DC-DE-MD ASFAA Conference Ocean City, MD NSLDS Update Annmarie Weisman | November 2012.

DC-DE-MD ASFAA Conference

Ocean City, MD

NSLDS Update

Annmarie Weisman | November 2012

NSLDS Help

NSLDS Password Rules

• FSA IDs will be locked after 3 unsuccessful logon attempts and cannot be used for 30 minutes.

• Automatic unlock after 30 minutes• Retry or select ''forgot password'' link at the FSA Logon

page and answer challenge questions to reset

• Valid 90 days• Warning that your password needs to be

changed issued 15 days before expiration • ''Change Password'' link on the FSA Login page.


• Must be at least 8 characters (case sensitive)

• Must contain 3 of the 4 criteria:

UPPERCASE letter(s) A - Z

lowercase letter(s) a - zNumber(s) 0 - 9Special character(s) !,@,#,$,&,*


•Must be unique•May not be the same as previous 5 passwords. •Unauthorized passwords include matches that:

• resemble the word ''password'' in any form

(e.g. capitalized, adding a number)

• pertain to the user's name in any form

(e.g. login name, first or last name)

NSLDS Login

• Click to Continue FSA Logon page• Enter your FSA ID and Password verification• Login and Welcome page appears • Select the organization code• Complete the logon process - pages for:

• the Privacy Act (PA) • CAPTCHA (3 tries)• Rules of Behavior (ROB)• Annual Security Acknowledgement Training (if needed)

COD tracks TEACH grant data and sends it to NSLDS

•The Aggregate TEACH Information table displays the: Academic Levels•Total Disbursements•Percent (%) Eligibility Used •Eligible Remaining Amounts

Only TEACH Grants that the borrower has received affects the aggregate totals and dynamically displays it at the top of the Grants page.

8

TEACH - NSLDS

Total Disbursements - Adds Disbursed Amounts for all TEACH grants received

% Eligibility Used:Undergraduate/Post Baccalaureate - % of the cumulative disbursed amounts to the total aggregate limit of $16,000

Graduate - % of the cumulative disbursed amounts to the total aggregate limit of $8,000

Eligible Remaining Amount: Undergraduate/Post Baccalaureate – Of $16,000 aggregate, the remaining amount of student eligibility

Graduate – Of $8,000 aggregate, the remaining amount of student eligibility

9

TEACH - NSLDS

10

Loan Servicing - NSLDS

A list of servicer contact information is on the IFAP website under Help, Service Centers for Schools, then the More button next to the Loan Servicing section

COD calculates Pell LEU and sends it to NSLDS• NSLDS records updated with the COD LEU data• Displays LEU on the Professional Access-Grant Page, Student

Access Grant Section, and on Transfer Monitoring/FA History files

• NSLDS will provide LEU information to the CPS via the pre-screening and post-screening process

• COD is the system of record for Pell LEU data

11

Pell LEU Update - NSLDS

*New Pell Lifetime Limit Flag in pre-screening match between NSLDS and CPS:

• E = Limit met or exceeded (= or >600%)• C = Close to limit (>500% but <600%)• H = High % (= or >450% but < or =500%)• N = No problem

12

Pell LEU Update - NSLDS/CPS

New NSLDS post-screening Reason Codes for match between NSLDS and CPS:

Reason Code Description

20 Pell Grant eligible and met/exceeded Pell LEU limit

21 No longer meeting/exceeding Pell Grant LEU limit

22 Pell Grant eligible and close to Pell LEU limit

23 No longer close to Pell Grant LEU limit

13


In July 2012, the CPS began reporting Pell LEU information for 2012-13 award year on ISIRs and SARs.

• Pell Information reported using comment codes- To alert schools and applicants who are close to or have

exceeded 600% LEU

- Avoided mid-cycle changes to the ISIR record layout

- Refer to the reissued 2012-13 SAR/ISIR Guide

• Pell Grant LEU limit flag WILL NOT be added to the ISIR until 2013-14

14


Gainful Employment

NSLDS Corrections Functionality

Webinar #10 – October 12, 2012(transcript, slides, recording to be posted on IFAP

soon – link from GE page)

Status of GE Regulations

16


U.S. District Court Decision:•On 6/30/2012, the Court upheld ED’s authority to regulate on GE but vacated most of the regulations

• Found that ED failed to adequately justify the Repayment Rate threshold

• Because of the interrelationship of the GE requirements, the Court vacated most of the Metrics, Reporting, and Adding New GE Programs

• GE Disclosure Requirements remain in place

17


•ED has asked the Court to restore the GE Reporting regulations and is awaiting the Court’s decision

•Do not submit GE Program reports for the recently ended 2011-12 Award Year

•May voluntarily submit corrections to previously reported GE data

18

Making Corrections to GE Data

19

How to Review Data Online

20

Reviewing Data Online

• Review data for accuracy and correctness• Multiple ways to review data

• Online searches• Review individual records• Groups of records sorted by criteria

• Create extract file by running a report

21

Search for Records on GE List

22

Review Individual Records

Shows number of records returned

Click to review

23

Groups of Records with Criteria

Click to Retrieve

Enter Criteria

24

Review DataSearch revealed duplicates

Duplicates need to be researched and corrected.

25

NSLDS Online Report

26

GENEX1 – GE Extract

• GENEX1 – GE Data Extract File Report • Gives the user the ability to download all GE data that has been successfully submitted to NSLDS for GE Reporting.

• Rather than a single student view of data submitted, lists all records, with all data elements that were provided to NSLDS

• Can be used to review data for quality and correctness on a small or large scale

27

Extract to Review Data

Click to request

28


29


• Data extracted will match the criteria input to the Report Parameter screen exactly

• File will be delivered to the SAIG mailbox associated with the FSA User ID which made the request

• File will be delivered using the message class of AHSLDEOP

30


• GENEX1 Report File Layout can be found on IFAP:

http://ifap.ed.gov/nsldsmaterials/attachments/NSLDSFixedWidthGEDataExtractFileReportGENEX1.pdf

31





Online Updates

32

Online Updates

• Once a record has been identified and one or more corrections are needed, several methods are available to make those corrections:• Single Record Update• Single Record Deactivate• Mass Update• Mass Deactivate

33

Single Record Update

34

Click to Update the record


Update the CIP Code

35


Confirm Changes or Cancel

New CIP Code

36


Successfully updated

Updated CIP Code


Allows the user to update the identifiers of multiple records for the same SSN/Award Year combination.

38


Updating SSN

39


Message only appears when this action is selected

40

Click to Confirm Deactivation or Cancel


Records show updated SSN

Successfully updated and synchronized message

41

Single Record Deactivate

Click to Deactivate the record

42


Message appears about the deactivation

Click to Deactivate the record

43


Successfully Deactivated

44

Online Mass Update/Deactivate

• Allows user to select records already on NSLDS using Search and Filter criteria for update or deactivation.

• Can only be performed one Award Year at a time – update cannot cross award years.

• Can only be performed for a CIP Code and Credential Level Combination

45


• Only records which match the Filter fields will be identified for update/deactivation.

• All records will have the same changes applied when updated.• If no records match the Filter fields, no updates will be made.• Use Caution with the deactivate function, as it cannot be reversed.

46


Select the Action

Define Selection Criteria

If update is selected, enter new values

47


Select the Action

Define Selection Criteria

If update is selected, enter new values

48


Results of selection criteria

New Value(s)

Click to confirm changes

49


Confirmation of changes made

50

GE Submittal Spreadsheet

51

GE Submittal Spreadsheet

• Spreadsheet process has been enhanced to include• May use your own spreadsheet or FSA template• Allows up to 2500 records per spreadsheet• May be used to update CIP Code and Credential Levels on records already on NSLDS

52

Creating the Spreadsheet

• GE Submittal Spreadsheet Instructions developed to assist in the creation of the spreadsheet

• User file can be created in any spreadsheet tool which uses columnar data presentation

• File Layout tailored to spreadsheet usage is included with instructions on how to handle dates, numbers and text values

53

Creating the SpreadsheetGE Submittal Spreadsheet Record Institution Code (OPEID)

Spreadsheet Location Mandatory/

Mandatory Conditional/ Optional

Format Maximum Size

Column G M General, Text or Number 8

Description The institution’s 8-digit Office of Postsecondary Education Identifier (OPEID).

Comments

Must be all numbers and a valid OPE institution code from the NSLDS.

The first 6 digits identify the institution; the last two digits identify the specific location where the student attended the educational program being reported on.

If the institution has more than 99 locations, please contact : [email protected]

OPEID numbers are list on the Eligibility and Certification Approval Report (ECAR). An institution may view an electronic copy of its ECAR at www.eligcert.ed.gov.

Spreadsheet formatting will yield the following results:

o General – leading zero will be removed from the spreadsheet. NSLDS will read and store the remaining characters inserting the missing zero in the first position.

o Text – numbers as typed in the spreadsheet will be submitted to NSLDS and NSLDS will read and store the characters inserting the zero in the first position.

o Number - numbers as typed in the spreadsheet will be submitted to NSLDS and NSLDS will read and store the characters inserting the zero in the first position.

Edit Level Error Code Error

Record Level 001 Required Field

Record Level 002 Invalid Number

Record Level 004 Permitted Value Violation

Record Level 800 Institution Not Authorized for Submission Mailbox

Date Revised September 24, 2012

Spreadsheet Layout provides spreadsheet specific instruction

54

Creating the Spreadsheet

• GE Submittal Spreadsheet Instructions are currently under review and will be released with an upcoming Electronic Announcement

55

Uploading the Spreadsheet

Click to Locate File

56

Uploading the Spreadsheet

Select Options for Results File Presentation

Click to Locate File

Validate, or Validate and Submit records to NSLDS

57

Spreadsheet Results File

Yellow background for errors

Red corner indicates Mouseover is available for error

Spreadsheet Results File

• If Validate is selected:• NSLDS will evaluate all records against the edits and return results of this evaluation in a spreadsheet

• The results spreadsheet will open on the desktop• Error numbers and messages will display in the spreadsheet as selected by the user

• Any errors can be corrected and saved in the results file and re-submitted to NSLDS

59

Spreadsheet Results File• If Validate and Submit is selected:

• NSLDS will evaluate all records against the edits and return results of this evaluation in a spreadsheet. All records passing edits will be stored in NSLDS.

• The results spreadsheet will open on the desktop• Records, error numbers and messages will display in the spreadsheet as selected by the user

• Any errors can be corrected and saved in the results file and re-submitted to NSLDS

60

Making Corrections in Batch

61

Mass Update/Deactivate Record Type

• New Record Type was added to the Batch layout• Record Type 002 – Mass Update/Deactivate Record Type

• Usage is similar to Online Mass Update/Deactivate – uses Search function

• Allows user to select records already on NSLDS using Search and Filter criteria for update or deactivation via batch.

62

Mass Update/Deactivate File Layout

• File layout document contains the contents of Record Type 002 only

• File layout can be found on IFAP: http://ifap.ed.gov/eannouncements/attachments/NSLDSMassUpdateDeactivateRecordType002.pdf

• Record Type 001 – Submittal Detail Record - is found in the GE User Guide, September 22, 2011

63


64


• Fields are organized into two varieties• Filter fields – used to identify records that require a correction

• Update fields – used to enter new data, or if left blank indicate a deactivation

65

Mass Update/Deactivate FieldsIndex 2: File Type – GE Record Type 002File Detail Record:(Sorted by Position)

Field Name Position Record Type

Start End

Record Type 1 3 Detail Record

Filter Award Year 4 11 Detail Record

Filter Institution Code (OPEID) 12 17 Detail Record

Filter Institution Location Code (OPEID) 18 19 Detail Record

Filter CIP Code 20 25 Detail Record

Filter Credential Level 26 27 Detail Record

Filter Program Attendance Begin Date 28 35 Detail Record

Filter Program Attendance Begin Date This Award Year 36 43 Detail Record

Filter Program Attendance End Date 44 51 Detail Record

Update CIP Code 52 57 Detail Record

Update Credential Level 58 59 Detail Record

Filler 60 585 Detail Record

66

Mass Update/Deactivate Filter Fields

• Must use one or more of these fields to locate records:• Filter Award Year• Filter Institution Code (OPEID)• Filter Institution Location Code (OPEID)• Filter CIP Code• Filter Credential Level• Filter Program Attendance Begin Date• Filter Program Attendance Begin Date for This Award Year• Filter Program Attendance End Date

67

Mass Update/Deactivate Filter Fields

• Only records which match the Filter fields will be identified for update/deactivation

• If no records match the Filter fields, no updates will be made

• All records will have the same changes applied when updated

68

Mass Update/Deactivate Update Fields

• Must use one or more of these fields to update records:• Update CIP Code• Update Credential Level

• If neither Update Field is populated (both left blank), all records located by the Filter Fields will be Deactivated.

• Use with caution; it cannot be reversed

69

Mass Update/Deactivate File

• A Header and Trailer must be supplied when submitting the Record Type 002• Header and Trailer specifications are found in the GE User

Guide, Sept. 2012

• Record Type 001 does not need to be supplied in the file

HeaderRecord Type 002

Trailer

70

Mass Update/Deactivate File

• An file Error/Acknowledgment file is returned with any errors

• No record count of how many records were selected or updated is returned

• If the Filter criteria matched zero records, then no records were update/deactivated. • No errors can be created• Header and Trailer only returned in Error/Acknowledgement file

71

NSLDS Customer Service*

E-mail: [email protected]

Phone: 800-999-8219

Alternate Phone (not toll-free): 785-838-2141

*M - F: 8 a.m. - 9 p.m. ET (closed Federal holidays)

Direct Loan Operations: E-mail: [email protected]

Contact Information

72

Contact InformationContact Information

• For follow-up questions on this session, contact me at:

Annmarie Weisman, Training [email protected]

• To provide feedback to my supervisor, contact:Jo Ann Borel, [email protected]

73

EvaluationEvaluation

Your attention is appreciated at today’s session!

To provide feedback to me and my supervisor, please complete an evaluation form.

Thank you!!!

QUESTIONS?

DC-DE-MD ASFAA Conference Ocean City, MD NSLDS Update Annmarie Weisman | November 2012.

Documents

Transcript of DC-DE-MD ASFAA Conference Ocean City, MD NSLDS Update Annmarie Weisman | November 2012.