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pdfN ATIO N AL
S TU D EN T
L O AN
D ATA
S YSTEM
U.S. Department of Education
Guaranty Agency
Data Provider Instructions
(Version 4.1)
June 1, 2005
June 1, 2005
Version 4.1
Guaranty Agency Data Provider Instructions
Contents
Contents
Chapter 1: Introduction ................................................................................................................1
1.1 About This Manual ..............................................................................................................1
1.2 What Is NSLDS?..................................................................................................................2
1.2.1 NSLDS Functions .......................................................................................................3
1.2.2 Where NSLDS Data Comes From..............................................................................6
1.2.3 NSLDS Users..............................................................................................................7
1.3 Getting Help.........................................................................................................................8
Chapter 2: Guaranty Agency Responsibilities ..........................................................................10
2.1 Data Privacy.......................................................................................................................11
2.2 Data Accuracy and Timeliness ..........................................................................................11
Chapter 3: The Update Process ..................................................................................................13
3.1 Files Used in the NSLDS Update Process .........................................................................17
3.2 Highligt of Guaranty Agencies DataPrep 3.1 ...................................................................19
Chapter 4: System Requirements...............................................................................................21
4.1 Estimating Required Disk Space .......................................................................................21
4.2 Setting Up Communications Links with NSLDS ..............................................................22
4.3 Obtaining a Submittal Schedule.........................................................................................23
4.4 Initial Population................................................................................................................23
4.5 File Protection and Backups ..............................................................................................23
Chapter 5: Installation, Utilities, and Testing ...........................................................................24
5.1 Installation..........................................................................................................................24
5.1.1 Installing DataPrep on a Windows-Based PC ..........................................................24
5.1.2 Installing DataPrep on an Z/OS LE Version 2.4 or Higher Mainframe ...................26
5.2 Options and Utilities ..........................................................................................................27
5.2.1 Changing Directory Paths .........................................................................................27
5.2.2 Delta Process Options ...............................................................................................28
5.2.3 Viewers .....................................................................................................................30
5.2.4 File Transfer..............................................................................................................34
5.2.5 File Backup ...............................................................................................................38
5.2.6 Help System ..............................................................................................................43
5.3 Running Test Files .............................................................................................................45
5.3.1 Successful Extract Validation ...................................................................................46
5.3.2 Unsuccessful Validation ...........................................................................................57
5.3.3 Load Process Error Report........................................................................................60
5.4 Deleting Test Files .............................................................................................................64
5.5 Sample Files Z/OS LE Version..........................................................................................67
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Chapter 6: The Database Extract File .......................................................................................68
6.1 Business Rules ...................................................................................................................68
6.2 Record Types .....................................................................................................................70
6.2.1 Header Record ..........................................................................................................70
6.2.2 Detail Records...........................................................................................................71
6.2.3 Past Period Change Records .....................................................................................72
6.3 File Standards.....................................................................................................................72
6.4 Field Standards...................................................................................................................73
6.4.1 Subrogated Loans......................................................................................................74
6.5 Updating Identifier Data ....................................................................................................75
6.5.1 Loan and Student Identifiers.....................................................................................76
6.5.2 The Identifier Change Process ..................................................................................77
6.5.3 Updating Identifiers on Multiple Records ................................................................78
6.6 Updating Non-Identifier Data ............................................................................................79
6.6.1 What NSLDS Does ...................................................................................................79
6.6.2 What You Do ............................................................................................................85
6.7 Copy Your Database Extract File to the Extract Directory ...............................................93
Chapter 7: Extract Validation and the Delta Process ..............................................................94
7.1 Extract Validation ..............................................................................................................94
7.1.1 Edits Performed During Extract Validation..............................................................95
7.1.2 Extract Validation on a PC .......................................................................................98
7.2 The Delta Process ............................................................................................................106
7.2.1 What Happens in the Delta Process ........................................................................107
7.2.2 The Delta Process on a PC......................................................................................109
7.3 Extract Validation and the Delta Process on a PC...........................................................115
7.4 Extract Validation and the Delta Process on an Z/OS LE Mainframe ............................119
Chapter 8: Sending and Receiving Files ..................................................................................120
8.1 Sending the Submittal File...............................................................................................120
8.1.1 Submittal Schedule .................................................................................................120
8.1.2 Submittal File Format .............................................................................................121
8.1.3 Sending Your Submittal File on Cartridge or Tape ................................................121
8.1.4 Transmitting Your Submittal File by SAIG............................................................123
8.2 Receiving Files.................................................................................................................125
8.2.1 Receiving Files by Cartridge or Tape .....................................................................126
8.2.2 Receiving Files by SAIG ........................................................................................128
Chapter 9: The NSLDS Load Process......................................................................................129
9.1 File-Level Edits................................................................................................................131
9.2 Domain-Level Edits .........................................................................................................131
9.3 Record-Level Edits ..........................................................................................................132
9.3.1 Duplicates ...............................................................................................................132
9.3.2 Reasonability Edits .................................................................................................132
9.4 Load-Level Edits..............................................................................................................133
9.4.1 Identifier Edits ........................................................................................................133
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9.4.2 GA ID Edits ............................................................................................................134
9.4.3 Validate Codes ........................................................................................................135
9.4.4 Date Sequence Edits ...............................................................................................135
Chapter 10: Generating Reports on Windows-Based PCs ....................................................137
10.1 Log Reports....................................................................................................................138
10.1.1 Extract Validation Log Report..............................................................................138
10.1.2 Delta Log Report...................................................................................................140
10.2 Error Reports..................................................................................................................142
10.2.1 Error Files .............................................................................................................142
10.2.2 Generating Summary Error Reports .....................................................................143
10.2.3 Generating Detail Error Reports ...........................................................................146
10.3 Loan Detail Reports .......................................................................................................150
10.3.1 Loan Detail Files...................................................................................................151
10.3.2 Generating Loan Detail Reports ...........................................................................152
10.4 Selection Criteria ...........................................................................................................155
10.4.1 Adding Selection Criteria .....................................................................................158
10.4.2 Editing Selection Criteria......................................................................................161
10.4.3 Deleting Selection Criteria....................................................................................162
10.4.4 Adding Variable Selection Criteria.......................................................................162
10.5 Sort Options ...................................................................................................................169
10.5.1 Adding a Sort Option ............................................................................................171
10.5.2 Editing a Sort Option ............................................................................................173
10.5.3 Deleting a Sort Option ..........................................................................................174
10.5.4 Sort Parameter Positions’ Syntax..........................................................................174
Chapter 11: Generating Reports on Z/OS LE Mainframes...................................................175
11.1 Extract Error Report.......................................................................................................175
11.1.1 Summary Report Sorting ......................................................................................176
11.1.2 Detail Report Sorting ............................................................................................177
11.2 Load Process Error Report.............................................................................................177
Chapter 12: Using Reports........................................................................................................178
12.1 Log Reports....................................................................................................................178
12.1.1 Extract Validation Log Report..............................................................................178
12.1.2 Delta Log Report...................................................................................................178
12.2 Error Reports..................................................................................................................178
12.2.1 Summary Error Reports ........................................................................................178
12.2.2 Detail Error Reports..............................................................................................180
12.3 Loan Detail Reports .......................................................................................................183
12.4 Error Types ....................................................................................................................183
12.4.1 File-Level Errors...................................................................................................183
12.4.2 Domain-Level Errors ............................................................................................184
12.4.3 Record-Level Errors..............................................................................................186
12.4.4 Load-Level Errors.................................................................................................187
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Chapter 13: Final Thoughts......................................................................................................191
Appendix A: Guaranty Agency Data Dictionary....................................................................A–i
Appendix B: Guaranty Agency Coding Tables.......................................................................B–i
Appendix C: Past Period Change Record Layout ..................................................................C–i
Appendix D: Load Process Error File (Record Layouts).......................................................D–i
Appendix E: Guaranty Agency TEF File Layout ...................................................................E–i
Appendix F: Glossary of Terms............................................................................................... F–1
Appendix G: DataPrep JCL for Z/OS LE.............................................................................. G–i
Appendix H: Technical Updates............................................................................................. H–1
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Figures
Figure 1–1, Sources of NSLDS Data.............................................................................................. 7
Figure 1–2, Outflow of NSLDS Information.................................................................................. 8
Figure 3–1, Data Provider Six-Step Process................................................................................. 15
Figure 3–2, Processing Flow for Guaranty Agency Updates to NSLDS...................................... 16
Figure 3–3, NSLDS Edit Process.................................................................................................. 18
Figure 5–1, Directories Dialog Box.............................................................................................. 25
Figure 5–2, DataPrep Main Menu with Directories Selected on the Options Menu .................... 27
Figure 5–3, Directories Dialog Box.............................................................................................. 27
Figure 5–4, DataPrep Main Menu with Delta Processing Selected on the Options Menu........... 29
Figure 5–5, Delta Processing Options Dialog Box....................................................................... 30
Figure 5–6, DataPrep Main Menu with Viewers Selection on the Options Menu ....................... 32
Figure 5–7, Viewer Maintenance Dialog Box .............................................................................. 32
Figure 5–8, Select Viewer Dialog Box ......................................................................................... 34
Figure 5–9, Initial File Transfer Dialog Box for File Import ....................................................... 35
Figure 5–10, Initial Select NSLDS File Dialog Box for TEF File ............................................... 36
Figure 5–11, Final Select NSLDS File Dialog Box for TEF File................................................. 36
Figure 5–12, Final File Transfer Dialog Box for File Import....................................................... 37
Figure 5–13, DataPrep Main Menu with File Backup Selected ................................................... 38
Figure 5–14, File Backup Dialog Box .......................................................................................... 39
Figure 5–15, New Backup File Folder Dialog Box ...................................................................... 39
Figure 5–16, File Backup Dialog Box with Files Selected........................................................... 40
Figure 5–17, File Backup Dialog Box with Files and Backup Folder Selected ........................... 40
Figure 5–18, File Backup Dialog Box after Copy ........................................................................ 41
Figure 5–19, File Backup Dialog Box after Move ....................................................................... 42
Figure 5–20, List Backup Files Dialog Box ................................................................................. 43
Figure 5–21, Test Files Installed in C:\NSLDS-GA-V2\Samples ................................................ 45
Figure 5–22, DataPrep-GA Folder with Extract and Current Folders .......................................... 46
Figure 5–23, DataPrep Main Menu with Extract Validation Selected ......................................... 47
Figure 5–24, Extract Validation Dialog Box ................................................................................ 47
Figure 5–25, Extract Validation Process Dialog Box................................................................... 48
Figure 5–26, Log Report Dialog Box ........................................................................................... 49
Figure 5–27, Extract Validation Log Report ................................................................................ 50
Figure 5–28, Error Report Dialog Box ......................................................................................... 51
Figure 5–29, Summary Extract Error Report................................................................................ 52
Figure 5–30, Extract Validation Dialog Box ................................................................................ 53
Figure 5–31, Delta Process Dialog Box........................................................................................ 54
Figure 5–32, DataPrep Main Menu with Log Report Selected .................................................... 55
Figure 5–33, Loan Detail Report Dialog Box............................................................................... 55
Figure 5–34, Extract Loan Detail Report...................................................................................... 56
Figure 5–35, Submittal Loan Detail Report.................................................................................. 57
Figure 5–36, Extract Folder .......................................................................................................... 58
Figure 5–37, Extract Validation Dialog Box ................................................................................ 58
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Figure 5–38, Extract Validation Unsuccessful ............................................................................. 59
Figure 5–39, Initial File Transfer Dialog Box for Load Process Error File ................................. 60
Figure 5–40, Select NSLDS File Dialog Box for Load Process Error File .................................. 61
Figure 5–41, Final File Transfer Dialog Box for Load Process Error File................................... 61
Figure 5–42, Error Report Dialog Box for Load Process Error Report........................................ 62
Figure 5–44, Summary Load Process Error Report...................................................................... 63
Figure 5–45, File Backup Dialog Box .......................................................................................... 64
Figure 5–46, New Backup File Folder Dialog Box ...................................................................... 64
Figure 5–47, List Backup Files Dialog Box ................................................................................. 66
Figure 6–1, Loan and Student Identifiers ..................................................................................... 76
Figure 6–2, How to Update Loan Identifier Data ......................................................................... 78
Figure 6–3, NSLDS Update (1 of 2)............................................................................................. 81
Figure 6–4, NSLDS Update (2 of 2)............................................................................................. 82
Figure 6–5, Updating a Current Event.......................................................................................... 83
Figure 6–6, Updating Historical Events........................................................................................ 84
Figure 6–7, Fields and History...................................................................................................... 87
Figure 6–8, Events, Keys, and Values .......................................................................................... 89
Figure 7–1, DataPrep Error Path................................................................................................... 96
Figure 7–2, DataPrep Main Menu with Extract Validation Selected ........................................... 98
Figure 7–3, Extract Validation Dialog Box .................................................................................. 99
Figure 7–4, Extract Validation Process Dialog Box................................................................... 100
Figure 7–5, Successful Extract Validation.................................................................................. 102
Figure 7–6, Extract Validation Fails Because of a File-Level Error .......................................... 103
Figure 7–7, Extract Validation Fails Because of Excessive Domain-Level Errors.................... 104
Figure 7–8, TEF File Warning.................................................................................................... 105
Figure 7–9, The Delta Process .................................................................................................... 108
Figure 7–10, Extract Validation Dialog Box .............................................................................. 109
Figure 7–11, Rerun Current Month’s Delta Process................................................................... 110
Figure 7–12, Delta Process Dialog Box...................................................................................... 111
Figure 7–13, Halted Delta Process.............................................................................................. 113
Figure 7–14, Successful Delta Process ....................................................................................... 114
Figure 7–15, DataPrep Main Menu with Extract Validation Selected ....................................... 116
Figure 7–16, Extract Validation Dialog Box .............................................................................. 116
Figure 7–17, Extract Validation Process Dialog Box................................................................. 118
Figure 7–18, Delta Process Dialog Box...................................................................................... 119
Figure 8–1, DataPrep Main Menu with File Transfer Selected .................................................. 123
Figure 8–2, Initial File Transfer Dialog Box .............................................................................. 124
Figure 8–3, Final File Transfer Dialog Box................................................................................ 124
Figure 9–1, NSLDS Load Process .............................................................................................. 130
Figure 10–1, DataPrep Main Menu with Log Report Selected .................................................. 138
Figure 10–2, Log Reports Dialog Box........................................................................................ 139
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Figure 10–3, Extract Validation Log Report .............................................................................. 139
Figure 10–4, DataPrep Main Menu with Log Report Selected .................................................. 140
Figure 10–5, Log Reports Dialog Box........................................................................................ 141
Figure 10–6, Delta Log Report ................................................................................................... 141
Figure 10–7, DataPrep Main Menu with Error Report Selected ................................................ 144
Figure 10–8, Error Report Dialog Box ....................................................................................... 144
Figure 10–9, Summary Extract Error Report.............................................................................. 146
Figure 10–10, DataPrep Main Menu with Error Report Selected .............................................. 147
Figure 10–11, Error Report Dialog Box ..................................................................................... 147
Figure 10–12, Detail Extract Error Report ................................................................................. 149
Figure 10–13, Detail Load Process Error Report........................................................................ 150
Figure 10–14, DataPrep Main Menu with Loan Detail Report Selected.................................... 152
Figure 10–15, Loan Detail Report Dialog Box........................................................................... 153
Figure 10–16, Submittal Loan Detail Report.............................................................................. 155
Figure 10–17, DataPrep Main Menu with Selection Criteria Selected on the Options Menu.... 156
Figure 10–18, Selection Criteria Dialog Box ............................................................................. 157
Figure 10–19, Selection Criteria Edit Dialog Box...................................................................... 159
Figure 10–20, Selection Criteria Edit Dialog Box...................................................................... 160
Figure 10–21, Selection Criteria Edit Dialog Box...................................................................... 161
Figure 10–22, Selection Criteria Edit Dialog Box...................................................................... 161
Figure 10–23, Selection Variable Edit Dialog Box .................................................................... 162
Figure 10–24, Selection Criteria Edit Dialog Box...................................................................... 163
Figure 10–25, Selection Variable Edit Dialog Box .................................................................... 164
Figure 10–26, Selection Criteria Edit Dialog Box...................................................................... 164
Figure 10–27, DataPrep Main Menu with Sort Parameters Selected on Options Menu ............ 170
Figure 10–28, Sort Parameters Dialog Box ................................................................................ 170
Figure 10–29, Preprogrammed Sorts for Detail Error Reports................................................... 171
Figure 10–30, Preprogrammed Sorts for Loan Detail Reports ................................................... 171
Figure 10–31, Sort Parameter Edit Dialog Box .......................................................................... 172
Figure 10–32, Sort Parameter Edit Dialog Box .......................................................................... 172
Figure 10–33, Sort Parameters Dialog Box ................................................................................ 173
Figure 10–34, Sort Parameter Edit Dialog Box .......................................................................... 173
Figure 12–1, Summary Extract Error Report.............................................................................. 179
Figure 12–2, Summary Load Process Error Report.................................................................... 180
Figure 12–3, Detail Extract Error Report ................................................................................... 182
Figure 12–4, Detail Load Process Error Report.......................................................................... 182
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Introduction
Chapter 1: Introduction
Guaranty agencies (GAs) participating in the Federal Family
Education Loan Program (FFELP) are required to report detailed
loan information to the National Student Loan Data System
(NSLDS). This operating manual explains FFELP loan reporting
requirements and the processes used to add or update FFELP loans
on NSLDS. It explains how to use the new NSLDS DataPrep
software and is for the use of guaranty agencies with
administrative responsibility for the FFELP.
1.1 About This Manual
This manual is intended to assist users with the data provider
portion of the NSLDS update process, as well as, provide basic
information about the entire process.
To make the instruction manual easy to follow, we have used the
following icons to identify key points:
Indicates a definition or explanation that you will
need to keep in mind throughout the discussion.
Indicates a special note, suggestion, or comment
that will assist you in running DataPrep or in
providing insight into the NSLDS update process.
NSLDS Requirement
All guaranty agencies in the
Title IV aid programs are
required to participate with
NSLDS. GAs with active
FFELP loans are required to
provide updated data to
NSLDS at least once a
month on a schedule
established by Dept of
Education (ED). The
following loans are part of
the FFELP:
•
•
•
•
•
•
Federal Stafford Loans
Federal Unsubsidized
Stafford Loans
Federal PLUS Loans
Federal Consolidation
Loans
Federal Supplemental
Loans for Students
(SLS)
Guaranteed Student
Loans (GSL)
Indicates a warning of which you should take
special note.
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Introduction
1.2 What Is NSLDS?
NSLDS supports ED in a variety of operational and research
functions meant to improve the administration and delivery of
student aid through Title IV aid programs. Specifically, the three
main goals of NSLDS are:
1. To improve the quality and accessibility of student aid data
2. To reduce the burden of administering Title IV aid
NATIONAL
STUDENT
LOAN
DATA
SYSTEM
3. To minimize abuse within the aid programs through accurate
tracking of funds appropriated to assist the postsecondary
students for whom the programs were designed
NSLDS is a national database of recipients, enrollment and loan
data, Federal Pell Grant, and overpayment information on student
aid disbursed under Title IV of the Higher Education Act of 1965,
as amended. Data in NSLDS is provided by schools, guaranty
agencies, and ED agencies. The data includes information about
the following:
•
The Federal Family Education Loan Program
•
The Federal Direct Loan Program (FDLP)
•
Federal Perkins loans (including National Direct Student
Loans, National Defense, and Income Contingent Loans)
•
Federal Pell Grants
•
Overpayments from the Federal Pell Grant, Federal
Supplemental Educational Opportunity (FSEOG), and FFELP
Loan programs
•
Demographic and enrollment data on Title IV recipients
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Introduction
1.2.1 NSLDS Functions
NSLDS currently has responsibility for the following functions:
1. Prescreening for Title IV Aid Eligibility—The NSLDS
Prescreening function gives schools electronic access to
information on prior Title IV aid received by aid applicants.
Schools use this information to determine applicants’ eligibility
for further Title IV aid.
2. Postscreening for Title IV Aid Eligibility—The NSLDS
Postscreening function informs institutions when their
applicants’ eligibility for Title IV aid has changed due to a
change in default, aggregate limits or overpayment status after
their initial prescreening.
3. Default Rate Calculations—Cohort default rates are
calculated annually for schools participating in the William D.
Ford Federal Direct Loan Program and Federal Family
Educational Loan Program. Rates are also calculated for
guaranty agencies and lenders. Schools with default rates
above established thresholds for at least three consecutive years
can be disqualified from participating in some or all student
financial aid programs.
4. Monitoring of Guaranty Agency and Lender Financial
Reporting for Reasonability—NSLDS allows ED to monitor
financial reporting for reasonability by supporting more timely
assessment and by providing loan-level information. This helps
ensure that the financial reporting submitted to ED by lenders
and guaranty agencies reflects the status of their portfolios as
reported to NSLDS.
5. Research Studies and Policy Development Support—
NSLDS provides several types of access in support of users
performing research and developing policy. Online queries
range from focused queries, pertaining to a single student or
guaranty agency for relatively small amounts of data, to queries
requiring NSLDS to supply or summarize massive amounts of
data.
6. ED Budget Analysis and Development—Every year, ED
develops input for the President’s budget, based partly on
projected loan program costs for a seven-year period. NSLDS
information is used to develop reliable, sound assumptions on
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Guaranty Agency Data Provider Instructions
Introduction
which to base the estimated program budget; answer budget
related questions; and support necessary hypothetical analyses.
7. Audit and Program Review Planning—ED uses audits and
program reviews to assess the performance of various Title IV
aid delivery system participants. Audit and program review
planning functions include retrieving specific data from
NSLDS on organizations (schools, lenders, and guaranty
agencies) and identifying key indicators used to schedule audits
and reviews for maximum effectiveness.
8. Assessment of FFELP Administration by Guaranty
Agencies, Schools, and Lenders—NSLDS provides the data
for researching and assessing FFELP administration by
guaranty agencies, schools, and lenders. Such research can be
either short- or long-term and generally aims to evaluate the
effectiveness of specific program practices.
9. Refund/Cancellation Support—When a student withdraws
from school early and qualifies for a refund, the school is
required to provide the refund or return of check to the
appropriate party within a fixed time period. NSLDS provides
information about the time schools take to perform these
actions. This information helps auditors and program reviewers
identify schools with poor records of handling refunds and
cancellations.
10. Borrower Tracking—The Borrower Tracking function helps
qualified users locate borrowers who have defaulted on student
loans. NSLDS Borrower Tracking capabilities allow these
qualified users to identify other schools, guaranty agencies, and
lenders previously associated with a borrower so they can be
contacted for the borrower’s current address.
11. Loan Transfer Tracking—Loan Transfer Tracking monitors
transfer activity by maintaining dates of sale and names of loan
holders. This information identifies likely problems with
participants. It also helps evaluate the administration and
billing of Title IV loan programs.
12. Enrollment Reporting—Enrollment Reporting information is
used by loan holders to verify a borrower’s enrollment status.
This enrollment information enables loan holders to properly
place a borrower into repayment.
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Introduction
13. Financial Aid History—The Financial Aid History component
of NSLDS summarizes previous Title IV aid a student has
received.
14. Credit Reform Act Support—The Credit Reform Act (CRA)
requires loan level tracking of all federally guaranteed loans.
NSLDS tracks and reports loans by program, cohort year, and
risk category. Loan data is used semi-annually to estimate
government costs associated with loan programs.
15. Aid-Overpayment—NSLDS maintains a record of
overpayments owed and repaid by students on Federal Pell
Grants, Federal Supplemental Educational Opportunity Grants,
and Federal Perkins Loans. The information is used to
determine a student’s eligibility for aid.
16. Organization-Contact—NSLDS
enables
organizations,
including guaranty agencies, to enter contact information by
function. This contact capability is accessible by both online
screens and NSLDS’s Information for Financial Aid
Professionals website (www.nsldsfap.gov). It helps users
quickly locate the correct contact person at a school, guaranty
agency, lender, servicer, or other data provider.
17. Student Access—NSLDS gives students access to basic
information about their Federal loans at a secure website
accessible to standard web browsers.
18. Transfer Monitoring—NSLDS replaces the FAT (Financial
Aid Transcript) process by allowing schools to inform NSLDS
of possible transfer students. NSLDS monitors those students
and sends alerts to schools when that Title V aid affects
eligibility changes.
These function areas and the system capabilities that support them,
reflect requirements established for NSLDS by the U.S. Congress
and ED.
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Introduction
1.2.2 Where NSLDS Data Comes From
As a comprehensive repository of Title IV recipients and their
loan, Pell Grant, overpayment, and enrollment information,
NSLDS receives data from many sources (some external and some
internal to ED) and makes it available to approved users for a
variety of purposes authorized by the Act. The principal sources of
NSLDS data are the following:
•
Guaranty Agencies provide loan data on FFELP loans from
loan origination until the loan is paid in full or closed for
another reason. Some of the information guaranty agencies
provide, such as loan balances, is received from lenders who
report on loans through their guaranty agencies. Guaranty
agencies submit their data at least monthly.
•
Schools (or their servicers) provide enrollment data via the
Enrollment Reporting process.
•
Schools (or their servicers) that participate in the Federal
Perkins Loan Program provide monthly updates of loans.
•
The Debt Collection Service (DCS) provides data weekly on
loans and overpayments assigned to ED.
•
The Postsecondary Education Participant System (PEPS)
provides daily data on schools.
•
The Conditional Disability Discharge Tracking System
(CDDTS) provides monthly data on loans with permanent and
conditional disability discharges.
•
The Central Processing System (CPS) provides daily
demographic data on students in the NSLDS database.
•
The Common Origination Disbursement System (COD)
provides daily updates on Pell Grant payments to students.
•
The Federal Direct Loan Program (FDLP) Servicer provides
weekly data on FDLP loans.
•
The Lender Reporting System (LARS) provides demographic
information on lenders and lender servicers.
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Introduction
Lenders/
Servicers
Direct Loan
Servicer
GAs
FDLP Loan Information
FFELP Loan Information
Perkins
Schools
CPS
Perkins Loan Information
Student Demographic Data
Aid Overpayments
Lender and Lender Servicer Data
Loans Assigned to ED
School Demographic Data
PEPS
NSL-1076
Student Enrollment (SSCR)
Pell Grant Information
(PGRFMS/RFMS)
Debt
Collection
Service
Aid Overpayments
All
Schools
COD
Figure 1–1, Sources of NSLDS Data
1.2.3 NSLDS Users
NSLDS users include personnel from ED, other Federal agencies,
guaranty agencies, lenders, schools, and state scholarship agencies.
NSLDS provides its users with batch processing, as well as access
by means of the Internet. The system’s products are designed to
provide efficient access to NSLDS data for a variety of user levels
and purposes. See Figure 1–2 for the flow of data from NSLDS to
various users.
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Introduction
Students
D epartm ent
of
Education
Schools
Financial Aid R eview
Queries, R eports,
and D ata Extracts
Queries, R eports,
and D ata Extracts
SSC R R oster
FAT Inform ation
PIC
Queries
O ther
G overnm ent
A gencies
Queries, R eports,
and D ata Extracts
NSLDS
Student Aid H istory
SSC R Inform ation
Queries, R eports,
and D ata Extracts
C PS
Error R eports
SSC R Inform ation
Error R eports
GAs
Queries, R eports,
and D ata Extracts
N SL-1100
FD LP
Figure 1–2, Outflow of NSLDS Information
1.3 Getting Help
NSLDS Call Center is available to answer all your questions. The
CC offers comprehensive assistance on all aspects of using
DataPrep software, from step-by-step installation questions to
receiving error reports. The CC can help you identify and correct
Extract problems resulting from file- and domain-level edits, or
NSLDS update problems resulting from record-level and load-
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Guaranty Agency Data Provider Instructions
Introduction
level errors. The CC will address your guaranty agency data
provider set-up and scheduling questions.
In addition, the CC can help:
•
•
•
•
•
•
•
Identify other data providers to resolve identifier conflicts
Clarify Data Provider Instructions
Schedule initial and ongoing data loads
Troubleshoot problems with DataPrep installation
Discuss submittal requirements
Explain specific error codes
Review your submittal schedule
When you call the CC you may be asked to provide specific
information, including:
•
Your GA ID code and agency name and phone number
•
Whether you are using the mainframe or Windows-based
version of the software
•
The Version/Release number and release date of the DataPrep
software you are using
•
The nature of the problem
•
The part of the process you were working with at the time the
problem occurred
•
Whether you have been able to duplicate the problem and, if
so, what the conditions were at the time
•
Error messages or other indicators of the source of the
problem.
June 1, 2005
9
Call Center
Contact the CC at (800) 9998219 between 8 a.m. and 9
p.m. Eastern time, weekdays
except Federal holidays.
Customer Service personnel
will log your call, issue a
confirmation number,
answer questions, and, if
possible, resolve problems
immediately. If the problem
requires further research,
Call Center will estimate
when you can expect a
return call.
Version 4.1
Guaranty Agency Data Provider Instructions
Guaranty Agency Responsibilities
Chapter 2: Guaranty Agency
Responsibilities
Guaranty Agencies must provide information to NSLDS on FFELP
loans and regularly report on new loans and changes to existing
loans. These reports must be submitted on an ongoing basis and on
a regular schedule established between the guaranty agency and
the U.S. Department of Education (ED).
Guaranty agencies must:
•
Meet all NSLDS reporting requirements as detailed in this
operating manual.
•
Report all FFELP loans that were open or closed on or after
October 1, 1989.
•
Report new loans or updates to existing loans at least monthly
on a schedule established by NSLDS. Data reported must be
current and not extracted more than 14 days before the
scheduled load date for the guaranty agency.
•
Create a Database Extract file meeting the specifications
contained in Appendix A. Guaranty agencies are responsible
for coding and testing their software as needed to properly
format the Database Extract file.
•
Use the NSLDS provided DataPrep software to perform
Extract Validation and create a Submittal file.
•
Send the Submittal file to NSLDS on an established schedule.
•
Retrieve the Load Process Error file for each submittal.
Guaranty agencies must review errors and correct as many as
possible before the next submittal. Guaranty agencies are
responsible for the accuracy of their data as well as for the
timely reporting of loan data to NSLDS.
•
Work with other data providers—including other guaranty
agencies, the Direct Loan Program, the Debt Management
Collection System, Perkins schools, and the Pell Grant
System—to resolve identifier conflicts.
•
Receive and process reconciliation files provided by NSLDS.
Reconciliation of loan data between NSLDS and the guaranty
June 1, 2005
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Version 4.1
Guaranty Agency Data Provider Instructions
Guaranty Agency Responsibilities
agency’s system of record can be done voluntarily upon
request from the guaranty agency or mandated by ED if it
determines reconciliation is necessary to meet data quality
standards.
In summary, guaranty agency data must meet NSLDS reporting
requirements and quality standards. All data submitted to NSLDS
must be as complete and correct as possible. Guaranty agencies
that fail to meet their NSLDS reporting requirements are subject to
the limitation, suspension, and termination regulatory provisions.
2.1 Data Privacy
NSLDS data is subject to the protections of the Privacy Act of
1974, as amended. Maintaining the security and confidentiality of
the personal data supplied by those applying for and receiving
loans is of paramount concern to NSLDS. Both NSLDS and its
data providers are responsible for preserving the security of any
NSLDS data in their possession.
You must be constantly vigilant in assuring the security of data
being prepared for, sent to, and received from NSLDS. You must
also protect student loan data against intentional or inadvertent
disclosure or destruction. You should label sensitive materials—
such as data, software documentation, operation manuals, and
handbooks—as such and store them in a secured location. Failure
to follow these steps can lead to personal liability under the
Privacy Act.
Privacy of Data
All NSLDS data is subject to
the protections of the
Privacy Act of 1974, as
amended. Failure to
preserve its confidentiality
can lead to personal liability
under that act.
2.2 Data Accuracy and Timeliness
In order for NSLDS to meet the needs of its user community, the
submittals it receives from data providers must be timely,
complete, and accurate. To help ensure the best possible data
quality, NSLDS monitors submittals in two ways:
1. Submittal Tracking—NSLDS monitors late and missed
submittals on a continuing basis.
2. Error Tracking—NSLDS calculates the percentage of records
in a submittal that contain errors and maintains a record of all
errors until the error condition is resolved. Error rates are
monitored on a regular basis to ensure data accuracy.
June 1, 2005
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Version 4.1
Guaranty Agency Data Provider Instructions
The error rate is calculated by dividing the number of loan records
containing errors by the total number of open loans. If a record
contains more than one error, the system still only counts it as a
single record with errors when calculating the error rate. Thus, the
total number of errors will not necessarily equal the number of
records with errors.
Data providers that do not meet NSLDS reporting requirements
will be subject to sanctions enforced by ED.
Guaranty Agency Responsibilities
Calculating the Error Rate:
The error rate uses the
number of records that
contain errors, not the total
number of errors (there can
be more than one error in a
record).
Example:
If there are a total of 25
errors, but those errors
appear in only 19 records
out of 456 open loans on
NSLDS, the calculated error
rate is:
19 / 456 = 4.2%
June 1, 2005
12
Version 4.1
Guaranty Agency Data Provider Instructions
The NSLDS Update Process
Chapter 3: The Update Process
The NSLDS update process is comprised of six steps:
1. Data Providers Create the Database Extract File—You
create a copy of your loan portfolio in a format specified by
NSLDS. This copy, called the Database Extract file, includes
all open loans and all loans closed on or after October 1, 1989,
formatted according to the guidelines established in
Appendixes A and C.
2. Data Providers Run Extract Validation and the Delta
Process Using DataPrep—You run the Database Extract file
through the NSLDS DataPrep Extract Validation process to
check for file-level and domain-level errors. If there are filelevel errors (such as an incorrect header or a guaranty agency
code for any record that does not match the header record
guaranty agency code), the process stops, and you must correct
any file-level errors before proceeding.
If the rate of domain-level errors (such as a non-numeric
character in a numeric field, an invalid date, a missing
identifier, or a missing new identifier) is above one of the
specified threshold levels, the process also stops and the
complete Database Extract file is rejected. You must correct
the error(s) before proceeding.
Warning: Your
Responsibility
You are responsible for
submitting data to NSLDS
using the edit rules, format,
and processing flow
specified by ED. Caution
should be exercised when
using specifications or
software applications
developed by other
organizations or vendors.
Regardless of whether third
party software or procedures
are used, data providers
remain responsible for the
accuracy of their data and
for using procedures
approved by ED. GAs and
third party guarantor are
responsible for compliance.
If the rate of domain-level errors is within the prescribed limits,
DataPrep creates a new file called the Validated Extract file
and runs it through the Delta Process, in which it is compared
to the Prior Validated Extract file in order to identify changes.
The output of this process is your Submittal file.
3. Data Providers Create Error Reports—Using the Extract
Error file produced by DataPrep, you create Extract Error
reports (both a summary and detail report are available) and
use this information to make all necessary file-level and
domain-level changes to your database. You can also use the
Extract Validation Log report to perform a test of
reasonability—a review of the data comparing the current data
with previous submittals to look for the number of records
processed and loan amount totals.
If you make corrections, you then start again at step 1 by
recreating the Database Extract file, running Extract Validation
and the Delta Process, and generating Extract Error reports.
June 1, 2005
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Version 4.1
Guaranty Agency Data Provider Instructions
The NSLDS Update Process
4. Data Providers Send the Submittal File—Once a Submittal
file has been successfully created (after all file-level errors are
corrected and after the number of domain-level errors is below
the specified thresholds), you send it to NSLDS.
5. NSLDS Runs the Load Process—NSLDS receives your
Submittal file and runs file-level edits on it. If the file passes all
file-level edits, NSLDS then checks each loan record for
domain-, record-, and load-level errors. Loan records that pass
all edits are matched against records already existing in the
NSLDS database. Depending upon the outcome of that match,
NSLDS either creates new student or loan records, or updates
existing records. Loan records that fail one or more edits are
added to the Load Process Error file NSLDS returns to you
after loading your data.
6. Data Providers Retrieve Error Files and Run Load Process
Error Reports—If your Submittal file passes all file-level
edits and is loaded onto NSLDS, NSLDS sends: A Load
Process Error file containing all the domain, record, and loadlevel errors detected during the Load Process. Then use
DataPrep to create Load Process Error reports (both summary
and detail reports are available) which will help you make
corrections to your database and resolve data conflicts prior to
your next monthly extract.
If you fail to send NSLDS a Submittal file at the scheduled
time or if the file you send is not loaded because of file-level
edits, NSLDS notifies you that your file was not received or
was not loaded. In this case, NSLDS does not send you a Load
Process Error file.
7. The Threshold, Error Code and Field Code (TEF) File contains
error codes and messages. The file must be imported into your
Data Prep software every 90 days. The file is available for
downloading at http://fsadownload.ed.gov/index.htm. The TEF
is periodically updated to add any new error codes or error
messages to assist in record and load-level error resolution.
June 1, 2005
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Version 4.1
Guaranty Agency Data Provider Instructions
The NSLDS Update Process
Viewed as a linear sequence, the six-step update process looks like
this:
Step 1
Data Providers create a Database Extract file
from their own database, using their own
software and ensuring that it meets NSLDS
system requirements.
Step 2
Data Providers run Extract Validation and
Delta Processing on their Database Extract file
using DataPrep software.
Step 3
Data Providers generate Extract Error reports
and use them to correct file- and domain-level
errors in their databases.
Fix database(s) or Extract
Validation process to
correct file-level and
domain-level errors.
Rerun steps 1-3.
Use information to
correct database(s)
or Extract
Validation process.
Extract Error
Reports
Step 4
Data Providers send Submittal file to NSLDS.
Step 5
NSLDS runs the Load Process on Data
Providers' Submittal files, updates NSLDS
database, and creates Load Process Error file.
Step 6
Data Providers retrieve Load Process Error
and TEF files from NSLDS and generate Load
Process Error reports to correct domain-,
record-, and load-level errors in their
databases.
NSL-1071
Figure 3–1, Data Provider Six-Step Process
June 1, 2005
15
Version 4.1
Guaranty Agency Data Provider Instructions
The NSLDS Update Process
Viewed as an ongoing or cyclical process, the update process can
also be illustrated in the following way, with the shaded boxes
representing guaranty agency responsibility and the darkened
boxes representing operations handled by DataPrep.
G A D a ta ba s e
U p da te
P ro c e d ure s
D a ta b a s e E x tra c t
P roc e du re
E x is tin g G A
D a ta b a s e (s )
D a ta ba s e
E x tra c t File
E x tra c t
V a lid a tio n
P ro c e d ure
E x tra c t
V a lid a tion Lo g
F ile
E x tra c t
V a lid a tion
E rro r F ile
V a lid a te d
E x tra c t File
D e ta il E rror
R e p o rt P ro c e d ure
S u m m a ry E rro r
R e p ort P ro c e du re
E x tra c t
V a lida tio n D e ta il
E rror R e p ort
E x tra c t
V a lid a tio n
S u m m a ry E rro r
R e po rt
T h re s h old ,
E rro r C o de ,
a n d F ie ld C o de
(T E F ) F ile
D e ta il E rror
R e p o rt P ro c e d ure
D e lta
P ro c e s s in g
D e lta
P roc e s s in g
L og File
N S L D S L oa d P ro c e s s
Lo a d
P roc e s s ing
E rror F ile
S um m a ry E rror
R e po rt P ro c e d ure
P rio r V a lida te d
E x tra c t F ile
N S L D S Lo a n
D e ta il F ile
S u bm itta l
F ile
Lo a n D e ta il
R e po rt P roc e d u re
E x tra c t L oa n
D e ta il R e p ort
S ub m itta l Lo a n
D e ta il R e p ort
L oa n D e ta il
R e p ort P ro c e du re
N S LD S R e s po ns ibility
Lo a d P ro c e s s ing
D e ta il E rror
R e po rt
L oa d P ro c e s s in g
S um m a ry E rror
R e p ort
D a ta P re p R e s p on s ib ility
N S LD S L oa n
D e ta il R e p o rt
G A R e s p on s ib ility
N S L -1060
Figure 3–2, Processing Flow for Guaranty Agency Updates to NSLDS
June 1, 2005
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Version 4.1
Guaranty Agency Data Provider Instructions
The NSLDS Update Process
3.1 Files Used in the NSLDS Update
Process
The following files are created or updated in the update process:
•
•
Database Extract File (extract.ff)—This is the formatted
Database Extract file you create from your loan database. It
includes Header and Detail records and can include Past Period
Change records to correct data stored as history in the NSLDS
database. This file is the input to the Extract Validation
process.
Validated Extract File (valextr.ff)—This is the output of the
Extract Validation process and one of the inputs to the Delta
Process. DataPrep creates this file if there are no file-level
errors in the Database Extract file and the rate of domain-level
errors is below acceptable threshold levels.
•
Prior Validated Extract File (priorextr.ff)—This is your
Validated Extract file from the previous month, against which
the Delta Process compares your current Validated Extract file
to identify changed loan data for reporting to NSLDS.
•
Submittal File (submit.ff)—This file is created by the Delta
Process. It contains all current records that have changes,
forced records and all Past Period Change records. You submit
this file to NSLDS, where it becomes input to the Load
Process. This file can contain four record types: Header, Detail,
Past Period Change, and Trailer. The Trailer record is added by
DataPrep.
•
Extract Error File (extrerr.ff)—This file is an output from
the Extract Validation process. It contains an error record for
each domain error listing the field in which the error occurred,
the value and description of the error. The contents of this file
can either be viewed on-screen or printed.
•
Load Process Error File (loaderr.ff)—This file is an output
of the load process. It contains an error record for each
domain, record and load level error that failed NSLDS edits. It
identifies errors detected during the Load process and also
contains header and trailer records. The contents of this file
can either be viewed on-screen or printed.
•
Threshold, Error Code, and Field Code (TEF) File.
June 1, 2005
17
File Names
You can determine the
naming conventions for files
used and created exclusively
at your own site. But
Windows users cannot alter
the names used by
DataPrep; otherwise, the
program will not work
properly.
We strongly recommend that
mainframe users use the
suggested file names
provided by DataPrep and
used in the sample Job
Control Language (JCL) in
Appendix G.
Version 4.1
Guaranty Agency Data Provider Instructions
The NSLDS Update Process
This file contains software parameters for Load Process Error
processing and error field names and messages for the processing
of the Load Process Error file.
Figure 3–3 shows the edit process, some of the problems that arise
during that process, and possible solutions.
Edit Process
Problem
Solution
File-Level Edits
Extract Validation
Aborted
DataPrep
Extract
Validation
Process
Domain-Level Edits
1. Incorrect Header
2. GA Code does
not match Header
Correct database
and/or extract process
and rerun Extract
Validation
1. Numeric Field Error
2. Invalid Date
3. Missing Identifier
4. Missing New Identifier
Correct database
and/or extract process
and rerun Extract
Validation
1. Numeric Field Error
2. Invalid Date
3. Missing Identifier
4. Missing New Identifier
5. Reasonability Error
6. Duplicate Record
Correct database and/or
extract process
before next submittal
1. Date Sequence Error
2. Identifier Conflict
1. Submit PPC record
2. Resolve with other
data provider
3. Correct database or
extract process
Threshold Failure
Domain and
Record-Level Edits
Record Rejected
NSLDS
Load
Process
Load-Level Edits
Record Not
Loaded/Updated
3. Invalid Codes
NSLDS Updated
NSL-1061
Figure 3–3, NSLDS Edit Process
June 1, 2005
18
Version 4.1
Guaranty Agency Data Provider Instructions
The NSLDS Update Process
3.2 Highlights of Guaranty Agency
DataPrep Version 3.1
The DataPrep software was modified for 3.1 Version 3.1
National Student Loan Data System (NSLDS) Guaranty Agency
DataPrep (GA DataPrep), Version 3.1, is software designed for
Windows 2000 and Windows XP Professional operating systems
to assist GAs in reporting Federal Family Education Loan Program
(FFELP) loans to NSLDS. GAs participating in the FFELP are
required to report detailed loan information to NSLDS at least a
monthly basis.
The software allows a GA data provider to:
1. Validate Extract File-GA DataPrep examines their Database
Extract file verifying that its format is acceptable. Data Prep
checks for proper header records, 640-byte record lengths, and
matching GA codes.
2. Edit Extract File-GA DataPrep checks the Extract file for
errors using the NSLDS Data Prep Extract Validation function.
If the number of errors is within the prescribed limits, GA Data
Prep creates a new file called the Submittal file.
3. Perform Delta Processing-GA Data Prep determines which
loans have changed between the current and previous extract
files. Only records with changes are included in the Submittal
file.
4. Create Submittal File-The Submittal file contains new loans,
changes to existing loans, and loans being forced through to
NSLDS. The Submittal file is transmitted to NSLDS via SAIG
or loaded to tape and mailed to NSLDS for processing.
5. Generate Error Reports-GA Data Prep analyzes errors received
by NSLDS. The two load-processing error reports, Summary
and Detail, list the errors identified while processing Submittal
files.
6. A Thresholds, Error Codes, and Field Codes File (TEF file)
(tef.ff) has been added to the Data Prep process. The TEF file
is used by Data Prep software during the Extract Validation
process and in various report creation programs that contain
threshold standards, field codes and messages, error codes and
messages, and Loan Status codes and their status (i.e., open or
closed). The file is updated as changes occur, but not less often
June 1, 2005
19
Version 4.1
Guaranty Agency Data Provider Instructions
The NSLDS Update Process
then every 90 days. The TEF file is available for download
from www.fsadownload.ed.gov.
Software Enhancement- GA Data Prep has been enhanced to
process and display the following fields in the Load Process Detail
Error Report:
–
Code for Current Holder Lender
–
Code for Servicer
–
Conflict Value
–
Date of Loan Status
–
Supplemental Error Data
NSLDS added these fields to the Load Process Error Data File
to help Gas resolve errors.
June 1, 2005
20
Version 4.1
Guaranty Agency Data Provider Instructions
System Requirements
Chapter 4: System Requirements
This manual is written for guaranty agencies that use the EDprovided DataPrep software to prepare data for submittal to
NSLDS from either a mainframe (Z/OS LE Version 2.4 or higher)
batch environment or a Windows-based personal computer (PC).
Agencies that use other platforms or who want to develop their
own software should contact ED for more information. Software
developed by data providers must meet the standards established in
this manual.
To run the DataPrep software and submit your data, the minimum
system requirements are either:
•
An IBM or IBM-compatible mainframe running the Z/OS LE
Version 2.4 or higher operating system and an appropriate sort
utility, or
•
A fully IBM-compatible personal computer with at least a 200
MHz Pentium processor; Windows 95, 98, or NT operating
system; 64 MB of available memory; and 8 MB of hard disk
space to store the program and data files, with additional hard
disk space to store data files and backups. For optimal viewing
of reports, you may have to set your monitor’s resolution to
1024 x 768 pixels.
Z/OS LE Runtime Library
If you’re running in the Z/OS
LE environment, your LE
Runtime Library must be in
your standard system
program library
concatenation.
4.1 Estimating Required Disk Space
You will need approximately 8 MB of disk space to store the
DataPrep software and its associated test data files. This is the
minimum disk space required and does not include storage space
for your data files. You should also allow enough space in which
to sort data files.
June 1, 2005
21
Enough Disk Space?
Database Extract files can
be quite large. So it is very
important that you evaluate
whether your computer has
enough disk space to store
both the DataPrep software
and the data files it
processes.
Version 4.1
Guaranty Agency Data Provider Instructions
System Requirements
Estimate your space requirements by adding the following:
Database Extract files
Submittal Files
Extract Error Files
Extract Error Reports
Load Process Error Files
Load Process Error Reports
Threshold Error File
Loan Detail File
Loan Detail Reports
N * 640 bytes * Y
[(N * 640 bytes) + (PPC *
640 bytes)] * Y
X * 640 bytes * Y
X * 132 bytes * Z * 1.1
X * 640 bytes * Y
X * 132 bytes * Z * 1.1
32,000 bytes
N * 640 bytes * Y
N * 132 bytes * Z * 1.1
(Equals)
_____ bytes of space required
Where:
N
X
PPC
=
=
=
Y
Z
=
=
Number of records extracted from your database.
Estimated number of errors.
Estimated number of Past Period Change (PPC)
records.
Number of Backup files created and stored.
Number of Reports Created.
All the mainframe examples in this document assume use of a
Direct Access Storage Device (DASD). Tape can be substituted for
DASD for any of the NSLDS files, but in that case, you are
responsible for converting the calculations from DASD to that
medium.
4.2 Setting Up Communications Links with
NSLDS
Guaranty Agencies can access NSLDS through the Student Aid
Internet Gateway (SAIG) using EDConnect software. Agencies
that do are assigned a mailbox, which they use to request and
retrieve data from NSLDS.
The SAIG Call Center is responsible for setting up new user
accounts on the SAIG. You can obtain enrollment information at
https://www.fsawebenroll.ed.gov/PMEnroll/index.jsp, or by calling
(800) 330-5947.
June 1, 2005
22
Signing Up for NSLDS
To sign up for NSLDS you
must use the SAIG
Enrollment Document. For
more information, phone the
SAIG Call Center at (800)
330-5947.
Version 4.1
Guaranty Agency Data Provider Instructions
System Requirements
4.3 Obtaining a Submittal Schedule
NSLDS will assign a submittal schedule to you each year, usually
in November. You can check your schedule at any time by
selecting the Data Provider Schedule link on the Organization page
of the NSLDS website (www.nsldsfap.ed.gov).
For more information, or to obtain a copy of the schedule, contact
the NSLDS Call Center (CC) at (800) 999–8219.
4.4 Initial Population
Problems?
If you have any problems
with installation or testing,
call the NSLDS CC at (800)
999-8219 between the hours
of 8 a.m. and 9 p.m. Eastern
Time, Monday through
Friday except Federal
The first-time transfer of information from a guaranty agency or
other data provider to NSLDS is called the initial population. In
addition to current loan data, the initial population also includes
data for loans that are closed. See Appendix A for detailed
information about what data to include in an initial population
Database Extract file.
Except for the addition of closed loan data and a slight difference
in data reporting requirements, the process for an initial population
submittal is the same as the one you follow for subsequent updates.
4.5 File Protection and Backups
Files are subject to corruption, especially during shipping.
Therefore, we recommend that you keep backups of at least your
last two Database Extract files and Submittal files in case errors
occur during shipping of the Submittal file or during the Load
Process.
DataPrep provides a quick way to create and organize backup
copies of these files. The process for backing up files is described
in detail in Section 5.2.5.
Saving Generations
We recommend that you
plan on saving at least two
generations of all your files
and reports. DataPrep can
help you using the File
Backup utility.
While we recommend a minimum of two generations, the sample
JCL for Z/OS LE Version 2.4 or higher environments provided in
Appendix G allows for four generations of backups. Mainframe
operators who use the sample JCL provided in Appendix G will
find that a backup of the Submittal file, named
NSLDS.SUBMIT.BKUP, is created automatically by the software.
June 1, 2005
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Version 4.1
Guaranty Agency Data Provider Instructions
Installation, Utilities, and Testing
Chapter 5: Installation, Utilities, and
Testing
After you have made sure that you meet the system requirements
for DataPrep Version 3.1 you are ready to install DataPrep, set up
its utilities, and run test files designed both to test whether you
have installed DataPrep properly and to familiarize you with how
DataPrep works.
5.1 Installation
5.1.1 Installing DataPrep on a Windows-Based
PC
NSLDS Guaranty Agency DataPrep, Version 3.1 (GA DataPrep)
has been released. This version incorporates the following updates:
•
Downloading—Beginning with this version, GA DataPrep
is available at www.fsadownload.ed.gov. This method
replaces the distribution of the GA DataPrep on
CD-ROM.
•
Operating System—GA DataPrep, Version 3.1, is fully
compatible with Windows 2000 and Windows XP
Professional operating systems.
(This new version of GA DataPrep is not compatible with
Windows 95, Windows 98, or Windows NT. If you are
using Windows 95, Windows 98, or Windows NT, you can
only use the previous version of GA DataPrep and cannot
take advantage of the enhancement to GA DataPrep as
listed below.)
•
Software Enhancement—GA DataPrep has been enhanced
to process and display the following fields in the Load
Process Detail Error Report:
−
−
−
−
−
June 1, 2005
Code for Current Holder Lender
Code for Servicer
Conflict Value
Date of Loan Status
Supplemental Error Data
24
Version 4.1
Guaranty Agency Data Provider Instructions
Installation, Utilities, and Testing
NSLDS added these fields to the Load Process Error Data
File to help GAs resolve errors.
You can download the new GA DataPrep software at
www.fsadownload.ed.gov. On the GA DataPrep download page, in
the Documentation area, you can click either the Cover Letter or
the Installation link to read step-by-step instructions on how to
download GA DataPrep, Version 3.1.
During the setup procedure, you must specify where the DataPrep
system files are installed. We strongly recommend that you use the
default path C:\NSLDS-GA-V3.
When starting PC DataPrep for the first time, the Directories
dialog box (Figure 5–1) appears, prompting you to select where
DataPrep’s work files are located. DataPrep supplies default
directory paths, but you can change them as needed. It is essential
that you supply the paths to where your data files are in fact
located, or DataPrep will be unable to find your data. You must
also specify the correct directory paths if you submit your data to
NSLDS via SAIG.
When you are satisfied with the directory paths listed in the
Directories dialog box, click OK.
Directories
These are the folders where
DataPrep working files are
stored:
•
•
•
•
•
Temp—the location of
your temporary sort data
files (*.tmp)
Extract—the location of
your Database Extract
file (extract.ff)
Current—the location of
the TEF file (TEF.ff),
system files used to
select and sort data for
reports, and DataPrep
output files (*.ff)
Backup—the location of
your backup file folders
Loan—the location of
the Loan Detail file
obtained by special
arrangement (loandtl.ff)
Figure 5–1, Directories Dialog Box
If you have named a path that does not currently exist, DataPrep
will ask you if you want to create it.
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Click Yes to do so. If you do not create a separate Loan folder,
DataPrep will select your Current folder as the default destination
when you use the File Transfer utility to move (or copy) a Loan
Detail file into DataPrep.
5.1.2 Installing DataPrep on an OS/390 LE
Version 2.4 or Higher Mainframe
To install DataPrep on your mainframe, you must first install the
Installation JCL that appears in Step 1 of Appendix G. This
Installation JCL is not included on the tape that contains the rest of
DataPrep for OS/390 LE version 2.4 or higher so you must create
your own copy. Your site will probably have a JCL file for
executing IEBCOPY that closely resembles the Installation JCL.
To create the Installation JCL, make a copy of the IEBCOPY JCL
and modify it so it contains the same file names as the Installation
JCL in Step 1 of Appendix G.
OS/390 LE, Version 2.4 or
Higher
In order for DataPrep to
work on your mainframe,
you must be running OS/390
LE, Version 2.4 or higher.
Run the Installation JCL once to unload Unload JCL that appears
in Step 2 of Appendix G from the DataPrep tape. Then run the
Unload JCL once to unload and install the actual libraries and
software that will allow you to run DataPrep. If you need to run the
Unload JCL again to reinstall DataPrep, be aware that step
PSTEP005 will delete all data sets previously created.
Note that by installing DataPrep JCL for OS/390 LE version 2.4 or
higher, you will be creating data set names on your system. The
second and last node in all data set names created by DataPrep
contain identifying information (Version Release Date) meant to
track which release of DataPrep you are using. We strongly
recommend that you retain this naming convention.
The Unload JCL can be referenced from the library created by the
Installation JCL with CUTTAPE as part of the name. The library
member name is UNLOAD.
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5.2 Options and Utilities
5.2.1 Changing Directory Paths
If at some time after installation you decide to change the directory
path for any of DataPrep’s working files, follow these steps:
1. From the DataPrep Main Menu, click Options and then
Directories.
Directories and Folders
The terms “directory” and
“folder” refer to the same
object but viewed from
different perspectives. Both
refer to a place where files
are stored. That place is a
directory when it is viewed
from the point of view of a
computer or network’s total
file structure. The directory
path is the route a program
takes through that file
structure to find an individual
file. A folder is the visual
representation of the
directory as an individual
icon, such as a desktop
shortcut or in My Computer
or Windows Explorer.
Figure 5–2, DataPrep Main Menu with Directories Selected on the
Options Menu
2. The Directories dialog box appears.
Figure 5–3, Directories Dialog Box
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3. Select new directory paths in one of two ways:
A. Type the new path into the text box.
B. Press the Browse button to the right of the text box and use
the Select File Directory dialog box that appears to select
the new path.
4. Click OK to save your changes.
Note, however, that if you change the directory path for your
Current folder, you must use Windows Explorer or My Computer
to copy the following files from your old Current folder to your
new Current folder:
•
•
•
•
•
•
•
TEF.ff
ERRDTL.sel
ERRDTL.srt
ERRDTL.var
LOANDTL.sel
LOANDTL.srt
LOANDTL.var
If you fail to copy these files to your new Current folder, DataPrep
will be unable to sort your detailed Extract Error report or Load
Process Error report.
Copy Your Sort Files
If you use the Directories dialog
box to change the directory path
for your Current folder after you
have installed DataPrep, you
must be sure to copy the files
containing sort parameters from
your old Current folder to your
new Current folder. Those files
have names that end with the
following suffixes:
•
•
•
.sel
.srt
.var
In addition, you may wish to copy any additional files that you
wish to retain.
5.2.2 Delta Process Options
DataPrep offers you three Delta Process options. Two are marked
Persistent, which means that they stay in effect until you change
them. One is marked This Run Only, as it is automatically
deselected after you run the Delta Process.
The two persistent options are:
•
Keep Validated Extract File—If you select this option,
DataPrep saves a copy of the Validated Extract file produced
by Extract Validation in the Current folder when the Delta
Process is complete. If you deselect this option, DataPrep
deletes the Validated Extract file when the Delta Process is
complete.
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•
Back up Prior Extract to Directory—If you select this
option, DataPrep saves a copy of the old Prior Validated
Extract file to the Backup, Current, or Extract folder when the
Delta Process is complete. It also creates a new Prior Validated
Extract file from the Validated Extract file and saves it to the
Current folder. If you deselect this option, DataPrep creates a
new Prior Validated Extract file as part of the Delta Process
and saves it to the Current folder, where it overwrites the old
Prior Validated Extract file.
Installation, Utilities, and Testing
Initial Run Requires Full
Submittal
Be sure to select the Full
Submittal option when
creating your first Submittal
file with the new DataPrep
software.
Selecting both options means that you can re-run the Delta Process
without first re-running Extract Validation. On the other hand,
deselecting both options will save some space on your hard drive.
The option marked This Run Only is:
•
Create Full Submittal File—If you select this option, the
Delta Process will produce a Submittal file containing all the
loans you report on, not just the ones that have changed since
the previous month. Be sure to select this option before
creating your first Submittal file with DataPrep Version 3.
After that, do not select this option, as you should only submit
changed load data from month to month.
To set Delta Process options, follow these steps:
1. From the DataPrep Main Menu, click Options and then Delta
Processing.
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Scheduling a Full Submittal
To schedule a full submittal
and request that the error file
be cleared, the GA NSLDS
contact should e-mail the
NSLDS Customer Service
Center at
[email protected] at
least 30 days in advance of
the scheduled load date.
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Figure 5–4, DataPrep Main Menu with Delta Processing Selected
on the Options Menu
2. The Delta Processing Options dialog box appears.
Figure 5–5, Delta Processing Options Dialog Box
3. Select the options you want and click OK.
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5.2.3 Viewers
DataPrep allows you to create a whole series of reports as you
move through the NSLDS update process. To view and print those
reports, you must use a viewer. When you install DataPrep, it
automatically establishes its own built-in viewer (NSLDS-GAV3\uta0.exe) as the default viewer for reports. This viewer was
especially designed to display and print reports in the correct
format, and we recommend that you become familiar with its
features.
You can also use Notepad, WordPad, and some word processing
software as viewers. However, if you use them, you might have to
reformat reports to fit on screen or on paper. In addition, you may
need to increase your desktop size to at least 1024 by 768 pixels to
view reports without having to scroll horizontally.
Likewise, when you print reports from the DataPrep viewer
(uta0.exe), it automatically formats them so they look on the page
much as they do on-screen, and so the individual rows of the report
are not broken across two or more lines of print. If you use another
viewer, you will need to set your printer options with care to
achieve equally good results.
There are situations in which you will want to use a viewer other
than the DataPrep viewer (uta0.exe) to view or print reports. The
figures in this manual frequently use Notepad to make the contents
of reports larger and so easier to read. But to view and print reports
that are correctly formatted, we recommend that you use the
DataPrep viewer (uta0.exe).
The DataPrep Viewer (uta.exe)
The DataPrep viewer (uta0.exe) includes the following features,
which are deployed down the right side of your screen when it
displays:
•
A drop-down zoom box. You can also zoom in by left clicking
on the text of the report, or zoom out by right clicking on it.
•
A button that centers the report on the screen.
•
A spin box that allows you to navigate through the report one
page at a time.
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•
Fast-forward and rewind buttons that allow you to move
directly to the first or last page of the report.
•
A Print Current Page button.
•
A Print button.
•
An Exit button.
•
A Help button.
Installation, Utilities, and Testing
Changing Your Default Viewer
To change your default viewer for all reports, follow these steps:
1. From the DataPrep Main Menu, click Options and then
Viewers.
Figure 5–6, DataPrep Main Menu with Viewers Selection on the
Options Menu
2. The Viewer Maintenance dialog box appears.
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Figure 5–7, Viewer Maintenance Dialog Box
The word processing software that appears at the top of the list is
the default viewer for viewing and printing reports. To change the
default viewer, follow these steps:
1. Select the viewer you want to make the default by highlighting
it.
2. Click Move.
3. Point the cursor to the top of the list and click. This will move
the highlighted software to the top of the list.
Installation, Utilities, and Testing
Changing Viewers
The word processing
software at the top of the
Viewer Programs list is the
default viewer. To change
the default viewer, follow
these steps:
1. Select the viewer you
want to make the default
by highlighting it.
2. Click Move
3. Point to the top of the list
and click.
4. Click OK.
The viewer you selected will
be moved to the top of the
list, and DataPrep will use it
by default to view reports.
4. Click OK to exit the dialog box.
To change your default viewer, you must select the viewer you
want and move it to the top of the Viewer Programs list before
clicking OK. Just selecting a viewer and clicking OK will not
change your default viewer.
If you want to add other word processing software to the viewer
list, click Add and then specify the directory path for the software
you want to add.
To remove a viewer from the list, highlight it and then click
Remove. DataPrep will ask you to confirm that you want to delete
the viewer program from the list.
Move the Viewer before
Clicking OK
To change your default
viewer, you must select the
viewer you want and move it
to the top of the list before
clicking OK. Just selecting a
viewer and clicking OK will
not change your default
viewer.
You can use any viewer to view a particular report after it is
created, as long as it is one of the viewers on the list. But you can
only change the default viewer from the Viewer Maintenance
dialog box.
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Changing Viewers for a Single Report
To change viewers for a single report without changing your
default viewer, follow these steps:
1. If you have already created a report and displayed it in a
viewer, close or minimize the viewer and return to the report
dialog box from which you created the report.
2. Click Viewer to display the Select Viewer dialog box. It will
display the DataPrep viewer (uta0.exe), Notepad, WordPad,
and any other viewers you have installed using the Viewers
command on the Option menu.
Figure 5–8, Select Viewer Dialog Box
3. Select the viewer you want to use and click OK to view the
report.
This process only changes the viewer for the report you are
currently viewing. To change your default viewer, see the previous
subsection.
5.2.4 File Transfer
DataPrep’s File Transfer utility allows you to import or export
specific files associated with DataPrep and the NSLDS update
process. You can import the following files sent to you by NSLDS:
•
Threshold, Error Code and Field Code File
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•
Load Process Error File
•
Loan Detail File
Installation, Utilities, and Testing
When you import a file, the File Transfer utility copies (or moves)
it to the default folder for files of that type and renames it so
DataPrep will recognize it.
You can also use the File Transfer utility to export a Submittal file
created by DataPrep to a folder from which it can be sent to
NSLDS. For detailed instructions, see Section 8.1.4.
To import a file using the File Transfer utility, follow these steps:
1. From the DataPrep Main Menu, click File Transfer. The File
Transfer dialog box appears.
Figure 5–9, Initial File Transfer Dialog Box for File Import
2. Select the Action you want to perform. DataPrep displays the
default directory path for files of that type as the DataPrep File
Output (Figure 5-9). You cannot change this default path.
However, if you are importing an NSLDS Loan Detail file
(Section 10.3.1), DataPrep does give you the option of
assigning it a version name.
3. Press the Browse button to the right of the NSLDS File
Input box to display the Select NSLDS File dialog box. It will
display with the File of type option at the bottom of the dialog
box set to the kind of file you seek.
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Message Class Input and
Output Files
Regardless of what file
name you insert in the input
screen, DataPrep will
change the output name so
DataPrep can recognize the
file.
Browsing for Files
When you browse for files,
make sure that the Files of
type box is set to the file
type you seek or to All Files
(*.*).
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For example, the first time you select Import Threshold, Error
Code and Field Code File as an action and click Browse, you
should see a dialog box similar to the one in Figure 5–10.
Notice that the File of type option is automatically set to
Received TEF File (teffilop.*).
Figure 5–10, Initial Select NSLDS File Dialog Box for TEF File
3. Use the Look in option at the top of the dialog box to locate the
folder that contains the NSLDS file you want to import. You
can select any folder you have access to on your computer or
network.
Figure 5–11, Final Select NSLDS File Dialog Box for TEF File
4. Select the file you want to import. Whatever file you select will
be displayed as the default NSLDS File Input option the next
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time you import the same type of file. Click Open to return to
the File Transfer dialog box.
Figure 5–12, Final File Transfer Dialog Box for File Import
6. Clicking on the blue plus signs to the right of the Browse
buttons for the NSLDS File Input and DataPrep File Output
boxes displays a File Information dialog box you can use to
check that you are transferring the right file and that is it more
recent than any file it might replace.
7. If you displayed the File Information dialog box, click Exit to
return to the File Transfer dialog box.
8. Check that the directory paths in both the NSLDS File Input
and DataPrep File Output boxes are correct and click Copy or
Move. If a file of the type you are transferring already exists in
the destination folder, a message similar to the following
displays:
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Copy or Move
When you use DataPrep’s
File Transfer utility to copy a
file, DataPrep copies and
pastes the file to a new
location. When you use it to
move a file, DataPrep cuts
and pastes the file to a new
location.
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9. Click Yes to continue. If the copy or move is successful,
DataPrep displays a message similar to the following:
5.2.5 File Backup
We strongly recommend that you regularly backup all your data
files. Regular backups give you a full record of your submittals to
NSLDS and a potentially invaluable audit trail. DataPrep’s File
Backup utility helps you copy or move files from your working
folders (Current, Extract, and Loan) to backup folders of your
choice. It also helps you maintain backups after you create them.
In addition, you can use it to delete backup files and folders when
you no longer need them.
To create a new backup folder, follow these steps:
1. From the DataPrep Main Menu, click File Backup.
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Figure 5–13, DataPrep Main Menu with File Backup Selected
2. The File Backup dialog box appears. The Current Files list
shows all the DataPrep files (*.ff files) in your Current,
Extract, and Loan folders. It also lists each file’s last modified
date and time, and size in bytes. The Backup Folders box lists
all the folders in your Backup folder (C:\DataPrepGA\Backup).
Figure 5–14, File Backup Dialog Box
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5. To create a new backup folder, click New. The New Backup
File Folder dialog box appears with a default New Folder name
based on current year and prior month or next year and month
that does not have a folder.
Figure 5–15, New Backup File Folder Dialog Box
6. Use the New Folder counter to select the month and year of the
new backup folder. When you are satisfied with the New
Folder name, click OK to return to the Backup Files dialog
box.
7. Select the file(s) you want to move or copy to the new folder.
To select a file from the Current Files list, click on it and
DataPrep will highlight it. Click on it again to deselect it and
remove the highlighting. You can select or deselect a group of
files by clicking on the first file in the group and then holding
down the shift key while you click on the last.
Moving/Copying Files to
Backup Folders
Before you can move or
copy files to a backup folder,
you must select the file(s)
and the folder. You can
determine the creation date
and time and number of
bytes in each file by moving
the scroll bar to the right
margin or by double-clicking
the file name.
Figure 5–16, File Backup Dialog Box with Files Selected
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8. Select the backup folder in which you want to store the files by
clicking on it in the Backup Folders box.
Figure 5–17, File Backup Dialog Box with Files and Backup
Folder Selected
9. Click Copy (or Move) to copy (or move) the files you selected
to the backup folder you selected.
If you copy files, DataPrep will leave the original files in the
Current, Extract, or Loan folders and create copies in the
backup folder you selected. In this case, the original files will
still be listed by the File Backup dialog box.
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Figure 5–18, File Backup Dialog Box after Copy
If you move the files, DataPrep will remove the originals from
the Current, Extract, or Loan folders and move them to the
backup folder you selected. In this case, the files will disappear
from the File Backup dialog box.
Figure 5–19, File Backup Dialog Box after Move
Several other features of the File Backup utility are worth
knowing.
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From the File Backup dialog box, you can check a file’s last
modified date and time and size in bytes by double clicking on it.
From the File Backup dialog box, you can check the contents of an
existing backup folder by selecting it and then clicking List to
display the List Backup Files dialog box.
Figure 5–20, List Backup Files Dialog Box
From the List Backup Files dialog box, you can delete individual
backup files by selecting them and clicking Delete. DataPrep will
ask you to confirm any deletions by displaying the following
message:
You can delete the backup folder itself by first deleting all the files
it contains and then clicking Delete again. DataPrep will display
the following message:
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Deleting Backup Folders
If you want to delete a
backup folder, delete all the
files in the folder. Then click
Delete again, and DataPrep
will ask you to confirm that
you want to delete the folder.
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Click Yes to confirm your intention and delete the backup folder.
5.2.6 Help System
The PC version of DataPrep contains a full-featured Help system
covering these topics:
•
All the menus, commands, and buttons on the DataPrep Main
Menu
•
The input files, output files, controls, and processing options
associated with each DataPrep dialog box
•
Built-in shortcut keys available in DataPrep
The Help system documents all DataPrep’s functions and includes
material not contained in this manual. It is your best source for
detailed information about specific DataPrep functions.
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5.3 Running Test Files
Included in both the Windows-based and mainframe installation
software are test files to help verify that you have installed the
software correctly, and to illustrate how DataPrep works.
For Windows-based DataPrep, the following test files are located
in the Samples folder (C:\NSLDS-GA-V2\Samples, assuming you
chose the default directory paths at installation):
•
•
•
•
Two Database Extract files (extract-fail.ff and extract-pass.ff)
A Prior Extract file (priorextr.ff)
A Threshold, Error Code, and Field Code (TEF) file (TEF.ff)
A Load Process Error file (loaderr.ff).
File Locations
Here, and throughout this
manual, instructions for
copying or moving files
presuppose that you
installed DataPrep’s work
folders in the following
default locations:
•
•
•
•
•
Samples Folder—
C:\NSLDS-GA-V2\
Samples
Backup Folder—
C:\DataPrep-GA\Backup
Current Folder—
C:\DataPrep-GA\Current
Extract Folder—
C:\DataPrep-GA\Extract
Loan Folder—
C:\DataPrep-GA\Loan
If you chose different folder
locations during installation
(Section 5.1.1) or moved
these folders after
installation (Section 5.2.1),
you will need to adjust
accordingly as you copy
files, then test and use
DataPrep.
Figure 5–21, Test Files Installed in C:\NSLDS-GA-V2\Samples
For mainframes, the Running Test Files JCL is in Appendix G; it
was unloaded when you installed DataPrep.
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5.3.1 Successful Extract Validation
Extract Validation
First, test Extract Validation using the sample Database Extract
file. To test Extract Validation on DataPrep for Windows, follow
these steps:
1. Use Windows Explorer or My Computer to copy the good
Database Extract file (extract-pass.ff) from the Samples folder
to the Extract folder (C:\DataPrep-GA\Extract) and rename it
extract.ff. DataPrep will only validate files called extract.ff.
Copying Test Files
Before you test DataPrep,
you must copy two files from
the Samples folder
(C:\NSLDS-GA-V2\
Samples) to the Extract
folder (C:\DataPrep-GA\
Extract):
1. A file that should pass
Extract Validation
(extract-pass.ff)
2. A file that should fail
Extract Validation
(extract-fail.ff)
You must also copy one file
from the Samples folder to
the Current folder:
1. A Prior Extract file
(priorextr.ff)
Figure 5–22, DataPrep-GA Folder with Extract and Current
Folders
2. Copy the Prior Extract file (priorextr.ff) from the Samples
folder to the Current folder.
3. From the DataPrep Main Menu, click Extract Validation.
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Be sure to copy (copy and
paste) these files rather than
move (cut and paste) them
from one folder to the other,
so backup copies remain in
the Samples folder if you
need them later.
Use Windows Explorer or
My Computer to copy these
files. For more information
about copying or renaming
files, refer to the Help for
Windows.
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Figure 5–23, DataPrep Main Menu with Extract Validation
Selected
4. The Extract Validation dialog box appears.
Figure 5–24, Extract Validation Dialog Box
5. Check that the Input directory paths point to the folders where
the Extract and TEF files are located and click Run. The
Extract Validation Process dialog box displays the Extract
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Validation Log Report containing a message telling you that
Extract Validation was completed successfully.
Figure 5–25, Extract Validation Process Dialog Box
If you get any other message, or if Extract Validation did not run,
check the following:
•
When you copied the file originally called extract-pass.ff to the
Extract folder, you renamed it extract.ff.
•
There was a valid TEF file in your Current folder.
•
The Extract Validation dialog box showed the correct directory
path for the extract.ff file.
If you get a message that the Database Extract file was processed
successfully, click Close to return to the DataPrep Main Menu.
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Extract Validation Log Report
If you wish to redisplay or print the test Extract Validation Log
report, do the following:
1. From the DataPrep Main Menu, click Log Report. The Log
Report dialog box appears.
Figure 5–26, Log Report Dialog Box
2. Select the Extract Validation Log file (C:\DataPrepGA\Current\extrlog.ff) in the Log Files list by clicking on it,
and then click View. Your default viewer displays the Extract
Validation Log report.
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Figure 5–27, Extract Validation Log Report
When the Log report displays successfully, click Exit twice to
return to the DataPrep Main Menu.
Extract Error Report
You are now ready to produce test Extract Error reports. To do so,
follow these steps:
1. From the DataPrep Main Menu, click Error Report. The Error
Report dialog box appears.
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Figure 5–28, Error Report Dialog Box
2. Select Extract Validation as the Error Source.
3. Select Summary as the Report Type.
4. Select the error file listed in the Error Files box (C:\DataPrepGA\Current\extrerr.ff).
5. Click Generate. The Generate Summary Error Rpt dialog box
displays a message saying, “The Error Summary Report has
been successfully generated.
Selecting Files for Reports
In order for DataPrep to
create an Extract Error
report (or any other report),
you must select the
individual file from which you
want to create the report.
Select a file from the Error
Files list by clicking on it.
Files that have been
selected will appear
highlighted on your monitor
screen.
6. Click View. Your default viewer displays the Summary Extract
Error report.
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Figure 5–29, Summary Extract Error Report
If this report appears, you have successfully generated the Extract
Validation Summary Error Report.
To create an Extract Validation Detail Report, follow the same
steps as outlined above changing the select in Step 3 to Detail.
Now that you have verified that you installed DataPrep
successfully, and have created Extract Error Reports and an Extract
Error report, you should strengthen your familiarity with DataPrep
by returning to the DataPrep Main Menu and running error reports
using different sort criteria and different viewers. Then look over
the reports to get a good idea of what they are like. You can also
check Chapters 10–12 for more information about reports.
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The Delta Process
After Extract Validation, you must run the Delta Process.
1. From the DataPrep Main Menu, select Extract Validation. The
Extract Validation dialog box displays.
Figure 5–30, Extract Validation Dialog Box
2. Select Delta Only as the Process Option.
3. Check that the Input directory paths point to the folders
containing the Validated Extract and Prior Validated Extract
files (valextr.ff and priorextr.ff) and click Run. The Delta
Process dialog box first displays the status of the Delta Process
and then displays a message informing you whether the Delta
Process was successful.
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Figure 5–31, Delta Process Dialog Box
If you did not get this message, close the screen, which should take
you back to the Extract Validation dialog box, and check to see
that you used the correct file. Before you rerun the Delta Process,
you may have to rerun Extract Validation to create the Validated
Extract file required for the Delta Process.
Extract Loan Detail Report
The Extract Loan Detail report allows you to view the entire
contents of your Database Extract file as a formatted report.
To create a test Extract Loan Detail report, follow these steps:
1. From the DataPrep Main Menu, click Loan Detail Report.
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Figure 5–32, DataPrep Main Menu with Log Report Selected
2. The Loan Detail Report dialog box displays.
Figure 5–33, Loan Detail Report Dialog Box
3. Select Extract Loan Detail as the Source. The Detail Files box
displays all the files in the Extract folder.
4. Select the good Database Extract file (it should be named
extract.ff)
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5. Select any selection criteria and sort parameters you want.
6. Click Generate. The Generate Loan Detail Rpt dialog box
displays a message informing you whether the Extract Loan
Detail report was generated successfully.
7. Click View to display the report in your default viewer.
Figure 5–34, Extract Loan Detail Report
There is also a Submittal Loan Detail report that you can create by
selecting Submittal Loan Detail rather than Extract Loan Detail as
the Source option on the Loan Detail Report dialog box. The
Submittal Loan Detail report allows you to view the entire contents
of your Submittal file as a formatted report.
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Figure 5–35, Submittal Loan Detail Report
5.3.2 Unsuccessful Validation
Now you are ready to run the second test and see what happens
when a Database Extract file contains too many errors. To do so,
follow these steps:
1. Rename the extract.ff file in the Extract folder extract-pass.ff.
2. Copy the file named extract-fail.ff from the Samples folder
(C:\NSLDS-GA-V2\Samples) to the Extract folder and rename
it extract.ff.
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Figure 5–36, Extract Folder
3. From the DataPrep Main Menu, click Extract Validation. The
Extract Validation dialog box appears.
Figure 5–37, Extract Validation Dialog Box
4. Check that the Input directory paths point to the folders where
the Extract and TEF files are located and click Run. The
Extract Validation Process dialog box displays the Extract
Validation Log Report containing a message informing you,
“The percentage of domain errors exceeds the allowable
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tolerances. Therefore, no Validated Extract file was created…”
(Figure 5–38).
Figure 5–38, Extract Validation Unsuccessful
If this message appears, return to the DataPrep Main Menu and run
the Extract Error reports using the directions in the previous
subsection. You may also want to print the Extract Validation Log
Report as explained in a previous subsection.
If you want to know more about reports, use the instructions in
Chapter 10 to create detailed Extract Error reports with different
sort criteria, then view them in the different viewers available in
DataPrep (Section 5.2.3).
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5.3.3 Load Process Error Report
Now you are ready to create a sample Load Process Error report.
Before you can do so, you must import the sample Load Process
Error file into the Current folder.
You could use Windows Explorer or My Computer to copy these
files, but instead we will use DataPrep’s File Transfer utility as a
way of introducing you to that useful capability.
Mainframe Testing
For testing the Load Process
Error Report function for
mainframes, refer to
Appendix G.
Import the Load Process Error File and TEF File
To import the Load Process Error file, follow these steps:
1. From the DataPrep Main Menu, click File Transfer. The File
Transfer dialog box appears.
2. Select Import Load Processing Error File as the Action.
DataPrep will change the default DataPrep File Output to
C:\DataPrep-GA\Current\loaderr.ff (Figure 5–39).
Figure 5–39, Initial File Transfer Dialog Box for Load Process
Error File
3. Press the Browse button to the right of the NSLDS File Input
box to display the Select NSLDS File dialog box.
4. Set the Look in option to the Samples folder (C:\NSLDS-GAV2\Samples) and the Files of type option to Load Process Error
Files (loaderr.*.*) or to All Files (*.*).
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Browsing for Files
When you browse for files,
make sure that the Files of
type box is set to the file
type you seek or to All Files
(*.*).
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Figure 5–40, Select NSLDS File Dialog Box for Load Process
Error File
5. Select the Load Process Error file (loaderr.ff) and click Open
to return to the File Transfer dialog box.
6. Check that the directory path in the DataPrep File Output box
appears as it does in Figure 5–41 and click Copy.
Figure 5–41, Final File Transfer Dialog Box for Load Process
Error File
7. If the copy is successful, DataPrep displays the following
message:
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If you have successfully tested Extract Validation, there is already
a TEF file in your Current folder (C:\DataPrep-GA\Current). If
there is not one there, you should use DataPrep’s File Transfer
utility to copy it there from the Samples folder now.
Create the Load Process Error Report
After you’ve successfully imported the Load Process Error file and
(if necessary) the TEF file, you are ready to create a Load Process
Error report. To do so, follow these steps:
1. From the DataPrep Main Menu, click Error Report. The Error
Report dialog box appears.
Creating Reports
Creating reports is a three
step process:
1. Copy the file containing
data for the report into
the Current folder
(C:\DataPrepGA\Current).
2. Generate the report.
3. View the report.
Figure 5–42, Error Report Dialog Box for Load Process Error
Report
2. Select the Error Source, Report Type, Selection Criteria, and
Sort Sequence options shown in Figure 5–43.
3. Highlight the Load Process Error file (C:\DataPrepGA\Current\ loaderr.ff).
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4. Click Generate. The Summary Error Report dialog box
displays a message saying, “The Error Summary Report has
been generated.”
4. Click View. Your default viewer displays the Load Process
Error report.
Figure 5–44, Summary Load Process Error Report
After looking over the report, try to create other Load Process
Error reports, including detail reports with different sort options.
Refer to Section 10.2 for more information about generating error
reports.
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5.4 Deleting Test Files
Before you start using DataPrep to process live data, you should
delete from DataPrep’s data folders (C:\DataPrep-GA and its
folders) all the sample files you used and reports you created while
testing DataPrep. You can use either Windows Explorer or
DataPrep’s File Backup utility (Section 5.2.5) to delete them. To
delete test files using DataPrep, follow these steps:
1. From the DataPrep Main Menu, click File Backup. The File
Backup dialog box appears. Its Current Files list shows all the
files in your Current, Extract, and Loan folders except sort and
selection files.
Delete All Sample Files
Once you are finished
testing DataPrep, you should
delete from DataPrep’s data
folders (C:\DataPrep-GA and
its folders) all the sample
files you used and reports
you created during testing.
That way, you won’t confuse
them with real data once you
begin processing your
Database Extract file.
Do not delete the TEF File
nor the sort and selection
files with a *.xrt, *.xel, and
*.var type. Leave the TEF
file (TEF.ff) as well as the
sort and selection files in the
Current folder (C:\DataPrepGA\Current) because you
will need them to process
your first live Submittal file.
Figure 5–45, File Backup Dialog Box
2. Click New. The New Backup File Folder dialog box appears
with a default New Folder name.
And Remember
You may need the sample
files for later testing or
diagnostic purposes, so
make sure that you have
copies of them in the
Samples folder (C:\NSLDSGA-V2\Samples). If
necessary, copy sample files
back from the data folders to
the Samples folder before
deleting them from the data
folders.
Figure 5–46, New Backup File Folder Dialog Box
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3. Click OK. A new backup folder appears in the Backup Folders
list of the File Backup dialog box.
4. Select both the backup folder you just created and all the files
listed in the Current Files list except for the TEF file (TEF.ff)
and the sort and select files (Section 5.2.1).
5. Click Move, and DataPrep will move all the files you selected
to the new backup folder.
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6. Click List to display the List Backup Files dialog box with a
list of all the files in the backup folder.
Figure 5–47, List Backup Files Dialog Box
7. Highlight all of the files in the Backup Files list, and then click
Delete. DataPrep asks you to confirm that you want to delete
the backup files.
8. Click Yes to delete the backup files and return to the List
Backup Files dialog box.
9. Click Delete. DataPrep asks you to confirm that you want to
delete the backup folder.
10. Click Yes to delete the backup folder.
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You’re now ready to begin using DataPrep to process your real
data. If you have any problems, remember to call the NSLDS CC
at (800) 999-8219.
5.5 Sample Files OS/390 LE Version
The JCL for mainframes (IBM or fully compatible CPU) running
OS/390 LE Version 2.4 or higher executes Extract Validation, the
Delta Process, and error file generation. Appendix G contains the
JCL for these functions. It can be referenced from the library
created with JCLLIB as part of the name. The library member
name is PRBD1000.
Installation, Utilities, and Testing
Problems?
If you have any problems
with installation or testing,
call the CSC at (800) 9998219 between the hours of 8
a.m. and 8 p.m. Eastern
Time, Monday through
Friday except Federal
holidays.
The JCL references a sample Database Extract file containing 50
student/loan records of which 2 are in error. This should be
reported in the Extract Validation Log report, the Detail Extract
Error Report, and the Summary Extract Error Report.
A second sample Database Extract file contains 50 student/loan
records. Nineteen are in error, and which causes the file to exceed
the ED established error threshold levels. When you run this
sample file, no Validated Extract File is created. To use the second
sample, you must change the JCL to reference the sample extract
containing DBEXTERR as part of the name.
The JCL also references a sample Load Process Error file
containing 11 student/loan records. This should be reported in the
summary and detail Extract Error reports.
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Chapter 6: The Database Extract File
The first step in the NSLDS update process is for you to create a
Database Extract file that accurately reflects the contents of your
guaranty agency’s database(s) at the time of the extract. The
Database Extract file you create must follow the standards defined
in this chapter and the record layouts in the Guaranty Agency Data
Dictionary (Appendix A). Remember that the Database Extract file
must be named extract.ff for DataPrep to work properly.
DataPrep does not create a Database Extract file, so you are
responsible for determining how to create the file from your
guaranty agency’s records or database(s). The Database Extract
file you create is subject to audit by ED.
6.1 Business Rules
GA Requirements
You must create a Database
Extract file that conforms to
the detailed specifications in
Appendix A once a month no
more than fourteen days
prior to the load date
scheduled by NSLDS. The
file must be an exact
reflection of your database
and should not be edited or
changed. The Database
Extract file is fully auditable,
field by field, to your
database.
As a data provider, you must observe these rules:
•
Report all FFELP loans there were open or closed on or after
October 1, 1989. Do not report loans that were closed before
October 1, 1989. An edit will reject any loan closed before
October 1, 1989; you can prevent unnecessary rejects by not
extracting such loans.
•
Report new loans or updates to existing loans at least monthly
on a schedule established by NSLDS.
•
Report on all the loans in your portfolio, from the time a loan is
guaranteed until:
− The loan is closed and successfully reported to NSLDS
with a Closed loan status. If you report the loan to NSLDS
but the loan record is not accepted because of error
conditions, continue reporting the loan until it is accepted.
Valid closed loan status codes are listed in Table B–2 in
Appendix B.
− Your agency transfers the loan to another agency.
− Your agency has subrogated the loan to ED and has
received notice from ED that it has accepted the subrogated
loan. Once you receive notice that a subrogated loan has
been accepted, do not extract or report that loan.
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•
Do not report closed loans already reported and successfully
loaded into the NSLDS database. Once you know from your
Load Process Error report that a loan record has updated the
NSLDS database, you should not extract it again when you
create future Database Extract files. If an error was made in
closing the loan and you need to reopen it, add the loan to your
next Database Extract file with the new information. If the loan
record passes all edits, NSLDS will load it and update the loan
accordingly.
•
The Database Extract file you prepare from your own records
must contain one Header record, followed by one Detail record
for each of the loans in your portfolio. It also may contain Past
Period Change records if historical data in NSLDS is being
modified during that submittal. It should not contain a Trailer
record. DataPrep will create a Trailer record for the Submittal
file.
•
Once you create a Database Extract file, you are not permitted
to alter the data in it, or in any of the files subsequently created
from it by DataPrep.
•
You must submit each record in the Database Extract file to
Extract Validation using the NSLDS-provided DataPrep
software, and you must correct the errors identified during that
process in your databases (not in the Database Extract file or
current Submittal file).
•
You must supply loan information for all the fields included in
these specifications, unless the associated event has never
occurred (or unless otherwise noted). For example, a loan
cancellation may or may not occur over the life of a loan. The
fields Amount of Cancellation and Date of Cancellation might
therefore never need to be reported. However, if a cancellation
does occur, those fields become mandatory and you must
report information for them.
•
Because the Detail records in the Database Extract file concern
individual loans, you must report (and update) all information
at the loan level. This means, for example, that if you report on
three loans for the same student and the loans were first
reported with the wrong Date of Student’s Birth, you must
update the New Date of Student’s Birth on each of the three
loans. Updating the New Date of Student’s Birth on only one
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loan will not update the erroneous date of birth on the other
two loan records.
•
The data you report must be current and not extracted earlier
than shown on your established reporting schedule (that is, no
more than 10 days before the scheduled load date).
•
If you report a loan with an open status, the sum of the
Outstanding Principal Balance, Outstanding Accrued Interest
Balance, and Ending Balance on Claims of Other Fees must be
positive. If the loan has a balance of less than one dollar but not
zero, you should report the Outstanding Principal Balance as
one dollar. If the loan is being maintained in an open status
because of a negative balance on the account (that is, a credit
balance), you should also report a balance of one dollar until
the loan is closed.
•
NSLDS does not support negative numbers. If the outstanding
balance on a loan becomes negative, you must report the
balance as one dollar and keep the status open until you can set
the balance to zero. For example, if you report the Amount of
Outstanding Principal Balance as negative, NSLDS will read
this as a positive value.
6.2 Record Types
The Database Extract file contains three types of records:
Less than One Dollar
If a loan has a positive
outstanding principal
balance of less than one
dollar, but not zero, you
should report an amount of
one dollar until the loan is
closed.
Negative Numbers
NSLDS does not support
negative numbers. If the
outstanding balance on a
loan becomes negative (i.e.,
a credit balance), you must
report the balance as one
dollar and keep the status
open until you can set the
balance to zero.
If you report the Amount of
Outstanding Principal
Balance as negative,
NSLDS will read this as a
positive value.
1. Header Record
2. Detail Records
3. Past Period Change Records
The Database Extract file must not have a Trailer record, as
DataPrep will create a Trailer record during the Validation process.
6.2.1 Header Record
The Header record is for identification and tracking purposes. It
contains your guaranty agency code; the submittal, initial load, and
submittal receive dates; the software version and release number;
and the record type. The capital letter H must appear in position 61
of the Header record as the record type.
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Version and Release
Number
DataPrep will automatically
insert its version and release
number in the Header
record, so you should leave
this field blank when creating
the Header record for your
Database Extract file.
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6.2.2 Detail Records
The Database Extract file must contain a separate Detail record for
each loan record in your guaranty agency’s database(s) that
belongs to one of the following categories:
•
Loans that are currently open
•
Loans that were closed on or after October 1, 1989 but not
successfully reported as closed to NSLDS
Individual Detail records must reflect the exact contents of your
database without editing or other changes.
Continue extracting and reporting loans to NSLDS until one of the
following occurs:
•
The loan is closed and successfully reported to NSLDS with a
Closed loan status. If you report the loan to NSLDS but the
loan record is not accepted because of error conditions, you
must continue reporting the loan until it is accepted. Valid
closed loan status codes are listed in Table B–10 in Appendix
B.
•
Your agency transfers the loan to another agency.
•
Your agency has subrogated the loan to ED and has received
notice from ED that it has accepted the subrogated loan. In
addition, you have successfully reported the loan to NSLDS
(i.e., contains no errors).
Once one of these events occurs, you should no longer extract that
particular record when you create your Database Extract file.
Let’s look at an example. When a borrower makes the final
payment on an FFEL loan, perform the following actions:
1. Extract the record from your database.
2. Report the activity with a valid closed loan status code (see
Appendix B–10).
3. Include the record in your next submittal to NSLDS.
You should continue reporting this loan until it is accepted without
errors by NSLDS. Then your guaranty agency should stop
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Initial Population
If you are a data provider
submitting data to NSLDS
for the first time, that
submittal is referred to as
the Initial Population. During
that submittal, you must
report to NSLDS not only all
outstanding (open) loans,
but also any loans that have
been closed on or after
October 1, 1989.
Make Sure Your Changes
Update NSLDS
If an error occurs when you
submit a record to NSLDS,
make sure you keep
resubmitting it until NSLDS
accepts it and loads it onto
the database.
Do not simply assume that a
record that passes Extract
Validation will be loaded
onto the NSLDS database.
For that to happen, the
record must pass the
domain-, record-, and loadlevel edits that are part of
the Load Process.
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reporting on this loan and no longer include it in future Database
Extract files.
6.2.3 Past Period Change Records
Past Period Change (PPC) records enable you to correct reporting
errors for events that are stored in NSLDS as history and therefore
cannot be corrected by a Detail record. Use PPC records:
1. To delete historical events that were reported in error (for
example, an event reported for the wrong borrower)
2. To correct historical events that cannot be adjusted simply by
updating current data fields (for example, a previously reported
loan status that should have been reported with another value at
the time it was originally reported)
3. To delete duplicate loans from NSLDS which were created in
error.
Past Period Changes
When you develop a
process to extract records
from your agency’s
database(s), be certain it
includes the ability to identify
and create PPC records in
the Database Extract file.
PPC records require the
previously reported event
date so that the specific
posting can be corrected.
Appendix C identifies which
attributes require this special
transaction for proper
correction.
PPC records can be added to the Database Extract file anywhere
after the Header record, so you can easily append them to the file
after extracting Detail records from your database.
6.3 File Standards
Each record in the Database Extract file must be in a 640-byte
layout without carriage returns and line feeds between records.
However, if you are a Windows user, you can leave carriage return
and line feed combinations in the Database Extract file because
DataPrep will strip them out before creating a Submittal file.
Database Extract files should be in the following formats:
•
•
Fixed-Length EBCDIC for mainframes running Z/OS LE
ASCII for PCs running Windows
Multiple Databases
Even if you have loan data
stored in multiple databases,
you must combine all the
records you report into a
single Database Extract file.
You must combine all loan records you report on into a single
Database Extract file, even if you have loan data stored in multiple
databases.
As you extract Detail records, keep in mind the following
considerations:
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•
Once you create your Database Extract file, you must use the
DataPrep software to validate it for submittal to NSLDS. Use
the Extract Error report created by DataPrep to correct any
errors in your database before the next time you create your
Database Extract file. Do not correct errors by editing or
otherwise altering the Database Extract file or any subsequent
files created by DataPrep.
•
All data (including identifiers) must be reported until the
record containing that data passes all associated NSLDS edits.
Verify that a record has been loaded onto NSLDS by checking
the Load Process Error report for errors against that record.
•
Because the Detail records in the Database Extract file concern
individual loans, you must report (and update) all information
at the loan level. This means, for example, that if you report on
three loans for the same student and the loans were first
reported with the wrong Date of Student’s Birth, you must
update the New Date of Student’s Birth on each of the three
loans.
The Database Extract File
6.4 Field Standards
The standards for populating the fields of your Database Extract
file are as follows:
•
Character fields can contain letters, numbers, or blanks.
•
Numeric fields must contain numbers only. Blanks, alpha, or
other characters will cause errors.
•
Date fields must contain eight digits, be valid dates, and appear
in the format CCYYMMDD (for example, 19990131 for
January 31, 1999), where:
−
−
−
−
•
CC =
YY =
MM
DD =
2 digits for the century
2 digits for the year
= 2 digits for the month
2 digits for the day
A valid date is any acceptable calendar date. Invalid dates
would be dates such as February 30, February 29 of a non-leap
year, or September 31.
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•
The Database Extract File
NSLDS does not accept cents in amount fields. Dollar and
cents amounts should be rounded to the nearest dollar.
Appendix A describes the default values accepted by character,
numeric, and date fields.
Appendix B contains a complete account of the various codes you
will need to fill some fields in the Database Extract file.
6.4.1 Subrogated Loans
All subrogated loans are to be assigned at the loan level—not the
disbursement level—and should not be rolled up within or across
programs. You should keep in mind that:
•
Generally, claims are paid to the lender at the loan level. The
loan level detail reported to DCS should correspond to what
had been originally reported to NSLDS.
•
You may create a single account or record to maintain multiple
loans for a single borrower on your system. This roll up of
multiple loans does not correspond to the method by which the
individual loans were reported to NSLDS.
•
You must confirm that loans have been successfully reported to
NSLDS, without pending unresolved errors, before the loans
may be subrogated to DCS.
•
When loan level detail is reported to NSLDS for such items as
loan balances and collections, you may prorate the reported
amounts.
•
When rolled up loans have been reported to DCS as a
subrogation submittal, they must be subrogated to DCS and
reported to NSLDS at the individual loan level.
•
Once the loans have been successfully assigned to DCS (the
loan is not listed on a Debt Management Collection System
(DMCS) error/reject report and has been listed on the DMCS
assignment acceptance report), DMCS will begin reporting to
NSLDS. You must cease reporting the loans or payment
activity to NSLDS.
•
In order for NSLDS to transfer the GA’s responsibility to DCS,
DMCS loan identifiers must match the identifiers that the GA
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provided to NSLDS. To avoid creating a duplicate record or
causing the loans to error out of the system, these identifiers
must match. If you reported loans to NSLDS at the loan level,
but subsequently report to DCS as a rolled up account or at the
disbursement level, these identifiers will not match. Under
these circumstances NSLDS cannot transfer the GA
responsibility for the underlying loans to DCS.
•
In certain conditions, the borrower may have defaulted loan
records at both DCS and the GA.
To prevent these kinds of exceptions:
•
Always subrogate at the original loan level.
•
Subrogate the entire loan and not disbursements.
•
Ensure that the loans were successfully reported to NSLDS
before subrogation.
•
Ensure that the loan identifiers reported to NSLDS are the
same as the identifiers given to DCS.
•
Ensure that the loans are accepted by DCS, have been
acknowledged on their confirmation report, and have not been
listed as a reject.
6.5 Updating Identifier Data
After NSLDS has successfully loaded data from your guaranty
agency for the first time, thus completing the Initial Population,
processing rules apply to any subsequent attempts to update or
change the data that was loaded. These rules are designed to
maintain the integrity of the data in NSLDS.
There are two sets of rules governing changes to data in NSLDS.
One governs changes to the fields that contain loan identifier data;
the other governs changes to the fields than contain non-identifier
data.
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6.5.1 Loan and Student Identifiers
Loan identifiers are the values contained in positions 4–60 of
Detail or Past Period Change records. They uniquely identify a
loan, distinguishing it from the millions of other loans stored in
NSLDS. Although loan identifiers appear on both Detail and PPC
records, you must use a Detail record to change them.
A particularly important subset of loan identifiers is made up of
student identifiers, which uniquely identify a student as loan
identifiers uniquely identify a loan.
Figure 6–1 lists the fields that constitute the loan identifier portion
of a Detail record and which of them also serve as student
identifiers.
Field
Position
Student’s Social Security Number
4–12
Loan/Student Identifier
Date of Student’s Birth
13–20
Student Identifier
Student’s First Name
21–32
Student Identifier
Type of Loan
33–34
Loan Identifier
Date of Guaranty
35–42
Loan Identifier
Indicator of Separate Loan
43
Loan Identifier
Code for Original School
44–51
Loan Identifier
PLUS Borrower’s Social Security
Number
52–60
Loan Identifier
Loan Identifiers
• Student’s SSN
• Date of Student’s Birth
• Student’s First Name
• Type of Loan
• Date of Guaranty
• Indicator of Separate
Loan
• Code for Original School
• PLUS Borrower’s SSN
Type
Figure 6–1, Loan and Student Identifiers
Section 9.4.1 presents an overview of how NSLDS goes about
matching the identifiers for newly submitted loan records against
student and loan information already in the NSLDS database. The
Identifier Match Criteria used in that process are described in detail
by the entry for the Student’s Social Security Number field in the
Data Dictionary (Appendix A).
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Student Identifiers
• Student’s SSN
• Date of Student’s Birth
• Student’s First Name
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6.5.2 The Identifier Change Process
You must use the identifier change process to update loan
identifier data already loaded on NSLDS. Failure to follow this
process can create duplicate loan records that compromise the data
integrity of NSLDS and can cause students to be denied Title IV
aid to which they are entitled.
Because the entire string of information contained in the identifier
fields is needed to singularly identify a loan, loan identifiers are
processed as a block. When you update one identifier, you must
reconfirm the values of the other identifiers. To this end, you must
supply a complete set of new identifiers.
Identifier Change Process
Changing identifier
information without
submitting full sets of both
original loan identifiers and
new loan identifiers can
create duplicate loan records
that compromise the data of
NSLDS and cause students
to be denied Title IV aid to
which they are entitled.
To update identifiers, the Detail record must contain the identifier
values currently loaded on NSLDS in the original identifier fields
(positions 4–60). Then use the new identifier fields (positions 63–
119) on the same record to report changes. Whenever you update
one or more identifiers, you must fill in all the new identifier
fields, regardless of whether the values in them are new ones or
ones that you have been reporting all along.
The new loan identifier fields are:
•
•
•
•
•
•
•
•
New Student’s Social Security Number
New Date of Student’s Birth
New Student’s First Name
New Type of Loan
New Date of Guaranty
New Indicator of Separate Loan
New Code for Original School
New PLUS Borrower’s Social Security Number
Figure 6–2 gives an example of how to update identifier
information on a loan that currently exists in the NSLDS database.
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New Loan Identifiers
• New Student’s SSN
• New Date of Student’s
Birth
• New Student’s First
Name
• New Type of Loan
• New Date of Guaranty
• New Indicator of
Separate Loan
• New Code for Original
School
• New PLUS Borrower’s
SSN
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Assume that the following loan information currently exists on
the NSLDS database:
•
•
•
•
•
•
•
•
Student’s Social Security Number = 111223333
Date of Student’s Birth = 19600508
Student’s First Name = Robert
Type of Loan = SF
Date of Guaranty = 19910903
Indicator of Separate Loan = A
Code for Original School = 00876500
PLUS Borrower’s SSN = 999887777
Then you discover that the Type of Loan/ code is incorrect. To
update the erroneous identifier, submit the data exactly as
shown above in positions 4–60 of the record and, at the same
time, also report the following values in positions 63–119 of the
record:
•
•
•
•
•
•
•
•
Student’s Social Security Number = 111223333
Date of Student’s Birth = 19600508
Student’s First Name = Robert
Type of Loan = SU
Date of Guaranty = 19910903
Indicator of Separate Loan = A
Code for Original School = 00876500
PLUS Borrower’s SSN = 999887777
Note: Only the Type of Loan was changed. All other values must
be resubmitted as before.
Figure 6–2, How to Update Loan Identifier Data
6.5.3 Updating Identifiers on Multiple Records
Remember that all information on NSLDS, including identifier
information, must be updated at the loan level. This means that
your Database Extract file must contain a separate Detail record,
with full sets of old and new identifier data, for each loan record
whose identifiers you want to update. This is the case even if you
are making the same change—typically a change to student
identifiers—to a number of loans.
After you submit the updated information to NSLDS, review the
Load Process Error report to see that all the Detail records
containing the updates were loaded into NSLDS. If any records
erred out, correct and resubmit them with both the original loan
identifiers and new loan identifiers until they load successfully.
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6.6 Updating Non-Identifier Data
The process for updating loan identifier data is described in
Section 6.5. A completely different set of rules applies when you
report new data in fields that are not part of the loan identifier.
To follow those rules, you must answer two questions:
1. Is the field you want to update one for which NSLDS keeps
history? (See Figure 6-7 for a list of fields for which history is
kept.)
2. If NSLDS keeps history for the field, are you trying to update
the current value of the field or an earlier historical value?
Depending on how you answer these two questions, you face three
possible scenarios:
1. History Is Not Kept for the Field—In this case, the new data
should be captured by your normal extract process and
included in your regular submittal as part of the Detail record
for that loan. You do not have to do anything special to report
the new value to NSLDS. As long as the new value passes all
applicable edits, it will be loaded onto NSLDS.
2. History Is Kept for the Field, and You Are Updating the
Current Value for That Field—In this case, the new data
should be captured by your normal extract process and
included in your regular submittal as part of the Detail record
for that loan. You do not have to do anything special to report
the new value to NSLDS. As long as the new value passes all
applicable edits, it will be loaded onto NSLDS.
3. History Is Kept for the Field, and You Are Trying to
Update an Historical Value for That Field—In this case,
create a Past Period Change record to report the new data.
6.6.1 What NSLDS Does
How NSLDS Creates History
When NSLDS updates a field for which history is not kept, the
updated value becomes the current value and the old current value
is discarded by the system. When NSLDS updates a field for which
history is kept, the updated value becomes the current value and
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the old current value becomes the historical value. As further
updates occur, each current value becomes, in turn, an historical
value, and all the historical values are stored, in order, as history
for that field.
Figure 6–3 and Figure 6–4 will help illustrate how history is
created as part of the update process.
In Figure 6–3, the NSLDS database contains a record for Loan X
that has been loaded into the database but never updated. Each data
element for the loan (A, B, C, and D) has the same value it did
when the loan was first loaded onto the database; those are the
current values A1, B1, C1, and D1.
The data provider then sends NSLDS a Submittal file that contains
updates to two of the fields for Loan X. Those updates are denoted
by B2 and D2. The updates pass all the relevant edits and are
loaded onto the database. Because history is kept for field D but is
not kept for field B, the following occurs:
•
The current value of field B is updated to B2, and the old
current value B1 is discarded.
•
The current value of field D is updated to D2, and the old
current value is stored in history as D1.
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Loan X
Submittal File
Database Before Update
A1
B2
The Database Extract File
C1 D2
Loan X
A1
B1
C1 D1
- Current Values
Loan X
A1
B2
C1 D2
- Current Values
Database After Update
D1
- History (Prior Event)
NSL - 1097
Figure 6–3, NSLDS Update (1 of 2)
In Figure 6–4, the data provider sends another Submittal file to
NSLDS. This time, the Submittal file contains updates to fields A,
C, and D. Those updates are denoted by A2, C2 and D3. The
updates pass all the relevant edits and are loaded onto the database.
Because history is kept for fields A and D but not for C, the
following occurs:
•
The current value of field A is updated to A2, and the old
current value is stored in history as A1.
•
The current value of field C is updated to C2, and the old
current value is discarded.
•
The current value of field D is updated to D3, the old current
value is stored in history as D2 (which is also part of the prior
event), and the original current value is stored in history as D1.
D1 is now strictly history and can only be changed by a PPC
record.
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Loan X
Submittal File
Database Before Update
Loan X
A1
B2
A2
B2
C1 D2
D1
Loan X
Database After Update
A2
B2
C2 D3
A1
The Database Extract File
C2 D3
- Current Values
- History (Prior Event)
- Current Values
D2
- History (Prior Event)
D1
- History
NSL - 1098
Figure 6–4, NSLDS Update (2 of 2)
Events
While history is stored for some fields that are not part of events,
the fields that can be updated by a PPC record are part of events.
An event is made up of a key, usually a date, and one or more
associated values. The key and values are linked together because
they give each other meaning. For example, a Date of Loan Status
is not meaningful without an accompanying Code for Loan Status.
Together they constitute a discrete event, Loan Status.
Notice in Figure 6–3 and Figure 6–4 that the event immediately
preceding the event that created the current value in a field for
which history is kept is known as the prior event. It can be
updated either by a PPC record or by a Detail record, but only if
the purpose of the Detail record is to delete the current value for
the field and reinstate the value of the prior event as the current
value.
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Events
Events are made up of keys
and associated values. Keys
and values are treated as if
they were linked because
they
give
each
other
meaning. For example, a
Date of Loan Status is not
meaningful
without
an
accompanying Code for
Loan Status. Together they
describe a discrete Loan
Status event.
Events can be classified as
current, prior, or history.
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How NSLDS Updates Current Events
Figure 6–5 shows what happens when you attempt to update a
current event (key and values) using a Detail record.
Case
When the Key (Usually Date)
When Value(s)
NSLDS Does This
1
Stays the same.
Changes to new value.
Updates the value associated with
the current event.
2
Changes to earlier date not before the date
of the prior event.
Stays the same.
Updates the date associated with
the current event.
3
Changes to a later date.
Stays the same.
Updates the date associated with
the current event.
4
Changes to a date before the date of the
prior event.
Stays the same.
Returns a date sequence error and
does not update the record.
5
Changes to an earlier date, but one still
after the date of the prior event.
Changes to new value.
Updates the date and value fields
associated with the current event.
6
Changes to the same date as the prior
event stored on NSLDS.
Stays the same.
Deletes the current event, and the
prior event becomes the current
event. Updates with value.
7
Changes to the same date as the prior
event stored on NSLDS.
Changes to a new value.
Deletes the current event, and the
prior event becomes the current
event. Updates with values.
8
Changes date to default value (zeros),
Changes to default value (zeros
where there is no previous event in history, for numeric field, blanks for
and the field being changed is not part of a character field).
loan.
Deletes the current event.
9
Changes date to default value (zeros), and
there is a previous event in history.
Returns a date sequence error and
does not update the record.
10
Changes date to default value (zeros),
Changes to default value (zeros
where there is no previous event in history, for numeric field, blanks for
and the record being changed is a loan or
character field).
student status event.
Returns an error and does not
update the record. (Deletion of
last loan or student status is not
allowed.)
11
Changes to a later date.
Creates a new event on NSLDS,
which becomes the current value.
What had been the current event
now becomes prior event/history.
Changes to default value (zeros
for numeric field, blanks for
character field).
Changes to new value.
Figure 6–5, Updating a Current Event
Notice what happens if, as in Case 4, you attempt to change a
current key (date) so it is earlier than the key (date) of the prior
event. This illustrates one of the two things you must keep in mind
when updating events, whether you are updating their current
values or historical values:
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1. You cannot change the chronological order of events stored in
history. That is, you cannot re-date an event (for example, the
event of which data element D2 in Figure 6–4 is part) so that it
predates an event that occurred before it (D1) or postdates an
event that occurred after it (D3).
2. You cannot re-date events so they overlap in time.
Cases 6 and 7 illustrate the prior event exception. Normally, an
historical event can only be modified by a PPC record. However,
you can delete a current event and update the values of what was
the prior event using a Detail record. Do this only when you want
to delete the current event and make the old prior event the current
event. If, on the other hand, you want to change some value of the
prior event without deleting the current event, you must use a PPC
record.
How NSLDS Updates Historical Events
Figure 6–6 shows what happens when you attempt to update the
various parts of an historical event (keys and values) using a PPC
record.
Case
When the Key
When Value(s)
NSLDS Does This
1
Stays the same.
Provides defaults (zeros or
blanks, as per record layout
specifications).
Deletes event.
2
Stays the same.
Provides new value.
Updates value if it passes
validation edits.
3
Changes to a new date within the
range of acceptable dates.
Stays the same or changes to
default value(s).
Updates date to new date, keeps
existing value(s).
4
Changes to a new date within the
range of acceptable dates.
Provides new value(s).
Updates date, and value if it
passes other edits.
5
Changes to a new date not within
the range of acceptable dates.
Stays the same or changes to
default value(s).
Change not accepted. Date
Sequence Error is reported on
Load Process Error report.
6
Changes to a new date not within
the range of acceptable dates.
Provides new value(s).
Change not accepted. Date
Sequence Error is reported on
Load Process Error report.
Figure 6–6, Updating Historical Events
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6.6.2 What You Do
Does NSLDS Keep History for the Field?
To update a loan record on NSLDS successfully, you must be able
to answer the two questions posed in Section 6.6:
1. Is the field one for which NSLDS keeps history?
2. If NSLDS does keep history for the field, are you trying to
update the current value for the field or an historical value?
To answer the first question, check Figure 6–7 or the History Kept
box for the field in the Data Dictionary (Appendix A).
History Kept
History Not Kept
Amount of Cancellation
Amount of Guaranty
Amount of Claim Paid to Lender
Amount of Outstanding Accrued Interest Balance
Amount of Disbursement
Amount of Outstanding Principal Balance
Amount of Ending Balance on Claims of Other Fees
Code for Originating FFEL Lender
Amount of Guaranty Agency Bankruptcy Claim
Refunds
Date Enrollment Period Begins
Amount of Guaranty Agency Interest Collections
Date Enrollment Period Ends
Amount of Guaranty Agency Principal Collections
Date Entered Repayment (Date of Maturity)
Amount of TOP Interest Collections
Date of Outstanding Accrued Interest Balance
Amount of TOP Principal Collections
Date of Outstanding Principal Balance
Amount of Refund on Claims
Date of PLUS Borrower’s Birth
Amount of Refund From School to Lender According to Indicator of Lender-of-Last-Resort Loan
Lender
Amount of Reinsurance Claim Requested
Indicator of Origination Fee Payer
Amount of Supplemental Claim Requested
Indicator of Subsidy
Amount of Supplemental Pre-Claims Assistance
Payment
Interest Rate
Amount Repurchased
PLUS Borrower’s First Name
Claim Reason for Guaranty Agency Claim
PLUS Borrower’s Middle Initial
Claim Reason for Lender Claim
PLUS Borrower’s State of Residence
Code for Current Holder Lender
Reinsurance Reimbursement Rate
Code for Current School
Student’s Academic Level
Code for Enrollment Status
Student’s Driver’s License Number
Code for Guaranty Agency
Student’s Driver’s License State
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History Kept
History Not Kept
Code for Loan Status
Student’s Middle Initial
Code for Original School
Type of Interest Rate
Code for Servicer
Students DOB
Date Claim Paid
Date Deferment Starts
Date Deferment Stops
Date Enrollment Status Effective
Date Guaranty Transferred
Date Loan Sold
Date of Anticipated Completion
Date of Cancellation
Date of Disbursement
Date of Guaranty Agency Bankruptcy Claim Refunds
Date of Guaranty Agency Principal / Interest
Collections
Date of TOP Principal / Interest Collections
Date of Loan Status
Date of PCA/Supplemental PCA Flag
Date of Refund on Claims
Date of Refund to Lender
Date of Servicer Responsibility
Date of Supplemental Pre-Claims Assistance Payment
Date Reinsurance Claim Filed
Date Reinsurance Claim Paid
Date Repurchased
Date Supplemental Claim Requested
Indicator of Rehabilitated Loan
PLUS Borrower’s Last Name
PLUS Borrower’s Social Security Number
PLUS Borrower’s Social Security Number Indicator
Pre-Claims Assistance (PCA) / Supplemental PCA Flag
Student’s First Name
Student’s Last Name
Student’s Social Security Number
Student’s Social Security Number Indicator
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History Kept
The Database Extract File
History Not Kept
Type of Deferment
Figure 6–7, Fields and History
If history is not kept for the field you want to update, the update
should be caught by your normal extract process and submitted to
NSLDS in a Detail record without any special effort on your part.
As long as the update passes all edits, it will be loaded onto
NSLDS.
If, on the other hand, history is kept for the field you want to
update, you must know whether you are updating a current value
or an historical value.
Are You Updating a Current Value or an Historical
Value?
Most of the updates you submit to NSLDS will be to current
values. This is as true for fields for which history is kept as it is for
fields for which history is not kept. So even if history is kept for
the field you want to update, you will normally be updating the
current value for that field. If that is the case, the update should be
caught by your normal extract process and submitted to NSLDS on
a Detail record without any special effort on your part.
On the other hand, you will sometimes know you want to update
an historical value because you are aware that a mistake was made
when reporting on an event prior to the event that supplied the
current values for a field.
More often, you will discover that you want to update an historical
value because of the following sequence:
Changing History
When data is submitted to
NSLDS, the system first
processes Detail records,
then PPC records. For this
reason, if you want to
change historical information
on a loan whose identifiers
are also being modified at
the same time, the PPC
record must refer to the new
identifiers, not the old ones.
1. You submit a change to a current value on a Detail record, but
it errs out of NSLDS.
2. When you check your Load Process Error report, you discover
that the change you submitted was valid, but that it conflicted
with some other value stored in history on NSLDS.
Depending on the nature of the change you want to make, you may
need to know more about the historical values already on NSLDS.
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Checking History Online
To learn the historical values associated with specific events, view
the loan record detail which can be accessed through the NSLDS
website (www.nsldsfap.ed.gov). After you log onto the site,
retrieve the student and select the loan detail button of the loan in
question.
Past Period Events
Past Period Change records update events stored in history on
NSLDS. Events are made up of two components:
•
•
The key that identifies the event
The associated value(s) that describe the event
You can use PPC records to update the following events:
Event
Key
Associated Values
Bankruptcy Claim Refund
Old Date of GA Bankruptcy Claim
Refunds
New Date of GA Bankruptcy Claim
Refunds
New Amount of GA Bankruptcy Claim
Refunds
Cancellation
Old Date of Cancellation
New Date of Cancellation
New Amount of Cancellation
Collection From Borrower
Old Date of GA Principal / Interest
Collections
New Date of GA Principal / Interest
Collections
New Amount of GA Interest Collections
New Amount of GA Principal Collections
Current School
Old Code for Current School
New Code for Current School
Deferment
Old Date Deferment Starts
New Date Deferment Starts
New Date Deferment Stops
New Type of Deferment
Disbursement
Old Date of Disbursement
New Date of Disbursement
New Amount of Disbursement
Enrollment Status
Old Code for Current School
Old Date Enrollment Status Effective
New Code for Current School
New Date Enrollment Status Effective
New Code for Enrollment Status
Holder Lender
Old Code for Current Holder Lender
Old Date Loan Sold
New Code for Current Holder Lender
New Date Loan Sold
New Indicator of Origination Fee Payer
Insurance Claim Payment
Old Date Claim Paid
New Date Claim Paid
New Claim Reason for Lender Claim
New Amount of Claim Paid to Lender
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Event
The Database Extract File
Key
Associated Values
Insurance Claim Refund
Old Date of Refund on Claims
New Date of Refund from Lender on
Claims
(formerly Old Date of Refund from Lender
New Amount of Refund on
on Claims)
Claims(formerly New Amount of Refund
from Lender on Claims)
Lender Servicer
Old Date of Servicer Responsibility
New Date of Servicer Responsibility
New Code for Servicer
Loan Status
Old Date of Loan Status
New Date of Loan Status
New Code for Loan Status
PCA / SPA Request
Old Date of PCA / SPA Flag
New Date of PCA / SPA Flag
New PCA / SPA Flag
Refund to Lender
Old Date of Refund to Lender
New Date of Refund to Lender
New Amount of Refund from School to
Lender According to Lender
Reinsurance Claim Payment
Old Date Reinsurance Claim Requested
New Date Reinsurance Claim Requested
New Date Reinsurance Claim Paid
New Claim Reason for GA Claim
New Amount of Reinsurance Claim
Requested
New Reinsurance Reimbursement Rate
Repurchase
Old Date Repurchased
New Date Repurchased
New Indicator of Rehabilitated Loan
New Amount Repurchased
SPA Payment
Old Date of Supplemental Pre-Claims
Assistance Payment
New Date of Supplemental Pre-Claims
Assistance Payment
Amount of Supplemental Pre-Claims
Assistance Payment
Supplemental Claim Request
Old Date Supplemental Claim Requested
New Date Supplemental Claim Requested
New Amount of Supplemental Claim
Requested
TOP Offset Collection
Old Date of TOP Offset Principal / Interest New Date of TOP Offset Principal /
Collections
Interest Collections
New Amount of TOP Offset Interest
Collections
New Amount of TOP Offset Principal
Collections
Transfer
Old Date Guaranty Transferred
New Date Guaranty Transferred
Figure 6–8, Events, Keys, and Values
Creating Past Period Change Records
Past Period Change records must contain the following elements:
•
A complete set of loan identifiers
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Old and New
When a PPC field name starts with the word
Old (for example, Old Date of Loan Status)
you must report the exact value already
contained in the field you are changing. When
the PPC field name says New (for example,
New Date of Loan Status), you report the new
value you want that data element to contain.
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•
The key that enables NSLDS to identify the event to be
updated
•
Any new values with which you want to update the event
The Database Extract File
Only report the loan identifiers, the key, and any new values for
the event you want to change. Use default values for fields that you
are not changing. There is no need to fill all the Old/New fields as
you would for changes to loan identifiers.
For PPC record layouts and detailed instructions explaining how to
apply specific updates to each PPC event, see Appendix C.
Changing Event Dates
Updating an event key normally involves updating a date. There
are two important things to remember when making date changes
with a PPC:
1. You may not change the chronological order of events
contained in history. Do not re-date an event so it predates one
that occurred before it or postdates one that occurred after it.
2. You may not change the date of an event so that it equals the
date of a pre-existing event. For example, if there is a loan
status effective date of 3/1/98, you cannot correct another loan
status effective date to 3/1/98.
To change a date that is the key to an event, send NSLDS a PPC
record containing the loan identifiers, the “Old” date that serves as
the key, and the “New” date with which you want to update
NSLDS.
To change a date that is an event value, send NSLDS a PPC record
containing the loan identifiers, the event key stored in NSLDS, and
the new date with which you want to update NSLDS.
Example
The following is an example of a valid change of key date in a
Loan Status event.
In this example, the Date of Loan Status (key) is changed from
April 1, 1994 to March 1, 1995. Notice that it was not necessary to
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provide the Code for Loan Status (value) associated with the April
1, 1994 event because it did not change.
For simplicity, here and in the examples that follow, loan
identifiers are represented by Loan XYZ, when in fact they consist
of all the information contained in positions 4–60 of the loan
record.
Loan Identifiers
Loan XYZ
Old Date of Loan
Status
19940401
New Date of Loan
Status
19950301
New Code for Loan
Status
BLANKS
Changing Event Values
To change the value(s) associated with an event, send NSLDS a
PPC record containing the loan identifiers, the event key stored in
NSLDS, and any new value.
Example
In this example, the Code for Loan Status associated with the April
1, 1994 Loan Status is changed to RP, so the New Code for Loan
Status will replace the former value for the event. Since the date of
the event is not changing, it is not necessary to provide a New Date
of Loan Status.
Loan Identifiers
Loan XYZ
Old Date of Loan
Status
19940401
New Date of Loan
Status
ZEROS
New Code for Loan
Status
RP
Changing Both Date and Value
To change both the key date of the event and associated data, send
a PPC record containing the loan identifiers, the event key (date)
stored in NSLDS, the new key (date), and the new value.
Example 1
Assume the following values for a series of Loan Status events
exist on the NSLDS database:
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Date
The Database Extract File
Code
02/01/98
ID
03/01/98
RP
04/01/98
DA
If you want to correct the 02/01/98 Date of Loan Status to 02/02/98
and the Code for Loan Status from ID to FB, use the following
PPC:
Loan Identifiers
Loan XYZ
Old Date of Loan
Status
19980201
New Date of Loan
Status
19980202
New Code for Loan
Status
FB
The New Deferment End Date contains the default value 00000000
because the value isn’t being changed.
Example 2
If you want to change the date of a Loan Status event from April 1,
1994 to March 1, 1995 and the Code for Loan Status to RP, use the
following PPC:
Loan Identifiers
Loan XYZ
Old Date of Loan
Status
19940401
New Date of Loan
Status
19950301
New Code for Loan
Status
RP
Deleting Historical Data
To delete an event, submit a PPC record that contains the loan
identifiers and event key stored in NSLDS, along with default
values (given in the PPC record layouts in Appendix C) in all the
New fields.
Example
To delete a Loan Status event from history, use the following PPC
record:
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Loan Identifiers
Loan XYZ
Old Date of Loan
Status
19940401
The Database Extract File
New Date of Loan
Status
ZEROS
New Code for Loan
Status
BLANKS
6.7 Copy Your Database Extract File to the
Extract Directory
When you have created a Database Extract file that meets the
standards outlined in this chapter, you must copy it to DataPrep’s
Extract folder (C:\DataPrep-GA\Extract) and name it extract.ff.
Extract Validation will fail if PC DataPrep does not find a file
named extract.ff in the Extract folder.
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Chapter 7: Extract Validation and the
Delta Process
Once you have created your Database Extract file and copied it to
the Extract folder (C:\DataPrep-GA\Extract), you are ready to run
Extract Validation and the Delta Process. These tasks are
performed entirely by DataPrep.
7.1 Extract Validation
In the Extract Validation process, DataPrep first examines your
Database Extract file to make certain its format is acceptable.
DataPrep checks for a proper header record, 640-byte record
lengths, and matching guaranty agency code. These are called filelevel edits.
If the header format is not correct, DataPrep cannot continue the
process, and an error message appears informing you that there
was a header error and that processing was aborted. The Extract
Validation process will also abort if any Detail or PPC record has a
guaranty agency code that does not match the Header record
guaranty agency code.
If your Database Extract file passes the file-level edits, DataPrep
performs domain-level edits by examining all Detail and PPC
records in the file to ensure that each data element meets domain
requirements (see box). If the percentage of domain errors exceeds
the threshold levels set by ED, DataPrep will issue an error
message informing you that you have exceeded the threshold
levels and that no Submittal file was created. All domain-level
errors are noted in an Extract Error file from which you can create
an Extract Error report. If your Database Extract file contains too
many domain-level errors, use this report to correct your database
or extract program. Then create a new Database Extract file and
rerun Extract Validation.
If your Database Extract file passes the file-level edits and the
percentage of domain errors is below the maximum threshold
levels established by NSLDS, DataPrep creates a Validated Extract
file that then goes through the Delta Process.
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Domain-Level Errors
There are four kinds of
domain-level errors:
1. Numeric Field Errors—
Character other than a
number in a field
requiring all numbers
2. Invalid Date Errors—A
date that does not exist
on a calendar or is not
zeros
3. Missing Identifiers in
one or more loan
identifier fields
4. Missing New Identifiers
on records with identifier
changes
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Extract Validation produces three output files:
1. Extract Validation Log File (extrlog.ff)—A file containing a
summary of the data processed, including the number and
percent of domain errors, file record counts, open loan amount
totals, process results, and processing time. The file is used to
produce an Extract Validation Log report.
2. Extract Error File (extrerr.ff)—A file from which you can
create a report listing all domain errors. It is created only if the
Database Extract file passes file-level edits.
3. Validated Extract File (valextr.ff)—A file containing no filelevel errors and a percentage of domain-level errors below the
threshold levels established by ED. This file serves as input to
the Delta Process, which compares it to the Prior Validated
Extract file to produce the Submittal file.
Successful Extract
Validation
For Extract Validation to
create a Validated Database
Extract file, your Database
Extract file must not contain
any file-level errors, and its
percentage of domain-level
errors must be below the
thresholds established by
ED.
7.1.1 Edits Performed During Extract Validation
DataPrep performs two sets of edits during Extract Validation:
1. File-level edits
2. Domain-level edits
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Extract Validation and Delta Process
Problem
Solution
File-Level Edits
Extract Validation
Aborted
DataPrep
Extract
Validation
Process
Domain-Level Edits
1. Incorrect Header
2. GA Code does
not match Header
Correct database
and/or extract process
and rerun Extract
Validation
1. Numeric Field Error
2. Invalid Date
3. Missing Identifier
4. Missing New Identifier
Correct database
and/or extract process
and rerun Extract
Validation
1. Numeric Field Error
2. Invalid Date
3. Missing Identifier
4. Missing New Identifier
5. Reasonability Error
6. Duplicate Record
Correct database and/or
extract process
before next submittal
1. Date Sequence Error
2. Identifier Conflict
1. Submit PPC record
2. Resolve with other
data provider
3. Correct database or
extract process
Threshold Failure
Domain and
Record-Level Edits
Record Rejected
NSLDS
Load
Process
Load-Level Edits
Record Not
Loaded/Updated
3. Invalid Codes
NSLDS Updated
NSL-1062
Figure 7–1, DataPrep Error Path
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File-Level Edits
File-level edits check whether the Database Extract file is a
legitimate file with the correct Header record, 640-byte records,
and a guaranty agency code in each Detail or PPC record that
matches the code in the Header record. If DataPrep detects any one
of these file-level errors, the Extract Validation process aborts and
an error message, with a description of the error, appears on the
screen. If this happens, you must correct your database and/or
extract process and create a new Database Extract file. You would
then rerun Extract Validation. See Appendix B–16 (PC users) or
B–15 (OS 390/LE users) for a complete list of all the file-level and
Header record errors that cause Extract Validation to abort.
Domain-Level Edits
Domain-level edits check for four kinds of errors:
•
Numeric Field Errors—A character other than a number in a
field requiring all numbers
•
Invalid Date Errors—A date that does not exist on a calendar
and is not all zeros
•
Missing Identifiers in one or more loan identifier fields
•
Missing New Identifiers on records with identifier changes
If the percentage of the records with these errors exceeds the
threshold levels established by ED, DataPrep will not create a
Validated Extract file and will not run the Delta process to create
the Submittal file. You must correct your database and/or extract
process, create a new Database Extract file, and rerun Extract
Validation.
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Domain Error Rate
DataPrep validates the
entire record and can detect
multiple domain-level errors
on a single input record. The
error rates are calculated by
DataPrep based on the
number of records with one
or more errors, not on the
total number of errors
detected.
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7.1.2 Extract Validation on a PC
Before you can run Extract Validation, you must perform the
following tasks:
•
Install DataPrep and define the directory paths for DataPrep’s
data files (Section 5.1.1)
•
Create a Database Extract file named extract.ff and copy it to
the Extract folder (Chapter 6)
•
Copy the most recent TEF file to the Current folder.
Naming the Extract File
Remember that your
Database Extract file must
be named extract.ff in order
for DataPrep for Windows to
locate and process it.
For instructions on receiving the TEF file from NSLDS, see
Section 8.2. Once you have a current TEF file, use Windows
Explorer or DataPrep’s File Transfer utility (Section 5.2.4) to copy
it to your Current folder.
Once you have performed these tasks, you are ready to run Extract
Validation.
1. From the DataPrep Main Menu, click Extract Validation.
Figure 7–2, DataPrep Main Menu with Extract Validation
Selected
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2. The Extract Validation dialog box appears.
File Date
Note that the date a file was
created or last modified
appears on the right side of
the Extract Validation dialog
box. This is to help you
make sure you are using the
right Database Extract file.
If you click on the blue plus
sign next to the file date, the
File Information Dialog Box
appears, showing the date
and time the file was last
modified and the number of
bytes in the file.
Figure 7–3, Extract Validation Dialog Box
3. Select Validation Only as the Process Option.
4. If you click any of the plus signs on the far right next to the file
date, the File Information dialog box appears. This box shows
the file name, the date and time the file was created or last
modified, and the number of bytes in the file.
4. Click Exit to return to the Extract Validation dialog box.
5. Click Run. Once Extract Validation begins, the Extract
Validation Process dialog box appears, showing you how much
of the process is complete. While Extract Validation is in
progress, you can close the Extract Validation dialog box and
perform other DataPrep tasks. In addition, you can use other
software to perform tasks while Extract Validation runs. If you
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While Extract Validation Is
in Progress
While Extract Validation is in
progress, you can use other
software to perform tasks.
When Extract Validation is
done, the Extract Validation
Process message box will
show that 100% of the
process was completed.
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decide to terminate Extract Validation before it is complete,
return to the Extract Validation dialog box and click Stop.
When processing is complete, the Extract Validation Process
dialog box shows a Processing Status of 100% and displays
information about the Extract Validation process that is
repeated in the Extract Validation Log report.
Halting Extract Validation
Once you have started to
run Extract Validation, you
cannot stop it from the
Extract Validation Process
dialog box.
If you want to stop the
Extract Validation process
before it has completed, you
must return to the Extract
Validation dialog box and
click Stop.
Figure 7–4, Extract Validation Process Dialog Box
Once you are satisfied that Extract Validation has run successfully,
click Close to return to the Extract Validation dialog box. Then
click Exit to return to the DataPrep Main Menu. From there you
have several options, including generating reports.
Using the Extract Validation Log Report
Section 10.1.1 explains how to view and print the Extract
Validation Log report. This report repeats the information
displayed by the Extract Validation Process dialog box when
Extract Validation is complete. Check this report to verify that the
Validated Extract file created by Extract Validation contains data
that accurately reflects the contents of your database.
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The Extract Validation Log report contains the following
information:
•
•
•
•
•
•
•
•
Version and release numbers for DataPrep
When Extract Validation began
Whether Extract Validation was successful and what to do next
GA Code
Extract Date
Record counts for the Database Extract file
− Number of Detail records
− Number of PPC records
Counts and percentages of domain-level errors
− Date/numeric errors
− Identifier errors
− New identifier errors
Totals for open loans
− Number of open loans
− Amount of guaranty
− Amount of cancellation
− Amount of Disbursement
− Amount of school refund
− Amount of outstanding principal balance
− Amount of accrued interest balance
− Amount of other fees
− Amount of claim paid to lender
− Amount of reinsurance claim requested
− Amount of GA principal collections
− Amount repurchased
The record counts for the Database Extract file are useful when
you do reasonability checks. Look, in particular, for unusually
large changes in the number of Detail records from one submittal
to the next.
DataPrep totals the number of records that contain domain-level
errors and the percentage they represent of the records in the
Database Extract file. If the percentage of the records with these
errors exceeds the threshold levels established by ED, DataPrep
will not create a Validated Extract file and will not run the Delta
process to create the Submittal file. You must correct your
database and/or extract process, create a new Database Extract file,
and rerun Extract Validation.
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Error Numbers
Remember that DataPrep
calculates the number of
records containing errors if
there are multiple errors in a
single record, not the total
number of errors (which
could be considerably
higher).
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Extract Validation Is Successful
If your Database Extract file processes successfully, the Extract
Validation Log report states:
Checking Reasonability
The Extract Validation Log
report will tell you whether
the Extract Validation
process was successful. If it
was, compare the report with
reports from prior Validations
to make sure the number of
Detail records and totals for
open loans are reasonable.
Large changes in the
number of Detail records or
totals for open loans could
indicate that you have
duplicated records or
extracted records incorrectly.
Figure 7–5, Successful Extract Validation
Compare this report to the reports for prior Extract Validation
processes to make sure the numbers in the Validated Extract file
are reasonable. In particular, look at the following:
•
•
•
•
•
Number of Detail Records
Number of Open Loans
Amount of Guaranty
Amount of Disbursement
Amount of Outstanding Principal Balance
Large, unexplained changes in any of these figures could indicate
that your Database Extract file contains flawed data, even though it
processed successfully.
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Extract Validation Fails Because of File-Level Errors
If DataPrep detects a file-level error, it stops Extract Validation
and does not create a Submittal file. The Extract Validation Log
report announces that DataPrep has detected a file-level error and
terminated Extract Validation. It also describes the error and
suggests possible remedies.
Figure 7–6, Extract Validation Fails Because of a File-Level Error
Among the possible causes for a failed Extract Validation are the
following:
•
•
•
•
•
No Header record
An incorrect format
Data that shifted because you inserted a space or a character
Records were not the required 640-byte length
Mismatch between the GA Code in a Detail record and the GA
code in the Header record
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What to Do When Extract
Validation Is Halted
If Extract Validation failed
because a file-level error
caused the process to abort,
check to see that you’ve
used the correct Database
Extract file, that it has a
Header record, is in the
proper format, and that the
records are all 640 bytes in
length.
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Extract Validation Fails Because of Domain Errors
If the percentage of domain-level errors in your Database Extract
file exceeds the allowable threshold levels, the Extract Validation
Log report states that no Submittal file was created and reports the
number and percentage of domain-level errors.
Domain Error Threshold
Levels
ED has set the threshold
levels for domain errors at:
•
•
•
Combined Date and
Numeric Field Errors
10%
Missing Identifier
5%
Missing New Identifier
5%
These percentages are
subject to change at ED’s
discretion.
Figure 7–7, Extract Validation Fails Because of Excessive
Domain-Level Errors
When you receive this message, you must correct the domain-level
errors on your database so that the percentage of errors is
acceptable. Use the Extract Error report to see what corrections
must be made. But remember that the Database Extract file must
be an exact reflection of your database, so you should correct all
errors by updating your database, not by editing the Database
Extract file or any file created by DataPrep.
There are a number of possible reasons for domain-level errors.
Some of the following causes and corrections might explain yours:
•
Your Data Is Stored Incorrectly on Your Database—The
solution is to correct the appropriate fields on your database.
For example, if your database accepts six digit dates, correct it
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What to Do When Your
Domain Errors Are in
Excess of a Threshold
Level
If the percent of domain
errors Extract Validation
finds in the Detail and PPC
records exceeds the
threshold defined by ED, it
rejects the whole Database
Extract file.
The Extract Validation Log
report contains your error
rates. To learn more detail
about what caused the
errors, create an Extract
Error report.
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so it stores the eight digit dates required by NSLDS or make
sure your extract process converts six digit dates to eight digits.
•
Your Extract Process Calculates Fields Incorrectly—
Review and correct any programming logic in your extract
process. For example, when you calculate Date Entered
Repayment by adding one day to the end of the enrollment
period, make sure you are not producing invalid dates such as
February 29, 1999 (rather than the valid March 1, 1999).
•
Your Extract Process Only Picks up Changed Fields—
Change your process to populate the other fields with the
current data for those fields.
TEF File Is out of Date
If your TEF file is more than 90 days old, DataPrep will display a
message warning that the threshold error values it contains may be
out of date. However, DataPrep will perform Extract Validation
and create a Submittal file, assuming that your Database Extract
file meets the other standards described in this manual.
Figure 7–8, TEF File Warning
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7.2 The Delta Process
The purpose of the Delta Process is to reduce the number of
records you send to NSLDS by only including new or changed
records in the Submittal file. The process compares each record in
the current month’s Validated Extract file (valextr.ff) to the prior
month’s Validated Extract file, called the Prior Validated Extract
file (priorextr.ff). Any Detail records that have been added,
deleted, or changed from one Validated Extract file to the next are
identified and written to the Submittal file (submit.ff), along with
all forced records and Past Period Change records. The Submittal
file then reflects the delta or changes in your database.
As part of the Delta Process, DataPrep creates a new Prior
Validated Extract file from the current Validated Extract file. The
old Prior Validated Extract file is either deleted or backed up,
depending on how you set your Delta Process options (Section
5.2.2). In this manner, one month’s Validated Extract file becomes
the next month’s Prior Validated Extract file.
Duplicate Records
If there are duplicate records
in the current Validated
Extract file, both records are
written to the Submittal file.
However, neither record will
load onto the NSLDS
database; instead, both will
be written to the Load
Process Error file.
The Delta Process produces three output files:
1. Delta Log File (deltalog.ff)—A file produced during the
Delta process that contains a summary of data processed such
as file record counts, process results, and processing time.
The file is used to produce a Delta Log report.
2. Prior Validated Extract File (priorextr.ff)—This month’s
Validated Extract file, to which you will compare next
month’s Validated Extract file the next time you run the
Delta Process.
3. Submittal File (submit.ff)—The file you send to NSLDS.
The Delta Process generates it by comparing the Validated
Extract file to the Prior Validated Extract file.
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7.2.1 What Happens in the Delta Process
DataPrep begins the Delta Process by reading the Header record in
the Validated Extract file to make certain it is a Header record, that
the file format is correct (640-byte record), and that the GA code
and submittal dates are valid. If the file passes these file-level
edits, DataPrep compares the identifiers for each Detail record in
the Validated Extract file to the identifiers for the records in the
Prior Validated Extract file.
•
If the identifiers for a validated extract record do not match a
prior validated extract record, the record is identified as an add
record and written to the Submittal file.
•
If the validated extract Record Type Indicator is “Z”
(indicating a PPC record) or the Action Code is “F” (indicting
a forced record), the record is written to the Submittal file.
•
If the identifiers match and the Record Type Indicator is “N” (a
normal Detail record) or “Y” (a Detail record with domain
errors), DataPrep performs a field-by-field comparison of the
current and previous Detail records.
Records with DomainLevel Errors
Records with domain-level
errors are written from the
Validated Extract file to the
Submittal file during the
Delta Process. However,
records with these errors do
not update NSLDS and
instead appear in your Load
Process Error file.
− If it detects any changed data, the validated extract record
is identified as a change record and written to the
Submittal file. This is true regardless of whether the record
contains any domain-level errors, although records with
domain-level errors do not update NSLDS.
− If it does not detect any changed data, the record is
considered unchanged and is not written to the Submittal
file.
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Delta Process
Compare
Prior
Validated
Extract File
Current
Validated
Extract File
Check for
duplicate loan
Identifiers
Duplicates
Becomes Prior
Validated
Extract File for
Next Cycle
No Duplicates
Check Record
Type
Indicators
If Record Type
Indicator = Z
Check If Z
If Record Type Indicator
Does Not = Z
Check Action
Code
If Action
Code = F
Check If Action
Code = F
If Not = F
Check Field
Values
Changes in
Field Values?
Yes,
Changes
No
Changes
Record Not
Written to
Submittal File
Submittal
File
NSL-1065
Figure 7–9, The Delta Process
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7.2.2 The Delta Process on a PC
You can run the Delta Process with Extract Validation or
separately. To run it separately, you must already have run Extract
Validation and created a Validated Extract file (valextr.ff), which
should be placed in the Current folder (C:\DataPrep-GA\Current).
To run the Delta Process, follow these steps:
1. From the DataPrep Main Menu, click Extract Validation. The
Extract Validation dialog box displays.
Figure 7–10, Extract Validation Dialog Box
2. Select Delta Only as the Process Option (Figure 7–10).
3. If you want to rerun the current month’s Delta Process, select
that as the Delta Processing Option. DataPrep will
automatically look for this month’s Prior Validated Extract file
in the Backup folder, rather than the Prior Validated Extract
file in the Current folder that DataPrep created when you
previously ran the current month’s Delta process.
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Rerun Current Month’s
Delta Process
When you select Rerun
current month’s Delta
Process as the Delta
Processing Option,
DataPrep automatically
looks for your previous Prior
Validated Extract file in the
Backup folder. This saves
you the effort of manually
restoring that file to the
Current directory. But it only
works if you back up your
Prior Validated Extract files
(Section 5.2.2).
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Figure 7–11, Rerun Current Month’s Delta Process
4. Click Run. Once the Delta Process begins, the Delta Process
dialog box appears, showing you how much of the process is
complete. While Delta Process is in progress, you can close the
Extract Validation dialog box and perform other DataPrep
tasks. In addition, you use other software to perform tasks
while the Delta Process runs. If you decide to terminate the
Delta Process before it is complete, return to the Extract
Validation dialog box and click Stop.
When the Delta Process is complete, the Delta Process dialog
box shows a Processing Status of 100% and displays
information about the process that is repeated in the Delta Log
report.
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While the Delta Process Is
in Progress
While the Delta Process is in
progress, you can use
DataPrep or other software
to perform tasks. When the
Delta Process is done, the
Delta Process dialog box
informs you that the process
is complete.
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Figure 7–12, Delta Process Dialog Box
Click Close to return to the Extract Validation dialog box. Then
click Exit to return the DataPrep Main Menu. From there you have
several options, including generating the Delta Log report.
Using the Delta Log Report
Section 10.1.2 explains how to view or print the Delta Log report.
This report repeats the information displayed by the Delta Process
dialog box when the Delta Process is complete. Check this report
to verify that the Submittal file created by the Delta Process
contains valid data that will load onto the NSLDS database.
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The Delta Log report contains the following information:
•
•
•
•
•
•
•
•
Version and release numbers for DataPrep
When the Delta Process began
Delta Process options
− Delta run type
− Validated Extract file (keep or not keep)
− Back up Prior Extract
− Submittal type
When the Delta Process finished sorting records on the
Validated Extract File
Whether the Delta Process was successful and what to do next
Validated Extract File record counts
− Records read
− Detail records read
− PPC records read
Submittal File record counts
− Submittal records written
− Duplicate records
− Duplicate keys
− Detail records forced
− Detail records added
− Detail records changed
− PPC records
− PPC deletes
When the Delta Process ended
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The Delta Process Is Halted
If you stop the Delta Process before it is complete, the Delta Log
report states:
Halting the Delta Process
Once you have started the
Delta Process, you cannot
stop it from the Delta
Process message box.
If you want to stop the Delta
Process before it has
completed, you must return
to the Extract Validation
dialog box and press Stop.
Figure 7–13, Halted Delta Process
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The Delta Process is Successful
If the Delta Process is successful, the Delta Log report states:
What To Do When the
Delta Process Is
Successful
The Delta Log report will tell
you whether the Delta
Process was successful. If it
was, before sending your
Submittal file to NSLDS,
compare the Delta Log with
prior Delta Logs to make
sure the number of records
processed is reasonable.
Figure 7–14, Successful Delta Process
Compare the summary data on this Log with the summary data on
Delta Logs you ran in prior months to make sure the numbers are
reasonable. Look at the number of records processed to make sure
they are close to the numbers for prior Delta Process runs.
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Extract Validation and Delta Process
7.3 Extract Validation and the Delta
Process on a PC
Together, Extract Validation and the Delta Process produce six
output files:
1 Extract Validation Log File (extrlog.ff)— A file containing
a summary of the data processed, including the number and
percent of domain errors, file record counts, open loan amount
totals, process results, and processing time. The file is used to
produce an Extract Validation Log report.
2 Delta Log File (deltalog.ff)— A file produced during the
Delta process that contains a summary of data processed such as
file record counts, process results, and processing time. The file
is used to produce a Delta Log report.
3 Extract Error File (extrerr.ff)—A file from which you can
create a report listing all domain-level errors in the Database
Extract file. It is created only if the Database Extract file passes
file-level edits.
4. Validated Extract File (valextr.ff)—A file containing no
file-level errors and a percentage of domain-level errors
below the threshold levels established by ED. This file serves
as input to the Delta Process, which compares it to the Prior
Validated Extract file to see which Detail records have
changed.
5. Prior Validated Extract File (priorextr.ff)—The previous
month’s Validated Extract file, against which the current
month’s Validated Extract file is compared during the Delta
Process.
6. Submittal File (submit.ff)—The file you send to NSLDS.
The Delta Process creates it from the Validated Extract file
and Prior Validated Extract file.
Section 7.1 and Section 7.2 discuss Extract Validation and the
Delta Process in detail and give instructions for running them
separately.
To run Extract Validation and the Delta Process at the same time,
follow these steps:
1. From the DataPrep Main Menu, click Extract Validation.
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Figure 7–15, DataPrep Main Menu with Extract Validation
Selected
2. The Extract Validation dialog box appears.
Figure 7–16, Extract Validation Dialog Box
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3. Select Validation and Delta as the Process Option.
4. Check that the directory paths listed in the Input box point
towards the folders that contain your Database Extract file and
the current TEF file.
5. If you click any of the plus signs on the far right next to the file
date, DataPrep displays a message telling you when the file
was created or last modified and the number of bytes it
contains.
6. Click Exit to return to the Extract Validation dialog box.
7. Click Run. The Extract Validation and Delta Process dialog
boxes appear in turn as first Extract Validation and then the
Delta Process run. While they are in progress, you can close
either dialog box and use other software to perform tasks while
Extract Validation and the Delta Process run. If you decide to
terminate them before they are complete, return to the Extract
Validation dialog box and click Stop.
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When Extract Validation is complete, the Extract Validation
Process dialog box shows a Processing Status of 100% and
displays information about Extract Validation that is repeated
in the Extract Validation Log report.
Figure 7–17, Extract Validation Process Dialog Box
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When the Delta Process is complete, the Delta Process dialog
box shows a Processing Status of 100% and displays
information about the Delta Process that is repeated in the
Delta Log report.
Figure 7–18, Delta Process Dialog Box
7.4 Extract Validation and the Delta
Process on an Z/OS LE Mainframe
The JCL for Z/OS LE Version 2.4 or higher executes DataPrep
procedures that perform Extract Validation, Delta process and
create an error file. Appendix G contains the JCL for these
functions. It can be referenced from the library created with
JCLLIB as part of the name. The library member name is
PRBD1000.
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Previous Data Sets
The first step in the JCL will
delete any data sets
previously created. If you
want to save your previous
Submittal file, you must copy
it to another file name.
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Chapter 8: Sending and Receiving
Files
8.1 Sending the Submittal File
You are required to send a current Submittal file to NSLDS at least
each month on the schedule assigned to you by ED. Because of the
number of data providers and the size of some Submittal files, it is
critical that you submit your data according to the schedule
established by NSLDS.
Make sure that the file you send meets the following standards:
•
It is a Submittal file (named submit.ff), not a Database Extract
or some other file.
•
It was created no more than 10 business days before your
scheduled load date. If you are not sure, use Windows Explorer
or DataPrep’s File Transfer utility to check when the file was
created.
Meeting Your Scheduled
Submittal Date
GAs and other data
providers have specific
submittal windows within
which they must submit their
Submittal files to NSLDS. If
you do not submit within
your window, your submittal
will be rejected by NSLDS.
ED keeps track of all missed
submittals as well as error
rates in determining an
agency’s ability to properly
manage Title IV student aid
programs.
8.1.1 Submittal Schedule
NSLDS will assign a submittal schedule to you each year, usually
in November. You can check your schedule at any time by
selecting the Data Provider Schedule link on the Organization page
of the NSLDS website (www.nsldsfap.ed.gov).
Your Submittal file should arrive at NSLDS no later than 1 p.m.
Central Time the day before it is scheduled for Load processing.
The data it contains cannot have been extracted from your database
more than 10 business days before your scheduled load date.
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Submittal Schedules on
the Web
You can check your
submittal schedule at any
time on the Organization
page of the NSLDS website
(www.nsldsfap.ed.gov).
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8.1.2 Submittal File Format
The Submittal file created by DataPrep contains:
•
•
•
•
Header Record
Detail Records
PPC Records (optional)
Trailer Record
The Trailer record, which is created by DataPrep, marks the end of
the submittal and contains basic information about the number of
records processed and the number of records in error at each level
of validation.
8.1.3 Sending Your Submittal File on Cartridge
or Tape
Guaranty agencies may send their Submittal file to NSLDS on
cartridge or tape.
Tape Format
When you send your Submittal file on either cartridge or tape, you
must use one of these formats:
•
Cartridge input conforming with IBM 3480 or 3490 E standard
label tape cartridges, EBCDIC format
•
IBM 6250 BPI standard label tapes, EBCDIC
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Submittal File Naming Convention
The Submittal file must be named:
NSLINPTP.GAggg.Dmmdd
Where:
NSLINPTP
GA
ggg
D
mmdd
= A constant name indicating a NSLDS data set
follows (if you cannot use this name, see
instructions in the box to the right)
= A constant name indicating the GA Code
follows
= 3-digit numeric code for your GA
= A constant indicating a date follows
= Month and day data set was transferred to tape
or cartridge
NSLINPTP Naming
Convention
If you cannot use the
submittal file name
NSLINPTP, you may change
the first node to any value,
provided that it is a valid
data set node name. Note
that there must be at least
one character in the name
you choose for this node.
Example of a GA cartridge or tape:
NSLINTP.UT749.D1122
External Label for Cartridges or Tapes You Send NSLDS
The external label for any cartridge or tape you send NSLDS must
supply the following information:
•
•
•
•
•
•
•
Where to Send Cartridges
and Tapes
Be sure to send cartridges or
tapes in time to meet your
scheduled submittal.
Address them to:
Internal Volume Serial Number
Creation Date
Data Provider Name
Blocksize
Logical Record Length
Record Format
Number of Records
Internal Label for Cartridges or Tapes You Send NSLDS
Each cartridge or tape you send NSLDS must have a standard label
as defined by the IBM Z/OS LE Version 2.4 or higher operating
system. Agencies using other systems must use a tape copy utility
that has the appropriate tape label creation option.
Computer Sciences Corp.
NSLDS Project
Attn: Tape Library—2nd
Floor
71 Deerfield Lane
Meriden CT 06450
Phone: (203) 317–5137
If you do not use the correct internal label format, NSLDS will call
you to explain that your label was invalid.
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8.1.4 Transmitting Your Submittal File by SAIG
Guaranty agencies can, if they choose, transmit their Submittal file
to NSLDS by the Student Aid Internet Gateway (SAIG).
Transferring the Submittal File
DataPrep automatically puts the Submittal file created by the Delta
Process in the Current folder (C:\DataPrep-GA\Current). From
there, use DataPrep’s File Transfer utility (Section 5.2.4) to
transfer it to the folder (normally C:\IAM\DATA) from which you
submit files to NSLDS via SAIG.
To transfer a Submittal file from the Current folder to the Data
folder, follow these steps:
1. From the DataPrep Main Menu, click File Transfer.
Directory Paths
These instructions assume
that you chose the default
directory paths when you
installed DataPrep (Section
5.1.1). If you did not, you will
need to adjust accordingly.
Section 5.2.1 contains
instructions for changing
directory paths after you
have installed DataPrep.
Figure 8–1, DataPrep Main Menu with File Transfer Selected
2. The File Transfer dialog box displays.
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Figure 8–2, Initial File Transfer Dialog Box
3. Select Export Submittal File as the Action. DataPrep
automatically selects the file named submit.ff in your Current
folder as the DataPrep File Input option. You cannot change
this option.
4. Enter the full directory path, including folder and file names,
for a Submittal file and the folder where you keep it for
transmission
to
NSLDS
by
SAIG
(normally
C:\IAM\DATA\submit.ff) as the NSLDS File Output option.
There are two ways you can do this:
A. Type the full directory path in the NSLDS File Output box.
Storing Files for SAIG
If you performed a default
installation of the
EDConnect software, you
use the C:\IAM\DATA folder
to store files for transmission
to NSLDS by SAIG. So a
Submittal file stored in the
default folder for such files is
C:\IAM\DATA\ submit.ff.
B. Click the Browse button to the right of the NSLDS File
Output box and use the Select NSLDS File dialog box that
then displays to select the folder.
Figure 8–3, Final File Transfer Dialog Box
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5. Click Copy to copy the Submittal file from your Current folder
to the folder where you put files before sending them to
NSLDS by SAIG. If the copy is successful, DataPrep displays
the following message:
You can then use the EDConnect software supplied by ED to
transmit your Submittal file to NSLDS.
Submitting by SAIG
Once you have transferred your Submittal file (submit.ff) to a
folder where EDConnect software is able to find it, you are ready
to transmit the file to NSLDS using EDConnect software and the
SAIG. If you chose the default installation for EDConnect, send
the Submittal file from C:\IAM\DATA. Send it as message class
GASLDSIN.
Help!
If you have problems with
DataPrep or NSLDS,
contact the NSLDS CC at
(800) 999–8219.
For full instructions on how to submit a file using SAIG, see the
SAIG/EDConnect Desk Reference available from the SAIG Call
Center.
If you have problems with
EDConnect or SAIG,
contact the SAIG CSC at
(800) 330-5947.
If some problem with DataPrep or NSLDS prevents you from
submitting your Submittal file successfully, contact the NSLDS
CC at (800) 999–8219.
If your problem is with the EDConnect software or SAIG
transmission lines, contact the SAIG CC at (800) 330-5947.
8.2 Receiving Files
NSLDS sends all output files to you in the same format you use to
send your Submittal file to NSLDS, with two exceptions:
•
The TEF file must be downloaded from fsadownload.ed.gov.
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Send by Cartridge,
Receive by SAIG
Even if you continue to send
your Submittal file by
cartridge or tape, you may
choose to receive files by
SAIG. To do so, call the
NSLDS CC at (800) 999–
8219 to make the necessary
arrangements and to learn
about the message classes
used for the output files.
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•
Sending and Receiving Files
If you send your Submittal file using a cartridge conforming to
the IBM 3490 E standard label tape format, all outputs from
NSLDS are sent using the 3480 format.
If you send your Submittal file using a 3480 cartridge, you receive
your Load Process Error file in the same 3480 cartridge format.
If you send your Submittal file using the IBM 6250 BPI standard
label format, your Load Process Error file is in the same 6250 tape
format.
8.2.1 Receiving Files by Cartridge or Tape
Guaranty agencies may send and receive files by cartridge or tape.
Load Process Error File Naming Convention
The Load Process Error File data set is named as follows:
NSLDS.OFFaaaa.RPERR.GAbbb
Where:
NSLDS
OFF
aaaa
RP
ERR
GA
bbb
= A constant name indicating a NSLDS data set
follows
= A constant indicating media type follows
= CART for 3480 cartridge; or TAPE for 6250
tape
= A constant indicating cartridge/file content
= ERR for Load Process Error File
= A constant indicating a GA code follows
= 3-digit GA Code
Example of a GA Load Process Error file:
NSLDS.OFFTAPE.RPERR.GA7xx
Loan Detail File Naming Convention
The Loan Detail file data set is named:
NSLDS.OFFaaaa.bbbbbccc.Dmmddyy
Where:
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NSLDS
OFF
aaaa
bbbbb
ccc
D
mmddyy
Sending and Receiving Files
= A constant name indicating a NSLDS data set
follows
= A constant indicating media type follows
= CART for 3480 cartridge or TAPE for 6250
tape
= Variable two to five character field used to help
identify the provider (GA alpha code)
= Variable 3-digit GA code number
= A constant indicating a date follows
= Month, day, and year data set was transferred to
tape or cartridge
Examples of GA Loan Detail files:
NSLDS.OFFCART.PHEAA742.D103199
NSLDS.OFFTAPE.NH733.D093099
DataPrep Software File Naming Convention for
OS390/LE
The NSLDS Load Process adheres to file naming conventions used
by the DataPrep software, and we strongly recommend that you
retain these naming conventions. In particular, the second and last
nodes in the data set names contain identifying information
(Version/Release/Levelset Date) to assist in tracking and
identifying the software in use. See Appendix G (DataPrep JCL for
OS390/LE) for more information.
External Label for Cartridges or Tapes from NSLDS
The external label for any cartridge or tape NSLDS sends you
contains the following:
•
•
•
•
•
•
Data provider contact’s name
Data provider name
Internal Volume Serial Number
Number of cartridges/tapes (e.g., 1 of 2)
“Privacy Act of 1974 (As Amended)”
File name (see above file naming convention)
Example:
John Johnson
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Alpha Guaranty Agency
VOLSER : 320653 ; 1 OF 1
PRIVACY ACT OF 1974 (AS AMENDED)
NSLDS.OFFTAPE.RPERR.GA123
Internal Label for Cartridges or Tapes from NSLDS
Any cartridge or tape NSLDS sends you has a standard label as
defined by the IBM Z/OS LE Version 2.4 or higher operating
system. Agencies using other systems must use a tape copy utility
that has the ability to read the standard tape label.
8.2.2 Receiving Files by SAIG
If you receive files from NSLDS by SAIG, they are sent as the
following message classes:
•
Message Class GASLDSOP—Load Process Error File.
NSLDS send you this file after successfully loading your
Submittal file onto the database.
•
Message Class SLNDTLOP—NSLDS Loan Detail File.
NSLDS sends you this file by special arrangement only.
For full instructions on how to receive a file using EDConnect
Software and the SAIG, see the SAIG/EDConnect Desk Reference
available from the SAIG Call Center.
Message Classes
Use this message class to
send Submittal files to
NSLDS:
•
GASLDSIN
NSLDS uses these message
classes to send files to you:
•
SLDERROP - Load
Process Error File
If some problem with DataPrep or NSLDS prevents you from
receiving files from NSLDS, contact the NSLDS CC at (800) 999–
8219.
If your problem is with the EDConnect software or SAIG
transmission, contact the SAIG CC at (800) 330-5947.
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Chapter 9: The NSLDS Load Process
The day before your Submittal file is scheduled for loading onto
NSLDS, NSLDS checks whether it has received your Submittal
file. If NSLDS does not receive a Submittal file from you, it
contacts you to inform you that your Submittal file cannot be
processed that month and that you must send a new Submittal file
on your next scheduled date.
Once it receives your Submittal file, NSLDS performs the
following edits:
•
•
•
•
File-Level Edits
Domain-Level Edits
Record-Level Edits
Load-Level Edits
Submittal Window
Your submittal window runs
from 14 days before your
Submittal file is scheduled
for processing to 13 days
after. Your Database Extract
file cannot have been
extracted more than 14 days
before the scheduled load
date.
NSLDS performs file-level edits to determine whether there are
errors in the Submittal file that prevent it from being processed at
all. Such errors can include:
•
•
•
Sending the wrong file
Files that are incorrectly formatted
Data that was corrupted during transmission to NSLDS
If your Submittal file contains file-level errors, NSLDS contacts
you and explains why it was unable to process your submittal.
NSLDS then takes no further action, so it is up to you to create a
successful Submittal file and send it to NSLDS within your
processing window.
After it verifies that your Submittal file does not contain any filelevel errors, NSLDS performs domain-level and record-level edits
on each record within the file. Domain-level edits check for
records that contain non-numeric characters or spaces in a numeric
field, invalid dates (other than all zeros), missing identifiers, or
missing new identifiers. Record-level edits check for duplicate
records and for records that violate reasonability rules or ED
regulations. If NSLDS detects either a domain-level error or a
record-level error in a record, it writes the error to the Load
Process Error file but does not perform any further processing on
the record.
If records pass domain- and record-level edits, NSLDS performs
load-level edits that check for invalid codes, and for any date
sequence errors or identifier conflicts that would be caused by
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loading those records onto the NSLDS database. Records that pass
the load-level edits are then loaded onto NSLDS and update the
database.
For more information about edits, see the Guaranty Agency Data
Dictionary (Appendix A), which describes all the edits applied to
each field in a Guaranty Agency record, and Appendix B–6 and B–
7, which list all the error messages created by DataPrep and the
Load Process.
Edit Process
Problem
Solution
File-Level Edits
Extract Validation
Aborted
DataPrep
Extract
Validation
Process
Domain-Level Edits
1. Incorrect Header
2. GA Code does
not match Header
Correct database
and/or extract process
and rerun Extract
Validation
1. Numeric Field Error
2. Invalid Date
3. Missing Identifier
4. Missing New Identifier
Correct database
and/or extract process
and rerun Extract
Validation
1. Numeric Field Error
2. Invalid Date
3. Missing Identifier
4. Missing New Identifier
5. Reasonability Error
6. Duplicate Record
Correct database and/or
extract process before
next submittal
1. Date Sequence Error
2. Identifier Conflict
1. Submit PPC record
2. Resolve with other
data provider
3. Correct database or
extract process
Threshold Failure
Domain and
Record-Level Edits
Record Rejected
NSLDS
Load
Process
Load-Level Edits
Record Not
Loaded/Updated
3. Invalid Codes
NSLDS Updated
NSL-1063
Figure 9–1, NSLDS Load Process
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9.1 File-Level Edits
File-level edits check whether NSLDS has received a Submittal
file on schedule, and whether it will be able to process that file as a
whole. NSLDS checks for the following file-level errors:
•
•
•
•
The first record in the file is not a Header record
The GA Code on a Detail or PPC record does not match the
GA Code in the Header record
There are no Detail records in the Submittal file
The record length is not 640 bytes
In addition, NSLDS checks for a series of Header record errors.
For a complete list, see Appendix B–15.
If your Submittal file fails any file-level edit, NSLDS will not
process the file and will, instead, send you an Error Submittal
Summary Notification file.
9.2 Domain-Level Edits
Domain-level edits check individual records for the following
errors:
•
•
•
•
Non-numeric characters or spaces in a numeric field
Invalid dates (other than all zeros)
Missing identifiers
Missing new identifiers
DataPrep applies the same domain-level edits to your Database
Extract file as part of Extract Validation, but it does so only to
calculate your domain-level error rates and to determine whether
the rates exceed the threshold levels established by ED. As long as
they stay below the threshold levels, DataPrep creates a Submittal
file, even though some of the records in the file contain domainlevel errors.
The Load Process, on the other hand, applies domain-level edits to
determine whether individual records within your Submittal file
should be loaded onto the database. If a record contains a domainlevel error, NSLDS writes it to the Load Process Error file but does
not process it any further. This means that load-level edits are not
applied to records that have failed domain-level edits.
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Why Perform DomainLevel Edits Twice?
If DataPrep has already
performed domain-level
edits as part of Extract
Validation, why does NSLDS
perform them again as part
of the Load Process?
DataPrep performs domainlevel edits to determine
whether your Database
Extract file exceeds the
domain error threshold
levels established by ED. If it
stays below that threshold
levels, DataPrep creates a
Submittal file, even though
some of the records in that
file contain domain-level
errors. The Load Process,
on the other hand, performs
domain-level edits to
determine whether the
individual records within the
Submittal file meet NSLDS
standards and should be
loaded onto the database.
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Records that pass domain- and record-level edits are then edited
for load-level errors before being loaded onto the database.
9.3 Record-Level Edits
Record-level edits check the Submittal file as a whole for duplicate
records and then each individual record for reasonability errors. If
a record contains a record-level error, NSLDS writes it to the Load
Process Error file but does not process it any further. This means
that load-level edits are not applied to records that have failed
record-level edits.
Records that pass domain- and record-level edits are then edited
for load-level errors before being loaded onto the database.
9.3.1 Duplicates
NSLDS sorts the records in the Submittal file and compares
sequential rows to determine if the loan identifiers match. If any
two Detail records have the same loan identifiers, it rejects both
records as duplicate records. If you have populated the Data
Provider Loan ID field for each record, you will be able to
determine which record should be reported under those identifiers
for the next submittal. No record will pass this duplicate edit
process if another record on the same submittal has the same loan
identifiers. Neither duplicate record will update the database since
NSLDS has no way of knowing which loan record is correct.
9.3.2 Reasonability Edits
Reasonability edits check that data is contained in proper fields
according to specific edit criteria. Such edits include checking that
required fields have been filled, such as the Date Entered
Repayment field.
Duplicate Records
If two Detail records have
the same loan identifiers,
both records will be rejected
since NSLDS has no way of
determining which record is
correct. You will have to
resubmit the record in a later
submittal. Duplicate loan
records will have an Error
Code of 671 (Identifiers must
be unique on each detail
record) on Field Code 025
(Date of First Disbursement).
Reasonability edits also check all date and amount fields on each
record to ensure that the data they contain is both reasonable and in
compliance with ED regulations. For example, if a loan is reported
as a SL loan (Supplemental Loan) with a Date of Guaranty of
19970115, it is rejected because SLS loans did not exist in 1997.
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9.4 Load-Level Edits
NSLDS only applies load-level edits to records that have already
passed domain- and record-level edits. Records that fail domainor record-level edits are written to the Load Process Error file but
not processed further by NSLDS. This means that you cannot
assume that records that failed domain- or record-level edits would
otherwise have passed load-level edits and been loaded onto the
database.
Records that pass both domain- and record-level edits, but fail
load-level edits are written to the Load Process Error file.
Records that pass domain-, record- and load-level edits are loaded
onto NSLDS and update the database.
9.4.1 Identifier Edits
NSLDS reviews the student and loan identifiers in the records you
submit against those of records on the database. If the Student’s
SSN in an individual record does not match an SSN on NSLDS,
either current or in history, the student is considered a new student.
If the record then passes all the remaining edits, NSLDS creates a
new student and assigns a new loan to that student on the basis of
the data you submitted.
If the Student’s SSN on a record you submitted matches an SSN on
the NSLDS database, NSLDS uses Identifier Match Criteria to
match the loan identifiers on the record to the identifiers for a loan
currently on the system. If it matches an existing loan record on six
criteria—Student’s SSN, Code for Original School, Type of Loan,
Date of Guaranty, Indicator of Separate Loan and PLUS
Borrower’s SSN—the record you submitted is considered an
attempted update. If all other edits are successful, the record
updates the NSLDS database.
If a record you submitted does not match on the loan identifiers
(Student’s SSN, Code for Original School, Type of Loan, Date of
Guaranty, Indicator of Separate Loan and PLUS Borrower’s SSN),
but does match on the Student’s SSN, NSLDS uses Identifier
Match Criteria to match the student identifiers on the record to the
identifiers for a student currently on the system. If a match is made
and successive edits are passed, NSLDS creates a new loan record
for the existing student on the basis of the data you submitted.
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Correcting Student
Identifier Conflicts
Submitting records that
match an existing record on
Student’s SSN but not on
the other student identifiers
(Date of Student’s Birth and
Student’s First Name)
causes an identifier conflict.
To correct this error, you
must resolve the conflict with
the data provider whose
data conflicts with yours.
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If the record you submitted does match a current Student’s SSN
but a student match cannot be made based on the Identifier Match
Criteria, NSLDS rejects the record. If that occurs, you must resolve
the identifier conflict by contacting the data provider whose data
conflicts with yours.
If you submit a record that causes a student identifier conflict,
NSLDS writes the record to the Load Process Error file. The error
record contains the following information from your Submittal file:
•
•
•
Student’s SSN you supplied
Date of Student’s Birth you supplied
Student’s First Name you supplied
In addition, the error record contains the following information for
the student record that conflicts with yours:
•
•
•
•
•
•
•
•
•
Error Code
Data Provider Code
Data Provider Name
Existing Student’s SSN
Existing Date of Student’s Birth
Existing Student’s First Name
Existing Student’s Last Name
Data Provider City
Data Provider State
This information will help you resolve the conflict with the data
provider for the record already on NSLDS.
For a more detailed discussion of the Identifier Match Criteria for
student matches, see the discussion of the Student’s Social Security
field (positions 4–12 in the Detail record) in the FFELP Data
Dictionary (Appendix A).
9.4.2 GA ID Edits
NSLDS reviews original and current guaranty agency codes in the
records you submit against the most current ED data. If the GA ID
code on a record does not exist in the NSLDS database, NSLDS
rejects the record and does not update the database.
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9.4.3 Validate Codes
NSLDS reviews all code fields to ensure that the codes they
contain are valid. See Appendix B for lists of the following codes:
•
•
•
•
•
•
•
•
•
•
•
•
Academic Level
Claim Reason
Deferment Type
Deferment Type Usage
Enrollment Status
Detail and PPC Record Errors
Guaranty Agency
Interest Rate Type
Loan Status
Loan Type
Reinsurance Reimbursement Rate
State
Correcting Invalid Codes
NSLDS rejects records
submitted with invalid codes.
To correct code errors, you
must correct either your
database or your extract
process.
9.4.4 Date Sequence Edits
In addition to storing the current values for the individual fields
that make up a loan record, NSLDS also stores historical values for
selected fields. Often, those historical values are stored as part of
an event. This is because changes to some fields are only
meaningful when accompanied by a change to another field or
fields. For example, a new Date of Loan Status is only meaningful
when accompanied by a new Code for Loan Status. Together they
constitute a Loan Status event. While you can update historical
values, you cannot change current or historical values so that you
change the chronological order of events stored in history.
Therefore, NSLDS reviews records you submit against current and
historical values already stored on NSLDS for the same record to
ensure that any date changes do not alter the sequence of events. If
they do, NSLDS writes the record to the Load Process Error file
and does not update the database with it.
Correcting Date Sequence
Errors
Records you submit that do
not conform to date
sequence logic will not
update NSLDS. To correct
the records already on
NSLDS that cause these
errors, you may need to
submit a PPC record
(Section 6.6).
If NSLDS rejects a record because of a date sequence error, first
check that the data you have submitted is correct. If it is, you must
submit a PPC record to update the historical data already on
NSLDS that is making your record cause a date sequence error.
For more detailed discussions of how NSLDS stores history and of
how to update historical data using PPC records, see Section 6.6.
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9.4.5 Online Updating
GAs are able to update individual or groups of records online, as
well as through the normal submittal process. Authorized GA users
can use the Loan Detail Update page on the NSLDS website
(www.nsldsfap.ed.gov) to:
•
Change student identifiers
•
Change PLUS borrower identifiers
•
Change the status and maturity date of a loan with
disbursements after the borrower’s program completion
•
Change loan status
•
Change the status of a loan to Default and enter claim
information
•
Transfer loans to other Guaranty Agencies
•
Correct inaccurate loan data
•
Cancel a loan after disbursements have been made
•
Place a loan in default, then repurchase and move the loan to
RP status
•
Delete a loan.
This powerful customer service tool gives your agency direct update
access to NSLDS. This enhancement will improve your ability to
respond quickly to schools and students when corrections or updates are
needed that affect a student’s eligibility. For security reasons, only two
users from each GA will be granted this authority at one time.
To use online updating, GAs must enroll for NSLDS online access. You
can do so through the Student Aid Internet Gateway (SAIG) site at
www.sfawebenroll.ed.gov.
1 At the SAIG website, follow the SAIG site’s instructions to
enroll for NSLDS access.
2 When your application is approved, you will receive your
NSLDS user ID and a default password via e-mail.
3 All current users must fill out a new SAIG form, checking the
Online Loan Update box to ensure continued security access. It
can be completed quickly and easily on the Web.
For more information about using online loan updating, call the
NSLDS Call Center at 1-800-999-8219or send an e-mail to
[email protected].
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Chapter 10: Generating Reports on
Windows-Based PCs
From Extract Validation onward, the NSLDS update process
creates a series of data files that you can use to create reports.
These reports will help you verify the contents of your database
and of your submittals to NSLDS. If necessary, they will help you
fix problems with your database or extract procedures, a topic
discussed in detail in Chapter 12.
Using files produced by either the Extract Validation process or
NSLDS, DataPrep can create the following reports:
•
Extract Validation Log Report—This report is created from
the Extract Validation Log file created by Extract Validation. It
is identical in contents to the text displayed by the Extract
Validation Process dialog box after Extract Validation is
complete.
•
Delta Log Report—This file is created from the Delta Log file
created by the Delta Process. It is identical in contents to the
text displayed by the Delta Process dialog box after the Delta
Process is complete.
•
Extract Error Report—This report is created from the Extract
Error file created by Extract Validation and is available in
either summary or detail format.
•
Load Process Error Report—This report is created from the
Load Process Error file returned to you by NSLDS after it has
processed your Submittal file. It is available in either summary
or detail format.
•
Extract Loan Detail Report—This report is created from the
Extract Loan Detail file created by Extract Validation.
•
Submittal Loan Detail Report—This report is created from
the Submittal file created by the Delta Process.
•
NSLDS Loan Detail Report—This report is created from the
Loan Detail file NSLDS can send you, by special arrangement,
to identify and resolve error conditions within your database.
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DataPrep for PCs offers advanced users a particularly rich set of
selection and sort options for detail Error reports and Loan Detail
reports. Those options are discussed at the end of this chapter.
10.1 Log Reports
10.1.1 Extract Validation Log Report
The information that appears in the Extract Validation Process
dialog box after Extract Validation is complete (Figure 7–4) is also
written to the Extract Validation Log file, where is it available to
you for further examination or storage. From this file you can view
or print a report that provides a useful overview of Extract
Validation. For a detailed discussion of the report’s contents, see
Section 7.1.2.
Extract Validation Log
The Extract Validation Log
file created by DataPrep
includes the following
information:
To view or print the Extract Validation Log report, follow these
steps:
•
1. From the DataPrep Main Menu, click Log Report.
•
•
The number of domainlevel errors detected
Whether the rejection
threshold has been
exceeded
The number of records
in the Database Extract
file
The log report can help you
identify problems in your
system or database.
Figure 10–1, DataPrep Main Menu with Log Report Selected
2. The Log Report dialog box appears.
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Figure 10–2, Log Reports Dialog Box
3. Select the Extract Log file in your Current folder (it will be
named extrlog.ff), and click View. DataPrep displays the log in
your default viewer.
Viewers
When you installed
DataPrep, it automatically
selected its own built-in
viewer (uta0.exe) as the
default for viewing and
printing reports. For
instructions on how to
change your default viewer,
or how to change your
viewer for an individual
report without changing the
default, see Section 5.2.3.
Figure 10–3, Extract Validation Log Report
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If you want to print the report, you can do so directly from the
viewer, or you can return to the Log Report dialog box and click
Print.
10.1.2 Delta Log Report
The information that appears in the Delta Process dialog box after
the Delta Process is complete (Figure 7–12) is also written to the
Delta Log file, where is it available to you for further examination
or storage. From this file you can view or print a report that
provides a useful overview of the Delta Process. For a detailed
discussion of the report’s contents, see Section 7.2.2.
To create and view the Delta Log report, follow these steps:
1. From the DataPrep Main Menu, click Log Report.
Delta Log Report
The Delta Log file created by
DataPrep includes the
following information:
•
•
The number of records
read
The number of records
written to the Submittal
file
Figure 10–4, DataPrep Main Menu with Log Report Selected
2. The Log Reports dialog box appears.
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Figure 10–5, Log Reports Dialog Box
3. Select the Delta Log file in your Current folder (it will be
named deltalog.ff), and click View. DataPrep displays the
Delta Log report in your default viewer.
Figure 10–6, Delta Log Report
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If you want to print the report, you can do so directly from the
viewer, or you can return to the Log Report dialog box and click
Print.
10.2 Error Reports
The NSLDS update process includes two error reports:
•
•
The Extract Error report identifies records that erred out of
Extract Validation. It is created from the Extract Error file
produced by Extract Validation, and it will help you identify
and correct errors in your Database Extract file.
The Load Process Error report identifies records that erred
out of the NSLDS Load Process. It is created from the Load
Process Error file NSLDS sends you after it has loaded your
Submittal file onto the database, and it will help you identify
and correct errors in your Submittal file.
Both reports will help you to identify and correct errors in your
database and in your extract process.
Transferring the Load
Process Error File from
Tape
If the Load Process Error file
is sent to you on tape, you
must develop your own
internal procedures for
transferring it to your PC.
Then DataPrep can move or
copy it to the Current
directory for generating the
Load Process Error report.
You can create either error report in a summary or detail format.
Both summary and detail reports can be sorted by preprogrammed
sort parameters, and you can create your own additional sort
parameters for detail reports. In addition, you can use selection
criteria to limit which records are included in the detail error
reports. DataPrep includes a set of preprogrammed selection
criteria for detail reports, but you can also create your own,
including variable criteria that you assign a value each time you
run the report.
10.2.1 Error Files
DataPrep can only create error reports from error files located in
your Current or Backup folders. This does not present a problem in
the case of the Extract Error file, which DataPrep automatically
creates and places in your Current folder whenever a Database
Extract files passes the file-level edits performed by Extract
Validation.
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However, before you can create a Load Process Error report, you
must use DataPrep’s File Transfer utility (Section 5.2.4) to transfer
two files to your Current folder:
•
•
The Load Process Error File
The TEF File
NSLDS will send you the Load Process Error file by cartridge/tape
or by SAIG. The format of this file has not changed from
DataPrep. The SAIG message class for the Load Process Error file
is SLDERROP.
The TEF file is available to download at fsadownload.ed.gov.
10.2.2 Generating Summary Error Reports
To create a summary error report, the following files must be
placed in your Current folder.
For the Summary Extract Error report:
•
•
The Extract Error file created by DataPrep
The latest TEF file downloaded from fsadownload.ed.gov
For the Summary Load Process Error report:
•
•
The Load Process Error file sent to you by NSLDS
The latest TEF file downloaded from fsadownload.ed.gov
Once these files are in your Current directory, follow these steps to
create a summary error report:
1. From the DataPrep Main Menu, click Error Report.
.
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Figure 10–7, DataPrep Main Menu with Error Report Selected
2. The Error Report dialog box appears.
Figure 10–8, Error Report Dialog Box
3. Select Extract Validation or Load Processing as the Error
Source.
Extract Error Report or
Load Process Error Report
The Error Report dialog box
allows you to create either
an Extract Error report from
your Validated Database
Extract file or a Load
Process Error report from
the Load Process Error file
NSLDS sends you after
processing your Submittal
file. Be sure to specify the
correct Error Source for the
report you want.
4. Select Summary as the Report Type.
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5. Highlight the error file from which you want to create a report
(here C:\DataPrep-GA\Current\extrerr.ff). If you doubleclick on a file listed in the Error Files list, a File Information
dialog box appears showing you the date and time the file was
created or last modified and the number of bytes in the file.
If you do, click Exit to return to the Error Report dialog box.
6. Select a Sort Sequence (Section 10.5). If you select No Sort,
the report is sorted in the same order as the error file from
which it is created.
7. When you are satisfied with the options you have selected on
the Error Report dialog box, click Create. A status message
appears informing you the report has been generated.
8. Click View. If you chose the options depicted in Figure 10–8,
you should see a report that looks something like this when
viewed in the DataPrep viewer (uta0.exe):
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Viewers
Remember that DataPrep’s
built-in viewer (ut0a.exe)
produces a correctly
formatted report, while the
other viewers may not. If you
use one of the other viewers
to view or print a report, you
may have to adjust the font
and size to fit on a page or
print your report using
landscape rather than
portrait format.
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Figure 10–9, Summary Extract Error Report
10.2.3 Generating Detail Error Reports
To create a detail error report, the following files must be placed in
your Current folder.
For the Detail Extract Error Report:
•
•
The Extract Error file created by DataPrep
The latest TEF file downloaded from fsadownload.ed.gov
For the Detail Load Process Error Report:
•
•
The Load Process Error file sent to you by NSLDS
The latest TEF file downloaded from fsadownload.ed.gov
Once these files are in your Current directory, follow these steps to
create a detail error report:
1. From the DataPrep Main Menu, click Error Report.
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Figure 10–10, DataPrep Main Menu with Error Report Selected
2. The Error Report dialog box appears.
Extract Error Report or
Load Process Error Report
The Error Report dialog box
allows you to create either
an Extract Error report from
your Validated Database
Extract file or a Load
Process Error report from
the Load Process Error file
NSLDS sends you after
processing your Submittal
file. Be sure to specify the
correct Error Source for the
report you want.
Figure 10–11, Error Report Dialog Box
3. Select Extract Validation or Load Processing as the Error
Source.
4. Select Detail as the Report Type.
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5. Highlight the error file from which you want to create a report
(here C:\DataPrep-GA\Current\extrerr.ff). If you doubleclick on a file listed in the Error Files list, a File Information
message dialog box appears showing you the date and time the
file was created or last modified and the number of bytes in the
file.
If you do, click Exit to return to the Error Report dialog box.
6. Select a Sort Sequence (Section 10.5). If you select No Sort,
the report will be sorted in the same order as the Extract Error
file or Load Process Error file from which it was created.
7. Select one or more Selection Criteria (Section 10.4). If you
select a selection criteria containing one or more variables,
their current values will be shown in the Variables list. You
can click on a variable to bring up the Set Variable Value
dialog box. Change the variable value to the new required
value and click OK.
You should only run a single report using a selection criteria,
since only one set of variable values is stored for a given
selection criteria option. In addition, please remember that
DataPrep only retains the latest version of a selected report.
Therefore, at any given time, only the report that was run with
the latest variable values will be available.
8. When you are satisfied with the options you have selected on
the Error Report dialog box, click Generate. A status message
appears informing you the report has been generated.
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9. Click View. If you chose the options depicted in Figure 10–11,
you should see a report that looks something like Figure 10–12
when viewed in the DataPrep viewer (uta0.exe):
Figure 10–12, Detail Extract Error Report
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Figure 10–13, Detail Load Process Error Report
10.3 Loan Detail Reports
Generating loan detail reports is not a routine step in the NSLDS
update process. However, loan detail reports are useful for
researching and resolving problems with individual loan records
that you have already identified from the Extract Error report or
Load Process Error report.
There are three loan detail reports:
•
The Extract Loan Detail report is created from the Database
Extract file, and it allows you to review all or selected records
in your file.
•
The Submittal Loan Detail report is created from the
Submittal file, and it allows you to review all the records in
that file field-by-field.
•
The NSLDS Loan Detail report is created from the Loan
Detail file that NSLDS can send you by special arrangement.
The Loan Detail file can take the form of a Reconciliation file
containing all the loans on NSLDS that you report on, or it can
include only loans that meet certain conditions. The NSLDS
Loan Detail report allows you to view every field of each
record it contains. Comparing the contents of the NSLDS Loan
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Do Not Change the
Database Extract File
If you view or review your
Database Extract file, be
certain you do not make any
changes to it. The Database
Extract file must be a mirror
image of your database.
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Detail report to the contents of your database will help you
reconcile any conflicts between your data and that on NSLDS.
10.3.1 Loan Detail Files
DataPrep looks for Extract Loan Detail files in these folders:
•
•
Extract
Backup
DataPrep looks for Submittal files in these folders:
•
•
Current
Backup
DataPrep looks for NSLDS Loan Detail files in these folders:
•
•
Loan (or Current)
Backup
Loan (or Current)
If you selected the default
directory paths when you
installed DataPrep,
DataPrep looks for NSLDS
Loan Detail files in the Loan
and Backup folders. If you
did not specify a directory
path for Loan Detail files,
DataPrep looks for them in
the Current folder
(C:\DataPrep-GA\Current).
For information about
changing default directories
paths, see Section 5.2.1.
Unless you have transferred your Database Extract file out of your
Extract folder or your Submittal file out of your Current folder,
you will not have to transfer any files before creating the Extract or
Submittal Loan Detail files.
However, when you receive the NSLDS Loan Detail file, you must
load the file onto your computer or network and then use
DataPrep’s File Transfer utility (Section 5.2.4) to move or copy the
file to your Loan (or Current) folder.
The File Transfer dialog box allows you to give version names to
NSLDS Loan Detail files. This is useful if you receive more than
one Loan Detail file in a single month. If you give a version name
to an NSLDS Loan Detail file, DataPrep will assign the file a name
of the form loandtlVersionname.ff, where:
loandtl is the constant name for Loan Detail files
Versionname is the version name you assign to the file
.ff is the constant for DataPrep files
For example, loandtlVersion2.ff.
Do not change such names, as doing so will prevent DataPrep from
finding and processing the files.
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10.3.2 Generating Loan Detail Reports
To create a loan detail report, the following files must be in the
following folders:
For the Extract Loan Detail report:
•
A Database Extract file in the Extract folder
For the Submittal Loan Detail report:
•
A Submittal file in the Current folder
For the NSLDS Loan Detail report:
•
An NSLDS Loan Detail file in the Loan (or Current) folder
To create a loan detail report, follow these steps:
1. From the DataPrep Main Menu, click Loan Detail Report.
Figure 10–14, DataPrep Main Menu with Loan Detail Report
Selected
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2. The Loan Detail Report dialog box appears.
Figure 10–15, Loan Detail Report Dialog Box
3. Select Extract Loan Detail, Submittal Loan Detail, or NSLDS
Loan Detail as the Source option.
There are several ways to see when a file in the Detail Files list
box was created or last modified and the number of bytes in the
file. This can be useful if you have several Database Extract or
NSLDS Loan Detail files and are not sure which one you want
to view or print.
A. Use the horizontal scroll bar to scroll to the right of the
Detail Files list box.
B. Double-click the file name, or select a file name in the
Detail Files list box and then click the blue plus sign to the
right of the file name in the Report File section. Either
action causes a File Information message to appear.
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4. When you know which Database Extract, Submittal, or NSLDS
Loan Detail file you want to create an Extract Loan Detail
report for, select it in the Detail Files list box of the Loan
Detail Report dialog box.
5. Choose a Selection Criteria (Section 10.4). If you select a
selection criteria containing one or more variables, their current
values will be shown in the Variables list. You can click on a
variable to bring up the Set Variable Value dialog box. Change
the variable value to the new required value and click OK.
You should only run a single report using a selection criteria
option with variables at a time, since one set of variable values
is stored for a given selection criteria option. In addition,
please remember that DataPrep only retains the latest version
of a selected report. Therefore, at any given time, only the
report that was run with the latest variable values will be
available.
6. Select a Sort Sequence (Section 10.5). If you select No Sort,
the report will be sorted in the same order as the file from
which it was created.
7. Click Generate. DataPrep displays a message notifying you
that the report has been successfully generated.
5. Click View to view the Loan Detail report in your default
viewer. Viewed in the DataPrep viewer (uta0.exe), it should
look something like Figure 10–16
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Figure 10–16, Submittal Loan Detail Report
From the viewer, you can view or print the report as you please. To
change viewers for a specific report or to change your default
viewer, see the instructions in Section 5.2.3.
10.4 Selection Criteria
DataPrep gives you the option of generating detail error reports
and loan detail reports using different selection criteria. Several
selection options have been preprogrammed. For error reports:
•
•
•
•
•
•
•
•
Data Fields in Error
Identifier Fields in Error
New Identifier Fields in Error
No SSN Conflict Records
Only SSN Conflict Records
Selected Error Code
Selected Error and Field Code
Selected Field Code
For loan detail reports:
•
•
•
•
Loan Has Amount Repurchased
Loan Has Amount of Cancellation
Loan Has Amount of Disbursement
Loan Has a New Identifier
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•
•
•
•
•
•
•
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No Data Provider Loan Identifier
Selected Date of Guaranty
Selected Loan Status
Selected Loan Type
Selected PLUS Borrower SSN
Selected Student SSN
Student SSN Changes
DataPrep allows you to create new selection criteria, and to change
or delete existing selection criteria.
To update selection criteria, follow these steps:
1. From the DataPrep Main Menu, click Options, then Selection
Criteria.
Figure 10–17, DataPrep Main Menu with Selection Criteria
Selected on the Options Menu
2. The Selection Criteria dialog box displays.
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Figure 10–18, Selection Criteria Dialog Box
3. Select Error Detail Records or Loan Detail Records as the
Record Type option. The Selection Criteria dialog box displays
the selection criteria available for that record type.
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From this populated dialog box you can Add, Edit, or Delete any
selection criterion for the following detail reports:
•
•
•
Extract Error Report
Load Process Error Report
Loan Detail Report
10.4.1 Adding Selection Criteria
To create new selection criteria, follow these steps:
1. From the Selection Criteria dialog box (Figure 10–18), select a
Record Type option and click Add. The Selection Criteria Edit
dialog box appears.
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Figure 10–19, Selection Criteria Edit Dialog Box
2. Enter up to 10 characters that name the selection criteria in the
Sel Key box. The Sel Key generally includes the field name;
for example, if you want to select for all loans with an in
repayment status, you could use “LoanStatRP” as the Sel Key.
3. Enter up to 35 characters that describe the selection criteria in
the Description box, for example, “Loan Status in Repayment.”
If you select the Available for selection option, this description
appears in a dropdown list on the Error Report or Loan Detail
Report dialog box when you go to run a report.
4. Enter the codes that specify which records are to be included in
the report:
•
•
•
Use of Spaces
Do not insert any spaces
after position numbers. If
you do, the program will
assume the selection
criterion you’ve specified has
ended. If you want to add
any comments (for example
additional description) you
can put comments after a
space.
Field Position (Refer to Appendix A for field positions)
Comparison Operator (e.g., less than, equal to, greater than)
Comparison Value
6. Click OK.
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One Criterion
To add a selection criterion for all loans with loan status in
repayment, enter these values:
Sel Key
Description
Comparison
LoanStatRP
Loan Status in Repayment
142–143,EQ,RP
Note: Loan Status is position 142–143.
Figure 10–20, Selection Criteria Edit Dialog Box
Two Criteria
To add selection criteria for all loans with loan status in repayment
and a date of first disbursement after January 1, 1998, enter these
values:
Sel Key
Description
Comparison
RP-Jan1998
Loan in RP and Disbursement>= Jan 1998
(142–143,EQ,RP,&,35–42,GE,‘19980101’)
Notes: 142–143 is the Loan Status position, 35–42 is the Date of
First Disbursement position, & is the AND connector, and GE is
greater than or equal to. You must surround the comparison with
parentheses when including an & sign.
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Figure 10–21, Selection Criteria Edit Dialog Box
10.4.2 Editing Selection Criteria
To edit an existing selection criterion, follow these steps:
1. From the Selection Criteria dialog box (Figure 10–18), select
the selection criterion you want to edit and click Edit. The
Selection Criteria Edit dialog box appears populated by the
criterion you selected.
Figure 10–22, Selection Criteria Edit Dialog Box
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2. Edit the criterion values as necessary and click OK to return to
the Selection Criteria dialog box.
10.4.3 Deleting Selection Criteria
To delete a selection criterion, select it on the Selection Criteria
Dialog box (Figure 10–18) and click Delete.
10.4.4 Adding Variable Selection Criteria
Perhaps you want to create an Error report that selects all loans
equal to a given value. But rather than establishing that value in
advance, you want to set it each time you run the report. You need
a report with a variable selection criterion.
To create one, start from the Selection Criteria Edit dialog box
(Figure 10–19) and follow these steps:
1. Fill in the fields of the Selection Criteria Edit dialog box as
described in Section 10.4.1.
2. Click Add. The Selection Variable Edit dialog box appears.
Adding a Variable
Criterion
To create a report with a
criterion that varies each
time you run the report, fill in
the upper portion of the
Selection Criteria Edit dialog
box. Then click Add to
access the Selection
Variable Edit dialog box. Fill
in its fields to define the
variable criterion.
Figure 10–23, Selection Variable Edit Dialog Box
3. Enter a name of up to 10 characters in the Name field.
4. Enter the length of the data element to which the selection
variable is to be compared in the Length field.
5. Enter up to 35 characters that describe the variable in the
Description field.
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6. Enter the initial value of the selection variable in the Value
field. The initial value must be a valid value for that field, for
example ‘RP’ for the Loan Status field (positions 142–143).
7. Click OK to return to the Selection Criteria Edit dialog box.
One Variable Criterion
First, enter the following values in the Selection Criteria Edit
dialog box:
Sel Key
Description
Comparison
SelLoanSt
Selected Loan Status
142–143,EQ,*LoanStat
Notes: Position 142–143 is the Loan Status field, EQ is equal to,
and * indicates that the following is the name of the variable you
will set when you select the specific report (for example, RP or
FB).
Figure 10–24, Selection Criteria Edit Dialog Box
To add the variable, click Add to bring up the Selection Variable
Edit dialog box. Enter the following values:
Name
Length
Description
Value
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LoanStat
2
Loan Status Code
‘RP’
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Figure 10–25, Selection Variable Edit Dialog Box
Click OK to return to the Selection Criteria Edit dialog box, which
now displays the LoanStat variable criterion in the text box at its
bottom.
Figure 10–26, Selection Criteria Edit Dialog Box
For more information about adding, editing, and creating your own
selection criteria, refer to the Help for the Selection Criteria and
Selection Criteria Edit dialog boxes and to the discussion of
Comparison Syntax that follows.
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Selection Criteria Comparisons Syntax
Comparisons
Comparisons are made up of one or more comparison parameters linked using the AND
connector within commas (,&,) or the OR connector within commas (,|,), and grouped using
parentheses ().
Square brackets ([]) indicate optional items.
[(]comparison1[)][[,connector2,[(]comparison2[)]]…[,connectorN,[(]comparisonN[)]]][)]
[comments]
( ) pairs
Balanced pairs of parentheses that enclose comparison parameters in order to
clarify or to alter the order in which the comparisons are done.
Without parentheses, the comparisons ‘A,|,B,&,C,|,D’ would be
interpreted as ‘((A,|,B),&,C),|,D’, but you will need to use parentheses if
the intent is either ‘(A,|,B),&,(C,|,D)’ or ‘A,|,(B,&,C),|,D’ or
‘A,|,((B,&,C),|,D)’.
comparison1
First comparison parameter.
connector2
Second compare parameter connector. (optional)
Use ampersand (&) for the AND connector, and use bar (|) for the OR
connector.
comparison2
Second comparison parameter (optional)
connectorN
Nth compare parameter connector. (optional)
Use ampersand (&) for the AND connector, and use bar (|) for the OR
connector.
comparisonN
Nth comparison parameter. (optional)
comments
Comments. (optional)
At least one space between last compare parameter and start of comments.
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Comparison Parameters
A comparison parameter is made up of one or more compare parameters linked using the AND
connector within commas (,&,) or the OR connector within commas (,|,).
Square brackets ([]) indicate optional items.
compare1[[,connector2,compare2]…[,connectorN,compareN]]
compare1
First compare parameter
connector2
Second compare parameter connector (optional)
Use ampersand (&) for the AND condition, and use bar (|) for the OR
condition.
compare2
Second compare parameter (optional)
connectorN
Nth compare parameter connector (optional)
Use ampersand (&) for the AND connector, and use bar (|) for the OR
connector.
compareN
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Compare Parameters
A compare parameter is made up of a record character position, a compare condition, and a
compare value linked by commas (,).
Square brackets ([]) indicate optional items.
compare => start[-end|:length|:1],condition,string|position|*variable
start
Data Element starting position.
A number from 1 to 640.
end
Data Element ending position (optional).
A number from starting position to 640.
length
Data Element length (optional).
A number from 1 to 1 + 640 - starting position. Defaults to a length of 1
when neither the ending position nor the length is given.
condition
The code identifying the compare condition.
One of the following two-character compare conditions—not case
sensitive:
EQ
NE
GT
GE
LT
LE
string
=
=
=
=
=
=
Equal to
Not Equal to
Greater than
Greater than or Equal to
Less than
Less than or Equal to
The character string that is to be compared with the Data Element.
A string of characters whose length is equal to that of the Data Element.
If a string’s first character is a number, an asterisk (*), pound sign (#), or
its last character is a space, then the string must be enclosed in single
quotation marks (‘string’).
When a quoted string is less than the length of the Data Element, the string
is padded out to the correct length using the last character in the string.
{You can use ‘ ’ to check for spaces and ‘0’ to check for zeros.}
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When a pound sign (#) prefixes a quoted string that is less than the length
of the data element, the string is shifted to the right and padded with
zeroes. {You could use #’500’ to check for the number 000500 in a six
character field or for the number 00000500 in an eight character field.}
If you want to include a single quote (‘) in the comparison string, then you
will need to enter two single quotes (“).
position
The starting position of a second Data Element within the record that is to be
compared with the first Data Element.
A number from 1 to 1 + 640 - length of Data Element.
variable
The variable name that is replaced with a value at report generation time.
The variable name must be prefixed with an asterisk (*) and defined in the
Variable Name list.
Examples
166–171,gt,‘0’
Amount of Disbursement is greater than zero.
(63–71,NE,‘ ’,&,63–71,NE,4)
New SSN is not spaces, and it is not equal to current SSN.
4–12,eq,*ssn
Student SSN is equal to the variable value.
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10.5 Sort Options
Summary error reports can be sorted by count, error code, or field
code. Detail error reports and loan detail reports, however, can be
sorted by any sort parameter you select. Sorting allows you to
focus on specific types of errors or to distribute sections. DataPrep
has provided the following preprogrammed sort parameters for
detail error reports:
•
•
•
•
•
•
•
Data Provider Loan Identifier
Error Code
Field Code
PLUS Borrower’s Name (Last, First)
PLUS Borrower’s Social Security Number
Student Name (Last, First)
Student Social Security Number
The preprogrammed sort parameters for loan detail reports are:
•
•
•
•
•
•
•
•
Amount of Guaranty
Borrower Name (Last, First)
Borrower Social Security Number
Data Provider Loan Identifier
Date of Guaranty
Loan Status Code
Student Name (Last, First)
Student Social Security Number
Sorting Reports
Summary error reports can
be sorted by count, error
code, or field code. Detail
error reports and loan detail
reports can be sorted by any
parameters you choose.
DataPrep has provided
preprogrammed sort
parameters.
When you sort by count
(summary error reports
only), the report is organized
in descending order so the
field with the largest number
of errors appears first.
If you select No Sort (Detail
reports only), the report is in
the same order as the file
from which it was created.
For detail reports you can also select No Sort, which causes the
records in the report to be listed in the same order as they were in
the file from which the report was created.
DataPrep allows you to create new sort options, and to change or
delete existing sort options.
To update sort options, follow these steps.
1. From the DataPrep Main Menu, click Options, then Sort
Parameters.
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Figure 10–27, DataPrep Main Menu with Sort Parameters
Selected on Options Menu
2. The Sort Parameters dialog box appears.
Figure 10–28, Sort Parameters Dialog Box
3. Select Error Detail Records or Loan Detail Records as the
Record Type. The Sort Parameters dialog box displays the sort
parameters available for that type of record.
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Figure 10–29, Preprogrammed Sorts for Detail Error Reports
Figure 10–30, Preprogrammed Sorts for Loan Detail Reports
From this dialog box you can add, edit, or delete any sort option
for the following reports:
•
•
•
Detail Extract Error Report
Load Process Error Report
Loan Detail Report
10.5.1 Adding a Sort Option
To create a new sort option, follow these steps:
1. From the Sort Parameters dialog box (Figure 10–28), click
Add. The Sort Parameter Edit dialog box appears.
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Figure 10–31, Sort Parameter Edit Dialog Box
2. Enter up to 10 characters that name the sort in the Sort Key
box, for example “FldCde” for a report sorted on Field Code.
3. Enter up to 35 characters that describe the sort sequence in the
Description box. If you select the Available for selection
option, this description appears in the drop down list on the
Error Report or Loan Detail Report dialog box.
4. Enter up to 60 characters in the Positions box that define the
positions in the record by which the report will sort. Use
commas between fields. Refer to the Guaranty Agency Data
Dictionary (Appendix A) for a complete account of data fields
and the positions they occupy.
Use of Spaces
Do not insert any spaces
after position numbers. If
you do, the program will
assume the sort parameter
you’ve specified has ended.
If you want to add any
comments (for example,
additional description), you
can put comments after a
space.
5. Click OK.
For example, if you want a report that sorts by Loan Type and
Social Security Number, follow these steps:
1. Enter Type-SSN in the Sort Key box of the Sort Parameter Edit
dialog box.
2. Enter Loan Type & SSN in the Description box.
3. Enter 33–34,4–12 in the Positions box.
Available for Selection
Option
Check the Available for
Selection box if you want the
new Sort Parameter to be
listed in the Sort Sequence
drop down list on the Error
Report or Loan Detail Report
dialog box.
Figure 10–32, Sort Parameter Edit Dialog Box
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4. Click OK. The Sort Parameters dialog box displays with the
new sort parameter that you have just created.
Figure 10–33, Sort Parameters Dialog Box
This sort parameter will now be listed as a sort sequence option on
the Error Report or Loan Detail dialog box.
10.5.2 Editing a Sort Option
To edit an existing sort option, follow these steps:
1. From the Sort Parameters dialog box (Figure 10–28), select the
sort option you want to edit and click Edit. The Sort Parameter
Edit dialog box appears populated by the sort option you
selected (in this case, the Type-SSN sort created in Section
10.5.1).
Figure 10–34, Sort Parameter Edit Dialog Box
2. Edit the sort values as necessary and click OK to return to the
Sort Parameters dialog box.
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10.5.3 Deleting a Sort Option
To delete a sort option, select it on the Sort Parameters dialog box
(Figure 10–28) and click Delete.
10.5.4 Sort Parameter Positions’ Syntax
Note: Parameters in brackets [ ] are optional.
Positions are made up of one or more position parameters linked
together with commas (,).
positions => position1[[,position2]…[,positionN]] [comments]
position1 First data element position parameter
position2 Second data element position parameter (optional)
positionN Nth data element position parameter (optional)
comments Comments (optional) {At least one space between last
position parameter and start of comments.}
A position parameter is made up of a data element’s starting
position, and optionally its ending position or length.
position =>start[-end|:length|:1]
start Data element starting position {A number from 1 to 300.}
end Data element ending position (optional) {A number from
starting position to 300.}
length Data element length (optional) {A number from 1 to
1+300 – starting position. Defaults to a length of one when neither
the ending position nor length are given.}
Example: 39-73,21-32 Sort by 35 byte field starting in position
39, then by 12 byte field starting in position 21.
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Generating Reports on Z/OS LE Mainframes
Chapter 11: Generating Reports on
Z/OS LE Mainframes
11.1 Extract Error Report
The JCL for Z/OS LE Version 2.4 or higher executes DataPrep
procedures that perform Extract Validation and create the Extract
Error report (Appendix G).
You have the following options for generating the Extract Error
report:
•
To create both the summary and detail report, leave the Extract
Validation JCL as it appears in Appendix G.
•
To create the detail report only, remove the asterisk (*) from
the line immediately before this line in the JCL shown on page
G–13.
PSTEP080 EXEC PGM=UTD300PB
•
To create the summary report only, comment out (that is, add
an asterisk after the double slashes on) every line after this line
PSTEP050 EXEC PGM=TIRIOVFI
and before this line
PSTEP80 EXEC PGM=UTD300PB
in the JCL shown on pages G–11 through G–13.
•
To prevent DataPrep from generating any report, remove the
asterisk from the line immediately before this line in the JCL
shown on page G–11:
PSTEP050 EXEC PGM=TIRIOVFI
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11.1.1 Summary Report Sorting
The sort JCL offers three options for sorting the Summary Extract
Error report
•
•
•
By Error Count
By Error Code
By Field Code
Error count is the default, which is why the other two options are
commented out by the addition of an asterisk after the two slashes
at the beginning of the lines on which they appear.
//*
//*
//
//*
//*
//*
//*
//*
//*
//*
Main Frame Users:
Extract Report Sorting
The Summary Extract Error
report for mainframes can be
sorted by count, error code,
and field code. However, the
Detail Extract Error report for
mainframes is only sorted by
Social Security Number.
ERROR COUNT ORDER
SET SORTPARM=PUTD4001
FIELD CODE ORDER
SET SORTPARM=PUTD4002
ERROR CODE ORDER
SET SORTPARM=PUTD4003
If you want to change this default, you must add an asterisk after
the two slashes in the JCL line for the error count option
//
SET SORTPARM=PUTD4001
and delete the asterisk in the JCL line for the sort option you want
to use.
For field code order, remove the asterisk from this line:
//*
SET SORTPARM=PUTD4002
For error code order, remove the asterisk from this line:
//*
SET SORTPARM=PUTD4003
Whenever you change sort options, remember to select an option
by removing the asterisk from that line of JCL and to deselect the
other options by adding asterisks after the double slashes at the
beginning of those lines of JCL.
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11.1.2 Detail Report Sorting
The Detail Extract Error report is automatically sorted by SSN.
This is the only sorting option available for the detail report.
11.2 Load Process Error Report
Appendix G contains the JCL used to create the Load Process
Error report from the Load Process Error file that you retrieve from
NSLDS after each submittal. This JCL also creates the Extract
Error Report.
This JCL can be found in the library created with JCLLIB as part
of the name. The library member name is PRBD2000.
As with the Summary Extract Error report, you can sort the
Summary Load Process Error report in three different ways by
changing the SET statement:
•
•
•
By Error Count
By Error Code
By Field Code
See the in-stream documentation in Appendix G. Note that the
Detail Load Process Error report can be sorted only by SSN.
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Data sets Deleted
The first step in the JCL will
delete any data sets
previously created. If you
want to save your previous
error files, you should
rename them.
Sorting the Summary Load
Process Error Report
You can sort the Summary
Load Process Error report in
any of 3 ways: error count,
error code, or field code. To
select a sort option, use the
SET statement.
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Chapter 12: Using Reports
12.1 Log Reports
12.1.1 Extract Validation Log Report
The Extract Validation Log report is discussed in detail in Section
7.1.2 as part of the Extract Validation process. Use it to verify that
a successful Extract Validation has, in fact, produced a Validated
Extract file that passes reasonability checks when compared to
previous months’ Validated Extract files.
12.1.2 Delta Log Report
The Delta Log report is discussed in detail in Section 7.2.2 as part
of the Delta Process. Use it to verify that a successful Delta
Process has, in fact, produced a Submittal file that passes
reasonability checks when compared to previous months’
Submittal files.
12.2 Error Reports
12.2.1 Summary Error Reports
Both the Summary Extract Error report and the Summary Load
Process Error report list the following information for each field on
your Submittal file containing one or more errors:
•
•
•
•
•
•
The number of errors that occurred for that field
The percentage those errors represent of the total number of
errors in the file
The field code
The error code
The field name
The error message
There is one significant difference between the two summary error
reports. The Summary Extract Error report summarizes only the
domain-level errors in your Database Extract file, while the
Summary Load Process Error report summarizes all the domain-,
record-, and load-level errors in your Database Extract file. Thus,
the Summary Load Process Error report offers a fuller picture of
the types of errors that occur in your Submittal file. However, the
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Using Summary Error
Reports
You can use summary error
reports to focus quickly on
the types of errors your
Submittal file contains.
For example, if a large
portion of your errors come
from the DOB field, that will
show up in the summary
error reports. You can then
create detail error reports to
show individual records that
need to be corrected.
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Summary Extract Error report identifies domain-level errors earlier
in the NSLDS update process, and it is invaluable if you need to
lower your rate of domain-level errors beneath the ED-established
threshold levels in order to create a Submittal file at all.
Use the summary error reports to help you quickly spot problem
areas in your Database Extract file. Then use detail error reports to
research how those problems affect individual loan records. Once
you have diagnosed problems in this fashion, you should be able to
resolve them at the source by updating your database or extract
procedures.
Figure 12–1, Summary Extract Error Report
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Figure 12–2, Summary Load Process Error Report
12.2.2 Detail Error Reports
Both the Detail Extract Error report and the Detail Load Process
Error report supply the following information for each error in
your Submittal file:
•
•
•
•
•
•
•
•
•
•
•
•
•
View the Summary
Reports First
We suggest that you create
and view summary error
reports before viewing detail
reports. The summary
reports will quantify the
types of errors in your
Database Extract file,
making it easy for you to
spot large problems.
Student’s SSN
Date of Student’s Birth
Student’s Last Name
Student’s First Name
Type of Loan
Date of Loan
Loan Status
School Code
Data Provider Loan Identifier
Error Level
Name of Field in Error
Value of Field in Error
Error Message
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In addition, the Detail Load Process Error report provides the
following information for each SSN conflict caused by a record on
your Submittal file:
•
•
•
•
•
•
•
•
•
•
•
•
•
Student’s SSN you supplied
Date of Student’s Birth you supplied
Student’s First Name you supplied
Error Code
Error Message
Existing Student’s SSN
Existing Date of Student’s Birth
Existing Student’s First Name
Existing Student’s Last Name
Data Provider Code
Data Provider Name
Data Provider City
Data Provider State
There is one significant difference between the two detail error
reports. The Detail Extract Error report contains all the domainlevel errors in your Submittal file, while the Detail Load Process
Error report contains all the domain-, record-, and load-level errors
in your Submittal file. Thus, the Detail Load Process Error report
offers a fuller picture of the types of errors that occur in your
Submittal file. However, the Detail Extract Error report identifies
domain-level errors earlier in the NSLDS update process, and it is
invaluable if you need to lower your rate of domain-level errors
beneath the ED-established threshold levels in order to create a
Submittal file at all.
Use detail error reports to research how problems in your database
or extract procedure affect individual loan records. DataPrep’s
range of selection and sort options (Section 10.4 and Section 10.5)
will help you zero in on how general types of problems affect
specific loan records. Once you have diagnosed problems in this
fashion, you should be able to update your database or extract
procedures.
It is essential that you correct your database or extract procedures
rather than editing or otherwise massaging the Database Extract
file. If you don’t, the errors will remain in your database and
reappear in your next Database Extract file, which will then be out
of sync with the correct data loaded onto NSLDS as a result of
your previous submittal.
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Correct Your Database
Use error reports to correct
your database or extract
procedures, not the
Database Extract file itself.
Editing your Database
Extract file to correct errors
violates ED policy, which
requires your Database
Extract file to be an exact
image of your database, and
it perpetuates errors, since
any errors that remain on
your database get reported
to NSLDS again the next
month.
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Appendix B contains a detailed list of all error messages, a crossreference to the fields to which they refer, and the error message
associated with each edit applied against a data element. You can
also refer to the Field Code and use Appendix A to review the
requirements for reporting on the specific field.
Figure 12–3, Detail Extract Error Report
Figure 12–4, Detail Load Process Error Report
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12.3 Loan Detail Reports
The Extract Loan Detail report, Submittal Loan Detail report, and
NSLDS Loan Detail report list in a readable format the value for
every field of every record they contain. In the case of the Extract
Loan Detail report, the records are those contained in your own
database. In the case of the Submittal Loan Detail report, the
records are those in your Submittal file. In the case of the NSLDS
Loan Detail report, the records are contained in the NSLDS
database. Together, these reports are useful for researching
discrepancies between the data on your database and the data on
the NSLDS database.
While error reports are useful for identifying types of errors and
specific records with errors in your database, loan detail reports are
useful for establishing the full contents of those records that
contain errors. DataPrep’s select and sort options will help you
identify and categorize the records that appear in loan detail
reports.
12.4 Error Types
12.4.1 File-Level Errors
File-level errors that result from faulty data in your database or
flawed extract procedures should be caught by Extract Validation
and prevent DataPrep from creating a Validated Extract file. Such
errors cause Extract Validation to create an error message that
identifies what went wrong and suggests how you might be able to
correct it. You must remedy such errors and rerun Extract
Validation in order to create a Validated Extract file.
File-level errors that prevent the NSLDS Load Process from
processing your Submittal file are normally the result of faulty file
handling or data corruption. Often, these problems can be resolved
by resending your Submittal file or by sending the correct
Submittal file to NSLDS.
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12.4.2 Domain-Level Errors
There are four types of domain-level errors:
1.
2.
3.
4.
Numeric Field Errors
Invalid Date Errors
Missing Identifiers
Missing New Identifiers
DataPrep checks for domain-level errors as part of Extract
Validation, and NSLDS checks for them again as part of the Load
Process.
If the rate of domain-level errors in your Database Extract file
exceeds the threshold levels established by ED, DataPrep will not
create a Submittal file. However, it will create an Extract Error file
that you can use to create Extract Error reports and correct your
database before creating a new Database Extract file and rerunning
Extract Validation. Even if your domain error rates are below the
thresholds, you can still create Extract Error reports and get a head
start on correcting any domain-level errors Extract Validation does
identify in your Submittal file.
While Extract Validation will process records with domain-level
errors as long as your domain error rates remain below the
threshold levels, the Load Process will not load such records onto
NSLDS. Instead, it will write them to the Load Process Error
report, which you should use to correct your database or extract
procedure.
Numeric Field Errors
A numeric field error occurs when a field requiring all numeric
characters is populated by some other character or space. This type
of domain error can indicate extraction of the wrong data, an
incorrect result in a calculated field, truncated data, incorrect field
length, or some other type of data problem. The Extract Error
report will identify the data that erred, and you can use either the
Summary Report or the Detail Report to identify the data in your
system needing correction or to trace it back to the source of the
corruption. You can also use the Extract Loan Detail report to
review the entire record.
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Invalid Date Errors
An invalid date error occurs when an invalid date appears in a field
requiring a date. This can be caused by an incorrect character in
the date field (for example, a non-numeric character) or a date that
is not a calendar date (for example, 19980230—February 30th is
not a valid date).
An invalid date error will not occur if the date is valid, regardless
of whether or not it is reasonable. For example, a student date of
birth of 19980228 will pass this domain-level edit, although clearly
1998 is not a reasonable birth date for a current student. That
record-level error will be picked up later when NSLDS processes
your Submittal file.
You should note that a date field with all zeros will pass the
domain edit, but it may err in the Load Process if a date is required.
Missing Identifiers
Identifier errors occur when one or more loan or student identifier
fields are left unpopulated. Examples of identifier errors are Loan
Type with spaces or Date of Student’s Birth with zeros. These
create a loan record with an invalid format. Identifier errors can
occur when there is data missing from your database or when your
extract process is not working properly. It is essential you review
the cause of this error so it does not continue to occur.
Missing New Identifiers
New Identifier errors occur when one or more of the new identifier
fields are populated by valid data, but the remaining new identifier
fields are not. This occurs if you try to perform an identifier
change but fail to fill in all of the new identifiers. New identifier
errors indicate an identifier change process that is not working
properly, so it is essential you review the cause of the error.
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12.4.3 Record-Level Errors
NSLDS first checks for record-level errors as part of the Load
Process. Individual loan records that contain record-level errors are
not loaded onto the database and are, instead, written to the Load
Process Error report. You can then use that report to correct your
database or extract procedure before extracting the records again
the following month.
There are two types of record-level errors:
1. Duplicate Records
2. Reasonability Errors
Duplicate Records
If two Detail records in the same Submittal file have the same loan
identifiers, NSLDS rejects them both because it has no way of
telling which is correct. Remedy problems with duplicate records
by removing duplicates from your database or by checking your
extract process for any step that may be creating duplicate records
even though they don’t exist in your database. The Loan identifier
that DataPrep allows you to assign to individual loans can help you
track duplicate records and identify their cause.
Correcting Record-Level
Errors
There are two types of
record-level errors: duplicate
records and reasonability
errors.
To correct them, you must
correct the data in your
database. When you next
extract the data using
DataPrep, the new Submittal
file should have the
corrected information. Once
that data has passed the
edits described in Chapter 9,
NSLDS will load it onto the
database.
Reasonability Errors
Reasonability errors result from data that doesn’t make logical
sense. To correct these errors you must correct the information in
your database. When you next run Extract Validation, the
Submittal file produced by DataPrep should contain the corrected
data. Once that data has passed the edits, NSLDS updates its
database to reflect the corrected, and reasonable, data.
The following are two examples of Reasonability Errors:
1. Loan Type equals SL (Federal Supplemental Loan for
Students). Date of Guaranty submitted equals 19970120
(January 20, 1997)—This is not reasonable since the Federal
SLS program did not exist in 1997.
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2. Date of Guaranty equals 19950905. Date of Student’s Birth
submitted for student equals 19910713—A student cannot
have received a Stafford loan at age four. Correct the
information in your database as needed. (Date of Student’s
Birth must be at least 12 years before Date of Guaranty.)
Reasonability errors usually require that you make changes to the
respective field(s) in your database before your next extract.
For example, the Load Process Error report might contain a
record with the typographical error 20960125 (January 25,
2096) in the Date of Guaranty field instead of the correct
19960125 (January 25, 1996). NSLDS would reject this date as
being in the future. In your next Submittal file, you must
resubmit the record that contained the error with a valid Date
of Guaranty.
However, they can also require changes to your extract process.
For example, you might extract a record with a valid
Cancellation Date but a Cancellation Amount of zeros, even
though the correct Cancellation Amount is in your database.
Although the Cancellation Date is valid, it will err out of
NSLDS because the record that contains it fails the companion
field edit on Cancellation Amount. To fix this error, you must
change your extract process so it extracts Cancellation Amount
along with Cancellation Date.
12.4.4 Load-Level Errors
Load-level errors occur when records in your Submittal file
contain data that conflicts with data already in NSLDS. When
there is a load-level error, the entire record is rejected. NSLDS
checks for load-level errors during the Load Process and writes
records that contain them to the Load Process Error report.
To correct load-level errors, you must correct the information in
your database before you create your next Submittal file.
Normally, you must resubmit corrected data in Detail records.
However, if you need to change historical (rather than current data)
in NSLDS, you must resubmit corrected data in a PPC record.
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There are four types of load-level errors:
1.
2.
3.
4.
Identifier Conflicts
GA ID Code Errors
Invalid Codes Errors
Date Sequence Errors
Identifier Conflicts
Identifier conflicts occur when a new loan record is submitted for a
Student’s SSN already on the NSLDS database, but a student
match cannot be made based on the Identifier Match Criteria
(Section 9.4.1). This kind of error can be caused by a number of
factors: typos, a student reporting two different first names to two
different data providers, (for example, a student who uses a middle
name as a first name), two different students mistakenly using the
same SSN, or even fraud. Regardless of the reason for the conflict,
you must resolve the conflict for the record to load successfully
onto NSLDS.
Loan records erring due to identifier conflicts should be compared
with the data the record erred against in the Load Process. The
Load Process Error report will show the conflicting identifiers and
the data provider that supplied them. You should check to see what
the conflict is and if it results from something that should be
corrected on your database.
If it appears your data is accurate but it conflicts with data from
another data provider anyway, you’ll have to contact the other
provider and resolve the conflict before NSLDS can be updated.
You can find contact information for the other data provider on the
Organization Contact page of the NSLDS website
(www.nsldsfap.ed.gov). When you contact the other data
provider(s), you might have to compare your data for the student
with theirs to determine which is correct. To correct name or DOB
information on NSLDS, use the identifier change process
described in Section 6.5.2.
GA ID Errors
NSLDS reviews original and current guaranty agency codes in the
records you submit against the most current ED data. If the GA ID
code on a record does not exist in the NSLDS database, NSLDS
rejects the record and does not update the database.
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Invalid Codes
NSLDS reviews all code fields to ensure that the codes they
contain are acceptable to NSLDS. See Appendix B for complete
lists of the following codes:
•
•
•
•
•
•
•
•
•
•
•
•
Correcting Invalid Codes
NSLDS rejects records
submitted with invalid codes.
To correct code errors, you
must correct either your
database or your extract
process.
Academic Level
Claim Reason
Deferment Type
Deferment Type Usage
Enrollment Status
Detail and PPC Record Errors
Guaranty Agency
Interest Rate Type
Loan Status
Loan Type
Reinsurance Reimbursement Rate
State
Date Sequence Edits
In addition to storing the current values for the individual fields
that make up a loan record, NSLDS also stores historical (or past)
values for selected fields. Often, those historical values are stored
as part of an event. This is because changes to some fields are only
meaningful if they are accompanied by a change to another field or
fields. For example, a new Date of Loan Status is only meaningful
if it is accompanied by a new Code for Loan Status. Together they
constitute a Loan Status event. While you can update historical
values, you cannot change either current or historical values so
that you change the chronological order of events stored in
history.
Therefore, NSLDS reviews records you submit against current and
historical values already stored on NSLDS for the same record to
ensure that any date changes do not alter the sequence of events. If
they do, NSLDS writes the record to the Load Process Error file
and does not update the database with it.
Correcting Date Sequence
Errors
Records you submit that do
not conform to date
sequence logic will not
update NSLDS. To correct
the records already on
NSLDS that cause these
errors, you may need to
submit a PPC record
(Section 6.6).
If a record you submit is rejected by NSLDS because it causes a
date sequence error, first check that the data you have submitted is
correct. If it is, you must submit a PPC record to update the
historical data already on NSLDS that is making your record cause
a date sequence error.
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For more detailed discussions of how NSLDS stores history and of
how to update historical data using PPC records, see Section 6.6.
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Final Thoughts
Chapter 13: Final Thoughts
We hope this Data Provider Instructions manual has helped you
learn how DataPrep functions. We also hope its description of
how DataPrep interacts with NSLDS gives you a useful overview
of the entire NSLDS update process.
If you have any questions, use the full-featured Help system. The
Help system documents all DataPrep’s functions and includes
material not contained in this manual. It is your best source for
detailed information about specific DataPrep functions.
If you still have questions about using DataPrep or about the
NSLDS update process, please call the CC at (800) 999-8219
between the hours of 8 a.m. and 9 p.m. Eastern Time, weekdays
except Federal holidays.
In addition, if you have any suggestions about how this manual can
be improved, please call the CC and let them know.
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| File Type | application/pdf |
| File Title | Microsoft Word - GA DPI Main Text.doc |
| Author | Dennis Kemp |
| File Modified | 2005-07-28 |
| File Created | 2005-07-28 |