Gainful Employment

Webinar #5

Errors and Corrections in Gainful Employment Reporting

January 11, 2012

For More GE Information Link for Gainful Employment Page on IFAP:

http://ifap.ed.gov/GainfulEmploymentInfo/ (also accessible from the IFAP Homepage) Regulations Dear Colleague Letters and Electronic

Announcements Frequently Asked Questions Training Resources

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The Regulations Two sets of Final Rules published on October

29, 2010, with effective dates of July 1, 2011 Program Integrity –

Includes Gainful Employment Reporting and Disclosures

Gainful Employment – New Programs

Final Rules on metrics to define gainful employment published on June 13, 2011

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Gainful Employment Reporting Institutions must have reported:

By November 15th, 2011, for enrollments in the:2006-2007, 2007-2008, 2008-2009,

2009-2010, and 2010-2011 award years

The deadline for 2012 reporting will be announced in the coming month

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Gainful Employment Reporting Institutions must have reported information on

students who were enrolled in a GE Program for each award year

Information includes: Student identifying information Program identifying information Amounts of private education loans and of

institutional financing plans Enrollment information Tuition and Fees (Optional)

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What comes next?

• Calculation of Gainful Employment Debt Measures for Informational Purposes Debt to Earnings annual ratio Debt to Earnings discretionary ratio Repayment Rate

• No sanctions, informational rates will be made public

• Make sure you have the best and most complete data in NSLDS for these calculations

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DATA SUBMITTAL

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Data to NSLDS• When you submit a batch file, you will

typically receive a GE Response Error/ Acknowledgment file within 24 hours If the file has no errors, you will receive a file

with just a header and trailer A GE Response file with no detail records is

your indication that all records were accepted as submitted

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Data to NSLDS

• If you did not receive a response file to your batch submission, you may have submittal problems If you did not receive a response file, no GE

data loaded to NSLDS Verify that the records you submitted are on the

GE List page on NSLDSFAP

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Check GE List on NSLDS

If you get this message afterhitting retrieve, no records have loaded to NSLDS.

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Possible File Level Problems

• A batch file was submitted and a GE Response Error/Acknowledgement File was not received

Possible Problem 1: Transmission Problems Did you use EDconnect?

- If you are unfamiliar with EDconnect, call CPS/SAIG Technical Support at 800/330-5947 or send an e-mail to CPSSAIG@ed.gov

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Possible File Level Problems

• A batch file was submitted and a GE Response Error/Acknowledgement File was not received

Possible Problem 2: Transmission Problems Did you use the right message class?

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Possible File Level Problems

• A batch file was submitted and a GE Response Error/Acknowledgement File was not received Possible Problem 3: Security problems

Did you provide the SAIG TG Mailbox to NSLDS?

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Possible File Level Problems

• A batch file was submitted and a GE Response Error/Acknowledgement File was not received Possible Problem 4: File Layout Problems

Did you follow the Record layout and field definition specifications in the NSLDS GE User Guide?

Fixed-Width Batch File typical problems:- Incorrect header format- Incorrect trailer format, especially no leading zeros in

detail record count field

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Possible File Level Problems

• A batch file was submitted and a GE Response Error/Acknowledgement File was not received

• Possible Problem 5: File Layout Problems Did you follow the Record layout and field definition

specifications in the NSLDS GE User Guide? Comma Separated Values (CSV) File typical problems

- Header contains invisible characters- Missing Record Type Code for each line- Incorrect trailer format, especially no leading zeros in

detail record count field

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DATA REVIEW

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Data Review

• Ensure your GE records have loaded and are correct on NSLDS

• GE Electronic Announcement #30: ED not enforcing the 10 day corrections

deadline for GE Reporting Errors Submit all corrections as soon as possible

• January 20, 2012, is the completion date for all data to be included in the calculation of GE Informational Rates which will be made public

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Errors vs. Corrections

• Errors Records not loaded to NSLDS

Record returned with error codes in GE Response Error/Acknowledgement file

Record level errors cause individual records not to load to NSLDS

• Corrections Records loaded to NSLDS

Data loaded with some inaccurate information

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• Record Level Errors Record was not loaded to NSLDS

Record contained data which did not pass NSLDS Edits for GE data

Resolution: Identify error/field code combination in GE Response File, update the fields and re-submit record

Resubmit in another batch file, or Create a submittal template with records to load, or Enter data online

Record Level Errors

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Understanding the Error Messages

• Fields in Error and Error Code will be at the end of the detail record

• Up to five (5) errors per detail record

Record Level Errors

Record has three (3) errors

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Record Level Errors

Error Code Error Code Description

001 REQUIRED FIELD

002 INVALID NUMBER

003 INVALID DATE

004 PERMITTED VALUE VIOLATION

005 INVALID FORMAT

006 REQUIRED FIELD WHEN ANOTHER FIELD ON THE RECORD IS REPORTED

008 END/STOP DATE MUST BE GREATER THAN OR EQUAL TO BEGIN/START DATE

009 SSN CONFLICT

012 FUTURE DATE NOT ALLOWED

017 REQUIRED FIELD BASED ON THE VALUE OF ANOTHER FIELD ON THE RECORD

018 EXCLUDE FIELD BASED ON THE VALUE OF ANOTHER FIELD ON THE RECORD

800 INSTITUTION NOT AUTHORIZED FOR SUBMISSION MAILBOX

Gainful Employment Error Code List• Refer to comments in descriptions for the field that is in error to

determine appropriate response to the error listed with the student record

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Example of the field description with error code from GE User Guide:

Record Level Errors

GE Submittal File Detail Record Student Date of Birth

Field CodeMandatory/

Mandatory Conditional/Optional

Type

Size PositionData Element

Number

006 MDate

8 126-133 6

Description Date (year, month, and day) the student was born.

Comments

Must provide DOB along with the identifiers SSN, First Name, and Last Name.

CCYYMMDD format.

If a student’s birth date is unknown, this field contains 19000101.

If an institution believes the NSLDS data are incorrect, contact the data provider and provide them with verifying documents.

Edit Level Error Code Error

Record Level 001 Required Field

Record Level 003 Invalid date

Record Level 012 Future date not allowed

Date Revised July 30, 2011

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• We submitted our records online. Where is our GE Response Error/Acknowledgement File? Online records do not receive a GE Response File. This

is for batch only. Errors for online records are shown online at the time of submission.

Record Level Errors

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Record Errors Online

During direct online entry, error appears after clicking “Submit”

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Data Review Reminders

• School academic calendar year has no relation to the Award Year being used to report GE records Award Year is July 1 through June 30

• Report all students at the school for the award year, not just the completers This affects repayment rates which are based

on students that enter repayment in debt measure years

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Data Review Reminders

• Medical or Dental Internship, or Residency Field Code 013 Schools should answer ‘Y’ only for some students who

were reported with a Credential Level of 07

• For students reported within an award year with a status of ‘E’ (Enrolled), do not report dollar amounts for Private Loans, Institutional Financing, and Tuition and Fees These fields apply to students who Complete or

Withdraw from a GE Program

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Data Review Reminders

• Institutional Financing Amount Report amount student owes as of the day they

withdraw from or complete their program

• Private Loan Amount and Tuition and Fees (when reported) Report cumulative amount at completion of their

program or as of the date of withdrawal For students that stop out, but return and rejoin the

program, at conclusion, report total (sum) for the program, not just that period of enrollment

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Private Loan Example

• First record: Student enrolls in a GE program on 8/01/2007 and withdraws 11/01/2007 with a private loan amount of $5,000

• Second record: Student re-enrolls in the same program and completes on 5/02/2008 accruing between 1/02/2008 – 5/02/2008, $4,000

• The private loan amount that should be reported for the second record is $9,000 – the total cumulative for the program

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Now is the Time to Review

• Quality data ensures accurate debt measures

• Take time to review your data

• Methods of Review: For batch submitters – make sure you have

reviewed and corrected your errors Take advantage of NSLDS Online sort and

filters to review loaded GE data

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Online Review ListUse ‘Sort By’ and ‘Display Only’ options to filter data for Review

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Records Display 10 Per Page

Use arrowsto move down and up the list

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Options Once Student is Selected

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Review & Confirm

Location Code

Submit

Updating a Record

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• Award Year

• Student SSN

• Institution OPEID

• CIP Code

• Credential Level

• Program Attendance Begin Date

• Program Attendance Begin Date for This Award Year

• Program Attendance End Date

Correcting Erroneous DataThese fields cannot be corrected online or in batch:

Records with incorrect data in these fields need to be deactivated and re-submitted34

Correcting Non-correctable Fields

• Records with the fields that cannot be corrected, if submitted again with different data, will create a second record, not a replacement

• Both records will be counted in the GE Calculations

• Prevent the double count by deactivating the incorrect record

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Deactivating a Record

Q: We reported that Henry started on April 22, 2008, but he really started on June 1, 2008. How do we proceed?

A: Henry’s record needs to be deactivated online and the correct information re-submitted to NSLDS.

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Deactivating a Record

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Deactivating a Record

Review & Confirm

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• When a record is deactivated, all of the data must be re-entered into NSLDS

• Enter new data online using the Submittal Template, or by submitting a batch file

Deactivating a Record

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SSN Conflict Resolution

SSN Conflicts may be challenging to resolve

• Check the school’s records first

• Check the SSN Conflict link on the Aid Tab for a listing of data providers

• Contact at least one of the data providers for possible assistance

• If the conflict cannot be corrected, document your attempts to resolve the conflict to satisfy your requirement for reporting

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SSN Conflict Tab on NSLDSFAP

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SSN Conflict Data Provider(s)

Click the Number beside the Organization to get contact information

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Contact the Provider for Assistance with SSN Conflict

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No Online Reports

Currently, there are no online or by request reports of GE data.

You can use the ‘Sort By’ and ‘Display Only’ parameters to provide an overview of the data. For example, you may sort by or display certain CIP codes or Award years.

Use these options to review and make any necessary corrections

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Future Enhancements

Spreadsheet Submittal Template

• Implemented December 31, 2011 NSLDS will accept GE spreadsheet uploads in

the 2003 OR 2007 template No need to move data to the 2007 template if

already entered in the 2003 template Edits are the same in both templates Conversion relieves some size issues that

institutions were experiencing

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Future Planned Enhancements

• Online Improved template allowing more records Means to do mass online deactivation Means to do multiple online corrections Reports

• Batch Sign-up through FSAWebenroll Batch deactivation Introduction of XML reporting

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Receiving Debt Measure Data

FSA Webenroll for GE Data

• In order to get Debt Measures in the Spring including back-up detail: You will need to take action to receive the GE

Debt Measures and back-up detail as soon as they are available

VERY IMPORTANT that you sign up for the Debt Measures delivery service

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FSA Webenroll for GE Data

• We are enhancing the SAIG Enrollment Site to allow sign-up for Debt Measures delivery service Enhancements will be completed by March 12,

2012 Make sure you designate an institutional

mailbox rather than one for the servicer who submitted data

• Watch for an Electronic Announcement

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Resources• GE User Guidehttp://www.ifap.ed.gov/nsldsmaterials/NSLDSGainfulEmploymentUserGuide092211.html

• GE Newsletterhttp://www.ifap.ed.gov/nsldsmaterials/NSLDSNewsletter34.html

• GE Information Pagehttp://www.ifap.ed.gov/GainfulEmploymentInfo/index.html

• FAQshttp://www.ifap.ed.gov/GainfulEmploymentInfo/2011GEFAQ.html

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Contact Information

For questions regarding submitting GE Program data to NSLDS

Email: NSLDS@ed.gov

or

Call the NSLDS Customer Support Center at 800.999.8219

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Important Mailboxes

For policy questions:

GE-questions@ed.gov

If missing data for any year:

GE-Missing-Data@ed.gov

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Questions?