session 34 the institutional information record (isir) virginia hagins sandy santana

Session 34

The Institutional

Information Record

(ISIR)

Virginia Hagins

Sandy Santana

SARs and ISIRsSARs and ISIRs FederalFederal

Output DocumentsOutput Documents

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What has happened so far…?

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Topics

• Where the ISIR comes from

• What does the ISIR tell us

• Rejects, Assumptions and items to look for

• Eligibility issues

• Verification

• Resources

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Data Flowcompletes FAFSA

CPSSchool

NSLDS

SSAVA

DHS

COD

SSS

Review ISIRCorrections

Package

Notification

Disburse

Report

R2T4

PIN Student

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Eligibility Overview

• Student completes FAFSA

• FAFSA processed by CPS

• Estimated Family Contribution (EFC) is

determined

• School determines eligibility of student

• School awards student based on

COA - EFC = NEEDCOA - EFC = NEED

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Output Documents from CPS

• Student receives either:

– SAR

• Filed paper FAFSA

– SAR Acknowledgment

• Filed on FOTW

• School receives:

– ISIR

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Reviewing the ISIR

• Rejects

– Alpha• Verifiable

– Numeric• Non-verifiable

– Responsibility of student to resolve

– Comment explains action necessary for resolution

THE FAA

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Reviewing the ISIR

• Assumptions

– CPS makes a determination

– School should review assumptions

• Comment Codes

– Comment codes provide information regarding eligibility

• “C” Code

– Must be resolved before paying student

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Assumption or Reject?

• Student reports that she is married and provides

spouse’s income but reports only one person in

household.

• Student reports not married yet provides financial

information for spouse.

• Dependent student does not complete parent’s

financial information.

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Non-verifiable or Verifiable?

• Student’s SSN match, but name does not.

• Student has an SSN match with Date of Death.

• Missing DOB

• Missing first or last name

What action should you take?

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Reviewing the ISIRMatch Flags

• Selective Service

– Males 18-25

– Unsuccessful match or student can’t be

registered

• Proof of registration

• Status Information Letter

• School determines if registration was knowing and

willful.

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• Veterans Affairs

– Determination of dependency status

– Confirmation of active service

– DD2-14

– Electronic Announcement: 12-23-2004

• NEW for 2006-2007

– Active-Duty Military Automatically Independent

• (Effective 7/1/06)

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– National Student Loan Data System (NSLDS)

• Financial Aid History

– Loans

– Pell

– Overpayment(s)

– Default

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• Social Security Administration (SSA)

– Confirmation of SSN• DOB

• Name

– Possible date of death

– Citizenship Status• No match

• Eligible non-citizen with “A-number”– DHS

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• Dept. of Homeland Security (DHS)

– Confirmation of immigration status

• Eligible non-citizen

• No confirmation

– Automated Secondary Confirmation

– Paper Secondary Confirmation

– G-845S

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Match Flag Issues

• Elijah, US citizen, comes in with the SS flag set as

“N”, comment code 30: Not registered

• How do you resolve this if:

– He is between the ages of 18 and 25?

– He is 27?

– He served on active duty in the armed forces?

Match Flags: SSN 4 SSA A DHS SS N NSLDS 4 VA

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Match Flag Issues

• On her FAFSA, Emilie claimed to be a US

Citizen, but her ISIR came back with a C Code

and SSA match flag “B” stating that SSA did not

confirm her citizenship status.

• She also has a Reject D, match flag 3 for SSN

(Name is inconsistent with SSA).

• How do you start to resolve this?

Match Flags: SSN 3 SSA B DHS SS NSLDS 4 VA DHS Sec. Conf.

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Match Flag Issues

• According to Emilie, her name is really spelled “Emily”

but she used her stage name on the FAFSA.

• And…she’s not a US citizen yet. She was born in Finland

and has just gotten around to requesting US Citizenship.

She figured she would answer yes since she will be soon.

• What do you do now?

Match Flags: SSN 3 SSA B DHS SS NSLDS 4 VA DHS Sec. Conf.

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Match Flag Issues

• Emily’s 02 transaction has been received with a

successful match for SSN and the SSA match for

citizenship is still a “B”.

• She now has a DHS match of “N” – DHS did not

confirm her noncitizen eligibility.

• What do you do now?

Match Flags: SSN 4 SSA B DHS N SS NSLDS 4 VA DHS Sec. Conf.

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What is Verification? *

• Students selected by the CPS

– Edit checks identify inconsistencies

– Random selection

– Verification codes on ISIR • Y = Student is selected

• N = Student is not selected

• * = Student is selected on a subsequent transaction

• Students selected by the school

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How Many are Verified?

• Selected by the CPS

– All selected applicants

• Some applicants are exempt (See Handbook)

– 30% option

• Schools may choose to limit verification to 30% of

applicant pool

• Selected by the school

– Whomever school selects

– May not include these in 30% option

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What is Verified?• For CPS-selected applicant

– Data elements required by regulation:• Household size

• Number in college

• AGI

• Taxes paid

• Untaxed Income

– Social Security benefits

– Child support

– IRA/Keogh deductions

– Foreign income exclusion

– Earned Income Credit

– Interest on tax-free bonds

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What is Verified?

• School can choose to verify any other application items

such as:

– Untaxed income benefits

– Total income

– Assets

• School defines appropriate documentation for these

additional items

• Need not do all federal data elements

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What Documents are Used?• Generally accepted documents

include:

– Base year tax return

– Verification worksheet

– For untaxed income and benefits:

• Official agency documentation

• Signed statement

• Other acceptable documents listed in the Handbook

• Special tax filing situations

– AVG 82 & 83

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How is the Process Completed?

• Compare the documents with the original FAFSA

information

– Use of checklist in the file

– Can use Verification Tool in FAA Access

• Determine that

– information is correct or...

– corrections must be made

• May use tolerance option if all errors are $ amount errors

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Updating Selected Applicants

• For students selected by the CPS, schools must

update (unless due to change in applicant’s

marital status):

– Dependency status

– Household size

– Number enrolled in postsecondary school

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Verification issues

• Tatiana, independent,

unmarried, with 3

dependents according to her

FAFSA has been selected for

verification.

– She brings you a copy of

her 1040 form to verify

her income.

– She completes her

verification worksheet.

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Verification issues

• According to her 1040, she claims to be head of household, and lists her 2 children as dependents. Her income and taxes match what she listed on her FAFSA.

• Her verification worksheet lists herself, her 2 children and a friend as living in the household. You determine the friend doesn’t qualify as a dependent for federal aid and Tatiana agrees.

• What do you do with her ISIR?

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Verification issues

• You make the correction, receive the ISIR back, and are ready to process Tatiana’s aid.

• Tatiana is packaged and funds are disbursed to her..everybody’s happy…

UNTIL….

• While watching TV, you happen upon a news brief that shows a local former pro football player at a ceremony retiring his number. With his wife and kids. Tatiana and her kids.

• What do you do now???

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Suspicious Information….?

• Attempt to increase student aid eligibility by:

– Intentional misreporting of information

– Altering documentation

– Contact the Office of Inspector General

– 1-800-MISUSED

– http://www.ed.gov/about/offices/list/oig/hotline.html

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Remember

• You must review all ISIRs transactions received

• Must resolve all “C codes”

• Must resolve all conflicting information

• Separate process from verification

• Involves any information of which the school has

knowledge

• Must resolve before disbursing any aid

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Resources & Training• FSA Handbook

– Application & Verification Guide (AVG)

– Volume 1 – Student Eligibility

• ISIR Guide

• FSA Coach (CBT)

• EDExpress Basics (CBT)

• Financial Aid Basics

• FAA Access Demo Site

– fafsademo.test.ed.gov• User name: eddemo Password: fafsatest

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Additional Beginner’s Track Sessions

• Session #35 - Awarding Aid

• Session #36 - Disbursing Aid

• Session #37 - IFAP, NSLDS, COD, FAA Access

to CPS On -Line

• Session #38 - Financial Aid Professionals (FAP) Portal

and Beyond - How We Communicate With You?

• Session #39 - Uncover the Mysteries of How a Law

Becomes Operational

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We appreciate your feedback and comments.We can be reached at:

Virginia Hagins

415-486-5621

[email protected]

Sandy Santana

646-428-3754

[email protected]