transfer student monitoring (tsm) process 11. tsm process: financial aid history - general policy...

Transfer Student Monitoring (TSM)Process

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TSM Process: Financial Aid History - General Policy

• General regulations

-Use NSLDS for all applicants (GEN-01-09, July 2001)

-Must inform NSLDS of mid-year transfer students

-May rely on NSLDS information in making student eligibility and award determinations

-Not required to respond to requests for FATs

-Assist colleagues by responding to inquiries

-Prescreening and postscreening continue to report on defaults, overpayments and aggregates

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TSM Process: School Responsibilities

• School responsibilities-Inform NSLDS of its mid-year transfers-Wait at least 7 days before disbursing aid

unless: Check NSLDSFAP.ed.gov; or Receive an Alert before 7 days expire

-Access alerts sent to school-Review student eligibility -Adjust scheduled disbursements if needed

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TSM Process: Steps

School informs NSLDS of students to be monitored (Inform)

NSLDS monitors data received and determines who to notify (Monitor)

NSLDS alerts new school of relevant changes (Alert)

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TSM Process:School Transfer Profile

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TSM Process: School Transfer Profile

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TSM Process: School Transfer Profile

• Email address to send alert notice:– New results are available - go to NSLDSFAP– New data file being sent - access SAIG mailbox– Could be group email address

• SAIG Mailbox of person to receive data file (only for schools wanting a file sent)

• Add contact person for Transfer Student Monitoring on Organization Contact List

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TSM Process: Who Is Monitored? (Inform)

• School tells NSLDS which students/applicants to monitor– Applicant identifiers

– Enrollment Begin Date - for the period for which aid is being awarded

– Monitor Begin Date (optional)

• Input methods (may use either or both):– Enter on NSLDSFAP

– Send data file to NSLDS8

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TSM Process: Batch Inform

• Batch file specifications (IFAP)– http://www.ifap.ed.gov

– SAIG message classes- TRNINFIN—School Inform file- TRNINFOP—Error/Acknowledgment file- TRLTRPOP—Alert - Report format- TRALRTOP—Alert - Extract format

• Any future additions to Batch File will be added to current “filler” space.

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TSM Process: Batch Inform

• Record length = 150 bytes• Header record• Detail record (one per student)

– Applicant identifiers– Enrollment Begin Date– Monitor Begin Date– Requesting a FAH, addition to the Inform List or Both– Remove applicant from monitoring list

• Allows school to delete student from list• One byte - ‘Y’ or ‘N’

• Trailer record18

TSM Process: Batch Error/Acknowledgement File

• Record length = 120 bytes• Header record• Detail record (one per error)

– Applicant identifiers– Field in Error– Error/Warning Code– Value of Field in Error

• Value that caused the Error/Warning code generation

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TSM Process: Batch Error/Acknowledgement File

• Trailer record– Includes total count each of errors and warnings– Includes total count each of records with errors and/or

warnings

• Errors vs. Warnings– Errors are values edits won’t allow

• School has not set up their School Transfer Profile• Invalid dates• School OPEID code does not exist• Non-numeric SSNs

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TSM Process: Batch Error/Acknowledgement File

– Warnings are values that might require review• Student SSN not found - student is not on NSLDS, but has

been added to school’s Transfer Monitoring list

• SSN found, but name &/or DOB submitted does not match. Student has been added to school’s Transfer Monitoring list

• Will be returned to school/servicer within 24 hours of Inform submittal– If not received:

• File was not readable by NSLDS - file not processed

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TSM Process: Monitor

• Is there new data affecting applicant’s eligibility?– New data means a new loan or Pell Grant was added or

changed for attendance at another school (since last ISIR or alert)

• New loan originated• New or cancelled disbursement on a loan• New or reduced Pell Grant Award• New or cancelled disbursement on a Pell Grant

– Data for attendance at school to which the applicant is transferring is not monitored

– Changes in default status or overpayments would continue as done currently (postscreening) so that all schools are notified

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TSM Process: Monitor

• Starts on Monitor Begin Date– Date student is added to list (default); or– Future date requested by school

• Ends on 91st day after Enrollment Begin Date– Stops automatically– Monitoring period duration will be evaluated

periodically to determine if it should be altered

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TSM Process: Alert

• NSLDS communicates results only to the school to which the applicant is transferring– The school that informed NSLDS

• Output methods:– NSLDSFAP

– Financial aid history data file - shows entire FA history

• Email notification that an Alert has been generated • Look for alerts on Thursday

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TSM Process: Batch Alert

• Record length = 260 bytes• Header record• Detail records

– Aggregates, match flags, MPN– Name history– Overpayment record(s)– Pell Grant payment record(s)– Loan detail record(s)

• Trailer record

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TSM Process: Audit Report

• Available under the Report tab of the NSLDSFAP web site

• Provides user with a list of students that received alerts and whether the alert was for a loan or Pell change

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Transfer Student Monitoring Process cont.

• Statistics over the last year

-Schools with Profiles 3,477

-Schools with Inform records 3,065

-Number of students Monitored 488,334

-Number of unique Alerts 181,055

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NSLDS

Web sites:For Financial Aid Professionals:

www.NSLDSFAP.ed.govFor Students:

www.NSLDS.ed.govCustomer Service questions:

Call: 1-800-999-8219OR

e-mail: nsldscoe@raytheon.com29

QUESTIONS ???

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