parents can borrow funds for the education needs of
their dependent children enrolled at postsecondary institutions. Loans are made by lenders
such as banks, credit unions, or savings and loan associations. Also see DL (Direct Loan).

Delivery System F-15

169


Delivery System Appendix F: Glossary

@ Transaction Number

A two-digit number within the Student ID reported on output documents produced after the
CPS processes initial or corrected FAFSA data. The CPS generates a new transaction number
(and a new output document) each time an applicant’s data is processed. For example, the
initial processed FAFSA creates Transaction 01, the first processed correction creates
Transaction 02, and a subsequent processed correction creates Transaction 03.

The Transaction Number is located in the lower right hand corner of the applicant’s SAR,
after the applicant’s Social Security number and the first two letters of the last name.

Transfer Student

A student who transfers from one school to another school during the same award year (July
1 to June 30).

Update

Data on the SAR/ISIR that has been updated to reflect changes in a student’s situation after
the FAFSA was signed. Updates are limited to dependency status (for reasons other than the
student’s marital status), household size and number in college (under certain conditions).

VA (Veteran’s Affairs)

The federal agency responsible for administering and managing the education, health care,
e@ and financial assistance benefits of U.S. veterans and their families.

The CPS conducts a match of FAFSA data against this agency’s database to confirm the
student’s identification and eligibility for federal student financial aid.

Valid ISIRISAR

Institutional Student Information Record (ISIR) or Student Aid Report (SAR) having a
calculated EFC and no “C” codes. Also referred to as Valid Output Document.

Valid Output Document
See Valid ISIR/SAR.

Verification

The process a school follows to check the accuracy of the information reported by the student
on the FAFSA. The information reported is compared against documents, such as signed
federal tax forms and signed Verification Worksheets, the student provides to the school.

Verification Status Code

A field by which the school reports to FSA the verification status of a student who has been
selected for verification and paid a Pell Grant. For 2003-2004, the Verification Status Codes
are:

@ N —Not Selected S — Selected, not verified V - Verified

Delivery System . F-19

°173


Session 2—Processing Ap; ation Data

wz One Docamans Rapue  [. S
( “| [Process NeaReSUlts \

Goal is to have a valid output
document with an official EFC and

no C codes O
+ C codes = database match problem
that must. be resolved
an
(oo
: O :

Output Documents Report Processing Results (continued)

Just as the results of the data edits the CPS performs are reported on the ISIR and SAR, so are the

results of the database matches with other agencies. The results of the each database match show up

as Match Flag values. In addition, if there is a problem with a database match, a “C” code is

generated and prints next to the EFC. r )

Like a reject, a “C” code indicates a potential problem with the student’s eligibility and must be
resolved.

Challenge:

Does resolving a data match problem reported on a particular ISIR mean that the “C”
code will go away when new/corrected application data is submitted to the CPS? Why
or why not?

2-6 Delivery System

BEST COPY AVAILABLE 38


Delivery System Appendix H: Answer Key

Session 1 — How to Apply

1. Jared is a high school senior at FSA High School. He asked his guidance counselor for assistance in
completing the application for federal student aid. This is the first time either Jared or his counselor
has completed an application. Looking at the paper application, they would both like more support in
interpreting the questions. The guidance office is equipped with computers and Web access.

1 Paper FAFSA (1 Paper Renewal FAFSA [) Spanish FOTW © FAA Access to CPS Online
CO) Paper Spanish FAFSA YY FotTw O ROTW © EDExpress

2. Lynda will be a junior studying Finance at FSAU — South in the upcoming academic year. This is
the first year she is applying for aid. After hearing about hackers and identity theft, Lynda is
adamant about not filing electronically.
© Paper FAFSA DD Paper Renewal FAFSA ] SpanishFOTW [1 _ FAA Access to CPS Online

O Paper Spanish FAFSA  []) FOTW O ROTW O EDExpress

3. Joan, an FAA at FSAU — Northeast, was assigned a student who sent in his own completed
application last year. Joan remembers that he had quite a few problems with his application. She
wants to help the student get his application processed more quickly this time around.

O Paper FAFSA Paper Renewal FAFSA [1] Spanish FOTW FAA Access to CPS Online
© Paper Spanish FAFSA O FOTW O ROTW © EDExpress

4. Thomas, hoping to be a student at FSAU — North, spent several hours completing his first paper
application. The entire time he wondered, “Does this question really apply?” and “Why am I filling
in this one?” This year Thomas would like to know that he is completing only what is necessary.

O Paper FAFSA CO Paper Renewal FAFSA [] Spanish FOTW =] FAA Access to CPS Online
1 Paper Spanish FAFSA. O FOTW ROTW : 0 EDExpress

5. Julio is bilingual, but feels more comfortable in his native tongue, Spanish, especially since this is
his first time to complete such an important application. Julio is in no particular hurry for the
information, since he planned in advance. He also is computer-literate and feels comfortable with
the security the Internet provides.

© Paper FAFSA © Paper Renewal FAFSA Spanish FOTW DO FAA Access to CPS Online

Paper Spanish FAFSA 1] FOTW O RoTW CO EDExpress

Delivery System H-1

i79


Delivery System Appen Job & Learning

Question Answor
@ T=iRS 1040 @ 4—A tax retum for Puerio Rico, Guam,
‘What type of tax return did your patents file, or will they filein | Q 2—IRS 1040A, 1040EZ, or ‘American Samoa, the U.S, Virgin Islands, the
| 20027 (72) | 1040 Tetefite Marahall Islands, the Federated States of
Q_3—A Foreign tex return ‘Micronesia, or Palau
Fityour parent filed « 1040, ‘wero they eligible to fl a LO40Aor1040E22(73) G Yes No — Seenotes on page 4
! What was your parents’ adjusted grous income fromiIRS form? (74) $

| (Adjusted Gross Income is om IRS form 1040-line 35; 104DA fine 21;-1040E2-line 4: or Telefile-line L:)

‘How much did your parents eam from working (wages, salaries tips, etc.)in 2002? (77 and 78) - | Father (77) §
(Answer these questions whether or not your parcuts filed a tax return. Tihs information may be on their W-2
|, forms, or-on IRS. Form 1040+tines 7+12+18; 1040A-Tine 7; or 10408Z:line 1. Tefefitern should use their W-2

forms) Mother (78) $

Student's amount from FAFSA Worksheet A (44) s Sce notes on page 4

Student's amount from FAFSA Workshect B (45) s ‘See notes on puge 4

Student's amount rom FAFSA Worksheet C (46) s ‘See notes on poge 4

As of today, student’s (and spouse's) amount for net worth of current investments, including real s Net Worth means current

estate (not your home) (47) vatue mious debt

‘As of today, student's (and spouse's) amount for net worth of current business and/or investment | « "Nat Worth means eurent|

farms (48) value minus debt

As of touay, student's (and spouse's) amount of cash, savings, and checking accounts (49) s

Number of months student will receive veterans’ cducation (VA) benefits (50) Use 01 to 12

Student's monthly VA benefits amount (51) $s

Student's father's (or atépfather’s) Social Seeutity Number (61) . ia = fi

 Studenits father’s (or step father’s) last name (62) nt oe ZZ

‘Student’s mother's (or stepmother's) Sociel Security Number (63) ~~ ° — - : |
@ Stutlent’s mother's (or stepmother’s) last name'(64): tree _., a

Student's parents"household size (65) . oo |  Seenotes on page 4

Student's parents’ number in college (66) - ‘See notes on page 4 |

Student's parents’ state oflogabresidence (67) ee _ q

Did the students parents Bocome opal residents ofthe stats before Fenumy 1, 19987 (68) Q Ye. No |

If"No,"*date the student's parent became a legal resident ofthie tite (69) ] ‘Month snd Year, eg, 0571998) |

‘Whet is the age of the.student's older pareni? (70):

|. What was the amount the student’s parents paid'in income tax for 2002? (75). $

‘(income tax amount is on-IRS form 1040-tine 35; 1040A-lina 36; 1040BZ-line 10, or Tedefile-tine K{2):)

-Boter the student's paresits’ exemptions for 2002:(76) - oO, ' ;
(Exemplions are oni IRS form. 1040+lins 6d oF 1040A-tine 64, For Form. 104082, ‘if persoa answered “Yes” . 4
ouline 5, use’ EZ workstiect line ta detetmnie. the number of exeriptions ($3,000 equals one cxcmpticn). ‘Ifa : - 4
iperyon answered “Wo” on Hne 5 enter 01 if ie orsheis single, or 02 if he’or she is masried. For Form Telefile,

‘Use line J(2) to determine thenumber of exemptions ($3,000 equals ane exemption). ie eee

‘Student's parents’ amount from FAFSA Worksheet A (79) s ‘See notes on page 4
‘Student's parents’ amount from FAFSA Worksheet B (80) s ‘See notes on page 4
‘Student's parents" amount from FAFSA Worksheet C (81) s ‘See notes on page 4
As of today, student's parent's amount for net worth of current investments, including real estate $s Net Worth means current
{not your home) (82) value minus debt

As of today, student's parent's amount for net worth of current business and/or invesiment $ ‘Net Worth means current
farms (83) value minus debt

‘Asof today, student's parent’s amount in cash, savings, and checking accounts (84) $

Near the end of the application, the online FAFSA will kelp you to list the schools you would like to receive your FAFSA information,
In addition, if someone other than you, your spouse, or your parents completed the online FAFSA for you, you will be asked to report information
about shat person.

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Delivery System Appendix D: Required School Reporting

Other Required Reporting Recipients Method Due Date
22. Enrollment Reporting ED Electronically via NSLDS_| At least semi-
(formerly Student Status annually but
Confirmation Report) to report recommended every
status of students who are 2 months
beneficiaries of PLUS loan(s) or If change occurs and
who have borrowed Stafford no report is
loan(s): scheduled for 60
(1) Enrollment, including less-than- days, must report
half-time and withdrawal within 30 days of
(2) Permanent address changes becoming aware of
FSA Handbook, Vol. 8, Chapter 7 change
682.610, 685.309
23. (a) Federal Perkins Loan data | ED Electronically via NSLDS Monthly
FSA Handbook, Vol. 2, Chapter 3
668.16
24, Credit Bureau Reporting of At least one
Perkins Loan information: national credit
(1) Date and amount of each bureau
Perkins Loan disbursement
(2) That borrower/loan has gone
into default
(3) That defaulted borrower has
made 6 consecutive, on-time
monthly payments
FSA Handbook, Vol. 5, Chapter 7
674.16, 674.45

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140


System Appendix H: Answer Key

Session 2 — Resolving ISIR Problems

# Student

Comment
Codes

Match
Flags

Generate
C code?

Reject

Problem Identified & Resolution

1 Kathy
Erickson

089
109

x

Yes

Marital status inconsistent with
reported incomes

Review and provide parent’s marital
status and income from work.

The INS did not have enough
information to confirm her statement
that Kathy is an eligible noncitizen

Must begin paper (G845) secondary
confirmation process.

2 Amy
Zimmerman

166

Father’s SSN is not valid.

Verify SSN and correct
Father’s/Stepfather’s SSN.

3 Marcel
Venturi

138

Yes

Found reported SSN on NSLDS
database, but name and date of birth
did not match.

Determine if the NSLDS record is that of
the applicant, by accessing NSLDS online
using SSN only to retrieve the matching
data. If the record belongs to the student,
use the information in NSLDS to
determine eligibility for FSA funds.

4 Gail Romano

060

Date of birth on application does not
match SSA’s records.

Since this is a verifiable reject, so it can
be re-entered and it will be accepted.
Student may provide documentation that
explains the discrepancy with the date of
birth. If the student’s date of birth is
correct, the student must contact SSA.
Once SSA corrects its records, the student
may reenter the date of birth and submit it
as a SAR/JISIR correction. If the date of
birth is incorrect, the student may correct
the date of birth on SAR/ISIR. Ifa
correction is made to date of birth, SSN,
first name, or last name, the record will be
sent again for matching. Review
subsequent transactions for updated match
flag.

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Ses:

in 4—Disbursement and Reporting

LA COD: Pall onc POP ~

¢

New Pell verification status code

Potential Overaward Project (POP)

~ Pell Grant overawards can exist for up to
30 days

COD: Pell and POP

For 2003-2004, one of the most important changes to Pell Grant reporting pertains to the Pell
verification status code. The Pell verification status code “S” is added.

e S-Selected, not required to be verified
e Other code remains unchanged
V - Verified

W — Without documentation
Potential Qveraward Project (POP)

The Potential Overaward Project (POP) applies to the Pell Grant Program and is implemented when
more than one school reports to COD disbursements for the same student totaling more than 100% of
the student’s scheduled Pell Grant award.

Beginning with award year 2002-2003, Pell Grant overawards are allowed to exist for 30 days. A
Multiple Report Record (MRR) is produced to inform each involved school of the situation and to
provide contact information. If the POP situation is not remedied after 30 days, each school
automatically receives a negative disbursement of the entire award. The eligible school then needs to
submit the positive disbursement.

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Delivery System Appendix C: Job & Learning Aids

Web Site Resources @
Resources for Financial Aid Administrators:

Web site Description
fsa4schools.ed.gov Schools portal
ifap.ed.gov Information for Financial Aid Professionals

Library
fsadownload.ed.gov FSA Student Aid Internet Gateway Online

(download software, technical references, etc.)
Fsa4schools.ed.gov FAA Access to CPS Online
fafsa.ed.gov/FAA/faa.htm
edpubs.org/bpos Bulk Publication Ordering System
pin.ed.gov PIN Registration
www.nasfaa.org NASFAA Conference Presentations
www.ed.gov/offices/OSFAP/services/fs | Subscribe to FSATech Electronic Newsletter
atechsubscribe.html
www.cbfisap.sfa.ed.gov FISAP on the Web (eCampus-Based/FISAP)
cod.ed.gov COD on the Web @
nsldsfap.ed.gov NSLDS on the Web
www.xml.com XML (Extensible Mark-up Language) info

Resources for both Financial Aid Administrators and Students:

Web site Description

pin.ed.gov PIN Registration

fafsademo.test.ed.gov FOTW Demo Site (login ID = eddemo, password
= fafsatest)

Resources for Students:

Web site Description

www.nslds.ed.gov/SAStatic/privact.asp | NSLDS for Students

studentaid.ed.gov Students Portal

fafsa.ed.gov FAFSA on the Web, Spanish FAFSA on the Web,
Renewal on the Web, Corrections on the Web

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ery System Appendi 2003-2004 Applica ery System Changes

EDExpress

48 | Multiple Entry: Schools can change the following fields to “blank”
e  Parent’s State of Legal Residency
e SAP
« Award Letter Received date (must also remove Award Letter Received flag when changed to
“blank”)
¢ Low Tuition
49 | Setup: Length of the Term column in academic year setup increases to 9 characters, all displayed.

Direct Loan & Pell:
EDExpress is a Full Participant for Direct Loan/Pell Payment in 2003-2004 send/receive Origination and

Disbursement data to/from COD using the Common Record XML format. ools are not required to
move to XML now, but have to modify processes to accommodate the new ds and edits that are
being implemented duc to COD. These new fields and edits are listed in lines 50 through 60.

50 | » New Setup: New school identifiers
¢ School Identifier: Entity ID or Routing ID (RID)
© School Identifier: Source Entity ID applies to servicers
© Disbursement Profiles
e Funding Methods
51 | Multiple Entry for DL: Schools can change the following fields to “blank”
* College Grade Level (allow only when loan not originated)
e Loan Entrance Interview Date
52 | Multiple Entry for Pell: Schools can change the following fields to “blank”
¢ End of entry edits in place to prevent changing to blank when not allowed
¢ Enrollment Status (If kept, allow only when Payment Methodology is Formula 4)
¢ Verification Status Code
© Origination Cross Reference
© Weeks Used to Calc (allow only when Weeks of Instruct Time is blank)
¢ Weeks of Instruct Time (allow only when Payment Methodology is Formula 1)
¢  Credit/Clock to Complete (allow only when Payment Methodology is Formula 1-3)
*  Credit/Clock in Program (allow only when Payment Methodology is Formula 1-3)
53 | Disbursement Release Indicator is added to Multiple Entry.
54 | Origination
¢ Batches are now Documents
¢ Acknowledgements are now Responses
55 | Disbursements
«Pell is more like Direct Loan for disbursement activity types
« Sequence numbers added
«Pell correction is more like DL-instead of adjusting a disbursement, the new amount replaces the
prior with a new sequence number
56 | External Add/Change Import: Data is kept ina flat file.
57 | Disbursements: Estimated Disbursement Dates for Pell Payment is removed. Full Participants are not
required to submit this data to COD to process Pell Grants.
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Session 1—Application Systems

Session Key Learning Points

Retrieve your Session Key Learning Points handout. Under the Application Systems section, write
down the most important points you learned in this session.

Challenge:
Js What Web resource pertains specifically to students? What is the Web address?

Note:

@ Refer to page C-2 of Appendix C for a compiled list of Web site resources mentioned
throughout this workshop.

1-14 Delivery System

32


Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

Comment Comment Text Definition Match | C_ | Reject @
Code Flag | Code | Code
100 To resolve your Perkins overpayment, call the U.S. Department of 3 Y

Education at 1-800-621-3115, or write to the U.S. Department of
Education, P.O. Box 4222, Iowa City, lowa 52245

Resolution required.
101 To resolve your Perkins overpayment, call the U.S. Department of 3 Y
Education at 1-800-621-3115, or write to the U.S. Department of
Education, P.O. Box 4222, Iowa City, lowa 52245.

Resolution required.
102 To resolve your Perkins overpayment, call the U.S. Department of 3 Y
Education at | -800-621-3115, or write to the U.S. Department of
Education, P.O. Box 4222, Iowa City, lowa 52245

Resolution required.

103 We could not find one or more of the schools you listed in our file of
eligible schools. To receive federal student aid, you must attend a school
that participates in the federal student aid programs.

104 ATTENTION: You did not list any schools or the schools you listed are
not in our file of eligible schools. To receive federal student aid, you
must attend a school that participates in the federal student aid
programs.

105 This ISIR has been produced because we received information from the Cc Y
Immigration and Naturalization Service (INS) regarding your
citizenship status. The INS has not yet confirmed your statement that
you are an eligible noncitizen. You must submit proof of your
noncitizen eligibility to your school. If you fail to submit proof to your
school within 30 days, or longer if your school allows, you may not be
eligible for federal student aid.

Resolution required.

School is encouraged, but not required, to wait ten business days for
another systems generated ISIR with updated secondary confirmation
match flag before beginning mandatory paper (G845) secondary
confirmation process.

106 You have corrected information on your ISIR more than 10 times.
Before sending in another correction, contact your Financial Aid
Administrator for assistance.

107 To resolve your Perkins overpayments, your Financial Aid 3 Y
Administrator must access NSLDS for additional Perkins overpayment
information.

Resolution required.

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Personal Networking Directory

Use this space to jot down the contact information of new acquaintances you meet during the

workshop.

Name

School

Phone

E-mail

10

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Delivery System



Delivery System Appendix A: 2003-2004 Application & Delivery System Changes

EDExpress

58

Disbursements: Pell Disbursement Profiles

© Schools can create Pell Disbursement Profiles that are used to calculate Edit Only disbursements.

e Use of the Pell Disbursement Profiles is not required, but use of Direct Loan Disbursement
Profiles is still required.

e Pell disbursement profiles include Disbursement Dates that are used to create disbursement
amounts. Once the profile is attached to a student record, schools can process an award (via
Calculate), save on the tab, or have the software automatically create disbursement records. The
amounts calculated use TPC (usually scheduled award) and are split evenly between the # of
Disbursement dates defined.

59

Disbursements: DL Anticipated Disbursements grid is renamed to more closely follow COD terminology
(edit-only disbursements).

60

Disbursement Tab: Following changes are made:
© DRI is added to this tab. Schools can create edit-only disbursements at any time.
e DRI for actual disbursements cannot be set to “true” more than 30/7/0 days in advance.
* Based on Funding Method
© Applies to both Direct Loan and Pell Payment
© Funding Method is defined in Setup

61

Setup: Estimated Disbursement Dates are removed from Setup.

62

Import Types: EDExpress has only 1 Import type and message class for Origination/ Disbursement,
CODRECOP. All origination (edit-only) records, all disbursement records and all change records come
back in 1 message class.

63

Export Types: EDExpress has only 3 Export Types that use the same message class:
e  Pell-only records
e Direct Loan-only records
© Allrecords (DL & Pell) ready to be batched

DL Tools For Windows

1 | & New SAS-DL report combines the previous Direct Loan School Account Statement (DLSAS) and the
732 reports. DL Tools updates the compare process to use the new combined SAS-DL and provides all
current functionality provided in DL Tools.

2 | Cash Receipts and Excess Cash values display as positive numbers on the SAS-DL except when noting a
downward adjustment transaction. DL Tools processes the values accordingly.

3 | Compare program for the SAS-DL is updated to run school disbursement records at the individual
disbursement level instead of a cumulative disbursement amount at the loan level.

4 | Direct Loan Measurement Tool reports are located in the DL Tools for access by all Direct Loan schools
(moved from EDExpress). Examples of 2 such reports are the Direct Loan Volume Measurement Tool
report and the Disbursement Measurement Tool report.

5 | » New Report displays individual disbursements and includes the number of actual disbursements/loan.

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Delivery System Appendix

@ 2003-2004 ISIR Comment Codes and Text

The codes in this table are in numerical order and all appear on the ISIR. [fa number does not appear
in the list, assume that that code is not used. An “*” (asterisk) in the Match Flag column means that a
match flag value is not generated for cases that were not/could not be sent to the matching agency.

IR Comment Codes and Text

Comment Comment Text Definition Match |, C_ | Reject
Code Flag | Code | Code
001 This is a copy of the ISIR you requested.
003 This ISIR shows corrections to your data that was previously entered
incorrectly.
004 This ISIR has been produced due to a change in your financial aid
history information in the National Student Loan Data System (NSLDS)
that may affect your eligibility for federal student aid.
005 We were unable to read all of the information on your application or
SAR because it was damaged. Please review all of the items on this
ISIR and make any corrections as needed.
006 If you need additional help with your ISIR, contact your school
Financial Aid Administrator (FAA) or the Federal Student Aid
Information Center at 1-800-4-FED-AID (1-800-433-3243). If your
address changes, contact your school or call 1-800-4-FED-AID and ask
a customer service representative to make the change for you.
009 We cannot process your application further because of issues raised by 19
e@ terms of the Anti-Drug Abuse Act of 1988. For information on how to
proceed, you must contact us within 30 days from the date of this letter
by telephone at 202-377-3243.
Resolution required.
No resolutoin required. May be resolved only by ED.
010 For additional information about your FSEOG overpayment, your 3 Y
Financial Aid Administrator must access NSLDS.
Resolution required.
013 You cannot change your social security number because the Social 4
Security Administration already verified that this social security number
belongs to you.
018 You must provide your date of birth. 5
Resolution required.
Correct the student’s DOB.
020 To resolve your Pell overpayment, your Financial Aid Administrator 3 Y
must access NSLDS for additional Pell overpayment information.
Resolution required.
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Delivery System

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Delivery System Appendix C: Job & Learning Aids

Appendix C: Job & Learning Aids

Table of Contents

Web Site Resources
2003-2004 FOTW Pre-application Worksheet
Accessing NASFAA Presentations and Session Handouts
Subscribing to IFAP Updates
Requesting an Initial PIN.....

Requesting a Subsequent PIN..
Accessing FAA Access to CPS Onlin
DPA Enroll Additional Users to FAA Access to CPS Onlin
2003-2004 Assumption Override Codes..........ss+ss+ aecseaeenceneeneee
2003-2004 Reject Codes & Overrides
COD Term Translator... . aoe
Set Up School Security Administrator for COD Web Site ......

Subscribing to FSATech Electronic Newsletter ............sscsseseeses

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Delivery System Appen

ery System Changes

Pell Grant DL
# coD Program | Program
10 | Phase-In Participants: Loan Amount Requested field is filler on the loan x
origination record, the loan origination acknowledgement and the MPN
acknowledgement.
11 | EDExpress users become Full Participants in 2003-2004. x x
« EDExpress software is modified to import and export XML to/from the
COD system.
« For combo systems, external import and export continue to be in current
fixed length formats.
« All reports continue to be produced and imported in current formats not
XML.
12 | Subsidized and Unsubsidized loans have an updated MPN. x
13 | > New Added MPNID tag value: N = PLUS. x
14 | > New Added Promissory Note Print field value field: O = School or its x
delegate prints and sends the PNote.
15 | Disclosure Statement is updated for Subsidized and Unsubsidized loans. x
16 | > New Full Participants only, added Disclosure Statement Indicator value: S = x
School printed and provided a disclosure statement to the borrower.
17 | > New Added Pell verification status code: S = Selected for verification but x
not verified. Allows a school to report students selected for verification by CPS
but who are not required to be verified.
18 | Full Participants only: Abbreviations are eliminated from tag names in the x x
Common Record Layout.
« All Common Record tag names reflect PESC and EBXML standards.
e Existing Full Participants can continue to use the old tag names for 2002-
2003 award year processing.
¢ All new Full Participants for the 2003-2004 award year processing must
conform to the new tag names.
19 | Full Participants only: Following modifications are made to the Common Record x x
layout:
© Student/Borrower Identifier field maximum length increases from 52 to
54 and all 3 attributes in the field are required.
e Disbursement Release Indicator replaces Payment Trigger Flag
e ResponseErrorField field maximum length is changed to 35.
© Software is changed from an attribute to 2 elements: SoftwareProvider
and SoftwareVersion.
e AddressTypeCode is changed from a Boolean to a string with valid
values of P/T (Permanent/Temporary).
© SecondaryEFCCode is added as a valid tag for Campus-based programs
(Perkins, SEOG, and FWSP).
© CWC is removed as a valid value for Award Type.
20 | Entrance Counseling is moved to the Direct Loan Servicing Web site. x
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Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

@ Comment Comment Text Definition Match | C_ | Reject
Code Flag | Code | Code
221 Oregon Student Assistance Commission, Collection Office, 1-800-457-
0135 (GA 741)
222 Pennsylvania Higher Education Assistance Agency, 1-800-233-0751
(GA 742).

223 Rhode Island Higher Education Assistance Authority, 1-800-922-9855
or 401-736-1100. (GA 744)

224 South Carolina State Education Assistance Authority, Collections, 1-
800-347-2752 or 803-798-0916. (GA 745)

225 Education Assistance Corporation, 1-800-874-8982 or 605-622-4347.
(GA 746)

226 Tennessee Default Collection Services, BTI Services, 1-800-257-6528,
Ext. 1. (GA 747)

227 Texas Guaranteed Student Loan Corp., Collections, 1-800-252-9743 or
512-219-7337. (GA 748)

228 Utah Higher Education Assistance Agency, 801-321-7200 or 1-800-418-
8757. (GA 749)

229 Vermont Student Assistance Corp., 1-800-642-3177 or 802-655-9602,
Ext. 278. (GA 750)

230 Debt Collection Service, 1-800-621-3115 (GA 751)

@ 231 Northwest Education Loan Association, Collection Office, 1-800-552-
0686. (GA 753)

232 Great Lakes Higher Education Corporation, 1-800-354-6980. (GA 755)
233 Debt Collection Service, 1-800-621-3115. (GA 772)

234 Debt Collection Service, 1-800-621-3115. (GA 778)

235 United Student Aid Funds, Post Claims Assistance, 1-800-331-2314.

(GA 800)
236 United Student Aid Funds, Arizona Claims Assistance, 1-800-331-2314.
(GA 804)
237 United Student Aid Funds, Hawaii Claims Assistance, 1-800-331-2314.
(GA 815)

238 Educational Credit Management Corporation, 651-221-0566. (GA 927)
239 Educational Credit Management Corporation, 651-221-0566. (GA 951)
245 Direct Loan Servicing Center, Utica, NY, 1-800-848-0979. (00100)

251 Call the U.S. Department of Education at 1-800-621-3115, or write to
the U.S. Department of Education, P.O. Box 4222, Iowa City, lowa
52245. (EDR 04)

252 Call the U.S. Department of Education at | -800-621-3115, or write to
the U.S. Department of Education, P.O. Box 4222, Iowa City, lowa
52245. (EDR 05)

Delivery System 1 1 1 B-25

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Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

c
Code

Reject
Code

068

You did not indicate on your application that you are a U.S. citizen or an
eligible noncitizen. To be eligible to receive federal student aid, a
student must be --

(1) AUS. citizen (or U.S. National), or
(2) An eligible noncitizen, such as a U.S. permanent resident or a

resident of certain Pacific Islands, or as determined by the Department
of Education.

Resolution required.
Review or correct Citizenship Status.

blank
*

17

069

Review your date of birth and either confirm the date you have reported
or make the necessary corrections.

Resolution required.
Verify or correct the DOB.

070

You reported that you will either have a bachelor’s degree by July 1,
2003 or you will be working on a degree beyond a bachelor’s degree.
Graduate students are eligible for most types of federal aid, but
generally not the Federal Pell Grant.

072

Review your date of birth and either confirm the date you have reported
or make the necessary corrections.

Resolution required.
Verify or correct the DOB.

075

You must report your marital status as of the date that you signed your
original application. You should not update this item if your marital
status changed after you signed and submitted your application.

076

Social Security Administration (SSA) records indicate that the social
security number (SSN) you provided belongs to you but also belongs to
a deceased person. If the SSN you reported is correct, you must contact
an SSA office to resolve this problem.

077

To resolve your FSEOG overpayment, your FAA must contact the
school associated with the FSEOG overpayment.

Resolution required.

078

The U.S. Department of Education granted permission to process your
application after the July 1, 2004 deadline.

079

To resolve your FSEOG overpayments, your Financial Aid
Administrator must access NSLDS for additional FSEOG overpayment
information.

Resolution required.

B-10

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Delivery System


Delivery System Appendix H: Answer Key

Session 4 — Exercise

Part I

Put the steps to the COD process in order by indicating the correct number (1, 2, 3 or 4) on the line
next to each step:

4 COD System returns the results of data processing to the school via Acknowledgements
(Phase-In Participants) or Responses (Full Participants)

2__ cop System processes the data

J _ Schools submit origination and disbursement records to COD
3 COD System edits the data
Part II

F __ 1. All schools must use the XML Common Record Layout format for award year 2003-2004.
They can use it, but it is not a requirement until 2004-2005

F ___2. Ifa parent is borrowing PLUS loans for more than | dependent student, only 1 MPN is
needed.
Need 1 MPN per PLUS

T__ 3. There are 2 COD participation options: Full Participant and Phase-in Participant.
T__ 4. The SSCR process is now known as Enrollment Reporting, which uses a Roster File.
T___ 5. The acronym MRR stands for Multiple Reporting Record.

F __ 6. Federal Perkins Loan data must be reported to NSLDS bi-weekly.
Federal Perkins Loan data must be reported monthly (not bi-weekly)

F__ 7. COD processing for 2003-2004 begins in May 2003.
COD processing for 2003-2004 begins in March 2003

F__ 8. The report for financial aid and enrollment activity for FWS, Federal Perkins Loans and
FSEOG must be submitted annually by August 1.
Annually by October 1 (not August 1)

T__ 9. Overpayment on a Federal Pell Grant, FSEOG or Federal Perkins Loan must be reported to
COD within 30 days of the school’s being aware of the change.

T__ 10. EDExpress users become full participant users of the COD system in 2003-2004.

H-6 Delivery System

184


@
U.S. Department of Education E I C
Office of Educational Research and Improvement (OER!)
National Library of Education (NLE) tral esne mtan Cane
Educational Resources Information Center (ERIC)

NOTICE

Reproduction Basis

This document is covered by a signed "Reproduction Release (Blanket)"
form (on file within the ERIC system), encompassing all or classes of
documents from its source organization and, therefore, does not require a
"Specific Document" Release form.

4 This document is Federally-funded, or carries its own permission to

reproduce, or is otherwise in the public domain and, therefore, may be
reproduced by ERIC without a signed Reproduction Release form (either
"Specific Document" or "Blanket").

EFF-089 (1/2003)


Session 4—Disbursement and Reporting

COD and Other Reporting
Part |— COD High-Level Process

Put the steps to the COD process in order by indicating the correct number (1, 2, 3, or 4) on the line
next to each step:

COD System returns the results of data processing to the school via Acknowledgements
(Phase-In Participants) or Responses (Full Participants)

COD System processes the data

Schools submit origination and disbursement records to COD

COD System edits the data

Part Il — True or False

Determine if the following statements are either True or False. If the statement is False, identify how
to make the statement True.

1. All schools must use the XML Common Record Layout format for award year 2003-2004.

2. Ifa parent is borrowing PLUS loans for more than 1 dependent student, only 1 MPN is
needed.

3. There are 2 COD participation options: Full Participant and Phase-in Participant.

4. The SSCR process is now known as Enrollment Reporting, which uses a Roster File.
5. The acronym MRR stands for Multiple Reporting Record.

6. Federal Perkins Loan data must be reported to NSLDS bi-weekly.

7. COD processiiig for 2003-2004 begins in May 2003.

8. The report for financial aid and enrollment activity for FWS, Federal Perkins Loans and
FSEOG must be submitted annually by August 1.

9. Overpayment on a Federal Pell Grant, FSEOG or Federal Perkins Loan must be reported
to COD within 30 days of the school’s being aware of the change.

10. EDExpress users become Full Participant users of the COD system in 2003-2004.

4-10 Delivery System

64


Session 4. isbursement and Reporting

4

G7, GOD Raxitiparion Opeiens

All schools must become Full Participants |
by 2004-2005 |

+. Full Participant,

— Submits records using the-Common Record |
Phase-in Participant |
i}

— Submits records using fixed length recards
. and batch files

ch

ae . an

COD Participation Options

Schools participate in COD as either Full Participants or as Phase-in Participants. Participation is
determined by the method a school uses to transmit its data to COD.

Full Participant schools submit data to COD using the Common Record. The Common Record is a
flexible data document that accommodates a common process for reporting both origination and
disbursement information for multiple students, multiple programs, multiple award years, multiple
schools, and multiple campuses—all in one record submission. The Common Record is written using
XML (Extensible Markup Language). In addition, Full Participants have the option of submitting
their Campus-Based award-level information so that the COD system will pre-populate certain
sections of their FISAPs.

Phase-in Participants submit origination and disbursement data to COD using separate processes and
distinct types of fixed length records and flat files.

While all schools must become Full Participants by the 2004-2005 award year, EDExpress schools
become Full Participants in 2003-2004.

Notes:

@ Schools must contact the COD School Relations by March 1, 2003, of their intentions to
become Full Participants for 2003-2004: (800) 4PGRANT for Pell Grants and (800) 848-0978
for Direct Loans. For more information about becoming a Full Participant, see IFAP at
ifap.ed.gov for the electronic announcement dated October 29, 2002.

Page C-18 of Appendix C includes a COD term translator, which maps terms previously used
(e.g., by RFMS for the Pell Grant process, by DLOS for the Direct Loan process, and by COD
for the 2002-2003 COD process) to terms that correspond to the 2003-2004 COD process.

4-6

Delivery System

60
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Session 1—Application Systems

Paper vs. Electronic Application Forms

Paper Application Forms: Pros Paper Application Forms: Cons
Electronic Application Forms: Pros Electronic Application Forms: Cons
School Processing: Pros School Processing: Cons
1-4 “ 2 2 Delivery System

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Session 3—Correcting Application Data

— Misinods Sears Usa
a ao Subink Cranes % we GPS

+ Paper SAR

+ Corrections on the Web
— Some corrections in real time

— Prompts for review of e-mail address

+ Federal Student Aid Information Center
[ — 800 4 FEDAID

AN

2-6

Submitting Changes to the CPS - Student

The next couple of pages cover the multiple methods available to both students and schools for
submitting data changes to CPS for reprocessing.

Students can update or correct a paper SAR, sign it and submit it to the CPS, or they can work
through their schools.

Using their assigned PIN, students can also access Corrections on the Web (COTW) to make
corrections online. Dependent students only need a parent’s signature (paper or electronic) if the
parental information is corrected.

There have been some important changes made to Corrections on the Web for 2003-2004:
e Changes are processed in real time for transactions that don’t require initial database matches
- For transactions processed in real time, the NSLDS screening match occurs within | week
— CPS edits are applied immediately
— Official EFC is provided instantaneously

— Data is processed and ISIR is provided to school in the daily batch transmissions

wow: The student is automatically prompted to review their e-mail address and update it, if needed

e Ifthe student tries to update or correct a transaction that resulted from the school’s correction
a more strongly worded pop-up message displays

In addition, students can call 1-800-4 FED AID (Federal Student Aid Information Center) to make
certain corrections/changes over the phone:

e Change physical and/or e-mail address e Change answer to drug question #35
e Add federal school codes e Request a duplicate SAR
All of these changes, except requesting a duplicate SAR, require a DRN to verify the student’s
identity.
Delivery System 3-5

51 BEST COPY AVAILABLE


@ Session 4—Disbhursement and
Reporting

Me] IN

* Identify reporting requirements for
awards/disbursements and enrollment

* Review the basic COD process

¢ Explain important COD concepts

@ “24 © Identify COD changes planned for

2003-2004
K |

4-2

55 BEST COPY AVAILABLE


ery System Changes

Pell Grant DL
# Cc (o) D Program | Program
1 | > New Full Participants only: Following tags are added: x x

© Negative Pending Amount

© Total Financial Award Accepted

© Total Financial Disbursement Accepted

e Total Funded Disbursement Accepted

e Total Non-Funded Disbursement Accepted
2 | > New Full Participants only: Endorser Amount tag: x

e Will be returned to schools on the credit decision override response
e Will not increase once an endorser addendum is accepted

In addition, Actual Disbursements cannot exceed the endorser amount.
3 | > New Phase-In Participants: Endorser Amount field is added and: x

e Will be returned to schools on the credit decision override response
e Will not increase once an endorser addendum is accepted

In addition, Actual Disbursements cannot exceed the endorser amount.
4 | MPN for PLUS loans x

© Parent borrower who borrows to pay for the educational costs for 1 child
will sign an MPN to cover the loan or loans. If the parent is borrowing
for more than | dependent student, a separate MPN is needed for each
child. Unless the parent obtains an endorser on a loan, single-year or
multi-year use of the MPN will be authorized according to regulations.
e Ifa parent borrower obtains an endorser on a loan, the MPN that the
parent borrower signed becomes a single-loan MPN and no additional
loans can be made under that MPN.

5 | With the implementation of the PLUS MPN, a PLUS disclosure statement must x
be provided/printed by the school or COD prior to or on the date of disbursement.
6 | Parent borrower needs a PIN to complete an eMPN for PLUS loans, and credit
decisions do not have to be made before a PLUS eMPN is completed.

7 | Full Participants only: When a Direct Loan Award is established on COD x
without disbursement data, COD sends a warning to the school. School is
responsible for printing and providing the disclosure statement if disbursement
data is not sent at least 5 days in advance of the first disbursement date.

8 | Full Participants only: When a school does not send disbursement data at least 5 x
days before the first disbursement date and does not indicate that it has
printed/provided the disclosure statement, COD prints and provides the disclosure
statement to the borrower and sends a waming to the school.

9 | Full Participants only: Due to the implementation of the PLUS MPN, the Award x
Amount Requested tag is no longer returned on MPN responses for award year
2003-2004 and forward.

Note: Field can only be submitted for award year 2002-2003.

A-18 84 Delivery System

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ery System Appendix

2003-2004 Master Calendar of Events

Month /
Year

Date

Events

Application
Systems

Processing
Application
Data

Correcting
Application
Data

Disbursements
& Reporting

Sep 2003

Sep 30

First date for school to submit
request for administrative
relief for 2002-2003 Pell
reporting based on a natural
disaster or other unusual
circumstances, or an
administrative error made by
ED or an ED contractor

v

Oct 2003

Oct 1

Last date for school to submit
2004-2005 FISAP to ED
(reporting on 2002-2003
activity)

Oct 1

Last date for school to submit
annual Campus Security
Report to ED

CPS builds 2004-2005
Renewal Application database

School sends request to CPS
for PINs and 2004-2005
Renewal Application
Reminders for eligible renewal
applicants

Oct 14

CPS begins processing PIN
requests

Oct 15

Last date for school to submit
annual Equity in Athletics
Report to ED

Electronic Announcement
describing changes to 2004-
2005 EDExpress software
posted to IFAP

School begins ordering 2004-
2005 FAFSAs

Begin development on 2005-
2006 FAFSA/Renewal
FAFSA

Nov 2003

Planned retirement of PEPS
legacy system

Planned implementation of
NSLDS II

Nov1

2004-2005 final regulations
published

Nov 1

ED begins distributing 2004-
2005 FAFSAs

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146

Delivery System



Delivery System Appendix D: Required School Reporting

Other Required Reporting

Recipients

Method

Due Date

19. (b) William D. Ford Direct
Loan origination and
disbursement information

Direct Loan School Guide, Chapter
6

ED

Electronically via COD at
cod.ed.gov

Origination and
disbursement
records submitted
throughout award
year

Disbursements
reported up to 7
days before or
within 30 days after
disbursement
Changes to
disbursements are
reported within 30
days of date school
is aware of change
Submission deadline
generally is July 31
of calendar year
following end of
award year (e.g., for
AY 2002-2003, the
deadline is July 31,
2004)

19. (c) Optional Campus-Based
Program student-level award
data (Option for Full Participants in
COD to pre-populate sections of the
FISAP)

ED

Electronically via COD at
cod.ed.gov

May be submitted
throughout award
year prior to
completing FISAP

20. Overpayment due from student
resulting from withdrawal from
school

FSA Handbook, Vol. 2

ED

Electronically via NSLDS
at nsldsfap.ed.gov and/or
refer to ED for collection
(See Handbook for referral
form and address)

Immediately after
response from
student within 45
days required to
respond if student
cannot repay or 46th
day after notice to
student to set up
payment
arrangements and no
response

21. Overpayment due from student
GEN 98-14
FSA Handbook, Vol. 1, Chapter 8

Debt Collection
Service

Electronically via NSLDS.
at nsldsfap.ed.gov and/or
refer to ED for collection
(See Handbook for referral
form and address)

Within 30 days of
learning of
overpayment

Delivery System

139



@ Session Key Learning Points

Following each session, take a moment to think about and write down the most important
points you learned.

Application Systems

Processing Application Data

Correcting Application Data

Delivery System . 11

17


Legend:

2003-2004 Award Year

004 Master Calend:

Master Calendar of Events

1. = Refers to events that occur sometime during that month but have no specific date (as of training print date)

12 calendar months of the 2003-2004 award year is highlighted (July 2003-June 2004)

2.
3. indicates events that correspond to a particular session in the Delivery System training
4. “03-04” indicates events that correspond to a session in the Delivery System training and pertain to the 2003-2004 award

year

Month / |
Year

Date

Events

Application
Systems

Processing
Application
Data

Correcting
Application
Data

Disbursements
& Reporting

Jan 2003

Jan 1

2003-2004 Application
systems available to student

° FOTW
¢ ROTW
« COTW
¢ Student Access on the Web

03-04

03-04

Jan I

2003-2004 Application

systems available to FAAs

* FAA Access to the CPS
Online

e EDExpress

03-04

03-04

Jan 2

CPS starts processing 2003-
2004 applications and
corrections

03-04

School receives tentative
2003-2004 Campus-Based
allocations

03-04

Jan 2

Publish first draft of 2004-
2005 FAFSA/Renewal
FAFSA in the Federal
Register

Jan 2

60-day comment period on Ist
draft of 2004-2005
FAFSA/Renewal FAFSA
begins

Final 2003-2004 ISIR
record layout posted to
IFAP and FSAdownload

| Feb 2003
|

Febl

School receives draft
electronic cohort default rate
(eCDR) notification package
for fiscal year 2001 from
NSLDS

Delivery System

141

E-1

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jisbursement and Reporting

Common Origination and Disbursement (COD)

Beginning with the 2002-2003 award year, the Common Origination and Disbursement (COD) is the
operating system used to report and process origination and disbursement information for the Federal
Pell Grant and Direct Loan Programs.

It is important to remember that only the operating system has changed. The Pell Grant and Direct
Loan Program regulations and reporting requirements have remained the same, as has the basic
process for submitting origination and disbursement records. The COD process has 4 basic steps:

© School submits origination and disbursement records to the COD System through the SAIG
e COD System edits the data
e COD System processes the data

¢ COD System returns the results of data processing to the school via Acknowledgements for
Phase-in Participants and Responses for Full Participants

Records transmitted to the COD system via the Student Aid Internet Gateway (SAIG) pass through
the Middleware. The Middleware acts as a traffic director and directs records reported by schools
and/or servicers to the correct system or processor. For records COD returns to Phase-In Participants,
the Middleware also translates the responses (i.e., results of processing) to the fixed length record
format that is compatible with the processing systems used by Phase-in Participants.

The COD system also reports information to the Grant Administration and Payment System (GAPS)
to make Pell Grant and Direct Loan funding available to the schools.

Delivery System 4-5

59
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Delivery System

While you wait for the workshop to begin, we
invite you to have fun with the Alphabet Soup
puzzle found on the next pages.

Delivery System i


D ery System Appendix G: Federal Student Aid Acronyms

pnym= = Stands for @

NSF Non-Sufficient Funds
NSLDS National Student Loan Data System
OCFO Office of the Chief Financial Officer
OIG Office of Inspector General (in the U.S, Department of Education)
OMB Office of Management and Budget
OPE Office of Postsecondary Education (in the U.S. Department of Education)
OPE-ID Office of Postsecondary Education Identifier _
PBO Performance Based Organization
PEPS Postsecondary Education Participants System
PIN Personal Identification Number
PJ Professional Judgment
P.L. Public Law
PLUS Parent Loans for Undergraduate Students
POP Potential Overaward Project
PPA Program Participation Agreement
QA Quality Assurance or Quality Analysis
ROTW Renewal FAFSA on the Web
SAIG Student Aid Internet Gateway (successor to TIV WAN)
SAP Satisfactory Academic Progress
SAR Student Aid Report
SAY Scheduled Academic Year
SID Student Identifier
SLEAP Special Leveraging Educational Assistance Partnership [Program]
SNT Simplified Needs Test
SSA Social Security Administration
SSCR Student Status Confirmation Report
SSN Social Security Number
SSS Selective Service System
TPD Temporary and Permanent Disability
U.S. or US United States
VA U.S. Department of Veterans Affairs ~
XML

Extensible Markup Language

G-4

Delivery System


Delivery System Appen lossary.

ISIR (Institutional Student Information Record)

An electronic output document generated by the CPS that summarizes information provided
on a student’s FAFSA. Also provides the result of the EFC calculation, results of eligibility
matches with certain databases, reject reasons, comments, and data assumptions. It is
available to schools through the Electronic Data Exchange (EDE). Also see Output
Document and SAR (Student Aid Report).

ISIR Analysis Tool

Software provided by ED that schools can use to analyze FAFSA application data reported
on the ISIR. This tool can help determine the impact changes to student-reportéd information
had on the student’s EFC and Pell Grant eligibility.

Available for download at fsadownload.ed.gov

Match Flag

Alphabetic or numeric code indicating the results of data matches the CPS performs against
the databases of certain federal agencies to confirm the identification and eligibility of
federal student aid applicants.

Mid-Year Transfer

See Transfer Student.

Middleware

A software application that functions: (1) as a bridge between the processing systems used by
Phase-in Participants for submitting fixed length records to COD via the SAIG and (2) as a
traffic manager to direct records to and from COD and other systems (e.g., CPS, NSLDS,
PEPS). Also functions as a translator by converting the Responses that are sent from COD to
both Phase-in and Full Participants via the SAIG to acknowledgements that the processing
systems used by the schools are able to read and import into the schools’ databases. Also
referred to as the EAI bus.

MPN (Master Promissory Note)

The legal document that requires a student loan borrower to repay the funds borrowed under
the Direct Loan Program or under the Federal Family Educational Loan Program. Some
students use the MPN to accept one loan. Other students, at schools approved by the U.S.
Department of Education, may use the MPN to accept several loans. Use of the MPN form
simplifies the loan process by eliminating the need for eligible students to complete a
promissory note every year they borrow.

MRR (Multiple Reporting Record)

A record automatically generated by the Common Origination and Disbursement (COD)
System when it receives origination and disbursement records from more than one school for
the same student during the same payment period. It informs a school about other schools
that have submitted origination and disbursement records for the same student during that
period. MRRs can also be requested by a school.

Delivery System 1 67 F-13


ery System Changes

# ISIR
8 | > New NSLDS Financial Aid History Information: Added 3 postscreening reason codes, and the ISIR
can display up to 3 codes.
11 = No longer exceeds subsidized loan limit
12 = No longer exceeds combined loan limit
13 = Change in discharge status
9 | NSLDS Financial Aid History Information: Pell Reporting School code changed to Pell School Attended
code.
10 | NSLDS Financial Aid History Information: Pell Remaining Amount to Be Paid field is removed.
11 | » New NSLDS Financial Aid Information History, Direct Loan PLUS MPN flag: Values are the same
as the MPN flag for student borrowers.
A = Active N=No MPN on file
C = Closed U= Unavailable
I_= Inactive Blank = No data from NSLDS
# Paper SAR
1 | SAR is YELLOW.
2 | > New E-mail address is numbered and can be corrected on the paper SAR.
3 | > New Student ID barcode is added to correction pages.
4 | DRN is moved to the bottom left-hand corner on the first few pages to avoid confusion with EFC.
Correctable pages after that continue to have the DRN in the upper right hand corner.
Note: For 2002-2003, the DRN was in the upper right hand corner of all SAR pages.
5 | > New Statement is added to Page 2 of SAR advising student to notify FAA if drug conviction status
changes.
6 | SAR states more prominently that students can use the Web to correct their application information
instead of making corrections on the paper SAR.
7 | Simplified SAR comment text.
8 | Title of the second section of the NSLDS History Information is changed from “Defaulted Loan Detail
Information” to “Defaulted/Discharged Loan Detail Information.”
A-10 Delivery System

BEST COPY AVAILABLE 76



Session 1—Application Systems

How Much Do You Know About PINs?

Read each scenario and answer the corresponding question to check what you know about PINs.
1. Joan, the FAA, is in graduate school and has 2 children who are undergraduates at the same

school. How many PINs does Joan need?

2. Suzanne lost her PIN. What should she do if she stil] wants to sign her application electronically
and track the status?

3. Gia received her PIN notification e-mail link, but when she attempted to access it, she got the
e message ‘No Match Found.’ What could be the problem?

4. Reginald accessed pin.ed.gov to see what was available to him. What can a student do at
pin.ed.gov?

5. What system can Jan access with her PIN to get her student loan information?

Delivery System 1-13

Qt


Corrections on the Web (COTW)

Real-time processing: Corrections/transactions that don’t require initial database matches are processed
in real-time.

© CPS edits are applied immediately
© Official EFC is provided instantaneously

e No immediate match with NSLDS, but the screening match occurs no more than one week later,
if necessary

e _ISIR goes out in a daily batch transmission

COTW detects a change in Automatic Zero EFC and SNT eligibility and prompts for information (income
and asset information) as needed to recalculate the student’s EFC.

Student receives a strongly worded warning when changing a field that a school has already updated.

E-mail Review prompt: Students are asked to carefully review their e-mail addresses and to update as
necessary.

PINs

1 | Anyone can apply for a PIN. Applicants must pass the SSN match (full name, date of birth and SSN) with
the Social Security Administration, and provide a full mailing address, before actually receiving a PIN.

2 | > New PIN Web site includes a reminder to students to update their e-mail and mailing addresses.

3 | > New Paper FAFSA/Renewal FAFSA filers who provide email addresses receive

e E-mail with PIN on the Web link (available for a one-time access only)
e E-mail with link to SAR on the Web (unlimited access)

FAA Access to CPS Online

1 | Product name is changed from FAA Access on the Web to FAA Access to CPS Online.
e Allows an FAA to enter and submit FAFSA, Renewal FAFSA and correction data
¢ View student’s SAR data
* Check batch status
2 | Entry screens are reformatted with less on-screen help and more scrolling to limit number of pages.
3 | > New Dependency Override field function is added after the last dependency question.
4 | > New Schools must request Signature Hold File (includes applicants who listed the school on their
Web application and whose applications are being held pending receipt of a signature).
¢ Will receive file either 1-time only or continuously
5 | Duplicate Renewal FAFSA print feature is removed.
6 | > New Can link to FAA Access to CPS Online via EDExpress (from the view menu in a student’s
record).
7 | > New Can use the student’s DRN to access records without the school’s code.
A-8

sy Delivery System

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Delivery System Appen: £: 2003-2004 Master Calendar of Events

Month /
Year

|
| Date

Events

Application
Systems

Processing
Application
Data

Correcting
Application
Data

Disbursements
& Reporting

June 2004

Jun 1

2004-2005 Pell initial
authorization amounts
provided to schools

Jun 30

Last date for student to submit
2003-2004 FAFSAs to the
CPS

© Paper FAFSA
© Paper Renewal FAFSA
* FOTW
* ROTW

03-04

Jun 30

Last date for school to submit
2003-2004 FAFSAs to the
CPS

« FAA Access to the CPS
Online

« EDExpress

03-04

Jun 30

2003-2004 award year ends

Jul 2004

Jul

2004-2005 award year begins

Jull

Last date for school to submit
annual IPEDS report to ED:

© Completion and graduation
rates for general student
body

© Completion, graduation
and transfer-out rates for
schools that offer
athletically-related student
aid

Jul 31

Last date for school to submit
(close out) 2002-2003 DL
disbursement information to
coD

‘Aug 2004

Aug 1

School receives 2005-2006
FISAP application (for
reporting 2003-2004
disbursement information)

03-04

Aug 15

Last date for school to submit
request for 2003-2004 Year-
To-Date Pell records from
COD

03-04

E-10

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—e
an
Qo

Delivery System


Delivery System Appendix A: 2003-2004 Application & Delivery System Changes

2003-2004 Application &
Delivery System Changes

Table of Contents

Paper FAFSA.
Paper Renewal FAFSA
FAFSA on the Web (FOTW).......2..ccccscssssseessveseessseeesreeressecesnesnesneesasesnssusuecssecsnsesvesieceaseesecnecsanessecaneesecseee®
Renewal FAFSA On the Web (ROTW)
Application Processing
Corrections on the Web (COTW:

FAA Access to CPS Online.
ISIR..
Paper SAR.
SAR on the Web ......cccccscscssssssessssesssescsnsesessseneeesnecsuessesesessecsssneaesseesessesnesnesesseessaseeseassaneansancansenssneneeseeness 11
EDExpress.
DL Tools For Windows
ISIR Analysis Tool (formerly QA Tool for Windows

NOTE: > New refers to items that are brand new for 2003-2004.

Delivery System A-l

67


Session 1—Application Systems

kp ae La ao we 2
Use this Renewal Application to apply for federal student sid for 2003-2004 or file your Renewal Application on
the Intemet st: wewfatsa.ed gov war owen your enswors hom 2002-2000 pried under onch question number

1G Make eny corrections nooded by using the answer epeces provided.

0001170061 K# Questions with arrows ( <> ) require new answers.

E. STUDENT KP Priest tegitty uting CAPITAL lettora and block number. Use bisck ink

123 GOUTH MAIN STREET

rao sh * SSieinrisr eens
emmen S]
=H you need to correct an tom that contains. ‘O.. completoly fain

the oval as folows: @® {Donot GD or ovals )
2002-2003 Data §® Erase mistakes compiotoly or croca out and rewrite the conect anewos.
Step One: You {the Student} = an {() nest to 0 2002-2003 we mn
7. Last Namo 2 Frei Name 3 Wiedie Inial
STUDENT CHRISTOPHER €
4, Permanent Steet Addrecs
123 SOUTH MAN STREET
f ons user [see tend | @
Renewal FAFSA
Important Features / Changes for 2003-2004 Important Dates

Delivery System

ne BEST COPY AVAILABLE 24


Session 2—Processing Application Data

one) Nem Verificiie Rejass

fe R00se 001mm )
£.9- Mother and father's SSN blank
+ 12 -7Taxes paid-amount 2/>"AGI «
( Y
‘e 7 :
—= —_ =O),

2003-2004 Non-Verifiable Rejects

Changes to the non-verifiable rejects for 2003-2004 are listed in Appendix A, while a complete list
of all 2003-2004 non-verifiable reject codes, reject reasons, actions for resolving the rejects and
corresponding ISIR comment codes is provided in Appendix C.

Challenge:

Another change for 2003-2004 pertains to the placement of the DRN on the ISIR/SAR.
For 2003-2004, where does the DRN display?

Delivery System 2-9

at BEST COPY AVAILABLE


: Delivery System Appendix F: Glossary

Enrollment Reporting

A process, required by law, by which schools confirm and report the enrollment status of
students receiving Title IV aid. A student’s enrollment status determines deferment
eligibility, grace periods, and repayment schedules, as well as the government’s payment of
interest subsidies. Schools report the enrollment information to the National Student Loan
Data System (NSLDS) and, in turn, NSLDS merges the reported enrollment information and
reports the information to guarantors, lendors, and servicers of student loans. Enrollment
Reporting is critical for effective administration of Title IV loans and is the primary means of
verifying students’ loan privileges and the Federal government's financial obligations. The
Enrollment Reporting process is formerly known as Student Status Confirmation Report
(SSCR).

Entity Identifier (ID)
On the Common Record, the unique Common School Identifier for each data exchange
partner (e.g., school, third party servicer, vendor, etc.). When performing entity searches via
the COD Web Site, the Entity ID is a school’s Common School Identifier, Pell ID, Direct
Loan ID or OPE ID.

FAA (Financial Aid Administrator)

An individual employed by an institution to administer student financial aid programs. The
FAA also coordinates aid from these programs with the school's other student aid programs
and a student's outside financial resources.

FAA Access to CPS Online

A Web tool that financial aid administrators use to enter application data, view student
information, make corrections, check batch status, and request PINs for students.
Located at fafsa.ed.gov/FAA/faa.htm

A PIN is required to access student information.

FAA Adjustment

A change to either the student’s FAFSA data or cost of attendance (COA) that the financial
aid administrator makes when exercising professional judgment (PJ). The action taken must
be documented. Also see Cost of Attendance (COA) and Professional Judgment (PJ).

FAFSA (Free Application for Federal Student Aid)

A student financial aid application form completed by students and parents to apply for
federal student aid. The information provided is the source for all Title IV need analysis
computations, including the student’s Expected Family Contribution (EFC). Also see FOTW
(FAFSA on the Web), Expected Family Contribution (EFC).

Delivery System F-7


Session 4—Disbursement and Report

* Current Funding Level based on
accepted actual disbursements |

+ Disbursement Release Indicator
identifies actual. disbursements

|

i Schools required to report/submit

| actual disbursements records within 30:
as days

I + ED monitors funds drawn,

\- — —

COD Funding Concepts

Under the COD process a school receives a Current Funding Level (CFL), which determines the
amount of funds available to the school for its Pell Grant and/or Direct Loan disbursements to
students. The school’s CFL is based on the amount of actual disbursements reported to and accepted
by the COD system (this concept represented a significant change for Direct Loan schools for the
2002-2003 award year, because prior to the COD process their funding was impacted instead by
anticipated disbursements). For disbursement records reported, the school’s CFL is impacted 7 days
prior to disbursement.

To help you become more familiar with them, a few COD funding terms are highlighted.

[ RFMS/DLOS COD 2002-2003 COD 2003-2004
Pell Grant Authorization Current Funding Level No change

Pell Grant Obligation

DL Cash Control Amount

Pell Advance Pay Advance Pay funding method No change
DL Option 2
Pell Just-in-Time (Pilot) Pushed Cash funding method No change
DL Standard Origination
DL Option | and DL Option 2
Payment Trigger Flag Disbursement Release Indicator (DRI)
Origination Record (anticipated or Disbursement submitted to COD Disbursement submitted to COD
estimated disbursements) System with Payment Trigger = false System with DRI = false
Disbursement Record Disbursement submitted to COD Disbursement submitted to COD
System with Payment Trigger = true System with DRI = true
Actual Disbursement Actual Disbursement
Net Substantiated Cash Net Accepted & Posted Disbursements
Amount of Unsubstantiated Cash Cash > Net Accepted & Posted
Disbursements
Note:
Va Schools can use the COD Web site at cod.ed.gov to view their funding and disbursement
information.

If you need access to the COD Web site, refer to page 19 of Appendix C for instructions.

Delivery System 4-7

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Session 1—Application Systems

©O®@ )

Help FAQs

FAA ACCESS?TM”°

FAA Access Online

Welcome to FAA Access Online!

Use FAA Access Online to:

View students’ SAR data

Check the status of batches

Make PIN Requests

Request a duplicate print of a Renewal Application
Enter a FAFSA or Renewal FAFSA q
Correct a processed FAFSA \
Continue working on a saved FAFSA

Select Next to continue.

[fe O}

?
~ i Need help with this page? *
“yp

FAA Access to CPS Online: fafsa.ed.gov/FAA/faa.htm

@ Note: Refer to page C-1] and C-13 of Appendix C for instructions on accessing FAA Access to
CPS Online and DPA Enroll Additional Users to FAA Access to CPS Online.

Important Features / Changes for 2003-2004 Important Dates

Delivery System 1-9

2? Best copy AVAILABLE


Delivery System Appendix 2003-2004 Master Calendar of Events

Month /
Year

Date

Events

Application

Systems

Processing
Application
Data

Correcting
Application
Data

Disbursements
& Reporting

Jan 2004

Jan 1

2004-2005 Application
systems available to FAAs

e FAA Access to the CPS
Online

« EDExpress

v

v

Jan2

CPS starts processing 2004-
2005 applications and
corrections

School receives tentative
2004-2005 Campus-Based
allocations

Publish first draft of 2005-
2006 FAFSA/Renewal
FAFSA in the Federal
Register

60-day comment period on Ist
draft of 2005-2006
FAFSA/Renewal FAFSA
begins

Feb 2004

Febl

School receives draft
electronic cohort default rate
(eCDR) notification package
for fiscal year 2002 from
NSLDS

Publish 2004-2005 Federal
Pell Grant payment schedules

Under use of 2002-2003 funds
waiver request deadline

Last date for school to submit
request for administrative
relief for 2002-2003 Pell
reporting based on a natural
disaster or other unusual
circumstances, or an
administrative error made by
ED or an ED contractor

Feb15

Last date for school to submit
2004-2005 FISAP (based on
2002-2003 information)
appeal

2004-2005 EDExpress for
Windows (COD module)
available for download

Mar 2004

Mar 1

2004-2005 FISAP (based on
2002-2003 information)
appeals resolved by ED

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148

Delivery System



Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

c
Code

Reject
Code

060

The date of birth you reported on your application doesn’t match the
Social Security Administration’s records. If the date of birth you
reported is correct, contact SSA. If it is incorrect, you should make
corrections on this ISIR.

Resolution required.
The student must make a correction to provide the correct date of birth.

If the date of birth is correct, the student must correct the date of birth on
the SAR/ISIR to the same value reaffirming that it is correct. CPS will
then reprocess the transaction without the reject.

In addition, if the student’s date of birth is correct, the student should
contact SSA to update its records. Records sent for rematching in
future years would continue to receive this match flag until SSA updates
its database.

If a correction is made to date of birth, SSN, first name, or last name, the
record will be sent again for matching. Review subsequent transactions
for updated match flag.

2

R

061

The name you reported on your application doesn’t match the Social
Security Administration’s records. If the name you reported is correct,
contact SSA. If it is incorrect, you should make corrections on this ISIR.

Resolution required.

Student may provide documentation explaining discrepancy in name
(e.g., marriage certificate, court order, etc.).

If the student’s name is correct, the student may wish to contact SSA.
Once SSA corrects its records, the student may reenter the name and
submit it as a SAR/ISIR correction. Records sent for rematching will
continue to receive this match flag until SSA updates its database.

If the name is incorrect, the student may correct the name on SAR/ISIR.
If a correction is made to date of birth, SSN, first name, or last name, the
record will be sent again for matching. Review subsequent transactions
for updated match flag .

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Delivery System


Delivery System Appendix G: Federal Student Aid Acronyms

nym Stands for

EAI Bus Enterprise Application Integration Bus
ECAR Eligibility and Certification Approval Report
ED U.S. Department of Education
EDCAPS Education Central Automated Processing System
EDE Electronic Data Exchange
EDP Electronic Data Processing
EFA Estimated Financial Assistance
EFC Expected Family Contribution
EFT Electronic Funds Transfer (see ACH/EFT)
EIN Employer Identification Number
eMPN Electronic Master Promissory Note
ESOA Electronic Statement of Account
EST Eastern Standard Time
ET Eastern Time
FAA Financial Aid Administrator
FAFSA Free Application for Federal Student Aid
FAO Financial Aid Officer
FAT Financial Aid Transcript
FCC Federal Capital Contribution
FEDWIRE U.S. Treasury Financial Communication System/Deposit Message Retrieval System or
Federal Reserve Communications System (not a U.S. Treasury wire transfer system)
FERPA Family Education Rights and Privacy Act
FFEL Federal Family Education Loan [Program]
FFY Federal Fiscal Year
FISAP Fiscal Operations Report and Application to Participate
FM Federal Methodology
FMT Fiscal Management Training
FNT Full Needs Test
FOTW FAFSA on the Web
FPRD Final Program Review Determination (letter)
FSA Federal Student Aid
FSC Federal School Code
FSEOG Federal Supplemental Educational Opportunity Grant [Program]
FWSs Federal Work-Study [Program]
FY Fiscal Year
GA Guaranty Agency
G-2 Delivery System

176



Session 3—Correcting Application Data

Tools & Resources @

2003-2004 application system (including changes to 2002-2003 application system)

© 2002 NASFAA Conference session handouts: www.nasfaa.org (instructions to access the
presentations and handouts are in Appendix C)

— 2003-2004 Application Processing System Update session handout
e EAC Conference session handouts through fsa4schools.ed.gov
© Information for Financial Aid Professionals at ifap.ed.gov
© FSAdownload: fsadownload.ed.gov
— EDE Technical Reference
e FSATech: www.ed.gov/offices/OSF A P/services/fsatechsubscribe.html (see page C-20 of
Appendix C for instructions on subscribing to the FSATech Electronic Newsletter)
Changing application data
e FAA Access to CPS Online: fafsa.ed.gov/FAA/faa.htm
e Information for Financial Aid Professionals (IFAP): ifap.ed.gov
—  ISIR Guide
— FSA Handbook: Application and Verification Guide @
e FSA Schools Portal: fsa4schools.ed.gov

Interpreting application data
© 2003-2004 ISIR Comment Codes and Text (Appendix B)

Acronyms

PJ (Professional Judgment)

Key Terms

Assumption Override

Conflicting Information

Correction

Corrections on the Web

Dependency Override

FAA Adjustment (for Professional Judgment)
Reject Override

Update

3-2 Delivery System

48


Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

r Comment Comment Text Definition Match | C | Reject
Code Flag_| Code | Code
026 If you want to register with Selective Service, you may answer “Yes” to T

both “Are You Male?” and “Register for Selective Service?” on this
ISIR, complete a Selective Service registration form at your local post
office, or register online at www.sss.gov. Selective Service will not
process your registration until 30 days before your 18" birthday.

028 We have forwarded your name to Selective Service for registration, as T
you requested. They will process your registration request 30 days prior
to your 18" birthday.

030 The Selective Service reported that you have not registered with them. If N Y
you are female or were born before 1960, registration is not required.
Otherwise, if you have not yet registered, are male, and are 18 through
25 years of age, to receive aid you must answer “Yes” to both “Are You
Male?” and “Register for Selective Service?” on this ISIR, complete a
Selective Service registration form at your local post office, or register
online at www.sss.gov. If you believe you have already registered or are
exempt, please contact the Selective Service at 847-688-6888.

Resolution required.
In order to meet student eligibility requirements, student must:
© Register with Selective Service,

¢ Present appropriate confirmation (i.e., his Selective Service
Registration Acknowledgement or his letter of registration) that he is

already registered, or
* Qualify for a waiver or exemption

031 We have forwarded your name to Selective Service for registration, as Y
you requested.

Delivery System B-3

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Delivery System Appendix H: Answer Key

Session 1 — PINs
1. Joan, the FAA, is in graduate school and has 2 children who are undergraduates at the same
school. How many PINs does Joan need?
Only 1 (covers her as a student, FAA and parent)

2. Suzanne lost her PIN. What should she do if she still wants to sign her application electronically
and track the status?

Request a duplicate PIN

3. Gia received her PIN notification e-mail link, but when she attempted to access it, she got the
message ‘No Match Found.” What could be the problem?

e Data entered to retrieve the PIN does not match the data used to generate the
PIN

e Link was not completely copied and pasted into the address line of the Web
browser

e Student didn’t access the site before the link expired

4, Reginald accessed pin.ed.gov to see what was available to him. What can a student do at
pin.ed.gov?

e Apply for a new PIN

e Request PIN be re-sent

© Change his PIN

e Select his own 4-digit PIN

e Check PIN status

e Change PIN information (e.g., name, address, e-mail)
e Change Internet access (i.e., disable or re-enable PIN)

Access more information about PINs

5. What system can Jan access with her PIN to get her student loan information?
NSLDS

H-2 Delivery System

180


Session 4—Disbursement and Reporting

| t se Thani you for attending!

4414

a

Congratulations on a successful workshop!

Please add your final thoughts to the workshop
evaluation, and turn in to the instructor.

Thank you for your participation and feedback!

4-12 Delivery System

66
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Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

Cc
Code

Reject
Code

033

We could not send your name to Selective Service as you requested
because you did not give us enough information, you are outside the age
range for registration, or you did not sign your form. If you are at least
18 but not yet 26, you may register by answering “Yes” to both “Are
You Male?” and “Register for Selective Service?” on this ISIR. You
may also register by completing a Selective Service registration form,
available at your local post office, or by registering online at
www.sss.gov. If you are a male who has reached age 26, you cannot use
the ISIR to register. You must contact Selective Service at 847-688-
6888 to resolve your registration status before you can receive federal
student aid. You are exempt from registering if born before 1960.

Resolution required.

If student is between the ages of 18 and 26, help student make
corrections to his SAR/ISIR and submit corrections for processing. If
the information needed to register the student is present, student’s name
will be sent to Selective Service. Review subsequent SAR/ISIR for
updated registration flag.

If student is over the age of 26 and has not yet registered, student must
obtain documentation from Selective Service regarding his registration
status. Determine if the student is exempt from registering or is eligible
for a waiver of the registration requirement. If student did not register by
the age of 26 and is not exempt or waived from the registration
requirement, student may not be eligible for aid.

blank
*

Y

037

Certain post-baccalaureate students enrolled in teaching credential
programs may be eligible for a Federal Pell Grant.

038

To resolve your Pell overpayment, your Financial Aid Administrator
must contact the school associated with the Pell overpayment.

Resolution required.

039

To resolve your Pell overpayments, your Financial Aid Administrator
must access NSLDS for additional Pell overpayment information.

Resolution required.

040

You already submitted an application to us for this school year. This
ISIR contains the same information as the ISIR you received from your
previous application. We made changes only to the schools you listed
or your address.

041

To resolve your Pell overpayment, call the U.S. Department of
Education at 1-800-621-3115, or write to the U.S. Department of
Education, P.O. Box 4222, Iowa City, Iowa 52245.

Resolution required.

042

To resolve your Pell overpayment, call the U.S. Department of
Education at 1-800-621-3115, or write to the U.S. Department of
Education, P.O. Box 4222, Iowa City, Iowa 52245.

Resolution required.

. 90
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Delivery System


Delivery System Appendix C: Job & Learning Aids

@ Accessing FAA Access to CPS Online
Step : Action
1 Access FAA Web site at: fafsa.ed.gov/FAA/faa.htm
2 Click Next.
3 Enter your personal information:

— Social Security Number
- First two (2) letters of the last name

— Date of Birth
— PIN
4 Click SUBMIT REQUEST.
5 Click an option from the menu:

— Student Inquiry (complete Step 6)
— Batch Status (complete Step7)
— Duplicate Renewal Print (complete Step 8)

6 Student Inquiry option:
6a. Enter Federal School Code

 ) Select Award Year from drop-down list
6b. Click Next.
6c. Enter student’s information

- Social Security Number

— First 2 letters of last name
6d. Click Submit to get a list of the student’s SAR transactions
6e. To continue, click an option:

— View a Different Student’s Data

— Return to FAA Menu
— Exit

Continued on next page

Delivery System C-11

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ery System Appendix

2003-2004 Assumption Override Codes

On the ISIR, an asterisk (*) prints to the left of the field title to indicate that the CPS made an assumption and the
assumed value prints in place of the value the student reported. Ifa field is both assumed and highlighted, an asterisk (*)
prints to the left of the field title.

Assumption | Assumption Made Results of Setting Situation
Override When Override Override Flag Before
Flag Not Present | Sending Data Triggering
Assumption

1 Parents’ number in | Allow Number in College | The Parents’ Number of Family Members does not
college assumed to | to be greater than 6. equal the number in college. The Parents’ Number of
bel. college students in the household equals 7 of more.

2 Parents’ AGI Allow Parents’ AGI to be | Parents’ AGI is blank or zero. Tax retum status is
assumed equal to the | zero if blank or zero is Filed, Will File, or blank. Father’s/Stepfather’s
sum of Father’s/ entered. Income From Work or Mother’s/Stepmother’s Income
Stepfather’s and From Work is positive or negative.

Mother’s/
Stepmother’s
Income Earned
From Work.

3 Student’s Number in | Allow Number of Family | The independent Student’s Number of Family
College assumed to_| Members to be equal to | Members equals 3 or more. The Number of College
bel. the Number in College Students in Household is the same value.

when they are equal and
greater than 2.

4 Student’s AGI Allow Student’s AGI to The Student’s AGI is blank or zero. Tax return status
assumed to be equal | be zero if blank is entered. | is Filed, Will File, or blank. Student’s Income From
to the sum of the Work or Spouse’s Income From Work is positive or
Student’s and negative.

Spouse’s Income
Earned From Work.

5 Parents’ income Allow Parents’ income Parents’ Calculated 2002 Tax Status is Filed. Income
from Worksheet C from Worksheet C to be from Worksheet C is greater than a fixed percentage
assumed to be zero. | greater than zero and of Parents’ AGI plus Parents’ total from Worksheet A

greater than a fixed plus Worksheet B.

Percentage of the Parents’ | Parents’ Calculated 2002 Tax status is Non-tax Filer.
Income from Worksheet C is greater than a fixed
percentage of Father’s/Stepfather’s Income From
Work, Mother’s/ Stepmother’s Income From Work
and parents’ Total from Worksheet A plus Worksheet
B.

6 Student’s income Allow Student’s income Students Calculated 2002 Tax Status is Filed. Income
from Worksheet C from Worksheet C to be from Worksheet C is greater or equal to Student's
assumed to be zero. | greater than zero, and AGI, and Student’s Total from Worksheet A plus

equal or greater than Worksheet B.

Student's total income. | students Calculated 2002 Tax Status is Non-tax Filer.
Income from Worksheet C is greater than or equal to
Student's Income Eamed From Work, Spouse's
Income From Work, and Student’s Total from
Worksheet A plus Worksheet B.

C-14 Delivery System

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128


Session 2—Processing App! n Data

Me ia a) |
sy, Aw
a €
| (Bete (Brera 68
| | : : | cy
{ » Specific data “ANS
| reported 88S
| © Signatures DVA
CO ! SDOJ
ce i )NSLDS
oe ee)
“ 3

CPS Processes Application Data

When the Central Processing System (CPS) processes data from student aid applications, two
separate processes take place.

e The CPS checks or edits the data to make sure it’s complete and consistent and that the
application has the required signature(s). The CPS then uses the edited data to determine the
student’s dependency status and to calculate the Expected Family Contribution (EFC).

¢ The CPS sends the data out to be matched against the databases of other agencies to verify
the applicant’s identity and eligibility for federal student aid.

CPS Performs Database Matches

The Social Security Administration (SSA) confirms the student’s Social Security number (SSN),
name, date of birth, and U.S. citizenship. The SSA also reports if a date of death corresponds to the
student’s SSN. While the match with SSA confirms U.S. citizenship, the match with the Immigration
and Naturalization Service (INS) confirms eligible noncitizen status.

The data match with the Selective Service System (SSS) confirms Selective Service registration for
males 18 through 25 years old, while a match with Veteran’s Affairs (VA) confirms an applicant’s
status as a veteran of the U.S. Armed Forces.

Note:

VA Keep in mind that the definition of a veteran for federal student aid purposes is different than
the VA’s definition. The definition used by the FSA (Federal Student Aid) applies only when

its criteria is needed to qualify the student as independent.

A database match with the Department of Justice (DOJ) checks for drug abuse offenses that relate to
the Anti-Drug Abuse Act of 1988 and that impact student aid eligibility.

Note:
v4 The data match with the DOJ does not pertain to question #35 on the FAFSA.

Finally, a database match is also made with the National Student Loan Data System (NSLDS).
NSLDS provides information about financial aid history, award overpayments and loan defaults.

Delivery System 2-3

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Delivery System Appendix F: Glossary

ED (U.S. Department of Education)

The federal agency that establishes policy for administers and coordinates most federal
assistance to education. It publishes regulations and is responsible for compliance and
oversight. It establishes and manages the process by which students and schools receive
federal dollars allocated for the programs. It assists in implementing laws enacted by
Congress.

EDE (Electronic Data Exchange)

Process for institutions (and other participating destination points, such as third-party
servicers) to electronically transmit, receive, and correct application data, package student
awards, and transmit Federal Pell Grant and Direct Loan payment information through the
Student Aid Internet Gateway (SAIG).

EDExpress

A PC-based software package provided by ED for schools to use in managing and
administering federal student financial aid information.

EDExpress Verification Worksheet

A tool in the EDExpress software to compare ISIR data with the data an applicant provides
on verification documents, such as federal tax returns or Verification Worksheets. It displays
the differences between the ISIR and the verification document so that the FAA can tell if the
differences are within the verification tolerance level. EDExpress users can also update
student and parent ISIR information and submit it to the CPS. Also see Verification
Tolerance.

Available for download at fsadownload.ed.gov

EFA (Estimated Financial Assistance)

The amount of financial assistance a school estimates a student will be awarded or has been
awarded in federal, state, and privately-supported scholarship, grant, work, or loan programs,
including veterans’ education benefits and Social Security benefits.

EFC (Expected Family Contribution)

A calculated amount, based on a formula established by Congress, of how much the student’s
family can be expected to contribute toward the cost of the student’s education in an award
year. The EFC is calculated when the CPS successfully processes a student’s FAFSA
information and is the number schools use to determine the amount and type of aid the
student can receive.

eMPN (Electronic Master Promissory Note)

A Web-based Master Promissory Note. A student can complete and sign an MPN
electronically instead of using a paper MPN. Users must have a PIN to initiate the process.
Also see Master Promissory Note.

F-6 a Delivery System

160


Delivery System Appendix H: Answer Key

Session 3 — Case Study

Scenario

a. Correction, Update, or Adjustment?
b. To what field/value?

c, What should field/value be?

d. Required to submit to CPS? (pick 1)

T Amy submitted her 2003-2004 application in the spring of 2003.
When she submitted the application, her e-mail address was
amy@fsau.edu. Amy took a work-study position the next fall as a
computer lab monitor. She got another e-mail address,
mon12@fsau.edu, and needs to use this new one for her electronic
correspondence.

a. Correction

b. Correct e-mail address

c. mon! 2@fsau.edu
4. O) Required to
i submit to CPS

Not required to
submit to CPS

2 Randy has applied to 2 different schools (FSAU and FSA
Tech) and has asked each school to consider the $10,000 in
lost income due to his father’s being laid off from work. Both
schools do apply professional judgment in their calculations
for Randy’s EFC, making him Pell eligible.

la. Adjustment from PJ

“b.(Variable answer; could be income and/or AGI, _|
| depending on how the school makes the
adjustment)

c. (depends on what the original value was and the
adjustment)

O Not required to
submit to CPS

da. Required to
submit to CPS

3 Rachel got married the summer after her junior year at FSAU —
Dawson Creek. She had already submitted a Renewal application
for her senior year. On that application she reported that the
highest level of schooling that her father received was high
school, when in fact he has a bachelor’s degree in Finance.

a. Correction

b. Father’s educational level

c. College
d. 1 Required to Not required to
submit to CPS submit to CPS

4 Tyler, a graduate student at FSAU — North receiving financial aid,
and his wife just celebrated the birth of their second child (who
was not included in the household number when Tyler completed
his FAFSA). Because their one bedroom apartment was no longer
big enough, they have moved to a bigger apartment.

a. Update both if selected for verification or
Correction if wife was pregnant when he filed
FAFSA

b. Household size, Address
c. 4, new address.
d. J Required to

submit to CPS
depends on his aid

“T Not required to
submit to CPS

5 Amanda is reviewing the SAR she received after submitting her
FAFSA. She sees that her adjusted gross income is reported as.
$678. She double-checked her photocopy of the application she
sent in and saw that she had written $6678. Amanda’s FAA
determined that Amanda’s EFC was affected and that Amanda is
no longer eligible for Pell.

a. Correction

b. Amanda’s AGI

c. $6678

0 Not required to
submit to CPS

d. WI Required to
submit to CPS

6 Tuck is one of a growing number of non-traditional undergraduate
students at FSAU — Detroit. He has 3 teen-aged children, 2 of
whom are twin boys and are attending the same college as Tuck.
Tuck’s FAA knows the family well, and was surprised to see on
one of the son’s applications that he reported 1 child in college.

a. Correction

b. Number of children in college
c.2

Oo Not required to
submit to CPS

a Required to

submit to CPS
depends on his aid

Delivery System

183

H-S

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i lveciconel
FAA Profile Sheet

Complete your profile below. Later, you’!] have the opportunity to post it so that your colleagues can
copy down your contact information to continue to network with you after this workshop.

1. Name

2. School/employer

3. Position

4. Phone number and e-mail address

5. Years/months as an FAA

6. Professional associations

7. Special or unusual programs (e.g., distance learning, accelerated learning, teacher certification,
etc.) for which your office administers federal student financial aid

8. Financial aid processing system/software your office uses and your skill level

9. Funniest experience you’ve had as an FAA or the oddest question a student/parent has asked

10. Biggest challenge(s) you face in doing your job

Delivery System + 3

Il


Delivery System Appendix E: 2003-2004 Master Calendar of Events

@ Month /

Processing Correcting

Application “ss nae Disbursements
Date Events Application | Application .
Year Systems Data Data & Reporting
‘Apr 2003 | Apr | School receives final 2003- 03-04
2004 Campus-Based
allocations |
| Apr 13 | 30-day comment period on v

| 2nd draft of 2004-2005
FAFSA/Renewal FAFSA ends

Apr 13. | OMB reviews comments v
May13 | submitted on 2004-2005
FAFSA/Renewal FAFSA

x= | DL 2003-2004 award year 03-04
begins and school begins
submitting DL origination
records to COD

May 2003 | ~ | Final draft of 2004-2005 v
FAFSA/Renewal FAFSA is
released

~ | 2003-2004 ISIR Analysis Tool
(formerly QA Tool) v3.0
available for download

Jun 2003 | = | School begins submitting 03-04
2003-2004 Pell disbursement
r ) information to COD
= | 2003-2004 DL Tool v3.0
available for download
~ | Draft 2004-2005 Student Aid v

Report mockups released

Jun 1 | 2003-2004 Pell initial |
authorization amounts |
provided to schools |

Jun 30 | Last date for student to submit v |

2002-2003 FAFSAs to the

CPS

© Paper FAFSA

© Paper Renewal FAFSA ]

e FOTW |

e ROTW

Jun 30 | Last date for school to submit v

2002-2003 FAFSAs to the

CPS

© FAA Access to the CPS
Online

e EDExpress

Jun 30 | 2002-2003 award year ends

Delivery System . E-3

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Delivery System Appendix E: 004 Master Calendar of Events
Processing Correcting

e Month/ Appileation “essit rect Disbursements
Year Date Events Systems Application Application & Reporting

Aug 2004 = Last date to submit 2003-2004 03-04
corrections and requests for
duplicate SARs to the CPS
e Paper SAR (student)

© COTW (student)

¢ FAA Access to the CPS

Online (school)
e EDExpress (school)

2 Last date for student to submit 03-04
2003-2004 FAFSA or SAR
signature page to the CPS.

Last date for student to submit 03-04
school change to and/or
request for a duplicate 2003-
2004 SAR from the Federal
Student Aid Information
Center

= Draft 2005-2006 ISIR record v
layout posted to IFAP and
FSAdownload

= Electronic Announcement v
describing changes to the
2005-2006 Renewal
Application Process (RAPP)
posted to IFAP

= 2005-2006 RAPP Guide v
posted to FSAdownload

= School receives network v
| message to remind eligible
2005-2006 renewal applicants
to update mailing and e-mail
addresses with CPS

Sep 2004 = School receives final
electronic cohort default rate
(eCDR) notification package
for fiscal year 2002 from
NSLDS

Last date for student to submit 03-04
2003-2004 verification
documents to the school
*earlier of 90 days after
student's last date of
enrollment or Sep * 2004

ni

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Delivery System Appendix F: Glossary

CFL (Current Funding Level)

Total amount of cash available for a school to drawdown (request access to and retrieve
available funds from the U.S. Treasury) at any point in time, and is a subset of the school
ceiling amount (SCA).

COA (Cost of Attendance)

Costs related to a student’s enrollment in a postsecondary school for a defined academic
period. COA components include tuition and fees, room and board , allowances for books
and supplies, transportation, miscellaneous personal expenses, along with other applicable
expenses such as loan fees, dependent-care costs, costs related to a disability, study-abroad
costs, as outlined in Section 472 of the HEA. The EFC is subtracted from the COA to
determine the student's need for aid.

COD (Common Origination and Disbursement)

A system that includes the processes of origination and disbursement reporting. The COD
System accommodates the COD Process for Pell Grant and Direct Loan funding as well as
student-level reporting of Campus-Based awards.

Comment Code

A numeric code on the ISIR corresponding to a comment about FAFSA data and what action,
if any, the student must take.

Comment Code Text

A comment on the SAR and ISIR, with a corresponding comment code, about FAFSA
processing results-and what action, if any, the student must take.

Common Record

A data transport mechanism (document) used to exchange Federal Student Aid (FSA) data
between Full Participants in the Common Origination and Disbursement Process and ED.

Written in XML and can report data for multiple entities, students, programs, awards, and

disbursements.

Compute Rejects

See Data Rejects.

Conflicting Information

Information held by any office at a school that conflicts with the information on a student’s
application for federal student aid. Also see Verification.

Correction

Data on the SAR/ISIR that was changed to correct a FAFSA error. A correction on a current
transaction is marked with “#.” A correction on a previous transaction is marked with “@.”

Delivery System F-3

157


Session 3—Corre: ation Data

ig Ap

a Suibmaing Conscitons
i H
rT
| * Corrections that impact Pell eligibility
must be submitted to CPS

if * Corrections that impact eligibility for
| other programs, must be considered in

EFC recalculation
- Can require student to submit. corrections or

— Can pay based on school's EFC
recalculation without submitting correction

Submitting Corrections

Generally, the only corrections that must be submitted to CPS are those that decrease the student’s
Pell Grant eligibility. For other programs, the school must determine if the corrections impact the
EFC and aid eligibility. The school may have to:

© Recalculate the EFC without having to submit data changes to the CPS for reprocessing

© Update non-dollar items (household size, number in college and dependency status, except as
a result of the student’s marital status) in the CPS

© Correct dollar items (AGI, taxes paid, untaxed income) in the CPS
When data errors are the result of the verification process and the errors are within the acceptable

verification tolerance, the school is not required to recalculate the EFC, nor is the school required to
submit corrections to the CPS for reprocessing.

If data errors, again as a result of verification, are not within the acceptable verification tolerance, the
action a school takes depends on the change to the student’s EFC and/or the kind of Title IV aid the
student receives. Such actions include:
e If Pell Grant eligibility decreases (i.e., EFC increases), corrections must be submitted.
¢ If Pell Grant eligibility increases (i.e., EFC decreases), corrections must be submitted only if
the school wants to pay the student the higher amount.

e Ifthe student receives need-based Title IV aid other than the Pell Grant, the school must
recalculate the EFC, but is not required to submit corrections to the CPS (however, the school
is liable for any overpayment resulting from the school’s recalculation error).

Notes:

Students must submit corrections to the CPS if the Social Security number is wrong or if there
were problems with application questions (e.g., citizenship) that impact data matches.

Refer to the Application and Verification Guide from the Federal Student Aid Handbook for
more information on verification tolerance.

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or
jon)


“materials.
“+ Establish

First Things First

To begin, we'll get to know each other through introductions. Next, we'll quickly review where you
can find the restrooms, vending machines, public phones and smoking areas. We’ll also review the
workshop agenda and the format of the training materials. Finally, as a group, we’ll come to an
agreement about the ground rules for the workshop.

Challenge:

Set a goal for yourself to network during this workshop and collect contact information
from at least 10 new acquaintances.

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Session 2—Proce: g Application Data

Session Key Learning Points S

Retrieve your Session Key Learning Points handout. Under the Processing Application Data section,
write down the most important points you learned in this session.

Challenge:

For 2003-2004, how many NSLDS postscreening reason codes can be displayed at one
time on the ISIR?

Note:

o Take some time during the upcoming break to talk with other learners and get more
contact information for your Personal Working Directory!

2-12 Delivery System

44


Delivery System Appendix C: Job & Learning Aids

Requesting a Subsequent PIN @
Step Action
1 Access PIN Web site at: pin.ed.gov
2 Click PIN REQUEST AND INFORMATION.
3 Click either:

-— CHANGE PIN (to receive a new generic or personalized PIN because the original
was lost or stolen or student wants a personalized PIN); complete Step 4

OR

— REQUEST A PIN TO BE SENT (to receive a duplicate PIN because the original
was forgotten); complete Step 5

4 CHANGE PIN option.

4a. For either Generic or Personalized option, enter information as requested.
4b. Click SUBMIT REQUEST.

4c. From the drop-down list, select how you would like the PIN sent to you.
4d. Click YES.

5 REQUEST A PIN TO BE SENT option

5a. Enter personal information, as requested. @
5b. Click SUBMIT REQUEST.

5c. From the drop-down list, select how you would like the PIN sent to you.
5d. Click YES.

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Juty 1,

2003 — Jume 30, 2004

FREE AFFLICATION FOR FEDERAL STUDENT AID

Use this free form to apply for federal and state” student
grants, work-study, and loans.
is

aid

Apply free over the internet at www.fafsa.ed.gov

If you are filing a 2002 federal income tax return, we recommend that
you complete it before filling out this form. However, you do not necd to
file your income tax return with the IRS before you submit this form.

4

If you or your family has unusual circumstances not shown on this
form (such as loss of employment) that might affect your necd for student
financial aid, submit this form and then consult with the financial aid office
at the college you plan to attend.

You may also use this form to apply for aid from other sources, such as
your state or college. The deadlines for states (sec table to right) or
colleges may be as early as January 2003 and may differ. You may be
required to complete additional forms. Check with your high school
guidance counselor or a financial aid administrator at your college about
state and college sources of student aid and deadli

Your answers on this form will be read electronically. Therefore:

BD canncei

and fillin ovals__. ..

OMB # 1845-0001

STATE AID DEADLINES

April 1, 2003 sidate ob

June 30, 200S fdeue revived

For initial awards — March 3, 2003

Fer additional community college awards
~ September 2, 2003 fide parmarkael)

> June 28, 2003 fdute rereived ty sta)

DE April 15, 2003 (dure received)
FL. May 15, 2003 (idate
1A
#it
Continuing applicants ~ August 18, 2003
(diate reretved)
IN March 10, 2003 (ine reveivead, no longer
date pasimearked)
KS. April 1, 2003 (date received)
# KY March 15, 2003 (dure rereived)
BALA May 1, 2003
Final deadline — July t, 2003
(dawe received)
PMA. May 1, 2003 (dare received)

MD Moreh 1, 2003 (tate posemarbvd)

ME May 1, 2003 (date rervivest)

MI High schoo! seniors— February 21, 2003
College studenis—March 21,2003 oy

FAFSA and Spanish FAFSA

Important Features / Changes for 2003-2004

Important Dates

23

Delivery System


Disbursement and Reporting @

Other Important Things I Learned Today

How can I use what I learned today at my job?

With whom should I share this information?

i 8 Delivery System


Acronym-Alphabet Soup Puzzle

On the back of this page, you’ ll find a table with descriptions of 25 acronyms that FAAs come across
frequently. Read each description and write the corresponding acronym in the blanks provided under the
Acronym column. Then, under the Acronym Stands For column, write what the letters in the acronym
represent.

Hint: The soup pot below contains all of the letters you need to complete the puzzle. Mark through each
letter as you use it for a specific acronym. After you’re done, note whether you had letters left over in
the soup pot. Not enough? Or just the right amount?

Delivery System iii

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Parents, media,
and general public

directly to individuals

Consumer Information Reports Recipients Method Due Date

4. Equity in Athletics to report ED by report Via Web Site at Annually, compiled

athletic program participation rates surveys.ope.ed.gov/security | by October 15

and financial support data sent to ED no later

FSA Handbook, Vol. 2, Chapter 7 than 15 days after

668.47 report is available
Prospective Via publications, mailings | Upon request
students or electronic media sent

All prospective
students and
employees upon
request
668.41(e)(4)

report to a Web site, it must
send each individual—via
U.S. mail, campus mail or
direct e-mail—a notice that
(J) identifies information
required to be disclosed; (2)
provides exact electronic
Web site address; (3) states
that upon request individual
is entitled to a paper copy;
and (4) tells individual how
to request a paper copy

668.41(g)
5. Campus Security Report to ED By report Annually by
report data on crime statistics and October |
security Currently enrolled | Via publications, mailings | Notice about
(Student Right-to-Know) students or electronic media sent information,
FSA Handbook, Vol. 2, Chapter 7 | Employees directly to individuals annually
668.46 [668.4 1(e)] If school chooses to post Information, upon

request

6. FERPA (Family Educational Currently enrolled | Through appropriate Annually
Rights and Privacy Act) to provide | students publications, mailings or
notice of rights electronic media
34 CFR 99
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Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

Cc
Code

Reject
Code

269

Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level and dependency status, we have
determined that you may have received a total amount of student loans
that is close to or exceeds the loan limits established for the federal loan
programs. Therefore, your eligibility for additional student loans may be
limited.

270

Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level and dependency status, we have
determined that you may have received a total amount of student loans
that is close to or exceeds the loan limits established for the federal loan
programs. Therefore, your eligibility for additional student loans may be
limited.

271

Based upon data provided by the National Student Loan Data System
(NSLDS) and your reported grade level and dependency status, we have
determined that you may have received a total amount of student loans
that is close to or exceeds the loan limits established for the federal loan
programs. Therefore, your eligibility for additional student loans may be
limited.

272

ISSUES AFFECTING YOUR ELIGIBILITY.

273

WHAT YOU MUST DO NOW.

274

OTHER INFORMATION YOU NEED TO KNOW.

B-28

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Delivery System



A: 2003-2004 Application & Delivery System Changes

Application Processing

Database Matches, INS Secondary Confirmation Match: INS Secondary Confirmation match flag P
indicates that the automatic INS Secondary Confirmation is still in progress.

* > New CPS holds records for up to 3 compute cycles (approximately 72 hours) before sending
an ISIR to the school and a SAR to the student (to give the INS additional time to complete
automated secondary confirmation before processing the student’s record).

© This procedure affects the Processing Date.

e Ifthe school does not receive a system-generated ISIR indicating Secondary Confirmation results
within 15 business days, the school must begin paper (G-845S) secondary confirmation process.

> New Database Matches, NSLDS Postscreening:
© Postscreening is weekly
* Added capability to report up to 3 postscreening reason codes on the output document
e Added 3 new postscreening reason values/codes:
11 = No longer exceeds subsidized loan limit
12 =No longer exceeds combined loan limit
13 = Change in discharge status

14

Database Matches, NSLDS: CPS Edits for loan limits changed

* Modified edit triggered when student exceeds loan limit, re-using comments that are now
triggered by postscreening:
Subsidized loan limit (postscreening reason code 9)
Combined loan limit (postscreening reason code 10)
© Modified edit triggered when student is approaching loan limits to include loan limits exceeded
© Income thresholds changed

15

Need Analysis: Student Income Protection Allowance is changed.
© Dependent = $2380
¢ Single independent students without dependents other than a spouse = $5400
¢ Married independent students without dependents other than a spouse, and both spouses are
enrolled in postsecondary school = $5400
© Married independent students without dependents other than a spouse, and only the applicant is
enrolled in postsecondary school = $8640

¢ Independent students with dependents other than a spouse use the 2003-04 Income Protection
Allowance table to determine the student’s IPA

16

Auto 0 EFC income parameter increased to $15,000.

17

> New Verifiable Reject codes are added.

D = Dependent applicant whose father’s/stepfather’s SSN is invalid and mother’s SSN is not
provided or is invalid

E = Dependent applicant whose mother’s/step-mother’s SSN is invalid and father’s SSN is not
provided or is invalid

R=SSN match but no date of birth match

18

> New Reject Overrides A and C are added.

19

Reject Reasons 14, 15, 16 and 18 are removed.

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Session 1—Application Systems

Te

Eile Process View Tools Help

Des Sa] iS] S] 2 [he

fopen Student
{

|

| Original SSN; [--—_ [J = i

{ - {SIR. {|

Curentssn; [2 [a] '

|

| ox | Cancet | |Help | |

L a _ {

‘ForHelp. press Fl

EDExpress: fsadownload.ed.gov

Important Features / Changes for 2003-2004 Important Dates

1-10 Delivery System

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ery System Append 2003-2004 Master Calendar of Events

@ Month/ Date Events Application
Year Systems

Processing Correcting
Application | Application
Data Data

Disbursements
& Reporting

Nov 2003 Nov7 | CPS transmits 2004-2005 v
RAPP PIN/Print Notification
file (containing the school’s
eligible renewal applicants) to
the appropriate destination
point

Nov7- | CPS sends PINs to eligible v
Dec 20 | 2004-2005 renewal applicants
with PINs and 2004-2005
paper Renewal FAFSAs to
eligible renewal applicants
without out PINs

Nov 15 | ED transmits 2004-2005 v
FISAP edits (based on 2002-
2003 information) to school

x Revised 2004-2005 ISIR v
record layout published in
EDE Technical Reference
(posted to FSAdownload)

z Guide to 2004-2005 ISIRs v
posted to IFAP

~ School receives Federal v
@ School Code list
Dec 2003 | Dec! | ED publishes list of required v
hardware and software
changes needed to support
2004-2005 processing year
Dec I- | CPS sends PINs to eligible v
20 2004-2005 renewal applicants
with PINs and 2004-2005
paper Renewal FAFSAs to

eligible renewal applicants
without out PINs

Dec 15 | Last date for school to submit v
edits/corrections to 2004-2005
FISAP (based on 2002-2003
disbursements)

~ | EDExpress software v10.0 for v
2004-2005 is available for
download

Jan 2004 | Jan 1 | 2004-2005 Application v v
systems available to student

¢ FOTW

« ROTW

¢ COTW

© Student Access on the Web

Delivery System we E-7

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Where to Find...

Use the space below to jot down notes about where to find the facilities that you’Il use during the

workshop.

Restrooms

Vending machines,

Public telephones

Places to eat lunch,

Area where smoking is allowed

Other

Delivery System

14

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System Append

2003-2004 Master Calendar of Event

Month /

Year Date

Events

Processing
Application
Data

Application
Systems

Correcting
Application
Data

Disbursements
& Reporting

Aug 2003 =

School receives network
message to remind eligible
2004-2005 renewal applicants
to update mailing and e-mail
addresses with CPS

v

Planned implementation of
eCampus-Based v4 (FISAP)

Sep 2003 =

School receives final
electronic cohort default rate
(eCDR) notification package
for fiscal year 2001 from
NSLDS

*Sep 2

Last date for student to submit
2002-2003 verification
documents to the school

*earlier of 90 days after
student’s last date of
enrollment or Sep 2, 2003

*Sep 2

Last date for student to submit
valid 2002-2003 SAR (for Pell
only) to the school

*earlier of 90 days after
student’s last date of
enrollment or Sep 2, 2003

*Sep 2

Last date for school to receive
valid 2002-2003 ISIR (for Pell
only) from the CPS

*earlier of student’s last date
of enrollment or Sep 2, 2003

Sep 30

Last date for school to submit

(close out) 2002-2003 Pell

disbursement information to

COD

*After Sep 30, school may

submit Pell disbursement

information only:

¢ Fora downward
adjustment to a previously
reported award

e Based ona program review
or initial audit finding

|

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E-5



e Session 2—Processing Application

+ Review how the CPS processes 2003-2004
applicant data and identify the types of
_ output documents produced

« Explain. the.results of application processing

* Identify and explain how to resolve common
data problems

@ « Identify important application processing
\ 4 changes for 2003-2004

X : g

2-2

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D ery System Appendix F: Glossary

POP (Potential Overaward Project)

Any amount exceeding 100 percent of a full Scheduled Pell Grant represents an overaward
and is disallowed after 30 days. Federal Pell Grant recipients are allowed to receive a
maximum of one full Scheduled Pell Grant (SPG) during an award year. The COD System is
programmed to calculate the percentage of SPG used each time a school reports a recipient's
disbursement. For more information, see the COD Technical Reference Document.

Postscreening

A process subsequent to prescreening whereby the NSLDS database is scanned regularly to
check for changes to the eligibility of federal student aid applicants. These changes include
loan aggregates and the student’s moving into or out of a default or overpayment status, and
are reported to the CPS, which in tum creates new record transactions and generates new
SARs and ISIRs.

Postsecondary Institution

An institution providing education beyond the high school level. The term refers to trade and
technical schools, two-year colleges, community colleges, and four-year colleges and
universities.

Prescreening

The initial match of FAFSA data that CPS performs against the NSLDS database to identify
applicants for federal student financial aid who are in default on an existing Title IV loan;
who owe overpayments on Federal Pell Grants, FSEOGs, and/or Perkins Loans; or who have
exceeded maximum loan limits. Prescreening is performed before CPS processing of FAFSA
data is complete.

President's Management Agenda

A document outlining the President’s strategy for improving the management and
performance of the federal government, including the U.S. Department of Education. The
document emphasizes the need to reduce fraud, waste, and inefficiency in federal programs,
including federal student aid program administration and management.

Located at: whitehouse.gov/omb/budintegration/pma_index.html

Renewal FAFSA

A FAFSA application that is pre-populated with the student’s prior year data and used ‘for
updating for the upcoming (next) award year. To use the Renewal FAFSA, the student must
have an eligible FAFSA transaction for the preceding award year. The student may access
the Renewal FAFSA via the Web. Also see Free Application for Federal Student Aid
(FAFSA) and Renewal FAFSA on the Web (ROTW).

F-16 17 0 Delivery System



Delivery System Appendix B: 2003-2004 ISIR Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

Cc
Code

Reject
Code

136

To resolve your defaulted federal student loan(s), contact the school
associated with the loan.

Resolution required.

2

Y

138

The National.Student Loan Data System (NSLDS) found your reported
social security number on their database, but your name and date of
birth did not match. Therefore this ISIR does not contain the financial
aid history that is associated with your reported SSN.

Resolution required.
Determine if the NSLDS record is that of the applicant, by accessing
NSLDS online using SSN only to retrieve the matching data.

This will help determine whether that SSN belongs to the student being
assisted. This method will reveal which data provider supplied the
conflicting SSN information. This provider may then be contacted
directly to resolve the discrepancy. There is no need to wait for NSLDS
to be updated before continuing the award process.

If the record belongs to the student, use the information in NSLDS to
determine eligibility for FSA funds.

141

You changed your response to citizenship or you changed the Alien
Registration Number verified with INS. You must submit proof of your
citizenship status to your Financial Aid Administrator.

Resolution required.
Determine why student changed citizenship status and resolve any

conflicting information. Student may need to submit proof of citizenship
depending on reason for change.

blank

142

The Immigration and Naturalization Service (INS) could not confirm
your statement that you are an eligible noncitizen because there is a
question about your Alien Registration Number. You must submit proof
of your noncitizen eligibility to your school. If you fail to submit proof
within 30 days, or longer if your school allows, you may not be eligible
for federal student aid.

Resolution required.

If student failed to provide Alien Registration Number or provided an
invalid Alien Registration Number, do not perform secondary
confirmation. Instead, help student make corrections to the SAR/ISIR
and resubmit for processing. If student provides adequate information to
conduct match, record will be sent back to INS for matching. Review
match flags on subsequent transactions for updated match flag.

blank
+

143

Your citizenship status has been confirmed by the Immigration and
Naturalization Service (INS) and you meet the citizenship requirements
for federal student aid.

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Delivery System



De

ery System Append

2003-2004 Master Calendar of Events

Month/ ;
Year

Date

Events

Application
Systems

Processing
Application
Data

Correcting
Application
Data

Disbursements

& Reporting

Jul 2003

Jul 1

2003-2004 award year begins

Jul 1

Last date for school to submit
annual IPEDS report to ED:

* Completion and graduation
rates for general student
body

Completion, graduation
and transfer-out rates for
schools that offer
athletically-related student
aid

v

Aug 2003

Aug I

School receives 2004-2005
FISAP application (for
reporting 2002-2003
disbursement information)

Aug 15

Last date to submit 2002-2003
corrections and requests for
duplicate SARs to the CPS

© Paper SAR (student)
© COTW (student)

« FAA Access to the CPS
Online (school)

e EDExpress (school)

Aug 15

Last date for school to submit
request for 2002-2003 Year-
To-Date Pell records from
coD

‘Aug 21

Last date for student to submit
2002-2003 FAFSA or SAR
signature page to the CPS

‘Aug 27

Last date for student to submit
school change to and/or
request for a duplicate 2002-
2003 SAR from the Federal
Student Aid Information
Center

Draft 2004-2005 ISIR record
layout posted to IFAP and
FSAdownload

Electronic Announcement
describing changes to the
2004-2005 Renewal
Application Process (RAPP)
posted to IFAP

2004-2005 RAPP Guide
posted to FSAdownload

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Delivery System



Delivery System Appen B: 2003-2004 ISIR Comment Codes and Text

e@ Comment Comment Text Definition Match | C | Reject
Code Flag | Code | Code
062 The Social Security Administration could not confirm your claim of N 18

U.S. citizenship because of questions about your social security number,
name, or date of birth.

Resolution required.

Help student make corrections to social security number, name, or date
of birth if necessary so that the student’s record can be sent back to SSA
for matching. Review subsequent transactions for updated match flag.

Note that if the SSN was incorrect, the student may correct the SSN on
the SAR/ISIR. If this is done, the student’s original SAR ID will not
change, but the current SSN reported in field 8 will be changed to reflect
the corrected SSN.

Alternatively, the applicant may file a new FAFSA under the correct
SSN. This FAFSA will be treated as an original application and will be
sent through all of the matches as if another FAFSA was never
completed. The SAR ID will be the same as the SSN reported on this
application.

If the student believes the information reported on the application is
correct, student should contact the Social Security Administration.
Obtain documentation from the student that clearly proves that the
student is either a citizen or eligible noncitizen.

application does not correspond with the social security number you
provided. If the name you reported is correct, contact SSA. If it is
incorrect, you should make corrections on this ISIR.

Resolution required.
065 To resolve your FSEOG overpayment, call the U.S. Department of 3 Y
Education at 1-800-621-3115, or write to the U.S. Department of
Education P.O. Box 4222, Iowa City, lowa 52245.

Resolution required.

066 To resolve your FSEOG overpayment, call the U.S. Department of 3 Y
Education at 1-800-621-3115, or write to the U.S. Department of
Education, P.O. Box 4222, Iowa City, Iowa 52245.

Resolution required.

067 To resolve your FSEOG overpayment, call the U.S. Department of 3 Y
Education at 1-800-621-3115, or write to the U.S. Department of
Education, P.O. Box 4222, Iowa City, lowa 52245.

Resolution required.

e@ 064 As we indicated on your previous ISIR, the name you reported on your Y

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a Agenda

|| *-Application Systems

= Paper and electronis forms
— Features, pros & cors
~ Changes for 2003-2004

* Processing Application Data
— How CPS protessas applicant data
~' Outputs of application processing
= Changes for 2003-2004

+. Correcting Application Data

| * Disbursement and Reporting
° = COD concerts
\

~ Changes for 2003-2004

Welcome to “Delivery System”

This workshop is designed to enhance your knowledge about the system and processes used in
applying for and delivering federal student financial aid. Each session highlights the important
changes to the 2003-2004 award year and provides a lot of opportunities for you to practice and
apply what you learn.

Also, you'll have the chance to become more familiar with lots of very helpful tools and resources
that the U.S. Department of Education (ED) provides to help you and your colleagues be more
successful at your jobs.

In addition to the tools and resources identified in each session, the appendices for the workshop

contain helpful information, such as a glossary or steps on how to access a Web site and download
software.

Delivery System Appendices—Table of Contents
Appendix A—2003-2004 Application & Delivery System Changes
Appendix B—2003-2004 ISIR Comment Codes and Text
Appendix C—Job & Learning Aids ....
Appendix D—Required School Reporting
Appendix E—2003-2004 Award Year Master Calendar of Event:
Appendix F—Glossary ........ccccsesessessesseseeeseessessessesreseesseessenesseeseesesessseeseneene
Appendix G—Acronyms....
Appendix H—Answer Keys

Note:

@ Remember to keep your workshop evaluation form handy so that you can write down
your feedback and comments throughout the day.

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ery System Appendi:

2003-2004 ISIR Comm

it Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

Code

Reject
Code

127

It may be too late to submit any corrections to your ISIR. If you want to
be considered for a Federal Pell Grant, your school must receive a
complete, correct ISIR no later than August 16, 2004, or your last day of
enrollment, whichever comes first. Other student aid programs have
different deadlines. Under certain circumstances, students selected for
verification have an additional 60 days from their last day of enrollment,
but no later than August 16, 2004, to submit corrections.

128

It may be too late for you to make corrections or give us any more
information for this year. Your school must have your corrected ISIR no
later than August 16, 2004.

129

You must provide your parent(s) income information in Step Four.

Resolution required.
Student is dependent. Provide Parents’ Taxed and Untaxed Income.

130

You must provide your income information in Step Two.

Resolution required.
Student is independent. Provide Student and Spouse (if married) Taxed
and Untaxed Income.

132

The National Student Loan Data System (NSLDS) indicates that you are
in DEFAULT ona federal student loan. You are not eligible to receive
any federal student aid until your default has been resolved.

Resolution required.

Depending on loan status, student may need to contact GA, DLS, EDR,
or ED and make satisfactory arrangements to repay loan. If student has
already repaid loan, obtain documentation that the loan identified as
being in default is the loan that was paid off by the student.

See attached list of loan status codes and information on student
eligibility.

133

The National Student Loan Data System (NSLDS) indicates that you
received at least one overpayment of federal student aid funds. You are
required by law to repay any funds received from the federal student aid
programs to which you were not entitled. You are not eligible to receive
any federal student aid until your overpayment has been resolved.

Resolution required.

134

The National Student Loan Data System (NSLDS) indicates that you are
in DEFAULT on at least one federal student loan and that you received
at least one overpayment of federal student aid funds. You are not
eligible to receive any federal student aid until these items have been
resolved.

Resolution required.
See resolution for match flags 2 and 3 above.

135

To resolve your defaulted federal student loan(s), contact the lender
associated with the loan.

Resolution required.

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B-15



Delivery System Appendix B: 200:

R Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

Code

Reject
Code

161

We could not match your information with the Department of Veterans
Affairs (VA) because you did not give us your full name and/or date of
birth. You should review and correct these items by selecting the ‘Make
Corrections’ button at the bottom of the page.

162

The Department of Veterans Affairs (VA) did not confirm that you are
or will be a qualifying veteran for purposes of receiving federal student
aid for the 2003-2004 school year. If VA is correct, you must provide
your parents’ information (including signature) on this ISIR if you have
not already done so. If you believe you are or will be a qualifying
veteran, see your Financial Aid Administrator.

Resolution required.

In this situation, CPS assumes No to the Veteran Status question. The
student does not qualify for Independent status if the response to this
question remains No, so it is possible that parents’ data and signature
were not provided. If this is the case, Reject 15 or Reject 2 would also
be present on the SAR/ISIR.

If the student believes the match results are in error, the student should
contact a regional VA office to have VA records updated. The student
will then need to correct the VA status question to Yes, which will
generate a history correction that will be sent to VA for rematching.

While the student is resolving the discrepancy with the VA, the financial
aid administrator may collect documentation from the applicant that
clearly demonstrates that he or she is a veteran of the U.S. Armed
Forces. The student may provide the DD214 form showing that
“Character of Service” is other than “dishonorable.” However, until the
information is corrected in the VA database, the match results will not
change. If the documentation confirms that the student is a veteran, the
financial aid administrator may perform a dependency override,
changing the student’s dependency status from dependent to
independent. Title IV aid may then be disbursed to the student.

163

The Department of Veterans Affairs (VA) did not confirm that you are
or will be a qualifying veteran for the 2003-2004 school year. If VA is
not correct, you should contact a VA office to resolve this problem.

165

It appears that the social security numbers you reported on your
application for your father and mother are not valid. Review the
numbers you reported and make the necessary corrections.

166

It appears that the social security number you reported on your
application for your father is not valid. Review the number you reported
and make the necessary corrections.

Resolution required.
Verify SSN and correct Father’ s/Stepfather’s SSN.

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Delivery System



Delivery System Appen job & Learning Ai

Subscribing to IFAP Updates

Step Action
1 Access IFAP web site at: ifap.ed.gov
2 Click Member Services in the left hand column on the Web page.
3 If you have not already registered, click Click Here to Register to register as an IFAP
member (Your password will be emailed to you within 24 hours).
4 Once registered, log in with your user name and password.
5 | Click Login.
6 Click Subscription Options.
7 Select any of the four updates available and select specific options under each:
e Weekly Summary of ALL IFAP Additions (Default Setting)
e Frequently Generated IFAP Additions (within 48 hours)
— Action Letters
— Dear Partner/Colleague Letters
— Direct Loan Bulletins
— Electronic Announcements
— Policy Bulletins
e Additional Publications by Publication Type (within 48 hours)
- Audit Guides
— Blue Books
~- Counselor’s Handbooks
— Default Rate Materials
- NSLDS Reference Material
— SAR and ISIR Materials
(This is a partial list)
e Additional Publications by Program and Service
- Campus-Based Programs
- FFEL
— Student eligibility
—- Verification
(This is a partial list)
8 Click Go to SUBMIT button, or click SUBMIT at the bottom of the page.

C-8

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Delivery System Appendix A: 200 ery System Changes

Paper Renewal FAFSA

Wording changes from paper FAFSA are incorporated into Renewal FAFSA.

2 | > New Bar code with Student ID is added at the bottom of each page of application.
3. | Page 1, Question 35: Drug Conviction Affecting Eligibility? Question is not changed.
e Previous answers of “blank,” “1,” or “3” are rolled over as reported on the 2002-2003 FAFSA
© Previous answers of “2” on the 2002-2003 FAFSA are rolled over as “1”
4 | Pages 2 and 3: For students who qualified for the automatic zero EFC in 2002-2003, answers to income
questions are pre-printed and students are instructed to update only answers that changed.
5 | > New Pages 2 and 3: Tax line references are added.
6 | Page 3, Question 51: Monthly VA Benefits Amount field increases from 3 to 4 characters.
7 | > New Page 3, Question 60: Asks for the month and year the student’s parents were married,
separated, divorced or widowed.
8 | Page 4, Step 6 - Student’s School Information: NSLDS is checked to determine which school codes print.
¢ Prints school codes only for schools that reported 2002-2003 disbursements.
 Ifno disbursement data exists, uses all school codes listed on the 2002-2003 application to create
the Renewal FAFSA
¢ Students are able to indicate on their Renewal FAFSAs that they do not want their data sent to
specific schools
9 | Page 4, Step 6 - Student’s Housing Plans: Wording is strengthened to ensure that students answer.
10 | > New Page 4, Question 99: Asks students to report their e-mail addresses (see corresponding item

under Paper FAFSA).

# FAFSA on the Web (FOTW)
1 | Home page is improved.
> New FAFSA logo
> New PIN graphic
> New Dynamic late-breaking news section
> Fill-out FAFSA button is more prominent
> Moved Make Corrections option from Section 2 to Section 3
> _New State Deadline icon is added
2 | > New Automatic Zero EFC and Simplified Needs Test (SNT) are determined automatically.
e Ifa student qualifies for Auto Zero EFC, student (and parents) has option to skip:
— Income Taxes Paid and Number of Exemptions
- Worksheets A, B, and C questions
— Asset Net Worth questions. If student qualifies for SNT only, the student may skip Asset Net
Worth questions.
¢ Ifa student qualifies for NEITHER Auto Zero EFC or SNT, the student completes the full FAFSA.
Note: Students from certain states cannot skip questions because data is required for state programs.
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ery System Appendix A: 2003-2004 Applica ery System Changes

FAA Access to CPS Online

8 | Some inquiry features are improved.
¢ Displays student’s full name, ID, and academic year on all pages
¢ Includes all FAA information on SARs printed via FAA Access to CPS Online
¢ Uses TEXT instead of CODES for application flags in the FAA information section
9 | > New FAA Web Corrections and real-time processing: Corrections/transactions that don’t require
initial database matches are processed in real-time.
¢ CPS edits are applied immediately
¢ Official EFC is provided instantaneously
e¢ No immediate match with NSLDS, but the screening match occurs no more than one week later,
if necessary
ISIR goes out in a daily batch transmission
10 | > New Codes appear next to changed/corrected fields.

# = field corrected on current transaction
@ = field corrected on earlier transaction

ISIR

ISIR record layout follows the order of paper FAFSA questions.

> New Parent’s Marital Status Date field is added.

> New Value for Application and Transaction Data Source/Type codes: Added FAFSA source code
(ISIR fields 163-164) for paper Spanish FAFSA (value = 55).

> New FAFSA Data Verify Flags: Added to indicate whether the CPS questioned a value reported on
the FAFSA and, if so, whether it was re-entered as the same value on a correction. Flags appear in ISIR
field 168.

Verification Tracking field: Displays 2-digit numeric characters only.

The higher the number, the higher the priority of the selection criteria. A value will appear in this field for
all students with an EFC, whether they were selected for verification or not. The purpose of this field is to
identify for FAAs the priority of the criteria used to select applicants based on the likelihood of error. For
example, a student with a “75” in the Verification Tracking field has a greater potential for significant
error than a student with “25” in this field. FAAs who use the 30% verification limit can use this field to
prioritize the applicants to be verified.

> New NSLDS Financial Aid History Information, Discharge Code values
D = Death (applicant is deceased) P = Permanent (applicant approved for permanent
R = Reaffirmed (applicant has reaffirmed loan discharge)
the loan) M=Multiple (applicant meets more than one of
C = Conditional (applicant approved for the conditions above)
conditional loan discharge) N = None

SAR C Code is set for all values of Discharge Codes except for the value N. Comment code (115) is used
for all conditions.

NSLDS Financial Aid History Information: Title of the second section is changed to Defaulted/
Discharged Loan Detail Information.

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Session 1—Application Systems

Tools & Resources

2003-2004 application system (including changes to 2002-2003 application system)

e 2002 NASFAA Conference session handouts: www.nasfaa.org (instructions to access the
presentations and handouts are in Appendix C)

— 2003-2004 Application Processing System Update

— 2003-2004 What’s New with FOTW, the PIN and FAA Access to CPS Online
e FSAdownload: fsadownload.ed.gov

~ EDE Technical Reference
e FSA Schools Portal: fsa4schools.ed.gov

e FSA Delivery System videoconference tape or archived Web cast ordering information:
www.ed.gov/about/ordering.jsp

Promotional literature - FAFSA on the Web Toolkit: www.ed.gov/about/ordering.jsp
FAFSA instructions
e Information for Financial Aid Professionals (IFAP): ifap.ed.gov
- FSA Handbook: Application and Verification Guide, Chapters 1 and 2
e Pre-Application Worksheet for FAFSA on the Web: fafsa.ed.gov
e FSA Students Portal: studentaid.ed.gov

Acronyms
CPS (Central Processing System) FSA (Federal Student Aid)
ED (U.S. Department of Education) FSC (Federal School Code)
EFC (Expected Family Contribution) OPE-ID (Office of Postsecondary Education

FAA (Financial Aid Administrator) Identification)
FAFSA (Free Application for Federal ROTW (Renewal FAFSA on the Web)
Student Aid) SAR (Student Aid Report)

FOTW (FAFSA on the Web) SNT (Simplified Needs Test)

Mey Terms

Automatic Zero EFC (Auto 0 EFC)
FAA Access to CPS Online

Title IV Programs

U.S. Department of Education PIN

1-2 Delivery System

nde
Oo


Delivery System Appendix F: Glossary

FSA Assessments

Four categories of Web-based management assessment modules to help schools assess
compliance with Title IV requirements and enhance services. Each assessment is self-guided
and contains. links to applicable laws and regulations. The categories are Students, Schools,
Managing Funds and Campus Needs.

Located at qaprogram.air.org/SFAAssessment.asp

OPE ID and a password are required for interactive modules. However, schools that choose
not to create a password can access and download all interactive modules while in tour mode.

FSA Schools Portal

A Web site used by FAAs to more efficiently manage the federal student aid information
provided by FSA.

Located at fsa4schools.ed.gov

ID and Password required to customize the portal.

FSA Student Aid Handbook

An ED publication that explains the procedures that schools must follow when administering
federal student aid (FSA) programs. Most of these procedures are required by laws and
regulations, while other procedures are required by the reporting systems of each Title IV
program.

FSATech Electronic Newsletter

An e-mail listserve maintained by the Federal Student Aid programs in the U.S. Department
of Education as a way to share information about electronic systems with financial aid
professionals. (FSA systems include EDExpress, FISAP, etc.) The udpates provide accurate
and timely answers to technical questions about FSA systems, software and mainframe
products, and creates an environment where users of FSA systems can help one another
resolve technical issues.

Register to receive at www.ed.gov/offices/OSFA P/services/sfatechsubscribe.html

FSC (Federal School Code)

A six-character number that ED assigns to each school that is eligible to participate in Title
IV student financial aid programs. A Federal School Code begins with 0 (zero), G, B or E
and ends with a five-digit number. When applying for federal student financial aid, students
may list up to six Federal School Codes on their FAFSAs to indicate which schools should
receive their processed application data. The list of Federal School Codes is updated each
year and is available online at fafsa.ed.gov.

F-10 “« Delivery System

164



D ery System Appendix B: 2003-2004 ISIR Comment Codes and Text

r Comment Comment Text Definition Match | C_ | Reject
Code Flag | Code | Code
144 The Immigration and Naturalization Service (INS) has not yet N Y

confirmed your statement that you are an eligible noncitizen. INS will
continue to check their records and we will notify you when we have
received more information from them.

Resolution required.

See match flag on Secondary Confirmation.

INS will conduct the Secondary Confirmation process based on
applicant identifier and Primary Verification information only. Next
steps will depend on results from Secondary Confirmation match results.

145 According to Social Security Administration (SSA) records, the social 5 8
security number you provided belongs to a deceased person. If the SSN
you reported is correct, you must contact an SSA office to resolve this
problem.

Resolution required.

Ifthe student’s SSN is correct, the student must contact SSA. Once SSA corrects its
records, the student may reenter the SSN and submit it as a SAR/ISIR
correction. Records sent for rematching will continue to receive this
match flag until SSA updates its database. Review subsequent
transactions for updated match flag.

If the SSN is incorrect, the student may correct the SSN on the
@ SARAISIR. If this is done, the student's original SAR ID will not change,

but the current SSN reported in field 8 will be changed to reflect the
corrected SSN. Alternatively, to obtain a SAR with a SAR ID that
matches the student’s reported SSN, the applicant should file a new
FAFSA under the correct SSN. This FAFSA will be treated as an
original application and will be sent through all of the matches as if
another FAFSA was never completed. The SAR ID will be the same as
the SSN reported on this application.

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Session 1—App!

FSA

fuk APPLICATION FOR FEDERAL STUDENT AID
[i Help Put America Through Schoo!

‘over Your Opportunities!
FAFSA opens the door to the federal aid process. FAFSA ALERTS:
Every step you can take gets you closerto achieving | Deadlines:
your education goals. Find out what you can expect it 2002-2003 FAFSA on the Web Applications by midnight Central
from beginning to end. More>> Daylight time, June 30, 2003. More>>

©2F@28@®.

Pin Site

‘Scheditled Maintenance:
To apply for your PIN online, go to the FAFSA on the Web will be unavailable on every Sunday from § a.m. to
Department of Education's PIN Site. More>> | 11 a.m, (Eastern Standard Time). We apologize for any inconvenience this

pte may cause. More>>

faa Qut a FAFSA FAFSA Follow-up

> Mak Conectans toa rocessed F FAFSA |
> Student Access
Bf > Provide Eiecroni Signature -

fa > More Options >> >>>

© fj
(ESA ELECTRONIC seRvIcES

TubENT GuiBE
FAFSA on the Web: fafsa.ed.gov
Important Features / Changes for 2003-2004 Important Dates
Delivery System a 1-7
On
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Changing Application Data eS

Read the following 6 scenarios to determine if each scenario calls for a Correction, Update or
Adjustment. Then determine what field or value the change corresponds to, what the value should be,
___and whether or not the change must be submitted to CPS for reprocessing.
Scenario a. Correction, Update, or Adjustment?
b. To what field/value?
c. What should field/value be?
d. Required to submit to CPS? (pick 1)
1 Amy submitted her 2003-2004 application in the spring | a.
of 2003. When she submitted the application, her e-mail
address was amy@fsau.edu. Amy took a work-study
position the next fall as a computer lab monitor. She got
another e-mail address, mon] 2@fsau.edu, and needs to OO Required to D1 Not required to
use this new one for her electronic correspondence. submit to CPS submit to CPS

2 Randy has applied to 2 different schools (FSAU and FSA
Tech) and has asked each school to consider the $10,000
in lost income due to his father’s being laid off from
work. Both schools do apply professional judgment in
their calculations for Randy’s EFC, making him Pell O Required to 0 Not required to
eligible. submit to CPS submit to CPS

3 Rachel got married the summer after her junior year at
FSAU — Dawson Creek. She had already submitted a
renewal application for her senior year. On that
application she reported that the highest level of
schooling that her father received was high school, when O Required to D1 Not required to
in fact he has a bachelor’s degree in Finance. submit to CPS submit to CPS

4 Tyler, a graduate student at FSAU — North receiving
financial aid, and his wife just celebrated the birth of
their second child (who was not included in the
household number when Tyler completed his FAFSA).
Because their one bedroom apartment was no longer big O Required to D not required to
enough, they have moved to a bigger apartment. submit to CPS submit to CPS

Belo

ayo lol|S

Ae; a|P

alo |s| =

5 Amanda is reviewing the SAR she received after
submitting her FAFSA. She sees that her adjusted gross
income is reported as $678. She double-checked her
photocopy of the application she sent in and saw that she
had written $6678. Amanda’s FAA determined that O Required to D1 Not required to
Amanda’s EFC was affected and that Amanda is no submit to CPS submit to CPS
longer eligible for Pell.

BOTS) ES

6 Tuck is one of a growing number of non-traditional a.
undergraduate students at FSAU — Detroit. He has 3 teen-
aged children, 2 of whom are twin boys and are attending b.
the same college as Tuck. Tuck’s FAA knows the family | ¢,
well, and was surprised to see on one of the son’s ao - oO -
applications that he reported | child in college. 7 Required to Not required to
submit to CPS submit to CPS
3-8 Delivery System

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Del

ery System Appendix

2003-2004 ISIR Comm

it Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

Code

Reject
Code

108

Your parent did not sign your application or the corrections you
submitted. If your parent is not able to sign, see your Financial Aid
Administrator or High School Counselor.

Resolution required.

Signature correction must be made on a printed SAR certification page
and resubmitted to the FAFSA Processor or may be corrected
electronically.

1S

109

This ISIR has been produced because we received information from the
Immigration and Naturalization Service (INS) regarding your
citizenship status. The INS did not have enough information to confirm.
your statement that you are an eligible noncitizen. You must contact the
Financial Aid Administrator at your school to find out what information
is needed. If you fail to submit the required information within 30 days,
or longer if your school allows, you may not be eligible for federal
student aid.

Resolution required.
Must begin paper (G845) secondary confirmation process.

110

We have not received the signature page from your FAFSA on the Web
application or correction. We must have your signature before we can
determine your eligibility for federal student aid.

Resolution required.

Signature correction must be made on a printed SAR certification page
and resubmitted to the FAFSA Processor or may be corrected
electronically.

111

The amount you reported for taxes paid by your parent(s) is equal to or
greater than the amount you reported for their adjusted gross income.
Review these items and make the necessary corrections.

Resolution required.

Correct Taxes Paid to an amount that is less than AGI or change AGI to
an amount greater than taxes paid.

12

112

Based on the information we have on record for you, your EFC is___.
Your school will use this number to determine what types of aid and
how much you are eligible for. You are not eligible for a Federal Pell
Grant but you may be eligible for other aid.

113

We assumed the value for number in college based on your parents’
marital status and number of family members. Your parents should not
be included in the number in college.

114

The amount you reported for your taxes paid is equal to or greater than
the amount you reported for your adjusted gross income. Review these
items and make the necessary corrections.

Resolution required.

Correct Taxes Paid to an amount that is less than AGI or change AGI to
an amount greater than taxes paid.

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Ses:

n 2—Processing Application Data

§ PROCES SINE MRE SCILoT

Goal is to have a valid output
document with an official EFC

>)

re
&

Highlights = data that should be checked

Assumptions = data that should be checked

Rejects = no EFC and data problem that
must be resolved

; Verifiable (alpha)

I —Non-verifiable (numeric) |
Ny —

+5

Output Documents Report Processing Results

For the school and the student alike, the ultimate goal of application processing is to have the CPS
produce a valid output document (ISIR or SAR) with an official EFC. A valid ISIR or SAR is one
for which all the information used to calculate the applicant's EFC is accurate and complete as of the
date the application is signed.

Sometimes the output document indicates issues resulting from the data edits and/or the data
matches the CPS performs. Many of these issues, such as rejects, impact the student’s eligibility for

federal student aid and must be resolved. Other issues, such as highlights and assumptions, just need
to be reviewed.

Highlights and Assumptions

A highlight is intended to bring attention to a specific value for a field/question. The highlight is
generated during data edits because the data in question is missing or contradictory, and it appears
on the ISIR as an “h” next to the field(s) in question and on the SAR as bold text.

Sometimes when data is questionable, the CPS is able to make an assumption about what the correct
value for the question should be. Then the CPS uses the assumed value in the EFC calculation. An
assumption is indicated next to the field in question by an “*” (asterisk) on the ISIR and by the word
“Assumed” on the SAR. Students should review all assumed values to make sure they’re correct.

Rejects

Compute rejects (also referred to as data rejects or rejects) occur because data (such as a signature)
is missing, is questionable or seems inconsistent. As the result of a reject, the CPS can’t calculate the
EFC. There are two types of rejects.

© Verifiable Reject (alpha reject code) - Indicates that the student must submit either corrected
or verified data (e.g., by writing in the value again), or the school must submit the
appropriate Reject Override code (A, B, C, N, W) corresponding to the specific reject

© Non-verifiable Reject (numeric reject code) - Indicates that the data must be corrected before
a valid ISIR can be generated

Each reject has a corresponding reject code that displays in the FAA Information section of the ISIR
and SAR and should be reviewed by the FAA.

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Delivery System Appendix F: Glossary

SID (Student Identifier)

A unique identifier for each applicant, made up of an applicant’s Social Security Number
(SSN), and the first two letters of the applicant’s last name.

SNT (Simplified Needs Test)

A formula under the Federal Methodology that ignores the asset information reported on the
FAFSA in calculating a student's Expected Family Contribution (EFC). It also referred to as
a simplified formula. Also see Federal Methodology (FM).

SSA (Social Security Administration)

The federal agency that establishes policy for administers and coordinates Social Security
earnings and benefits. The CPS conducts a match of FAFSA data against this agency’s
database to confirm the student’s identification and eligibility for federal student financial
aid.

SSN (Social Security Number)

The nine-digit U.S. taxpayer identification number used by the federal government to
maintain a record of an individual’s employment earnings and benefits covered by the Social
Security Act.

SSS (Selective Service System)

The federal system, mandated by the Military Selective Service Act, that delivers manpower
to the U.S. Armed Forces during emergencies. Males between the ages of 18 and 25 are
required to register with the Selective Service System. The CPS conducts a match of FAFSA
data against this agency’s database to confirm the student’s identification and eligibility for
federal student financial aid.

Title |V Programs

The federal student financial aid programs authorized under Title IV of the Higher Education
Act of 1965, as amended. The programs are administered by the U.S. Department of
Education (ED) and include the Campus-Based Programs, the Federal Family Educational
Logan (FFEL) Program, the William D. Ford Direct Loan (DL) Program, the Federal Pell
Grant Program, the State Student Incentive Grant (SSIG), and the Robert C. Byrd Honors
Scholarship. To participate in these programs, postsecondary schools must apply to and be
approved by ED.

The Application for Approval to Participate in Federal Student Financial Aid Programs is
accessed electronically at eligcert.ed.gov.

F-18 Delivery System


Delivery System Appendix D: Required School Reporting

See FSA Handbook for changes
that do/do not require ED’s written
approval before disbursing funds
FSA Handbook, Vol. 2, Chapter 10
600.20, 600.21

Consumer Information Reports Recipients Method Due Date
7. Notice to Enrolled Students of | Currently enrolled | Must provide direct notice | Annually
availability of information students to each person via U.S.
regarding: mail, campus mail or e-

(1) Financial assistance available mail. Notice must list and
(668.42) briefly describe the
(2) School (668.43) information and tell _
(3) School’s completion or students how to obtain it
graduation rate and, if applicable, Posting notice on intranet
transfer-out rate (668.45) Web site does not constitute
(4) Students’ rights under FERPA notice. However, if school
(99.7) discloses information by

: ee. posting on Web site, notice
(5) Athletic program participation must include exact
rates and financial support (668.47) electronic address and
(6) Campus Security (668.46) statement that a paper copy
668.41 (c) of the information will be

provided upon request.
8. Notice to Prospective Students | Prospective Via publications, mailings | Annually
(same as notices to currently students or electronic media sent
enrolled students) directly to individuals
9. Drug and Alcohol Abuse Currently enrolled | May include information in | Annually
Prevention materials, including students student and employee
standards of conduct, sanctions, Employees handbooks or other
counseling or treatment programs Faculty publications if distributed
available, and health risks to each student and
FSA Handbook, Vol. 2, Chapter 7 employee
668.46(b)
Other Required Reporting

Other Required Reporting Recipients Method Due Date
10. Drug and Alcohol Abuse Employees May include information in | Annually
Prevention (applies only to employee handbooks or
schools participating in Campus- other publications if
Based Programs) Notice to distributed to each
employees of unlawful activities employee
and of actions school will take
against employees for violations
FSA Handbook, Vol. 2, Chapter 7
11. PPA/ECAR Changes ED eligcert.ed.gov Within 10 calendar

days of change

Delivery System

137

D-3

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Session 1—Application Systems

;
[
| Electronic forms B Paper forms
| “FAFSA on'the Web + FAFSA
i
|
|

Spanish FAFSA on * Spanish FAFSA)
the Web © . + Renewal FAFSA

+ Renewal FAFSA on
thé Web

+ FAA Access to CPS

Online

(Seg

Paper vs. Electronic Application Forms

Students have 2 methods of applying for federal student financial aid. The U.S. Department of
Education’s Office of Federal Student Aid (FSA) provides paper and electronic application forms.

The types of paper application forms include:
« Free Application for Federal Student Aid (FAFSA)
e¢ Spanish FAFSA
e Renewal FAFSA (generally for students who applied in the previous year)

Note:

oe Schools can go online at edpubs.org/bpos to order/re-order paper versions of both the
FAFSA and the Spanish FAFSA (the school’s OPE-ID is needed to access the site).

For applicants with access to the Internet, electronic application forms provide the quickest, most
efficient and error-free method of applying for federal student financial aid:

e FAFSA on the Web (FOTW)
e Spanish FAFSA on the Web (FOTW)
© Renewal FAFSA on the Web (ROTW)

So that students who complete paper forms can have a way of getting their applications processed
electronically, FSA provides 2 electronic tools that schools can use to enter and electronically
transmit application data for their students.

e FAA Access to CPS Online
e EDExpress software

Note:
@ Beginning in 2003-2004, FAFSA Express is no longer available.

Delivery System 2 1-3
ney 1
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Session 4. bursement and Reporting

@ Session Key Learning Points

Retrieve your Session Key Learning Points handout. Under the Disbursement and Reporting section,
write down the most important points you leamed in this session.

Challenge:

How many new contacts did you make today and log in your Personal Networking Directory?
You still have time to meet more people!

Delivery System 4-11


Delivery System Appendix C: Job & Learning Aids

Subscribing to FSATech Electronic Newsletter

Note: FSATech electronic newsletter is a listserv that provides financial aid administrators the
opportunity to ask and get answers to their technical questions about FSA’s software or systems.
Subscribers will also automatically receive “hot” news flashes about processing and software issues.

Step Action

1 Access the sign-up Web site at:
www.ed.gov/offices/OSF A P/services/fsatechsubscribe.html

2 Fill in the form with:
e E-mail address

¢ The same e-mail address to verify
¢ First name

e Last name

3 Read through the choices of “individual messages” or “digests” then click the round button
next to your choice.

4 When you are ready, click Submit.

NOTE! | This Web site also allows you to change your FSATech options and unsubscribe.

C-20 j 34 Delivery System

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Delivery System Append

Job & Learning

Question Answer

@ 0 (I* yr, Never Attended) 0 4 GP yriSeni
Student's grade love! in college in 2003-2004 (30) Brae ma Pavoni Atended) a $ Gheres Me

© 2 @*y/Sophomore) Q 6 (1" Year Graduate/Professional)

3 @Q" yunior) Q 7 (Continuing Graduate/Professional)
Will you, the student, have a high school diploma or GED before you enroll? (31) a Yes = No
‘Will you, the student, have your first bachelor's degree by July 1, 2003? (32) a Yes = No
‘Are you, the student, interested in student loans? (33) G Yes = No
Are you, the student, interested in work-study? (34) Q Yes D No
Does the student have a drug conviction that will affect eligibility for aid? (35) See notes an page 4
‘Were you, the student, bom before January 1, 19807 (52) Q Yes O No
In 2003-2004, will you, the student, be working on a master’s or doctorate program? (53) OQ Yes Q No
As of today, arc you, the student, married? ($4) Q Yes No
Do you, the student, have children who receive more than half of their support from you? (55) QY¥es =O No
Do you, the student, have dependents other than your children/spouse? (56) G Yes No
Is the student an orphan, or are you or were you (umtil age 18)a warddependent of the cout? ($7) | Q Yes No
‘Are you, the student, a veteran of the U.S, Armed Forces? (58) D Yes QNo __Scenoteson page 4
o i
His the student completed a 2002 IRS or other income tax retum? (36) Pi rifles rye
Q Not going to file
; @ {IRS 1040 D 4—A tax relum for Puerto Rico, Guam,

‘What income tax return did you, the student, file or will you |G 2~ IRS 1040A, 1040EZ, or 1040 American Samoa, the U.S. Virgin Islands,
file for 2002? (37) Telefile the Marshall Islands, the Federated States of

G_3~A Forcign tax retum Micronesia, or Palau
If you, the student, filed a 1040, were you eligible to file a 1040A or 1040EZ? (38) QD Yes  GQNo _—_Seenotes an page 4
‘What was the student’s (and spouse's) 2002 adjusted gross income from IRS form? (39) s
(Adjusted Gross income is on IRS form 1040-line 35, 1040A-line 21; 1040EZ-line 4; oF Telefile-tine 1)
‘What wos the amount of the student's (and spouse's) income tax for 2002? (40) $
(Income tx amount is 00 IRS form 1040-line $5; 1040A-line 36; |040EZ-line 10; or Telefile- KQ))
Enter the student's (and spouse's) exemptions for 2002. (41)
(Exemptions arc an IRS form 3040-liac 6d or L040 A-line 6d. For Form 1040EZ, ia person answered “Yes” on line 5, use EZ
worksbect lige F to determine the oumber of exeraptions (53,000 equals one exemption), If'a person answered “No” on line 5,
emer 01 iFhe or seis single, oF 02 iThe or she is married. Foe Fort Teletile, use line 1(2) to determine the number of
exemptions ($3,000 equals one exemption).
How much did you the student (and spouse) eam from working (wages, salaries, tips, ete.) in 2002? (42 and 43) | Student (42) $
(Answer these questions whether or oot you, the student, filed a tax retum. This information may be on your W-2 forms, or on
IRS Form 1040-lines 7+12+18; K040A-line 7; of LO40EZ-line 1. Telefllers should use their W-2 forms.) Spouse (43) $
Student's houschold size (85) Soe notes on page 4
Student's number in college (86) ‘Soe notes an page 4
SWho is considered a Parent? Reacithe notes liste on page 4 o determine who is couskfesed o poreat forthe purpose of the form, You must sarwer questions about
Seen tee ah geen ee 10 al depeadeney quesions (questaas $2.58 oa la) hdr inl er aac even Ifyou did not live with

‘them,’ Please note: all seeetoge elsedto your fared re ace, (Note that grandparents and legal guardians ore not parents.) |

“Whit ia your parents? mara sana os of today (58) - [a moriedRemarried Single 3 Divoed/Sepantat G Widowed |
| Montivand year your parents were marred, separated, divorced, or widowed (60) _ pe 1 Conth and Year: 29, 08/1995) |
= +. = 1) Have already completed:
‘Have your parents completed a 2002 IRS or other income-tax rerum? (71) oO Will fl, hve not et completed ]
Rot : C1 Not going to file |

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Delivery System Appendix C: Job &

Notes Section:

Notes for Student's Citizenship Status and Allen Registration Number:
Generally you are an cligible noncitizen if you are: (1) a U.S. permanent resident and you have an Alien Registration Receipt card (1-551); (2) a
conditional permanent resident (I-551C); of (3) an other eligible noncitizen with an Arrival-Department Record (1-94) from the U.S. Immigrati
and Naturalization Service showing any of the following designations: “Refugee”, “Asylum Granted”, “Indefinite Parole”, “Humanitarian Parole
or “Cuban-Haitian Entrant”. you're not sure how to answer, FAFSA on the Web (vavw.fafsa.cil.ovihelp.him) provides additional information
to help you answer these questions.
Ifyou are an eligible noncitizen, enter your cight or nine digit Alien Registration Number.

Notes for Student's Drug Conviction Affecting Eligibility:
Ifyou have a conviction for possessing or selling illegal drugs go to FAFSA on the Web (www. fifsn.ctl.ov/workshcet, him). The worksheet will
walk you through a series of questions to help you figure out if your conviction affects your eligibility.

Notes for Was Student Eligible to File a 1040A or 1040EZ:
In general, a person is cligible to file 2 1040A or 1O4DEZ if he or she makes less than $50,000, docs not itemize deductions, docsn’t receive
income from his or her business farm, docs not receive alimony, and is not requircd to file Schedule D tor capital gains. If you filed n 1040 only to
claim Hope and Lifetime Learning credits, and you would have otherwise been cligible to Gile a 1040A or 1040EZ, you should answer “Yes.”

Notes for Are You, the Student, a Veteran of the U.S. Armed Forees:
Answer “No” (you are not a veteran) if you (1) have never engaged in active duty in the U.S. Anned Forces, (2) are currently an ROTC student or
cadet or midshipman at a service academy, or (3) are a National Guard or Reserves cnlistce activated only for training. Also answer “No” if you
are currently scrving in the U.S. Armed Forces and will continue to serve through June 30, 2004.
Answer “Yes” (you are a veteran) if you (1) have engaged in active duty in the U.S. Armed Forecs (Army, Navy, Air Force, Marines, or Coast
Guard) or as a member National Guard or Reserves who was called to active duty for purposes other than training, or were a cadet or midshipman
‘at one of the scrvice academics, and (2) were released undcr a condition other than dishonorable. Also answer “Yes” if you are not a veteran now
but will be onc by June 30, 2004.

Notes for Student’s Household Size:
Include in your (and your spouse's) household: (1) Yourself (and your spouse, if you have one). and (2) your children if you will provide more
than half of theit support from July 1, 2003 through June 30, 2004, and (3) other people if they now live with you, and you provide more than half
of their support, and you will continue to provide more than half of their support from July 1, 2003 through June 30, 2004,

Notes for Student's Number in Coltege:
Always count yourself as a college student, Don't include your parents. include others only if they will attend at least half time in a 2003-2004
program that leads to a college degree or certificate,

Nates for Who Is Considered a Parent:
If your parents are both living and married to each other, answer the questions about them.
If your parent is widowed or single, answer the questions about that parent. If your widowed parent is remarried as of today, answer the questions
about that parent and the person to whom your parent is married (your stepparent).
If your parents are divorced or separated, answer the questions about the parent you lived with during the past 12 months. (If you did nat live with
‘one parent more than the ather, give answers about the parent wha provided more financial support during the past 12 months, or during the most
recent year that you actually received support from that parent) If this parent is remarried as of today, answer the questions on the rest of this
form about that parent and the person to whom your parent is married (your stepparent).

Notes for Were Your Parents Eligible to File a 1040A or 1040EZ:
In general, a person is eligible to file a L040A or 1040EZ if he or she makes tess than $50,000, does not itemize deductions, doesn’t receive
ineome from his or her business farm, does not receive alimony, and is not required to file Sehedulc D for capital gains. If your parents filed a
1040 only to claim Hope and Lifetime Learning credits, and would have otherwise been cligible to file a 1040 or 10402, they should answer
“Yes" to this question.

Notes for Student's Worksheets A, B and C:
For help with answering these questions, go to vow, (afsa.cd,gov/svorkshect,htm. Print out copics of all Workshccts and complete them prior to
Gilling out the onlinc FAFSA.

Notes for Parents’ Household Size:

Include in your parents’ houschold; (1) Your parents and yourself, even if you don't live with parents, and (2) your parenis’ other children if (a)
‘your parents will provide more than half of their support from July 1, 2003 through June 30, 2004, or (b) the children could answer “No” to all of
‘the dependency questions listed on page 2 of this Worksheet (questions 52-58 on the paper FAFSA), and (3) other people if they live with your
parents, and your parents provide more than half of their support, and your parents will continue to provide more than half of their support from
July 1, 2003 through June 30, 2004,

Notes for Parent's Number In College:

‘Always count yourself as a college student. Don't include your parents. Include others only if they will attend at least half time in a 2003-2004
program that leads to a college degree ar certificate.

Notes for Parent's Worksheets A, B and C:

For help with answering these questions, go to www.Jufsacd,zowworksheeihim. Print out copies of all Worksheets and complete them prior to
filling owt the online FAFSA.

Page 4 of 4

C-6

Delivery System



Acronym-Alphabet Soup Puzzle (continued)

# | Acronym Acronym Stands For Description

1. Report that lets a school know that a student appears to be
a concurrently enrolled at two schools or receiving Pell Grant

__| disbursements from both

2 School’s policy that measures a student’s progress toward timely
7TT completion of a program of study

3. Processes FAFSA information, performs data matches with outside
a databases, sends application information (ISIR/SAR) to schools and

students
a. Report a school receives that provides the results of the processing
TTT of FAFSA data

5. Unique number that allows a student Web access to his information

6. System to which all schools report their disbursements of Pell
= Grants and Direct Loans

7. Comprehensive database that stores students’ historical federal and

TTT TT current student financial aid information

8. __ Web site where FAAs find updated FSA information

9. J ~~ | Office within ED that manages and administers financial aid
== programs

10} Sum of a student’s tuition and fees, room and board, book
= allowances, etc. for a given enrollment period 7

1] Unique number that allows a student to phone in certain FAFSA
TT changes to the Federal Student Financial Aid Information Center

12) Result of a calculation that determines the anticipated amount of
__ financial support a family should be able to provide a student for a

| given award year

13] Person who “owns” the Destination Point represented by the

—_—__ school’s “TG” number and determines who has what level of access
to the Student Aid Internet Gateway (SAIG)

14 Web-based application for federal student financial aid

15. Web site where students correct FAFSA data

6) Web-based renewal application for federal student financial aid

7 Electronic process to transmit, receive and correct federal student
=F financial aid application data

18 Annual report schools submit to request to participate in Campus-

==rTr Based Programs
pl Federal agency that verifies eligible noncitizen status
20) Secure, Web-based system that schools, third-party servicers, etc.
-=TT use to exchange Title IV data with the FSA Application System

ato Amount of cash available to a school to draw down from GAPS

22] When more than one school reports Pell Grants disbursements for a
T_T student that total more than 100% of the scheduled award

23. _ Flexible language used to code COD’s Common Record

24! Unique number used by COD to differentiate one student from
== another. Includes current SSN, date of birth, and last name

25 Formula used to determine the expected family contribution for all

-— students applying for federal student financial aid
iv

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Delivery System Appeni B: 2003-2004 ISIR Comment Codes and Text

Comment Comment Text Definition Match | C_ | Reject
Code Flag | Code | Code
080 We recently received a student aid application with an incomplete name N

from this address. The applicant should review the ISIR and provide his
or her full name. If the applicant does not have both a first and a last
name, contact your FAA for assistance.

Resolution required.
Verify or correct the student’s last name or first name or verify a blank
first or last name field if the student actually has only one name.

082 We recently received a student aid application with no name from this 13
address. The applicant must provide a full name on this ISIR

Resolution required.

Provide the Student’s Last Name or Student’s First Name. If student
has only one name, put that name in both fields (Student’s Last Name
and Student’s First Name).

085 We assumed your parent(s) did or will file a 2002 income tax return.

086 To resolve your Perkins overpayment, your Financial Aid Administrator 3 Y
must access NSLDS for additional Perkins overpayment information.

Resolution required.

087 We assumed your parent(s) did not and will not file a 2002 income tax
return.
089 Review your parents’ marital status. If your parents are not married, 1

provide the income for only the parent(s) who support(s) you.

Resolution required.
Student is dependent. Review and provide:

¢ Parents’ Marital Status
e  Father’s/Stepfather’s Income From Work
© Mother’s/Stepmothers Income From Work

090 To resolve your Perkins overpayment, your Financial Aid Administrator 3 Y
must contact the school associated with the Perkins overpayment.

Resolution required.

094 It appears you reported the same adjusted gross income value for you
and your parents. Review these items and make any necessary
corrections.

095 We assumed you did or will file a 2002 U.S. income tax retum.
097 We assumed you did not and will not file a 2002 U.S. income tax return.

099 Review your marital status. You should report income for a spouse only Indep.
if you were married as of the date you submitted your application. Std.
Resolution required. =11

Student is independent. Review and provide:
¢ — Student’s Marital Status
¢ —Student’s Income From Work
¢ _Spouse’s Income From Work

Delivery System 9 B-11

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Resolving ISIR Problems

T-Rex, a new coworker at FSA University, ran a report to identify ISIR problems based on comment
codes associated with rejects and data matches. She asked for your help determining what the
problems are and what needs to be done about them. Using this report and Appendix B (2003-2004
ISIR Comment Codes and Text), determine which issues pertain to each comment code (C code,
data match problem and/or data reject); identify the problem(s); then write down for T-Rex exactly
what action needs to be taken to clear up the problem(s). Note any assumptions you make under the
Resolution column.

Report Date: 10/19/2003 FSAU PAGE: 1
Report Time: 16:44:49
REJECTS AND DATA MATCH PROBLEMS
SORT: SSN
THIS DOCUMENT CONTAINS SENSITIVE INFORMATION PROTECTED BY THE PRIVACY ACT

JOSIE ISIS IIISIISIUOI ISIE IOIDI ISI IDISIOIISISOISIISSISEISOISISIII IDES IIIUIIOI IIIS IIE

LAST NAME FIRST MI SOCIAL TRANS PROCESSED TRANS
NAME SECURITY NO # DATE TYPE EFC DEP
ERICKSON KATHY 248-22-3503 12 08/06/2003 1 x

COMMENT CODES: 089, 109

ZIMMERMAN AMY A 270-75-3134 02 06/12/2003 1 2909 D
COMMENT CODES: 166
VENTURI MARCEL H = -288-59-4787 01 06/10/2003 1 467 I

COMMENT CODES: 138

ROMANO GAIL G  309-97-9889 o1 06/27/2003 1 12768 D
COMMENT CODES: 060

TOWNSEND ISAAC H = 358-58-2922 o1 06/27/2003 1 Y
COMMENT CODES: 050, 114

TURNBULL ANGIE E  606-05-8235 03 07/11/2003 1 x
COMMENT CODES: 111

COTTIER EMMA, L -397-87-5762 01 06/20/2003 1 4715 D
COMMENT CODES: 049

2 Refer to the column marked DEP (dependency status) in the report above. The value
“X” indicates a dependent student whose application rejected, while the value “Y”
indicates an independent student whose application rejected.

2-10 . Delivery System

42


Delivery System Appendix F: Gloss:

FAT (Financial Aid Transcript)

A document formerly used by schools to collect data about Title IV and other financial aid
received by a student at other educational institutions. This function is available through
NSLDS. Also see NSLDS Financial Aid History.

Federal Need Analysis Methodology

See FM (Federal Methodology). Also referred to as Need Analysis.

Federal Pell Grant Program

A federal grant program for undergraduate students who have not received a bachelor degree
or a first professional degree and eligible students with baccalaureate degrees who are
enrolled in state-required teacher certification programs. It is designed to financially assist
students with the greatest financial need in meeting their basic education expenses.

Federal Register

A federal government publication that contains regulations, regulatory amendments, notices
and proposed regulatory changes for all federal executive agencies. It is published each
business day. ED regularly posts Federal Register excerpts pertaining to federal student
financial aid to the Information for Financial Aid Professionals (IFAP) database to make this
information readily available to schools and the financial aid community. Also see
Information for Financial Aid Professionals (IFAP).

Federal School Code (FSC)

A six-character number that ED assigns to each school that is eligible to participate in Title
IV student financial aid programs. A Federal School Code begins with 0 (zero), G, B or E
and ends with a five-digit number. When applying for federal student financial aid, students
may list up to six Federal School Codes on their FAFSAs to indicate which schools should
receive their processed application data. The list of Federal School Codes is updated each
year and is available online at www.fafsa.ed.gov.

FFEL (Federal Family Education Loan Program)

A loan program that includes Federal Stafford Loans (both subsidized and unsubsidized),
Federal PLUS (parent) Loans, and Federal Consolidation Loans. These are long-term loans
insured by state or private nonprofit guaranty agencies and are reimbursed by the federal
government for all or part of the insurance claims paid to lenders. This government guarantee
replaces the collateral or security usually required with long-term consumer loans.

Financial Aid History
See NSLDS Financial Aid History.

Financial Need
See Need.

F-8 Delivery System

162



System Appendix

@ 2003-2004 Reject Codes & Overrides

@® indicates that the item is new for 2003-2004.

Reject Reject Reason Action Comment
Code Code
*A Date of birth year equals 1900 through | Verify or correct the Date of Birth 069

1928 (indicates that applicant is 75
years or older)

8D Note: The Reject Override
Code is the same as the Reject Code.

*B Independent student and Date of Birth | Verify or correct the Date of Birth 072
equals 09/01/1987 or later, and Date of
Birth is not equal to or later than
current year (indicates that applicant is
16 years or younger)

* Note: The Reject Override Code is
the same as the Reject Code.

*C Taxes paid greater than or equal to 40% | Verify or correct Taxes Paid 154, 155
of the Adjusted Gross Income (AGI)

This reject does not apply to electronic
or Web transactions.

r +P note: The Reject Override

Code is the same as the Reject Code.

SSN for dependent student's father/ Verify SSN and correct Father’s/Stepfather’s SSN 165, 166
stepfather is invalid

SSN for dependent student’s mother/ Verify SSN and correct Mother’s/Stepmother’s SSN 165, 167
stepmother is invalid

*N | Missing first name or last name Verify or correct the Student’s Last Name or First 080

* Note: The Reject Override Code is | Name.

the same as the Reject Code.

P Invalid SSN range Verify or correct the Student’s Current SSN 023
SSN matches but Date of Birth does Verify or correct the Student's Date of Birth or contact 060
not match the Social Security Administration for further assistance.

*W_ | Questionable Number of Family If the student is dependent, verify or correct Parents’ 178, 179
Members, greater than 15 Number of Family Members
* Note: The Reject Override Code is If the student is independent, verify or correct Student's
the same as the Reject Code. Number of Family Members.
Delivery System C-15

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Delivery System Appendi:

B: 2003-2004

Comment Codes and Text

Comment
Code

Comment Text Definition

Match
Flag

CI Reject
Code | Code

146

The Social Security Administration (SSA) did not confirm that you are a
U.S. citizen. You need to provide your school with documentation of
your citizenship status before you can receive federal student aid.

Resolution required.
If student is a U.S. citizen, student should provide birth certificate,

passport, or other documents that definitively prove citizenship. Voter
registration cards are not adequate proof of citizenship since many
localities do not require proof of citizenship.

If student is an eligible noncitizen, student should correct Item 13 to
indicate that the student is an eligible noncitizen and Item 14 to indicate
a valid Alien Registration Number.

If student already provided citizenship and alien registration number on
the FAFSA or SAR, determine if student was sent to INS for matching.
If student was successfully matched with the as being an eligible
noncitizen, we will suppress comment 146 and no further resolution is
necessary.

Note: A match flag of * (asterisk) generally indicates that the student
was born in a foreign country to American parents that were stationed in
another country (e.g., military, State Department, or Foreign Service).
These students generally have a birth certificate indicating that they are
USS. citizens that were bom abroad. The SSA does not automatically
update this flag and the financial aid administrator should document the
information in the student’s record.

B,C,
D,E,
F, or *

148

We assumed the number in college should be one. Your parents should
not be included.

149

Based on the information we have on record for you, your EFC is___.
Your school will use this number to determine what types of aid and
how much you are eligible for. You may be eligible to receive a Federal
Pell Grant and other federal student aid.

150

You must provide asset information for you in Step Two and for your
parent(s) in Step Four.

Resolution required.
If student is dependent, provide the following:

¢ Parents’ Cash, Savings, and Checking

¢ Parents’ Real Estate/Investment Net Worth

¢ Parents’ Business/Investment Farm Net Worth
If student is independent, provide the following:

e Student’s Cash, Saving, and Checking

© Student’s Real Estate/Investment Net Worth

¢ Student's Business/Investment Farm Net Worth

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O a

» Review key dates of the.
application processing systems . ?

* Answer your quéstions

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