Session # C-16

CPS Process, Data Matches and Processing Changes

Ginger Klock, U.S. Department of Education

Teri Hunt, Macro International

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Session Objectives

• Inform how the CPS generates processing codes and selects records for rejects and verification

• Provide reason for Data Matches and assist with resolving “C” Code issues

• Discuss processing changes for 2009-10

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Agenda• CPS Processing

– Edits – EFC Calculation– Verification Selection – Data Matches

• CPS Matches– Social Security Administration (SSA) – Department of Homeland Security (DHS) – Selective Service (SS)– Veterans Affairs (VA)– National Student Loan Data System (NSLDS)

• Processing Results

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The CPS

• Receives data• Processes data• Calculates EFC• Disseminates data to

students, schools and other agencies

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Options for submitting FAFSA data• Web Applications and

Corrections (English & Spanish)• Paper Applications and

Corrections (English & Spanish)• Schools and Third Party

Servicers Applications and Corrections using FAA Access on the Web or EDconnect and SAIG

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Initial Receipt and Editing

• Ensures data and files are valid according to the specifications

• Checks for field length and valid values

• Pulls forward and converts previous cycle data for Renewal Applications

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Processing Edits• Substantive edits on

application data to determine if EFC can be calculated

• Edit for basic eligibility requirements (name, date of birth, citizenship, drug offense conviction, dependency status)

• Edit for validity and consistency of financial data

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Assumption Edits• Assume a logical response for

missing or incorrect data based on comparison with other responses provided by the applicant Assumed values are used in

calculating the EFC Data is identified as assumed for both

the student and the FAA Some assumptions can be overridden

by the student or an FAA

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Reject Edits

• Missing or significant conflict in key information, and a logical assumption cannot be made

An EFC is not calculated Fields are highlighted and SAR

comments are provided A correction is required

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Types of Rejects• Alpha reject codes -- are verifiable

verify the questionable data by re-entering the same value, or can correct it to a different value

• Numeric reject codes-- are not verifiable – – the questioned data must be

changed or provided• Most alpha rejects and a few numeric

rejects can be overridden by an FAA

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Warning Edits

• Data is questionable or contradicting but not severe enough to be rejected

Includes cross year edits EFC is calculated Fields are highlighted and SAR comments are provided

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EFC Calculation• Performed for non-rejected and

signature only rejected records• Calculate primary and

secondary EFC if SNT is met and asset information is provided

• Calculate eleven alternate EFCs for programs of less than and greater than nine months

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Verification Selection• Records with EFCs or rejected for

missing signatures only • Goal is to select 30% of all applicants• 100 targeted criteria used - each with

an associated score• Total score used to determine if record

will be selected• Only Pell-eligible applicants are

selected, except for random selection

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Data Matches• Social Security

Administration (SSA) • Department of Homeland

Security (DHS) • Selective Service (SS)• Veterans Affairs (VA)• National Student Loan Data

System (NSLDS)

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Paper FAFSA (IDC)

SocialSecurityAdmin.

Veterans Affairs

NSLDS

COD

FSAIC

EDE Destinations (Schools, States and Servicers)

FAFSA on the Web Products/ FAA Access

SAIG

Internet

CPS

Dept of Homeland

Security

SelectiveService

Social Security Admin

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What are Data Matches and why do we have them?

• We match CPS data with other databases to confirm an applicant’s eligibility for Title IV student aid

• Mandated by Legislation- Partner with other government agencies for information - Trading Partner Agreements - Memorandums of Understanding- Approvals at the cabinet level

Social Security Administration (SSA)

• To verify the SSN of the applicant and parent(s).

• Section 484(p) of HEA and section 668.36 of the regulations require a match with the Social Security Administration (SSA) to confirm the social security number of the applicant (and the parent(s) of a dependent applicant).

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Student SSN is invalid or belongs to a deceased individual • CPS Reject 18 or 8, No EFC

calculated• If SSN is correct

– Student contacts SSA – Then reaffirm SSN on SAR

• If SSN is NOT correct– Correct SSN on SAR– Can re-file with the Correct SSN

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SSA does not confirm Name or DOB for Student

• CPS Reject R or D, No EFC calculated

• If Name/DOB is correct– Student contact SSA – Reaffirm Name/DOB on SAR – SSA still does not confirm

• CPS reject suppressed• “C” code, resolution required

– Documentation required

• If Name/DOB is not correct– Correct Name/DOB on SAR

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SSN mismatch for Parents• Non-verifiable CPS reject

– for invalid SSN and other parent does not have match flag 4

(Reject 6 or 7)– if unable to conduct match for at least one parent (Reject 9)

• Resolution: Appropriate data elements for at least one parent must be corrected

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Parent Name or DOB mismatch

• Verifiable CPS Reject if other parent does not have match flag 4 – Mother (Reject F or T) – Father (Reject E or S)

• Resolution: Correct or reaffirm– no further resolution for reaffirm

• No “C” codes for parents – Parents encouraged to contact SSA to

resolve discrepancies

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Department of Homeland Security (DHS)

To verify claim of eligible non-citizen status for any applicant who responds ‘Yes’ to the eligible non-citizen question and provides an Alien Registration Number.

Sections 484(g) of HEA and 668.33 of the regulations provide that an applicant must be either a citizen or eligible non-citizen. Subpart I of the regulations prescribe the DHS matching process.

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No Resolution Required

• “Y” flag in the DHS Match Flag – ISIR field 311

or

• “Y” flag in the Secondary DHS Match Flag– ISIR field 312

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DHS Results that generate the “C” Code• Resolution Required – Do manual

Secondary Confirmation (G-845)

– When Secondary DHS Match Flag is: “P” - wait 10 days “C” - wait 10 days “X” - don’t wait “N” - don’t wait

– Must have supporting documentation

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Where do I get a G-845 Form and where do I send it?

• IFAP, Electronic Announcement, entitled, “Summary: Update on USCIS Field Offices for Submission of Immigration Status/Document Verification Request, G-845-New Field Office for

Schools".

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Helpful tips for completing the G-845• Be sure to provide:

– DHS Verification Number in #5 (ISIR Field 314)

– Add student SSN in item #8 in “Other”

– “Submitting Agency” is YOU, the school

– Supporting documentation needed

MATCH FLAGS SSN Match Flag: 4 Selective service Registration Flag: Selective Service Match: Y DHS Match Flag; N DHS Verification #: 123456789012345 SSA Citizenship Code: DHS Sec. Conf. Flag: X VA Match Flag: 1 FSSN Match Flag: 4 NSLDS Match Flag: 1 NSLDS Database Results Flag: 4 MSSN Match Flag: 4

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DHS does not respond to the G-845 submission

• After 15 days, school may disburse funds– Must have supporting documentation

• See FSA Handbook– Volume 1, Chapter 2

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Applicant corrects to “citizen” but SSA Citizenship Match does not confirm

• Resolution Required - “C” code for SSA Citizenship Match – ISIR Field 234 = *, B, C, D, E, or F

• Collect documentation showing proof of citizenship such as birth certificate or passport

Selective Service (SS)

• To verify that males between the ages of 18 and 25 are registered with SS

• Section 484(n) of the HEA and 668.37 of the regulations requires a match with the Selective Service System (SSS) to ensure that applicants who are required to be registered with Selective Service are registered.

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Selective Service Match Flag is N (not registered)

• ISIR Field 322 = N, “C” Code, Resolution Required

• Disburse ONLY if you have documentation of Registration Acknowledgement or letter of registration from Selective Service OR if the applicant qualifies for a waiver or exemption.

Veterans Affairs Match (VA)

To verify claim of veteran status for dependency purposes.

Sections 480(c) and 480(d) of the HEA provides that if an applicant is a veteran of the U.S. Armed Forces, he or she is considered to be independent.

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VA does not confirm claim of Veteran

• Processed as an Independent Student

• If only reason applicant is an Independent – “C” code, resolution required, ISIR

Field 327 = 2 or 3– Collect documentation– If no supporting documentation, make

a correction to SAR to change response to VA question 52

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Student responds “Yes” to Active Duty, but not to Veteran

• Processed as Independent Student• Match is not done with with VA• If response to Veteran is “Yes” and

VA does not confirm, still processed as Independent because of claim of Active Duty in question 51– No Resolution Required

NSLDS Match

• To monitor defaults, overpayments, loan maximums, Pell Grant awards, etc.

• Internal/FSA database

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NSLDS information that causes the “C” code

• FSEOG, Perkins or Grants in Fraud or in Overpayment

• Defaulted Loans• Bankrupt Loans• Discharged Loans• Close to or Exceeding Loan Limits• Identifier Mismatch

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Must the “C” code for NSLDS Match Results be eliminated before disbursing funds?

• Timing of updates to NSLDS

• Never pay on a “C” code without appropriate documentation

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For More on NSLDS• NSLDS Sessions

– #19 NSLDS Update– #18 NSLDS Enrollment Reporting– #17 NSLDS Aggregates– #20 NSLDS Website Hands-on

• FSA Handbook: Volume 1, Chapter 3

• ISIR Guide: NSLDS Financial Aid History and Appendices B and C

• www.nsldsfap.ed.gov

Department of Justice (DOJ)

To identify applicants who are debarred from Title IV funds because of drug conviction.

Section 5301 of the Anti-Drug Abuse Act of 1988 prescribes that a court may decide to debar an individual convicted of a drug related offense to not be eligible to receive federal benefits until the time the period of debarment expires.

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Applicant is on DOJ’s Drug Abuse Hold File• CPS Reject 19, No EFC calculated• DOJ refers records to FSA• Debarment Expiration Date • Student works with Parole Officer

and the courts • If removed from the hold file, a new

ISIR not automatic– FSA: 202-377-3385

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FAFSA Drug Question 23 is NOT part of the DOJ Hold File

• However, – Question 23 cannot be left blank– Must make correction– Must eliminate “C” code before disbursing funds

Processing Changesfor 2009-2010

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Special Circumstances

• Allow dependent student to submit application electronically without parental data

– For applicants who cannot provide parental data

– Could submit on paper in the past by leaving questions blank

– Now CPS allows them to submit on the Web

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Student submits application without Parental data

• Student is presented with a series of prescreening Web pages and questions– With detailed guidance– List of limited set of conditions that

meet Special Circumstances criteria

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Student is told about the process

• Student is informed they will NOT receive an EFC

• Student is advised to contact their financial aid office

• Student is urged to gather and provide all relevant written evidence of his or her situation

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Other information provided to the student

• Financial aid office is NOT required to approve their request

• Decision of school is final• Student cannot appeal to the U.S.

Department of Education

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ISIR will have a new Special Circumstances Flag

• ISIR Field 164 = “1” (without parental data)– Comment Code - 295– CPS Rejects, no EFC calculated

• Reject 2 = incomplete application • Reject 15 = no parent signature

– Special Circumstances warning will alert FAA online that parental data questions are blank

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ISIR will have a new Special Circumstances Flag

• ISIR Field 164 = “2” (with parental data added)– Comment Code – 296– CPS processes as usual

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Student Responsibility

•Student must provide documentation to school demonstrating independent status; or

•Student submits correction to add parental data

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School Responsibility

• School should– Collect documentation substantiating

the condition– Determine if it meets the school policy

for dependency override– Submit correction with dependency

override set or– Inform student to submit correction to

provide parental data

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Dependency Override without Special Circumstances Flag

• Schools can still do dependency override as usual

- Student does not have to request special circumstances on the FAFSA- Appropriate procedure and

documentation still required

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Dependency Override performed by another school• FAA can now use a dependency

override performed by another institution - On transactions screen, dependency

override indicator will appear next to the transaction that has a dependency override on it

- School code for school that performed the dependency override will also appear

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Dependency Override on FAA Access

Will appear here

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Dependency Override Process•Other school codes are still

eliminated from that transaction•Student can add other school

code(s) to a subsequent transaction with dependency override on it

•To retrieve this dependency override for your school you must have the student’s DRN

FAFSA Worksheet Data Elements

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Revised Worksheet Data Collection on FAFSA• Eliminated Worksheet A and its data

elements• Renamed Worksheets B and C and

incorporated those individual data elements into the FAFSA Form– Untaxed Income (Previously Worksheet B)– Additional Financial Information (Previously

Worksheet C)• CPS will use the Total of the data

elements to calculate the EFC

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Revised Worksheet Data Collection• Individual data elements will appear

on the ISIR• The Total will also appear on the ISIR

separately– Untaxed Income Total Calculated by CPS – ISIR Fields 213/215– Additional Financial Information Total

Calculated by CPS – ISIR Fields 212 /214

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Revised Worksheet Data Collection

• Correction entry will display the "worksheet" total with a button to access a separate page with the individual data elements

• Individual data elements are correctable and affect the Total

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Incomplete Web Application Notification

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Saved but incomplete FAFSA

• On the Web– Applicant begins application process – Saves the application– Does not return to complete and

submit

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CPS sends a reminder email

• To student and parents• After 7 days and 14 days• In the language they applied in• If no email or invalid email

address, will send a paper reminder (student only)

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References

• On IFAP:– The 2009-10 ISIR Guide– Process Guides– Federal Student Aid Handbook– Electronic Announcements

• www.nsldsfap.ed.gov

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Contact Information

• If you have additional questions or issues on Data Matches or CPS Processing Results

Phone: 1-800-433-7327 Email: ifap@ed.gov