Service School Perkins
National Student Loan Data System (NSLDS)
Perkins DPI V-4
Service School Perkins
OMB: 1845-0035
U.S. Department of Education
Federal Perkins
Data Provider Instructions
(Version 6.0)
June 2012
Final Copy
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 Origination of NSLDS Data 8
1.2.3 NSLDS Users 9
1.3 Getting Help 11
Chapter 2: Data Provider Responsibilities 12
2.1 Data Privacy 13
2.2 Data Accuracy and Timeliness 14
Chapter 3: The Update Process 15
3.1 Files Used in the NSLDS Update Process 19
3.1.1 Loans Closed Prior to October 1, 1989 20
3.1.2 Report Outstanding Principal Balances Monthly 21
3.1.3 Reporting Outstanding Principal Balances That Are Less Than $1 21
3.1.4 Data Provider Loan ID 21
Chapter 4: System Requirements 22
4.1 Estimating Required Disk Space 22
4.2 Setting Up Communications Links with NSLDS 23
4.3 Obtaining a Submittal Schedule 24
4.4 Initial Population 24
4.5 File Protection and Backups 24
4.6 Using Servicers 25
4.7 Multiple Schools or School Branches 26
Chapter 5: Installation, Utilities, and Testing 27
5.1 Installation 27
5.1.1 Installing DataPrep on a Windows- Based PC 27
5.1.2 Installation Instructions Using Microsoft Internet Explorer 28
5.1.3 Installation Instructions Using Netscape 33
5.1.4 Uninstallation Instructions 39
5.1.5 Installing DataPrep on a z/OS LE Version 3.1 or Higher Mainframe 44
5.2 Options and Utilities 45
5.2.1 Changing Directory Paths 45
5.2.2 Viewers 47
5.2.3 File Transfer 50
5.2.4 File Backup 54
5.2.5 Help System 59
5.3 Running Test Files 60
5.3.1 Successful Extract Validation 61
5.3.2 Unsuccessful Validation 67
5.3.3 Test Load Process Error Report 68
5.3.4 Test Error Submittal Notification Report 73
5.4 Deleting Test Files 76
5.5 Sample Files z/OS LE Version 3.1 79
Chapter 6: The Database Extract File 80
6.1 Business Rules 80
6.2 Record Types 81
6.2.1 Header Record 82
6.2.2 Detail Records 82
6.2.3 Past Period Change Records 83
6.3 File Standards 83
6.4 Field Standards 85
6.5 Updating Identifier Data 85
6.5.1 Loan and Student Identifiers 86
6.5.2 The Identifier Change Process 86
6.5.3 Updating Identifiers on Multiple Records 88
6.6 Updating Non-Identifier Data 88
6.6.1 What NSLDS Does 89
6.6.2 What You Do 94
6.7 Copy Your Database Extract File to the Extract Directory 100
Chapter 7: Extract Validation 101
7.1 What Happens in Extract Validation? 101
7.2 DataPrep Error Path 103
7.2.1 File-Level Edits 104
7.2.2 Domain-Level Edits 104
7.3 Running Extract Validation on a PC 105
7.3.1 Output 107
7.3.2 Using the Extract Validation Log Report 107
7.4 Running Extract Validation on a z/OS LE Version 3.1 or Higher Mainframe 113
Chapter 8: Sending and Receiving Files 114
8.1 Sending the Submittal File 114
8.1.1 Submittal Schedule 114
8.1.2 Submittal File Format 115
8.1.3 Submitting by Student Aid Internet Gateway 116
8.2 Receiving Files 117
8.2.1 Receiving Files by Student Aid Internet Gateway 117
Chapter 9: The NSLDS Load Process 118
9.1 File-Level Edits 120
9.2 Domain-Level Edits 120
9.3 Record-Level Edits 121
9.3.1 Duplicates 121
9.3.2 Reasonability Edits 121
9.4 Load-Level Edits 122
9.4.1 Identifier Edits 122
9.4.2 OPEID Edits 123
9.4.3 Validate Codes 124
9.4.4 Date Sequence Edits 124
Chapter 10: Generating Reports on Windows-Based PCs 125
10.1 The Extract Validation Log Report 126
10.2 Error Reports 128
10.2.1 Error Files 128
10.2.2 Generating Summary Error Reports 129
10.2.3 Generating Detail Error Reports 131
10.3 Loan Detail Reports 135
10.3.1 Loan Detail Files 136
10.3.2 Generating Loan Detail Reports 137
10.4 The Error Submittal Summary Notification Report 140
10.4.1 The Error Submittal Summary Notification File 140
10.4.2 Generating the Error Submittal Summary Notification Report 141
10.5 Selection Criteria 142
10.5.1 Adding Selection Criteria 144
10.5.2 Editing Selection Criteria 146
10.5.3 Deleting Selection Criteria 147
10.5.4 Adding Variable Selection Criteria 147
10.5.5 Selection Criteria Comparisons Syntax 150
10.6 Sort Options 153
10.6.1 Adding a Sort Option 154
10.6.2 Editing a Sort Option 156
10.6.3 Deleting a Sort Option 156
10.6.4 Sort Parameter Positions’ Syntax 157
Chapter 11: Generating Reports on z/OS LE Version 3.1 or Higher Mainframes 158
11.1 Extract Error Report 158
11.1.1 Summary Report Sorting 158
11.1.2 Detail Report Sorting 159
11.2 Load Process Error Report 159
Chapter 12: Using Reports 161
12.1 Extract Validation Log Report 161
12.2 Error Reports 161
12.2.1 Summary Error Reports 161
12.2.2 Detail Error Reports 163
12.3 Loan Detail Reports 165
12.4 Error Submittal Summary Notification Report 166
12.5 Error Types 166
12.5.1 File-Level Errors 166
12.5.2 Domain-Level Errors 167
12.5.3 Record-Level Errors 169
12.5.4 Load-Level Errors 170
Chapter 13: Final Thoughts 173
Appendix A: Federal Perkins Loans Data Dictionary
Appendix B: Federal Perkins Loan Program Code and Error Tables
Appendix C: Past Period Change Record Layout
Appendix D: Federal Perkins Loans Load Error File (Record Layouts)
Appendix E: Federal Perkins Loans TEF File Layout
Appendix F: Error Submittal Summary Notification File
Appendix G: DataPrep JCL for z/OS LE
Appendix H: Glossary of Terms
Appendix I: Technical Updates
Figures
Figure 1–1, Sources of NSLDS Data 9
Figure 1–2, Outflow of NSLDS Information 10
Figure 3–1, Data Provider Six-Step Process 17
Figure 3–2, DataPrep Processing Flow for Extract Validation and Error Report Generation 18
Figure 3–3, NSLDS Edit Process 20
Figure 5–1, Directories Dialog Box 43
Figure 5–2, DataPrep Main Menu with Directories Selected on the Options Menu 45
Figure 5–3, Directories Dialog Box 46
Figure 5–4, DataPrep Main Menu with Viewers Selection on the Options Menu 48
Figure 5–5, Viewer Maintenance Dialog Box 48
Figure 5–6, Select Viewer Dialog Box 50
Figure 5–7, Initial File Transfer Dialog Box for File Import 51
Figure 5–8, Initial Select NSLDS File Dialog Box for TEF File 52
Figure 5–9, Final Select NSLDS File Dialog Box for TEF File 52
Figure 5–10, Final File Transfer Dialog Box for File Import 53
Figure 5–11, DataPrep Main Menu with File Backup Selected 54
Figure 5–12, Backup Files Dialog Box 55
Figure 5–13, New Backup File Folder Dialog Box 55
Figure 5–14, Backup Files Dialog Box with Files Selected 56
Figure 5–15, Backup Files Dialog Box with Files and Backup Folder Selected 56
Figure 5–16, Backup Files Dialog Box after Copy 57
Figure 5–17, Backup Files Dialog Box after Move 57
Figure 5–18, List Backup Files Dialog Box 58
Figure 5–19, Test Files Installed in C:\Nslds-v3\Samples 60
Figure 5–20, C:\DataPrep Folder with Extract and Current Folders 61
Figure 5–21, DataPrep Main Menu with Extract Validation Selected 62
Figure 5–22, Extract Validation Dialog Box 62
Figure 5–23, Extract Validation Process Dialog Box 63
Figure 5–24, Log Report Dialog Box 64
Figure 5–25, Sample Log Report 64
Figure 5–26, Error Report Dialog Box 65
Figure 5–27, Summary Extract Error Report 66
Figure 5–28, Extract Folder 67
Figure 5–29, Extract Validation Dialog Box 67
Figure 5–30, Extract Validation Unsuccessful 68
Figure 5–31, Default File Transfer Dialog Box 69
Figure 5–32, Initial File Transfer Dialog Box for Load Process Error File 69
Figure 5–33, Select NSLDS File Dialog Box for Load Process Error File 70
Figure 5–34, Final File Transfer Dialog Box for Load Process Error File 70
Figure 5–35, Error Report Dialog Box for Load Process Error Report 71
Figure 5–36, Test Load Process Error Report 72
Figure 5–37, Initial File Transfer Dialog Box for Importing Error Submittal Summary Notification File 73
Figure 5–38, Select NSLDS File Dialog Box for Submittal Notification Files 74
Figure 5–39, Final File Transfer Dialog Box for Importing Error Submittal Summary Notification File 74
Figure 5–40, Notification Report Dialog Box 75
Figure 5–41, Error Submittal Summary Notification Report 76
Figure 5–42, File Backup Dialog Box 77
Figure 5–43, New Backup File Folder Dialog Box 77
Figure 5–44, File Backup Dialog Box 78
Figure 5–45, List Backup Files Dialog Box 78
Figure 6–1, Loan and Student Identifiers 86
Figure 6–2, How to Update Loan Identifier Data 88
Figure 6–3, NSLDS Update (1 of 2) 90
Figure 6–4, NSLDS Update (2 of 2) 91
Figure 6–5, Updating a Current Event 92
Figure 6–6, Updating Historical Events 94
Figure 6–7, Fields and History 95
Figure 6–8, PPC Events, Keys, and Values 97
Figure 7–1, Extract Validation Process 102
Figure 7–2, DataPrep Edit Process 103
Figure 7–3, DataPrep Main Menu with Extract Validation Selected 105
Figure 7–4, Extract Validation Dialog Box 106
Figure 7–5, Extract Validation Process Dialog Box 107
Figure 9–1, NSLDS Load Process 119
Figure 10–1, DataPrep Main Menu with Log Report Selected 126
Figure 10–2, Log Reports Dialog Box 127
Figure 10–3, Extract Validation Log Report 127
Figure 10–5, Error Report Dialog Box 130
Figure 10–6, Generate Summary Error Rpt Dialog Box 131
Figure 10–7, Summary Extract Error Report 131
Figure 10–8, DataPrep Main Menu with Error Report Selected 132
Figure 10–9, Error Report Dialog Box 133
Figure 10–10, Generate Summary Error Rpt Dialog Box 134
Figure 10–11, Detail Extract Error Report 135
Figure 10–12, Detail Load Process Error Report 135
Figure 10–13, DataPrep Main Menu with Loan Detail Report Selected 137
Figure 10–14, Loan Detail Report Dialog Box 138
Figure 10–15, Extract Loan Detail Report 140
Figure 10–16, Notification Report Dialog Box 141
Figure 10–17, Error Submittal Summary Notification Report 142
Figure 10–18, DataPrep Main Menu with Selection Criteria Selected on the Options Menu 143
Figure 10–19, Selection Criteria Dialog Box 143
Figure 10–20, Selection Criteria Edit Dialog Box 144
Figure 10–21, Selection Criteria Edit Dialog Box 145
Figure 10–22, Selection Criteria Edit Dialog Box 146
Figure 10–23, Selection Criteria Edit Dialog Box 147
Figure 10–24, Selection Variable Edit Dialog Box 148
Figure 10–25, Selection Criteria Edit Dialog Box 149
Figure 10–26, Selection Variable Edit Dialog Box 149
Figure 10–27, DataPrep Main Menu with Sort Parameters Selected on Options Menu 153
Figure 10–28, Sort Parameters Dialog Box 154
Figure 10–29, Sort Parameter Edit Dialog Box 154
Figure 10–30, Sort Parameter Edit Dialog Box 155
Figure 10–31, Sort Parameters Dialog Box 156
Figure 10–32, Sort Parameter Edit Dialog Box 156
Figure 12–1, Summary Extract Error Report 162
Figure 12–2, Summary Load Process Error Report 162
Figure 12–3, Sample Detail Extract Error Report 164
Figure 12–4, Sample Detail Load Process Error Report 165
Chapter 1:Introduction
Dear
Colleague Letter April
1995 CB-95-5
(LD)
All
schools in the Title IV aid programs are required to participate
with NSLDS. Schools with active Perkins Loans (including National
Direct Student Loans, National Defense Student Loans, and Income
Contingent Loans) are required to provide updated data to NSLDS once
a month on a schedule established by ED.
1.1About 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:
This icon indicates a definition or explanation that you will need to keep in mind throughout the discussion.
T
his
icon indicates a special note, suggestion, or comment that will
assist you in running DataPrep or in providing insight into the NSLDS
update process.
This icon indicates a warning of which you should take special note.
1.2What Is NSLDS?
National
Student
Loan
Data
System
Improve the quality and accessibility of student aid data.
Reduce the burden of administering Title IV aid.
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, loan, grant, and overpayment information on student aid disbursed under Title IV of the Higher Education Act of 1965, as amended (the Act). Data in NSLDS are provided by schools, guaranty agencies, and ED agencies. The data include information about the following:
The Federal Family Education Loan Program (FFELP)
The Federal Direct Loan Program (FDLP)
Federal Perkins loans (including National Direct Student Loans, National Defense Student Loans, and Income Contingent Loans)
Federal Pell Grants, Federal Supplemental Educational Opportunity Grants (FSEOGs), Academic Competitiveness Grants (ACGs), and National Science and Mathematics Access to Retain Talent (SMART) grants
Overpayments from the Federal Pell Grants, FSEOGs, ACGs, National SMART grants, and Federal Perkins Loan programs
Demographic and enrollment data on Title IV recipients
1.2.1NSLDS Functions
NSLDS currently has responsibility for the following functions:
Aid Overpayment—The Web Aid Overpayment function allows data providers to update the NSLDS when a student owes or repays an overpayment on a Pell, ACG, National SMART, TEACH Grant, FSEOG, or Perkins loan. This function also facilitates the reporting of fraud by schools and DMCS.
Audit Support—Audits and risk assessments are supported by a combination of audit logs, audit reports, and Web queries.
Cohort Default Rate (CDR) Calculations—The NSLDS calculates draft and official default rates for schools participating in FFELP and FDLP, lenders, and GAs. NSLDS stores the numerator, denominator, and backup detail, and processes appeal rates. The cohort default rates are made available to each organization through the NSLDS Professional Access Web site. The school rates are made available to schools through the electronic CDR (eCDR) process. The NSLDS also calculates a draft and an official national default rate for each cohort year. Draft CDRs will be published in the winter and the official rates will be published in the summer of each year.
Credit Reform Act Support – The Credit Reform Act and related OMB circulars require the Department to identify loans by loan program, cohort year, and risk category. The NSLDS is the Department’s only source of this loan-level data. NSLDS makes available the data the Department’s Budget Services requires for this purpose.
Customer Support—NSLDS personnel from the Customer Support Center (CSC), Business Operations Support (BOS), Data Integrity Group (DIG), and Quality Assurance (QA) document, research, negotiate, and resolve NSLDS data conflicts, as well as assist data providers with data submission and NSLDS users with all web functionality.
Enrollment Reporting—The NSLDS generates and sends Enrollment Reporting Rosters to schools. Schools or their servicers (often the National Student Clearinghouse) can respond to the reports by batch submission or by entering data online. The NSLDS then updates its database to reflect any changes in student enrollment status and forwards enrollment status change data to the loan-holding community.
Exit Counseling - The NSLDS Exit Counseling is presented on the NSLDS Student Web site located at www.nslds.ed.gov. This site currently houses an interface for students where, through a secure logon, they can access their financial aid information, as housed on NSLDS. The Exit Counseling tool encompasses all loan programs requiring Exit Counseling, as well as displaying other loan data pertaining to that student. The tool provides various calculators, requires students to complete a quiz to ensure understanding, and collects information to assist in the activity of skip- tracing. NSLDS provides both Loan Exit Counseling and TEACH Grant /Loan Exit Counseling.
Federal Emergency Management Agency (FEMA)—The NSLDS provides an interface with FEMA for individuals affected by disasters. Through the application process, disaster victims can apply for assistance on FEMA’s Web site and will be given the opportunity to review their Federal Student Aid information that is stored in the NSLDS. The interface takes applicants seamlessly to the NSLDS Student Access Web site where they must verify their identifiers and enter their PINs.
Gainful Employment (GE)—The NSLDS collects data on students enrolled in gainful employment programs from schools that participate in Title IV aid. Data collection is based on award year participation and is provided by institutions through batch and online submissions.
Loan Purchase Program (PUT) – The NSLDS matches FFELP records that have been purchased by ED and are now reported from an ED Servicer. The NSLDS applies the servicers’ loan identifier to the record to facilitate continued reporting and updating by the servicer. The NSLDS also provides online match resolution options to allow the servicer to indicate loans for which they now have reporting responsibility but was not updated based on data provided from the servicer.
Online Loan Update—NSLDS allows approved GAs, federal loan servicers, and designated ED users to update their agency’s loan data via the Web. This instantaneous update feature helps to reduce the turnaround time for problem resolution and error corrections.
Postscreening for Title IV Aid Eligibility—The NSLDS postscreens Title IV aid applicants to identify those whose eligibility status has changed since the time of their original aid application. The process screens for default, overpayment, and fraud convictions, as well as loan eligibility criteria.
Preparation of Financial Aid History (FAH) Information—The NSLDS generates FAH information and forwards it to CPS as part of the prescreening process. The NSLDS also generates FAH information outside the prescreening process in response to ad hoc requests from schools. These requests can be made online or by batch submittal, and are part of Transfer Student Monitoring. GA can make FAH requests by batch submittal and the returned data are restricted to borrowers with whom they hold or held a loan. The FAH information they receive contains only borrower and loan data. No grant information is included in the FAH for GAs.
Prescreening for Title IV Aid Eligibility—The NSLDS prescreens all Free Application for Federal Student Aid (FAFSA) applicants for Title IV Aid to identify those applicants who are in default on an existing Title IV loan; who owe overpayments on Pell, ACG, National SMART Grants, TEACH Grants, FSEOGs, or Perkins loans; or who have come close to or exceeded aggregate loan limits.
Real Time Data Inquiries—The NSLDS generates FAH information in response to “real time” requests from ED applications. The following applications use this functionality:
Direct Loan Exit Counseling using extensible markup language (XML)
FSAIC Integrated Voice Response (IVR) System
Repayment (Notional) Information—The NSLDS provides schools summary and detail student repayment data for informational purposes.
Security Control—ED and Contractor User IDs, and the access these IDs have to NSLDS resources, are maintained by the Systems Security Officer (SSO)/Alternate via the NSLDS Professional Access Web site.
Security Monitoring—The NSLDS provides monitoring tools that an organization’s Primary Destination Point Administrator (PDPA) and Federal Student Aid (FSA) can use to ensure that users are compliant with the NSLDS rules of access. The NSLDS systematically monitors and provides e-mail notifications to PDPAs so they are alerted and can take the appropriate and necessary actions. NSLDS provides an ad-hoc Adobe PDF reporting capability to help monitor user activities, as well as reports delivered via SAIG mailboxes.
Transfer Student Monitoring—The NSLDS receives school profile and transferring student information via Web pages and/or batch programs. It monitors each of these students for specific changes in loan and Pell, ACG, National SMART, and TEACH Grant status. The NSLDS reports these changes to schools via Web pages or batch programs. Alert e-mail is provided. NSLDS Customer Support and authorized FSA Program Compliance personnel have access to view a school’s Web pages to provide support and oversight.
Web Inquiries—The NSLDS provides Web access for schools, state grant agencies, eligible and approved GAs, lenders and lender services, students, and ED and its contractors to view NSLDS data. Depending on user access, the Web site also provides a list of reports that can be requested to receive organization-specific data from the NSLDS. To help protect a student’s/borrower’s personally identifiable information (PII) data, the NSLDS masks SSNs on Web pages.
NSLDS performs the following operations support functions:
Assessment of FFELP, FDLP, and Other Program Administration—NSLDS supplies data used in short- or long-term studies aimed at determining the effectiveness of particular loan program practices.
Audit and Program Review Planning—NSLDS supplies auditors and program reviewers with data on specific organizations and on key indicators used to schedule audits and program reviews for maximum effectiveness. ED’s contractor supports various security audits.
Budget Analysis and Development—NSLDS data on loan program performance are used to support assumptions for estimating the long-term budgets for the Federal student aid programs. These data are also used to answer budget-related questions and to support “what-if” analyses.
Freedom of Information Act (FOIA) requests—NSLDS completes FOIA requests when they meet established guidelines.
Loan Participation Program (LPP)—The NSLDS contains data regarding Custodian and Sponsor lending organizations that are part of the ECASLA enacted funding process that allows participation interest agreements with ED. The NSLDS links loans on the NSLDS with the Custodian or Sponsor records received from FMS.
Loan Transfer Tracking—The NSLDS preserves historical data on loan holders and loan sales dates used to understand secondary market activity, identify potential problems with loan program participants, assist borrowers in locating lenders or GAs associated with their loans, and assessing the administration and billing practices of Title IV loan programs.
Monitoring GA and Lender Financial Reporting for Reasonability—NSLDS supplies ED personnel with the detailed-level information needed to assess the reasonability of financial reporting from GAs and lenders based on changes in loan portfolios, loan status, loan balance information, and other loan details. The NSLDS performs monthly and annual reasonability calculations for GAs.
Payment Support of Loan Processing and Issuance Fees (LPIFs) and Account Maintenance Fees (AMFs) to GAs—NSLDS provides data about Outstanding Principal Balance (OPB) on open loans that support AMF payments by FMS. With the change to supporting origination of only Direct Loans, the LPIF is no longer calculated for GAs.
Research Studies and Policy Development—NSLDS supports long-term research studies and short-term policy development by providing ED with current detailed and aggregated loan, grant, and student data.
In addition to these specific operational support functions, NSLDS performs the following general activities:
Generates statistically valid extracts of the production database.
Incorporates and supports data standardization.
Interfaces with Government-provided telecommunications links.
Maintains a training database.
Maintains demographic data on recipients and institutions.
Maintains organization contact information for ED Regions, the federal loan servicers, schools, GAs, Lenders, Lender Branch services, and state agencies.
Meets data currency requirements.
Meets performance and response standards.
Monitors user access and provides FSA with data of users that fall outside of acceptable usage parameters.
Preserves data security and confidentiality as required under the Privacy Act of 1974, as amended.
Provides output in formats that support executive information systems.
Provides subject matter experts (SMEs) to interface with user community and to provide input for new functionality.
Provides support for Web site access.
Receives and processes new, changed, and removed user information from Participation Management.
Supports prevention and resolution of errors.
These function areas and the system capabilities that support them reflect requirements established for NSLDS by the U.S. Congress and ED.
1.2.2Origination of NSLDS Data
As a comprehensive repository of Title IV recipients and their loans, Pell Grants, overpayments, 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. 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 monthly and daily through online updates.
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 Management and Collections System (DMCS) provides data weekly on loans and overpayments assigned to ED and on lenders and lender servicers.
The Postsecondary Education Participants System (PEPS) provides daily data on schools.
The Total and Permanent Disability (TPD) provides monthly data on loans with permanent and conditional disability discharges.
The Central Processing System (CPS) provides quarterly demographic data on students in the NSLDS database.
The Common Origination and Disbursement (COD) provides daily updates on all Federal grant payments to students.
The Federal Direct Loan Program (FDLP) Servicer provides weekly data on FDLP loans.
The Lender Reporting System (LARS) reports lenders and lender servicer data to NSLDS daily.
Figure 1–1, Sources of NSLDS Data
1.2.3NSLDS Users
NSLDS users include personnel from ED, other Federal agencies, guaranty agencies, lenders, schools, and independent researchers.
NSLDS provides its users with Internet access and batch processing. 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.
Figure 1–2, Outflow of NSLDS Information
1.3Getting Help
The NSLDS Customer Support Center (CSC) is available to answer your questions. The CSC offers comprehensive assistance on all aspects of using the DataPrep software, from step-by-step installation questions to receiving error reports. The CSC 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-level errors. The CSC will address your Perkins data provider set-up and scheduling questions and will distribute your school’s yearly data provider load schedule each November.
In addition, the CSC can help:
Customer
Support Center
Contact
the CSC at 800-999-8219 between 8 a.m. and 9 p.m. Eastern time,
weekdays, excluding Federal holidays. Customer Support personnel
will log your call, issue a confirmation number, answer questions,
and if possible, resolve problems immediately. If the problem
requires further research, Customer Support will estimate when you
can expect a return call.
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 CSC, you may be asked to provide specific information, including:
Your Office of Postsecondary Education (OPE) Identification (ID) code and school 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.
Chapter 2:Data Provider Responsibilities
Schools
and Servicers
The
term “schools” in this document includes both schools
and their servicers. Together, schools and servicers are referred to
as “data providers.”
Data providers must:
Meet all NSLDS reporting requirements, as detailed in this operating manual.
Report all Federal Perkins loans that were open or closed on or after October 1, 1989.
Report new loans or updates to existing loans monthly on a schedule established by NSLDS. Data reported must be current and not extracted earlier than shown on the established schedule for the data provider.
Create a Database Extract file meeting the specifications contained in Appendix A. Data providers are responsible for coding and testing their software, as needed, to properly format the Database Extract file.
Use NSLDS-provided DataPrep software to perform Extract Validation and create a Submittal file.
Transmit the Submittal file to NSLDS on ED-provided communications lines, in accordance with their established schedule.
Retrieve the Load Process Error file for each submittal. Data providers must review errors and correct as many as possible before the next submittal. Data providers are responsible for the accuracy of their data, as well as for the timely reporting of loan data to NSLDS.
Retrieve any Error Submittal Summary Notification files sent by NSLDS. Data providers are responsible for taking action to remedy file-level errors or missed submissions identified by such files.
Work with other data providers—including guaranty agencies, the Direct Loan Program, the Debt Management Collection System, 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 school’s system of record can be done voluntarily upon request from the school or mandated by ED if it determines reconciliation is necessary to meet data quality standards.
In summary, data provider data must meet NSLDS reporting requirements and quality standards. All data submitted to NSLDS must be as complete and correct as possible. Schools that fail to meet their NSLDS reporting requirements are subject to the limitation, suspension, and termination regulatory provisions.
2.1Data Privacy
Privacy
of Data
All
NSLDS data are 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.
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.
2.2Data Accuracy and Timeliness
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 25 errors in total, but those errors appear in only 19
records out of 456 records extracted, the calculated error rate is:
19
/ 456 = 4.2%
Submittal Tracking—NSLDS monitors late and missed submittals on a continuing basis.
Error Tracking—NSLDS calculates the percentage of records in a submittal that are in error 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.
The error rate is calculated by dividing the number of loan records with errors by the total number of records extracted. 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 falling short of expectations in either of these areas are subject to the limitation, suspension, and termination regulations of ED.
Chapter 3:The Update Process
Warning:
Data Provider Responsibility
Data
providers 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. Schools and Third-Party Servicers
are jointly and severally responsible
for compliance.
Data Providers Create a 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.
Data Providers Run the Extract Validation 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 file-level errors (such as an incorrect header or a school code for any record that does not match the header record school code), the process stops.
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 a specified threshold, the process also stops and the complete Database Extract file is rejected. You must correct the error(s) before proceeding.
If there are no file-level errors, and if the number of domain-level errors is within the prescribed limits, DataPrep creates a new file called the Submittal file.
Data Providers Perform Error Report Generations—Using the Extract Error file produced by DataPrep, you generate 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 and/or extract process. 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 numbers 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 the Extract Validation process, and running Extract Error report.
Data Providers Send or Transmit 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 transmit the data to NSLDS via the Title IV Wide Area Network (WAN).
NSLDS Runs the Load and Update 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 on 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.
Data Providers Retrieve Error Files and Generate Load Process Error Reports—If your Submittal file passes all file-level edits and is loaded onto NSLDS, NSLDS sends you, within 48 hours, a Load Process Error file containing all the domain-, record-, and load-level errors detected during the Load process. You then use DataPrep to generate 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 sends you, within 48 hours, an Error Submittal Summary Notification file notifying you that your file was not received or was not loaded. In this case, NSLDS does not send you a Load Process Error file or Threshold Error File (TEF) file.
Viewed as a linear sequence, the six-step update process looks like this:
Figure 3–3, Data Provider Six-Step Process
Viewed as an ongoing or cyclical process, the update process can also be illustrated in the following way, with the shaded boxes representing school or data provider responsibility and the darkened boxes representing operations handled by DataPrep.
Figure 3–4, DataPrep Processing Flow for Extract Validation and Error Report Generation
3.1Files Used in the NSLDS Update Process
File
Names
You
can determine the naming conventions for files used and created
exclusively at your own site. 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.
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 (PPC) records to correct certain kinds of reporting errors in previous cycles. This file is the input to the Extract Validation process.
Submittal File (submit.ff)—This file is created by DataPrep software if there are no file-level errors and the number of domain-level errors in the Database Extract file is below the acceptable threshold levels. The Submittal file contains all current records and all PPC records. You transmit 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.
Error Submittal Summary Notification File (shsntfop.ff)—This file informs you that your Submittal file was not loaded onto NSLDS database, either because it was not received by NSLDS or because it contained file-level errors. In the latter case, it identifies the errors that prevented the Submittal file from being loaded. 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 load 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 (TEF.ff)—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 –5 shows the edit process, some of the problems that can arise during that process, and possible solutions.
Figure 3–5, NSLDS Edit Process
3.1.1Loans Closed Prior to October 1, 1989
If you currently extract loans that were closed before October 1, 1989, stop extracting such loans. A new edit will reject any loan closed before October 1, 1989. You can prevent these rejects by not extracting such loans.
3.1.2Report Outstanding Principal Balances Monthly
The Date of Outstanding Principal Balance reflects the date of the most recent change in the principal balance. The Outstanding Principal Balance may change due to a disbursement, loan payment, or cancellation. Since you submit all loans in your database every month, the requirement to update Outstanding Principal Balance on a quarterly basis is eliminated. Instead, you must update the dollar amount and the date of the Outstanding Principal Balance using the current remaining amount and the date of the most recent change in Outstanding Principal Balance. If you have been reporting the last day of the month as the Date of Outstanding Principal Balance regardless of when the balance changed, you must modify your extract procedure to provide the actual day when the balance changed.
3.1.3Reporting Outstanding Principal Balances That Are Less Than $1
If a loan is reported with an open loan status, it must have a positive Outstanding Principal Balance. If the loan has a balance of less than $1, but not zero, you should report the Outstanding Principal Balance as $1. 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 $1 until the loan is closed.
3.1.4Data Provider Loan ID
You can track a loan through the NSLDS process using your own unique Data Provider Loan ID if you so choose. The last field in the Detail record is available to allow you to insert a unique loan ID that will be carried through the update process and returned on the error records in the Load Process Error file. The use of this new field is optional.
Chapter 4:System Requirements
This manual is written for data providers who use the ED-provided DataPrep software to prepare data for submission to NSLDS from either a mainframe (z/OS LE Version 3.1 or higher) batch environment or a Windows-based personal computer (PC). Data providers, who 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.
z/OS
LE Runtime Library
If
you are running in the z/OS LE environment, your LE Runtime Library
must be in your standard system program library concatenation.
An IBM/IBM-compatible mainframe running the z/OS LE, Version 3.1 or higher operating system and an appropriate sort utility, or
An IBM-compatible personal computer with at least a 200 MHz Pentium processor, 64 Mb of available memory, and 8 Mb of hard disk space to store the program and work 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. The new version of Perkins DataPrep is fully compatible with Windows 2000 and Windows XP. It 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 Perkins DataPrep and cannot take advantage of the new software enhancements. For more information about ED system requirements, see Perkins Technical Update, PK-2004-01 (January 2004).
4.1Estimating Required Disk Space
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.
Estimate your space requirements by adding the following:
Database Extract files N * 300 bytes * Y
Submittal Files [(N * 300 bytes) + (PPC * 300 bytes)] * Y
Extract Error Files X * 300 bytes * Y
Extract Error Reports X * 132 bytes * Z * 1.1
Load Process Error Files X * 300 bytes * Y
Load Process Error Reports X * 132 bytes * Z * 1.1
Threshold Error File 32,000 bytes
Loan Detail File N * 300 bytes * Y
Loan Detail Reports N * 132 bytes * Z * 1.1
(Equals) _____ bytes of space required
Where:
N = Number of records extracted from your database
X = Estimated number of errors
PPC = Estimated number of PPC records
Y = Number of backup files created and stored
Z = Number of reports generated
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
Contact
Information
Contact
SAIG Customer Suppport Center to set up a SAIG user account:
800-330-5947.
Setting Up Communications Links with NSLDS
All data providers submit to NSLDS through the SAIG.
CPS/SAIG Technical Support is responsible for setting up user accounts on the SAIG. You can obtain user documentation for the SAIG by calling 800-330-5947.
4.3Obtaining a Submittal Schedule
Submittal
Schedules on the Web
You
can check your submittal schedule at any time on the Organization
page of the NSLDS Web site (www.nsldsfap.ed.gov).
For more information, or to obtain a copy of the schedule, contact the NSLDS Customer Support Center at 800-999-8219.
4.4Initial Population
The first-time transfer of information from schools or data providers 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 submission is the same as the one you follow for subsequent updates.
4.5File Protection and Backups
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.
PC 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 5.2.4.
While we recommend a minimum of two generations, the sample JCL for z/OS LE Version 3.1 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.
4.6Using Servicers
Institutional
Responsibility
Because
systems and procedures vary significantly from one institution to
another, each school is responsible for determining how it will meet
the NSLDS reporting requirements.
If you use a servicer, you must consider and incorporate into your reporting procedures the following:
Coordinating Any Changes to Identifiers—Whenever an identifier changes, you must submit the new identifier on every loan affected by the change. This must be done through the servicer.
Transferring Records From School to Servicer or Third Party—The organization reporting on a loan must report all attributes for that specific loan. If the responsibility for reporting on a specific loan is transferred from one party to another, all the data for that loan must be transferred. The receiving party must then continue to report all required attributes on that loan even though there may not be updates to a specific attribute.
For example, when a school transfers a loan to a servicer, the school must transfer all the data for that loan, including the student’s enrollment status at the time the loan was first disbursed. Although the servicer may not update this attribute, the servicer must include it as part of the loan record that it extracts and submits to NSLDS. All data fields in the NSLDS extract should be transferred.
Changing Servicers—If a school changes servicers, it must carefully coordinate with both the current and new servicers to ensure that all data are properly transferred. Regardless of any change in servicer, the school is expected to transmit the Submittal file within 90 days from the date the new servicer becomes responsible for servicing the loans. ED has determined that servicers should transfer portfolios using the same file layout as a Submittal file to NSLDS. The same data should be extracted and prepared as would be for a Submittal file. The Database Extract file thus created should be sent to the new servicer, who in turn should use the Submittal file to populate its database so it can provide the proper student and loan identifiers to NSLDS.
4.7Multiple Schools or School Branches
Numbers
of Schools or Branches
There
is no limit on the number of school or branch data sets that can be
appended together in a single Database Extract file.
Multiple
School/Branch File Structure
School
1 Header Record
School
1 Detail Records
School
1 PPC Records
School
2 Header Record
School
2 Detail Records
School
2 PPC Records
School
3 Header Record
School
3 Detail Records
School
3 PPC Records
And
so on.
Once you have created the combined Database Extract file, you can process it just like a file containing a single school’s data using the DataPrep software.
Note: You should not insert trailer records for individual schools or branches because DataPrep will do so for you during the Extract Validation process.
Chapter 5:Installation, Utilities, and Testing
After you have made sure that you meet the system requirements for Perkins DataPrep Version 3.1, you are ready to install Perkins DataPrep, set up its utilities, and run test files designed both to test whether you have installed DataPrep properly and to familiarize yourself with how DataPrep works.
5.1Installation
5.1.1Installing DataPrep on a Windows-Based PC
Important Installation Notes
Perkins DataPrep is specifically designed to be downloaded from the FSA download site address and installed on PCs running the Windows 2000 or Windows XP Pro operating systems.
Perkins DataPrep’s Windows 2000 installation requires you to have Administrator privileges on the install machine. If you are unable to install Perkins DataPrep, contact your technical support staff to set up Administrator privileges on the install machine.
Some organizations restrict downloading from File Transfer Protocol (FTP) sites. If you are unable to download Perkins DataPrep, contact your technical support staff to ensure that you have full FTP download privileges.
The time it takes to download the Perkins DataPrep software depends on the file size and the speed of your Internet connection. The table below shows the minimum download time for various speeds. The actual time will vary depending on the quality of the phone line and Internet traffic.
Modem Speed |
28.8 kbs |
33.6 kbs |
56 kbs |
64 K ISDN |
128 K ISDN |
512 K ADSL |
Download Time |
49 min |
42 min |
26 min |
22 min |
11 min |
3 min |
5.1.2Installation Instructions Using Microsoft Internet Explorer
1. Uninstall all previous versions of Perkins DataPrep on your machine. If you are reinstalling Version 3.1, uninstall the previous installation before proceeding.
2. Close all other Windows applications.
3. Open Microsoft Internet Explorer.
4. In the Address field, enter the following URL:
http://www.fsadownload.ed.gov/SoftPerkins.htm.
Then press Return.
5. On the Perkins DataPrep download page, in the Software area, click Full Download, to start the download. The File Download box appears.
Note: The box that appears may vary depending on your version of Internet Explorer.
Note: Ignore the warning message in this box regarding this download file. The installation program displays the warning because it cannot find a digital signature with the install file. This download file and its contents have been checked for viruses.
6. Click Open. Windows will now download the install files to a temporary folder on the work station. When downloading is complete, the Perkins DataPrep Setup box appears.
7. Click Next. The License Agreement box appears.
8. After reading the License Agreement, click Yes. The Customer Information box appears.
9. Change User Name and Company Name if necessary and click Next. The Choose Destination Location box appears.
10. This box shows the default Destination Folder where the Perkins DataPrep software will be installed. To accept the default Destination Folder, click Next. If you wish to install the software in another folder, click Browse and change it. Then click Next. The Select Program Folder box appears.
11. Click Next. Now the Select Final Setup Options box appears.
12. Click Next. The Start Copying Files box appears. Review the information in the Current Settings area. If you wish to correct any of the settings, click Back.
13. If all settings are correct, click Next. The setup program will now install the Perkins DataPrep software on your machine. Progress bars indicate the status of the installation. After the installation is complete, the Setup Complete box appears.
14. Click Finish. The README document appears if the box for the README file is checked.
Troubleshooting
While installing the Perkins DataPrep software on your machine, the Files in Use box may appear.
This box indicates that another Windows program is using one or more files needed by the Perkins DataPrep installation process. Make sure that ALL other Windows programs are closed, then click Retry.
In addition, while installing the Perkins DataPrep software on your machine, the following error message may appear:
In this case, the installation program cannot check if the above file needs to be updated. Click OK to continue installation.
5.1.3Installation Instructions Using Netscape
1. Uninstall all previous versions of Perkins DataPrep on your machine. If you are reinstalling Version 3.1, uninstall the previous installation before proceeding. Instructions for uninstalling Perkins DataPrep are found in Section 5.1.4.
2. Close all other Windows applications.
3. Open Netscape.
4. In the Address field, enter the following URL:
http://www.fsadownload.ed.gov/SoftPerkins.htm.
Then press Return.
5. On the Perkins DataPrep download page, in the Software area, click Full Download, to start the download. The Enter name of file to save to… box appears.
Note: The box that appears may vary depending on your version of Netscape.
6. Click Save to save the “Perkins Setup.exe” file in the folder displayed at the top of the box, or highlight a different folder and click Save. (Please remember which folder you save the “Perkins Setup.exe” file, if you decide to continue the install later.)
7. Next, the Download Manager box appears with the “Perkins Setup.exe” file highlighted.
8. Click Launch File in the menu at the top of the window to run the “Perkins Setup.exe” file. The “Opening Perkins Setup.exe” box appears.
Note: Ignore the warning message in this box regarding this download file. The installation program displays the warning because it cannot find a digital signature with the install file. This download file and its contents have been checked for viruses.
9. Click OK. Windows will now download the install files to a temporary folder on the workstation. When downloading is complete, the Perkins DataPrep Setup box appears.
10. Click Next. The License Agreement box appears.
11. After reading the License Agreement, click Yes. The Customer Information box appears.
12. Change User Name and Company Name if necessary and click Next. The Choose Destination Location box appears.
13. This box shows the default Destination Folder where the Perkins DataPrep software will be installed. To accept the default Destination Folder, click Next. If you wish to install the software in another folder, click Browse and select a different destination folder. Then click Next. The Select Program Folder box appears.
14. Click Next. Now the Select Final Setup Options box appears.
15. Click Next. The Start Copying Files box appears. Review the information in the Current Settings area. If you wish to correct any of the settings, click Back.
16. If all settings are correct, click Next. The setup program will now install the Perkins DataPrep software on your machine. Progress bars indicate the status of the installation. After the installation is complete, the Setup Complete box appears.
17. Click Finish. The README document appears if the box for the README file is checked.
Troubleshooting
While installing the Perkins DataPrep software on your machine, the Files in Use box may appear.
This box indicates that another Windows program is using one or more files needed by the Perkins DataPrep installation process. Make sure that ALL other Windows programs are closed, then click Retry.
In addition, while installing the Perkins DataPrep software on your machine, the following error message may appear:
In this case, the installation program cannot check if the above file needs to be updated. Click OK to continue installation.
5.1.4Uninstallation Instructions
1. On your Windows taskbar, click Start, Settings, Control Panel. The Windows Control Panel appears.
Click Add/Remove Programs. The Add/Remove Programs box appears.
3. Scroll down the list and click NSLDS Perkins DataPrep 3.1. Click Change/Remove. The Confirm Uninstall box appears.
4. Click OK. The InstallShield Wizard box appears.
5. Click Finish. The InstallShield Wizard box will close.
6. Open Windows Explorer and RIGHT click the NSLDS-PERKINS-V3 folder (or the folder in which you installed Perkins DataPrep).
7. Click SHIFT Delete to remove the Perkins DataPrep folder and its contents.
Administrative
Privileges
If
you run Windows NT and do not have administrative privileges to
install new software on your computer, you will get a warning when
you try to install DataPrep. You can still install the software, but
some of its functions may not work properly. If you get this
warning, you should check with your information technology
department before proceeding.
You can still install DataPrep, but some of its functions might not work properly. For example, you might not be able to print from the DataPrep viewer. Check with your information technology department before proceeding.
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-v3.
Directories
These
are the folders where DataPrep working files are stored:
Temp—the
location of your temporary sort work files (*.tmp)
Extract—the
location of your Database Extract file (extract.ff)
Current—the
location of the TEF file (TEF.ff) and all DataPrep output files
(*.ff)
Backup—the
location of your backup file folders (yCCYYmMM)
Loan—the
location of the Loan Detail file obtained by special arrangement
(loandtl.ff)
When you start PC DataPrep for the first time, the Directories
dialog box (Figure 5 –6)
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 working files are in fact located, or DataPrep will be
unable to find your data. You must also specify the correct directory
paths when you transmit your data to NSLDS via SAIG.
When you are satisfied with the directory paths listed in the Directories dialog box, click OK.
Figure 5–6, Directories Dialog Box
If you have named a path that does not currently exist, DataPrep will ask you if you want to create it. Click Yes to do so.
5.1.5Installing DataPrep on a z/OS LE Version 3.1 or Higher Mainframe
z/OS
LE, Version 2.4 or Higher
For
DataPrep to work on your mainframe, you must be running z/OS LE,
Version 3.1 or higher.
Run the Installation JCL once to unload the 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: By installing DataPrep JCL for z/OS LE Version 3.1, 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/Levelset 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.
5.2Options and Utilities
5.2.1Changing Directory Paths
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 (as in a desktop shortcut) or within My
Computer or Windows Explorer.
From the DataPrep Main Menu, click Options and then Directories.
Figure 5–7,
DataPrep Main Menu with Directories
Selected on the Options
Menu
The Directories dialog box appears.
Figure 5–8, Directories Dialog Box
Select new directory paths in one of two ways:
Type the new path into the text box.
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.
Click OK to save your changes.
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 directory to your new Current directory. Those files have
names that end with the following suffixes:
.sel
.srt
.var
Note: 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 directory to your new Current
directory:
ERRDTL.sel
ERRDTL.srt
ERRDTL.var
LOANDTL.sel
LOANDTL.srt
LOANDTL.var
TEF.ff
If you fail to copy these files to your new Current directory, DataPrep will be unable to sort your detailed Extract Error report or Load Process Error report.
In addition, you may wish to copy any additional files that you wish to retain.
5.2.2Viewers
DataPrep allows you to generate a 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 (uta0.exe) as the default viewer for reports. This viewer was 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 (uta0.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.
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.
Changing Your Default Viewer
To change your default viewer for all reports, follow these steps:
From the DataPrep Main Menu, click Options and then Viewers.
Figure 5–9,
DataPrep Main Menu
with Viewers Selection on the Options Menu
The Viewer Maintenance dialog box appears.
Figure 5–10, Viewer Maintenance Dialog Box
Selecting
the Viewer
The
word processing software at the top of the Viewer Programs list is
the default viewer. To change the default viewer, follow these
steps:
Select
the viewer you want to make the default by highlighting it.
Click
Move.
Point
to the top of the list and click.
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.
Select the viewer you want to make the default by highlighting it.
Click Move.
Point the cursor to the top of the list and click. This will move the highlighted software to the top of the list.
Click OK to exit the dialog box.
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.
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.
You can use any viewer to view a particular report after it is generated, 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.
Changing Viewers for a Single Report
To select a different viewer for a single report without changing your default viewer, follow these steps:
If you have already generated a report and displayed it in a viewer, close or minimize the viewer and return to the report dialog box from which you generated the report.
Click Viewer to display the Select Viewer dialog box. It will display DataPrep’s built-in viewer (UTA0.exe), Notepad, WordPad, and any other viewers you have installed using the Viewers command on the Option menu.
Figure 5–11, Select Viewer Dialog Box
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.
5.2.3File Transfer
DataPrep’s File Transfer utility allows you to import specific files associated with DataPrep and the NSLDS update process. You can import the following files sent to you by NSLDS, normally via the Student Aid Internet Gateway (SAIG):
Load Process Error File (Message Class SLDERROP)
Loan Detail File (Message Class SLNDTLOP)
Error Submittal Summary Notification File (Message Class SHSNTFOP)
(Note: To import the Thresholds, Error Codes and Field Codes File, go to www.fsadownload.ed.gov).
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.
To import a file using the File Transfer utility, follow these steps:
From the DataPrep Main Menu, click File Transfer. The File Transfer dialog box appears.
Figure 5–12, Initial File Transfer Dialog Box for File Import
-
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. The TEF file message class, TEFFILOP, will output as TEF.ff.
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 –12). 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.
-
Browsing for Files
When you browse for files, make sure that the Files of type option is set to the file type you seek or to All Files (*.*).
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.
For example, the first time you select Import Thresholds, Error Codes and Field Codes File as an action and click browse, you should see a dialog box similar to the one in Figure 5 –13. Notice that the File of type option is automatically set to Received TEF File (teffilop.*).
Figure 5–13, Initial Select NSLDS File Dialog Box for TEF File
-
Where to Look
These instructions assume that when you receive files from NSLDS via SAIG, they are saved to a directory named C:\IAM\ DATA. If you store them elsewhere, you will need to adjust accordingly.
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 (normally C:\IAM\DATA). You can select any folder you have access to on your computer or network.
Figure 5–14, Final Select NSLDS File Dialog Box for TEF File
Select the file you want to import. Whatever file you select will be displayed as the default NSLDS File Input option the next time you import the same type of file. Click Open to return to the File Transfer dialog box.
Figure 5–15, Final File Transfer Dialog Box for File Import
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 message box you can use to check that you are transferring the right file and that it is more recent than any file it might replace.
If you displayed the File Information message box, click Exit to return to the File Transfer dialog box.
-
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.
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:
Click Yes to continue. If the copy or move is successful, DataPrep displays a message similar to the following:
5.2.4File Backup
We strongly recommend that you regularly back up all your data files. Regular backups give you a full record of your submissions to NSLDS and a potentially invaluable audit trail. DataPrep’s File Backup function helps you copy or move files from your working folders (Current, Extract, and Loan) to back up 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:
From the DataPrep Main Menu, click File Backup.
Figure 5–16, DataPrep Main Menu with File Backup Selected
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:\DataPrep\Backup).
Figure 5–17, Backup Files Dialog Box
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 5–18, New Backup File Folder Dialog Box
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.
-
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.
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 de-select it and remove the highlighting. You can select or de-select 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.
Figure 5–19, Backup Files Dialog Box with Files Selected
Select the backup folder in which you want to store the files by clicking on it in the Backup Folders box.
Figure 5–20, Backup Files Dialog Box with Files and Backup Folder Selected
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.
Figure 5–21, Backup Files Dialog Box after Copy
If, on the other hand, 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 5–22, Backup Files Dialog Box after Move
Several other features of the File Backup utility are worth knowing.
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 5–23, List Backup Files Dialog Box
Deleting
Backup Files and 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.
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:
Click Yes to confirm your intention and delete the backup folder.
5.2.5Help 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.
5.3Running Test Files
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-v3\Samples
Backup
Folder—C:\DataPrep\Backup
Current
Folder—C:\DataPrep\Current
Extract
Folder—C:\DataPrep\Extract
Loan
Folder—C:\DataPrep\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.
For Windows-based DataPrep, the following test files are located in the Samples folder (C:\Nslds-v3\Samples, assuming you chose the default directory paths at installation):
Two Database Extract files (extract-fail.ff and extract-pass.ff)
A Threshold, Error Code and Field Code (TEF) file (TEF.ff)
A Load Process Error file (loaderr.ff).
An Error Submittal Notification Summary file (shsntfop.ff)
Figure 5–24, Test Files Installed in C:\Nslds-v3\Samples
For mainframes, the Running Test Files JCL is in Appendix G; it was unloaded when you installed DataPrep.
5.3.1Successful Extract Validation
Extract Validation
Copying
Test Files
Before
you test DataPrep, you must copy two Database Extract files from the
Samples folder (C:\Nslds‑v3\ Samples) to the Extract folder
(C:\DataPrep\ Extracts):
A
file that should pass Extract Validation (extract-pass.ff)
A
file that should fail Extract Validation (extract-fail.ff)
Be
sure to copy (copy and paste) these two 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 online
Help for Windows.
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\Extract) and rename it extract.ff. DataPrep will only validate files called extract.ff.
Figure 5–25, C:\DataPrep Folder with Extract and Current Folders
From the DataPrep Main Menu, click Extract Validation.
Figure 5–26, DataPrep Main Menu with Extract Validation Selected
The Extract Validation dialog box appears.
Figure 5–27, Extract Validation Dialog Box
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 telling you that Extract Validation was completed successfully.
Figure 5–28, 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.
Extract Validation Log Report
If you wish to redisplay or print the test Extract Validation Log report, do the following:
From the DataPrep Main Menu, click Log Report. The Log Report dialog box appears.
Figure 5–29, Log Report Dialog Box
Select the Extract Validation Log file (C:\DataPrep\ 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.
Figure 5–30, Sample Log Report
When the Log report displays successfully, click Exit twice to return to the DataPrep Main Menu.
Extract Error Reports
You are now ready to produce test Extract Error reports. To do so, follow these steps:
From the DataPrep Main Menu, click Error Report. The Error Report dialog box appears.
Figure 5–31, Error Report Dialog Box
Select Extract Validation as the Error Source.
Select Summary as the Report Type.
-
Selecting Files for Reports
For DataPrep to create an Extract Error report (or any other report), you must select the individual file from which you want to generate 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.
Select the error file listed in the Error Files list (C:\DataPrep\Current\extrerr.ff).
Click Generate. The Summary Error Report dialog box displays a Status message saying, “The Error Summary Report has been generated.”
Click View. Your default viewer displays the Summary Extract Error report.
Figure 5–32, 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 except in Step 3 change “Select Summary as the Report Type” to “Select Detail as the Report Type.”
Now that you have verified that you installed DataPrep successfully, and have generated Extract Error reports, 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 and 12 for more information about reports.
5.3.2Unsuccessful 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:
Rename the extract.ff file in the Extract folder extract-pass.ff.
Copy the file named extract-fail.ff from the Samples folder (C:\Nslds-v3\Samples) to the Extract folder and rename it extract.ff.
Figure 5–33, Extract Folder
From the DataPrep Main Menu, click Extract Validation. The Extract Validation dialog box appears.
Figure 5–34, Extract Validation Dialog Box
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 tolerances. Therefore, no Submittal File has been created.” (Figure 5 –35)
Figure 5–35, 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 9 to generate detailed Extract Error reports with different sort criteria, then view them in the different viewers available in DataPrep (Section 5.2.2).
5.3.3Test Load Process Error Report
Mainframe
Testing
For
testing the Load Process Error Report function for mainframes, refer
to Appendix G.
You could use Windows Explorer or My Computer to copy these files, but instead we will use DataPrep’s File Transfer function as a way of introducing you to that useful capability.
Import the Load Process Error File
From the DataPrep Main Menu, click File Transfer. The File Transfer dialog box appears.
Figure 5–36, Default File Transfer Dialog Box
Select Import Load Processing Error File as the Action. DataPrep will change the default DataPrep File Output to C:\DataPrep\Current\loaderr.ff (Figure 5 –37).
Figure 5–37, Initial File Transfer Dialog Box for Load Process Error File
Press the Browse button to the right of the NSLDS File Input box to display the Select NSLDS File dialog box.
-
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 (*.*).
Set the Look in option to Samples (C:\Nslds-v3\Samples) and the Files of type option to Load Process Error Files (loaderr*.*) or to All Files (*.*).
Figure 5–38, Select NSLDS File Dialog Box for Load Process Error File
Select the Load Process Error file (loaderr.ff) and click Open to return to the File Transfer dialog box.
Check that the directory path in the DataPrep File Output box appears as it does in Figure 5 –39 and click Copy.
Figure 5–39, Final File Transfer Dialog Box for Load Process Error File
If the copy is successful, DataPrep displays the following message:
If you have successfully run Extract Validation, there is already a current TEF file in your Current folder (C:\DataPrep\Current). If there is not a TEF file in your Current folder, you should use DataPrep’s File Transfer utility to copy it there from the Samples folder now.
Generate the Load Process Error Report
After you’ve successfully imported the Load Process Error file, you are ready to generate a Load Process Error report. To do so, follow these steps:
From the DataPrep Main Menu, click Error Report. The Error Report dialog box appears.
Figure 5–40, Error Report Dialog Box for Load Process Error Report
Select the Error Source, Report Type, Selection Criteria, and Sort Sequence options shown in Figure 5 –40.
Highlight the Load Process Error file (C:\DataPrep\Current\ loaderr.ff).
Click Generate. The Summary Error Report dialog box displays a Status message saying, “The Error Summary Report has been generated.”
Click View. The default viewer displays the Load Process Error report.
Figure 5–41, Test Load Process Error Report
After looking over the report, try to generate other Load Process Error reports; including detail reports with different sort options. Refer to Section 10.2 for more information about generating error reports.
5.3.4Test Error Submittal Notification Report
Import the Error Submittal Summary Notification File
Reports
Creating
reports is a three-step process:
Copy
the file containing data for the report into the Current folder
(C:\DataPrep\Current).
Generate
the report.
View
the report.
Now you are ready to generate a sample Error Submittal
Notification report. First, you may use DataPrep’s File
Transfer function to import the sample Error Submittal Notification
file into the Current folder. Alternatively, you may use Explorer or
My Computer to move files from one folder to another.
From the DataPrep Main Menu, click File Transfer. The File Transfer dialog box appears.
Select Import Error Submittal Summary Notification File as the Action.
Figure 5–42, Initial File Transfer Dialog Box for Importing Error Submittal Summary Notification File
Press the Browse button to the right of the NSLDS File Input box to display the Select NSLDS File dialog box.
Set the Look in option to Samples (C:\Nslds-v3\Samples) and the Files of type option to Submittal Notification Files (shsntfop*.*) or to All Files (*.*).
Figure 5–43, Select NSLDS File Dialog Box for Submittal Notification Files
Select the Submittal Notification File (shsntfop.ff) and click Open to return to the File Transfer dialog box.
Check that the directory path in the DataPrep File Output box appears as it does in Figure 5 –44 and click Copy.
Figure 5–44, Final File Transfer Dialog Box for Importing Error Submittal Summary Notification File
If the copy is successful, DataPrep displays the following message:
Generate the Error Submittal Summary Notification Report
Now you are ready to generate the Error Submittal Summary Notification report. To do so, follow these steps:
On the Report menu of the DataPrep Main Menu, click Notification. The Notification Report dialog box appears.
Figure 5–45, Notification Report Dialog Box
Select the Error Submittal Summary Notification file (C:\DataPrep\Current\shsntfop.ff) and click Generate. The Generate Notification Rpt dialog box displays a Status message saying, “The Error Submittal Summary Notification Report has been generated!”
To view the report, click View. Your default viewer displays the report.
Figure 5–46, Error Submittal Summary Notification Report
5.4Deleting Test Files
Delete
All Sample Files
Once
you are finished testing DataPrep, you should delete from DataPrep’s
working folders (C:\DataPrep 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 institution’s Database Extract file.
Do
not delete TEF File nor the sort and selection files (that is, files
with .srt, *.sel, and *.var type).
Leave
the TEF file (TEF.ff) as well as the sort and selection files in the
Current folder (C:\DataPrep\Current) because you will need them to
process your first live Submittal file.
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:\Nslds-v3\Samples). If necessary, copy sample files back from the
working folders to the Samples folder before deleting them from the
working folders.
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.
Figure 5–47, File Backup Dialog Box
Click New. The New Backup File Folder dialog box appears with a default New Folder name.
Figure 5–48, New Backup File Folder Dialog Box
Click OK. A new backup folder appears in the Backup Folders list of the File Backup dialog box.
Figure 5–49, File Backup Dialog Box
Select both the backup folder and all the files listed in the Current Files list except for the TEF file (TEF.ff). Then click Move, and DataPrep will move all the files you selected to the new backup folder.
Click List to display the List Backup Files dialog box with a list of all the files in the backup folder.
Figure 5–50, List Backup Files Dialog Box
Highlight all of the files in the Backup Files list, and then click Delete to delete them from the backup folder.
Click Delete again to delete the backup folder.
Problems?
If
you have any problems with installation or testing, call the CSC at
800-999-8219 between the hours of 8 a.m. and 8 p.m. Eastern Time,
Monday through Friday excluding Federal holidays.
5.5Sample Files z/OS LE Version 3.1
The JCL for mainframes (IBM or fully compatible CPU) running z/OS LE Version 3.1 or higher performs the Extract Validation 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 PRBB1000.
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 100 student/loan records. Eight are in error, which causes the file to exceed the ED-established error threshold. When you run this sample file, no Submittal file should be 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 36 student/loan records for 3 different schools, all in one Database Extract file. School 002021 has 11 errors, school 003554 has 7 errors, and school 004920 has 2 errors. This should be reported in the Detail Error Report and the Summary Error Report.
Chapter 6:The Database Extract File
School
Requirements
You
must create a Database Extract file once a month and no more than 14
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.
DataPrep does not create a Database Extract file, so you are responsible for determining how to create the file from your school’s records or database(s). The Database Extract file you create is subject to audit by ED.
6.1Business Rules
As a data provider, you must observe these business rules:
Report all Federal Perkins loans that were open or closed on or after October 1, 1989. An edit will reject any loan closed before October 1, 1989. You can prevent unnecessary rejects by not extracting such loans.
Do not report closed loans already reported and successfully loaded into the NSLDS database. For example, suppose a borrower makes the final payment on a loan in March 1999. You report the loan as paid in full (PF) with your April submittal; the record contains no errors and updates NSLDS. Because the loan was loaded into the NSLDS database, you should not extract this loan record 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.
Continue to report loans you assign to ED until you receive notice that the loan has been accepted by ED. Once you receive such notice, do not report the loan.
Report new loans or updates to existing loans monthly on a schedule established by NSLDS. The data you report must be current and not extracted earlier than shown on your established reporting schedule (that is, no more than 14 days before the scheduled load date).
Create Database Extract files that meet the detailed specifications contained in Appendix A. You are responsible for coding and testing your software as needed to properly format the Database Extract file.
If you report a loan with an open status, it must have a positive Outstanding Principal Balance. If the loan has a balance of less than $1, but not zero, you should report the Outstanding Principal Balance as $1. 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 $1 until the loan is closed.
The Date of Outstanding Principal Balance reflects the date of the most recent change in the principal balance. The Outstanding Principal Balance may change due to a disbursement, loan payment, or cancellation. Since you submit all loans in your database every month, the requirement to update Outstanding Principal Balance on a quarterly basis is eliminated. Instead, you must update the dollar amount and the date of the Outstanding Principal Balance using the current remaining amount and the date of the most recent change in Outstanding Principal Balance. If you have been reporting the last day of the month as the Date of Outstanding Principal Balance regardless of when the balance actually changed, you must modify your extract procedure to provide the actual date when the balance changed.
6.2Record Types
The Database Extract file contains three types of records:
Header Record
Detail Records
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.
6.2.1Header Record
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.
6.2.2Detail Records
Initial
Population
If
you are a data provider submitting data to NSLDS for the first time,
that submission is referred to as the Initial Population. During
that submission, 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.
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–2 in Appendix B.
Your school has assigned a loan to ED, received notice from ED that it has accepted the loan, and you have successfully reported the loan to NSLDS (that is, contains no errors).
Once either of these events occurs, you should no longer extract that particular record when you create your Database Extract file.
Let us look at an example. When a borrower makes the final payment on a Perkins loan, perform the following actions:
Extract the record from your database.
Report the activity with a valid closed loan status code (see Appendix B–2).
Include the record in your next submission to NSLDS.
Loans
Erroneously Reported as Closed
If
a loan was erroneously reported as closed, you must include this
loan in your next Database Extract file with the correct loan status
and date.
Loans that were nullified because they were incorrectly reported, and loans that were awarded but the borrower did not go through with them, should be reported with a Loan Status Code of CA (Cancelled).
6.2.3Past Period Change Records
Past
Period Changes
When
you develop a process to extract records from your school’s
database, 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.
Delete historical events that were reported in error (for example, an event reported for the wrong borrower).
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).
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.
6.3File Standards
Each record in the Database Extract file must be in a 300-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 Version 3.1 or higher
ASCII for PCs running Windows
Several
Schools or Branches
If
you report for several schools or branches, see Section 4.7
for additional information.
Multiple
Databases
All
data must be combined into a single Database Extract file, even if
you have loan data stored in multiple databases or are reporting for
several campuses or branches in the same extract.
As you create Detail records for your Database Extract file, keep in mind the following considerations:
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 generated 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. Updating the New Date of Student’s Birth on only one loan will not update the erroneous date of birth on the other two loan records.
6.4Field Standards
Negative
Numbers
NSLDS
does not handle negative numbers. If the outstanding balance on a
loan becomes negative (that is, a credit balance), you must report
the balance as $1 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 it as a positive value.
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 8 digits, be valid dates, and appear in the format CCYYMMDD (for example, 19990131 for January 31, 1999), where:
CC = 2 digits for the century
YY = 2 digits for the year
MM = 2 digits for the month
DD = 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. The default value of 00000000 can be used in certain specifically identified fields.
NSLDS does not accept cents in amount fields. Dollar and cents amounts should be rounded to the nearest dollar.
Appendix B contains a complete account of the various codes you will need to fill some fields in the Database Extract file.
6.5Updating Identifier Data
After NSLDS has successfully loaded data from your school for the first time, thus completing the Initial Population, processing rules apply to any subsequent attempts to update or change the data that were 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 that contain non-identifier data.
6.5.1Loan and Student Identifiers
Loan
Identifiers
Code
for Original School
Student’s
Social Security Number
Date
of Student’s Birth
Student’s
First Name
Type
of Loan/Other Aid
Date
of First Disbursement
Loan identifiers are the values contained in positions
1–47 of Detail or PPC 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.
Student
Identifiers
Student’s
Social Security Number
Date
of Student’s Birth
Student’s
First Name
A particularly important subset of loan identifiers is made up
of student identifiers, which uniquely identify a student just
as loan identifiers uniquely identify a loan.
Figure 6 –51 lists the fields that constitute the loan identifier portion of a Detail record and which of them also serve as student identifiers.
Field |
Position |
Type |
Code for Original School |
1–8 |
Loan Identifier |
Student’s Social Security Number |
9–17 |
Loan/Student Identifier |
Date of Student’s Birth |
18–25 |
Loan/Student Identifier |
Student’s First Name |
26–37 |
Loan/Student Identifier |
Type of Loan/Other Aid |
38–39 |
Loan Identifier |
Date of First Disbursement |
40–47 |
Loan Identifier |
Figure 6–51, 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).
6.5.2The Identifier Change Process
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.
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.
To update identifiers, the Detail record must contain the identifier values currently loaded on NSLDS in the original identifier fields (positions 1–47). Then use the new identifier fields (positions 50–96) 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.
New
Loan Identifiers
New
Code for Original School
New
Student’s Social Security Number
New
Date of Student’s Birth
New
Student’s First Name
New
Type of Loan
New
Date of First Disbursement
The new loan identifier fields are:
New Code for Original School
New Student’s Social Security Number
New Date of Student’s Birth
New Student’s First Name
New Type of Loan
New Date of First Disbursement
Figure 6 –52 gives an example of how to update identifier information on a loan that currently exists in the NSLDS database.
Assume that the following loan information currently exists on the NSLDS database:
Then you discover that the Type of Loan/Other Aid code is incorrect. To update the erroneous identifier, submit the data exactly as shown above in positions 1–47 of the record and, at the same time, also report the following values in positions 50–96 of the record:
Note: Only the Type of Loan/Other Aid was changed. All other values must be resubmitted as before. |
Figure 6–52, How to Update Loan Identifier Data
6.5.3Updating 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.
6.6Updating 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:
Is the field you want to update one for which NSLDS keeps history?
If NSLDS keeps history for the field, are you trying to update the current value of the field or an earlier historical value? (See Figure 6 –57 for the list of fields for which history is kept.)
Depending on how you answer these two questions, you face three possible scenarios:
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 submission 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.
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 submission 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.
History Is Kept for the Field, and You Are Trying to Update a Historical Value for That Field—In this case, create a PPC record to report the new data.
6.6.1What 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 the old current value becomes the historical value. As further updates occur, each current value becomes, in turn, a historical value, and all the historical values are stored, in order, as history for that field.
Figure 6 –53 and Figure 6 –54 will help illustrate how history is created as part of the update process.
In Figure 6 –53, 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.
Figure 6–53, NSLDS Update (1 of 2)
In Figure 6 –54, 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.
Figure 6–54, NSLDS Update (2 of 2)
Events
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.
Cancellation
Deferment
Disbursement
Loan Status
School Servicer
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 –53 and Figure 6 –54 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.
How NSLDS Updates Current Events
Figure 6 –55 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), where there is no previous event in history, and the field being changed is not part of a loan. |
Changes to default value (zeros for numeric field, blanks for character field). |
Deletes the current event. |
9 |
Changes date to default value (zeros), and there is a previous event in history. |
Changes to default value (zeros for numeric field, blanks for character field). |
Returns a date sequence error and does not update the record. |
10 |
Changes date to default value (zeros), where there is no previous event in history, and the record being changed is a loan or student status event. |
Changes to default value (zeros for numeric field, blanks for character field). |
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. |
Changes to new value. |
Creates a new event on NSLDS, which becomes the current value. What had been the current event now becomes prior event/history. |
Figure 6–55, 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:
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 –54 is part) so that it predates an event that occurred before it (D1) or postdates an event that occurred after it (D3).
You cannot re-date events so they overlap in time.
Cases 6 and 7 illustrate the prior event exception. Normally, a historical event can only be modified by a PPC record. However, because NSLDS wants to make it easy for you to undo your most recent change to the database, it allows you to 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 –56 shows what happens when you attempt to update the various parts of a 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 6–56, Updating Historical Events
6.6.2What 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:
Is the field one for which NSLDS keeps history?
If NSLDS does keep history for the field, are you trying to update the current value for the field or a historical value?
To answer the first question, check Figure 6 –57 or the History Kept box for the field in the Data Dictionary (Appendix A).
Fields for Which History Is Kept |
Fields for Which History Is Not Kept |
Amount of Cancellation |
Amount of Loan |
Amount of Disbursement |
|
Amount of Outstanding Principal Balance |
|
Code for Current School |
Data Provider Identifier |
Code for Enrollment Status |
Code for Original School |
Code for Loan Status |
Date Enrollment Period Begins |
Code for Servicer |
Date Enrollment Period Ends |
Date Deferment Starts |
Date Entered Repayment |
Date Deferment Stops |
Date Grant Overpayment Repaid |
Date Enrollment Status Effective |
|
Date of Cancellation |
Date of Student’s Birth |
Date of Disbursement |
Interest Rate |
Date of First Disbursement |
New Code for Original School |
Date of Loan Status |
New Date of First Disbursement |
Date of Outstanding Principal Balance |
|
Date of Servicer Responsibility |
New Date of Student’s Birth |
Indicator of Grant Overpayment |
New Type of Loan/Other Aid |
New Student’s Social Security Number |
Student’s Academic Level |
New Student’s First Name |
Student’s Last Name |
Student’s First Name |
Student’s Middle Initial |
Student’s Social Security Number |
Type of Loan/Other Aid |
Student’s Social Security Number Indicator |
|
Type of Cancellation |
|
Type of Deferment |
|
Figure 6–57, 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 on 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 a historical value.
Are You Updating a Current Value or a Historical Value?
Changing
History
When
data are 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.
On the other hand, you will sometimes know you want to update a 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 a historical value because of the following sequence:
You submit a change to a current value on a Detail record, but it errs out of NSLDS.
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.
Past Period Events
PPC records update events stored in history on NSLDS. Events are made up of two components:
The key that identifies the event
The associated values(s) that describe the event
Figure 6 –58 lists the events you can update using PPC records.
Event |
Key |
Associated Value(s) |
Cancellation |
Old Date of Cancellation |
New Date of
Cancellation |
Deferment |
Old Date Deferment Starts |
New Date Deferment
Starts |
Disbursement |
Old Date of Disbursement |
New Date of Disbursement |
Loan Status |
Old Date of Loan Status |
New Date of Loan
Status |
School Servicer |
Old Code for Servicer |
New Code for Servicer |
Figure 6–58, PPC Events, Keys, and Values
Creating Past Period Change Records
PPC records must contain the following elements:
A complete set of loan identifiers
The key that enables NSLDS to identify the event to be updated
Any new values with which you want to update the event
Only report the loan identifiers, the key, and any new values for the event that 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
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.
There are two important things to remember when making date changes with a PPC:
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.
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 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 1–47 of the loan record.
|
Old Date of Loan Status |
New Date of Loan Status |
New Code for Loan Status |
Loan XYZ |
19940401 |
19950301 |
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(s).
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.
|
Old Date of Loan Status |
New Date of Loan Status |
New Code for Loan Status |
Loan XYZ |
19940401 |
ZEROS |
RP |
Changing Both Date and Value
To change both the key date of the event and the 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 Deferment events exist on the NSLDS database:
Start |
Stop |
Type |
01/01/98 |
01/15/98 |
FP |
02/01/98 |
02/15/98 |
FP |
03/01/98 |
03/15/98 |
FP |
04/01/98 |
04/15/98 |
FP |
If you want to correct the 02/01/98 deferment to a starting date of 02/02/98 and the Type of Deferment from FP to FS, use the following PPC:
|
Old Deferment Start Date |
New Deferment Start Date |
New Deferment End Date |
New Deferment Type |
Loan XYZ |
19980201 |
19980202 |
00000000 |
FS |
The New Deferment End Date contains the default value 00000000 because the value is not 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:
|
Old Date of Loan Status |
New Date of Loan Status |
New Code for Loan Status |
Loan XYZ |
19940401 |
19950301 |
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:
|
Old Date of Loan Status |
New Date of Loan Status |
New Code for Loan Status |
Loan XYZ |
19940401 |
ZEROS |
BLANKS |
6.7Copy 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 PC DataPrep’s Extract folder (C:\DataPrep\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.
Chapter 7:Extract Validation
Once you have created your Database Extract file and copied it to the Extract folder (C:\DataPrep\Extract), you are ready to run Extract Validation. This task is performed entirely by DataPrep.
7.1What Happens in Extract Validation?
In the Extract Validation process, DataPrep first examines your Database Extract file to make certain its format is acceptable. DataPrep checks for proper header record(s), 300-byte record lengths, and matching school code(s). These are called file-level 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 school code that does not match the school code on its Header record.
Domain-Level
Errors
There
are four kinds of domain-level errors:
Numeric
Field Errors—A character other than a number is in a
field requiring all numbers
Invalid
Date Errors—Date specified does not exist on a calendar
or is not zeros
Missing
Identifiers in one or more loan identifier fields
Missing
New Identifiers on records with identifier changes
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. If the percentage of domain errors exceeds the
threshold levels set by ED (see box), DataPrep will issue an error
message informing you that you have exceeded the threshold and that
no Submittal file was created. All errors are noted in an Extract
Error file from which you can generate an Extract Error report. 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 Submittal file that you then send to NSLDS.
Successful
Extract Validation
For
Extract Validation to create a Submittal file, your Database Extract
file must not contain any file-level errors, and the percentages of
domain-level errors must be below the threshold levels established
by ED.
Extract Validation Log File—A file containing a log report that summarizes the results of the Extract Validation process and counts of records processed.
Extract Error File—A file from which you can generate a report listing all domain errors. It is created only if the Database Extract file passes file-level edits.
Submittal File—The file you transmit to NSLDS. It is created only if the Database Extract file passes file-level edits and remains below ED-established thresholds for domain-level errors.
Figure 7–59, Extract Validation Process
7.2DataPrep Error Path
DataPrep performs two sets of edits during the Extract Validation process:
File-level edits
Domain-level edits
Figure 7–60, DataPrep Edit Process
7.2.1File-Level Edits
File-level edits check whether the Database Extract file is a legitimate file with the correct header, 300-byte records, and a school code in each record that matches the code in the header. 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 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–10 (PC users) or B–11 (z/OS LE users) for a complete list of all the file-level and header errors that cause the Extract Validation process to abort.
7.2.2Domain-Level Edits
Domain
Error Rates
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.
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 Submittal file. You must then correct your database or extract process, create a new Database Extract file, and rerun Extract Validation.
7.3Running Extract Validation on a PC
Naming
the Extract File
Remember
that your Database Extract file must be named extract.ff in order
for DataPrep to locate and process it.
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 5)
Copy the most recent TEF file to the Current folder.
For instructions on receiving the TEF file from NSLDS, see Section 8.2. Once you have a current TEF file, use DataPrep’s File Transfer utility (Section 5.2.3), Explorer, or My Computer to copy it to your Current folder.
Once you have performed these tasks, you are ready to run Extract Validation.
From the DataPrep Main Menu, click Extract Validation.
Figure 7–61, DataPrep Main Menu with Extract Validation Selected
File
Date
Note
that the date a file was last modified or created 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 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 7–62, Extract Validation Dialog Box
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 (whichever is more current), and the number of bytes in the file.
Click Exit to return to the Extract Validation dialog box.
Click Run.
While Extract Validation Is in Progress
While Extract Validation is in progress, you can use DataPrep or other software to perform tasks. When Extract Validation is done, the Extract Validation Process dialog box will show that 100 percent of the process was completed.
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 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 percent and displays information about the Extract Validation process that is repeated in the Extract Validation Log report (Section 7.3.2).
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 7–63, 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.
7.3.1Output
The successful Extract Validation process produces three files:
Extract Validation Log File (extrlog.ff)
Extract Error File (extrerr.ff)
Submittal File (submit.ff)
7.3.2Using the Extract Validation Log Report
Section 10.1 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. You must check this report to verify that the Submittal file created by Extract Validation contains valid data that will load onto the NSLDS database.
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
Original School
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 loan
Amount of cancellation
Outstanding principal balance
Original School is the school’s OPEID if the Database Extract file contains only records for a single school. If the file contains records from multiple schools, the number of schools reporting on the file appears instead.
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.
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).
Extract Validation Is Successful
Checking
Reasonability
The
Extract Validation Log will tell you whether the Extract Validation
process was successful. If it was, compare the Log with others from
prior Validations to make sure the number of Detail records and
totals for open loans are reasonable.
Large
increases in the number of Detail records or numbers for open loans
could indicate that you have duplicated records or extracted some
records incorrectly.
Your Database Extract file was processed successfully. Please do a reasonability check comparing this Log with Logs from prior runs. If the amounts and number of records extracted are reasonable, send the Submittal file to NSLDS. If not, review your Database Extract file, make the needed corrections, and rerun Extract Validation.
Compare this log to the logs for prior Validation Extracts to make sure the numbers in the Submittal file DataPrep has just produced are reasonable. In particular, look at the following:
Number of Detail records
Number of open loans
Amount of loan
Amount of cancellation
Outstanding balance
Large, unexplained changes in any of these figures could indicate that your Database Extract file contains flawed data, even though it processed successfully.
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.
What
to Do When Extract Validation Is Halted
If
Extract Validation failed because a file-level error caused the
process to abort, verify that you have used the correct Database
Extract file, that it has a Header record, is in the proper format,
and that the records are all 300 bytes in length.
No Header record
An incorrect format
Data that shifted because you inserted a space or a character
Records were not the required 300-byte length
Mismatch between the Code for Original School in a Detail record and the school code in the Header record
Extract Validation Fails Because of Domain Errors
Domain
Error Threshold Levels
ED
has set the threshold levels for domain errors at:
Combined
Date and
Missing
Identifier 5%
Missing
New Identifier 5%
These
percentages are subject to change at ED’s discretion.
Numeric Field Errors 10%
The percentage of domain errors exceeds the allowable tolerances. Therefore, no Submittal File has been created. You can use the Loan Detail Error Report to help determine the cause. Please correct your database, create a new Database Extract file, and rerun the Extract Validation process. Refer to the Perkins DPI for help in identifying the possible cause of the problem.
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.
What
to Do When Your Domain Errors Are in Excess of the Threshold
If
the number of domain errors (date/numeric field errors, identifier
errors, or new Identifier 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, generate an Extract Error
report.
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 6-digit dates, correct it so it stores the 8-digit dates required by NSLDS or make sure your extract process converts 6-digit dates to 8 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 1 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 standards described in this manual.
7.4Running Extract Validation on a z/OS LE Version 3.1 or Higher Mainframe
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.
Chapter 8:Sending and Receiving Files
8.1Sending the Submittal File
Meeting
Your Scheduled Submittal Date
Schools
and other data providers have specific submittal windows within
which they must transmit their Submittal files to NSLDS. If you do
not transmit within your window, your submittal will be rejected by
NSLDS, and you’ll receive a message instructing you to submit
a new Submittal file on your next scheduled date.
ED
keeps track of all missed submissions as well as error rates in
determining an institution’s ability to properly manage Title
IV student aid programs.
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 14 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.
8.1.1Submittal Schedule
Submittal
Schedules on the Web
You
can check your submittal schedule at any time on the Organization
page of the NSLDS Web site (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 14 days before your scheduled load date. Submittal files received more than 15 days after your scheduled load date will not be processed. The period from 14 days before your scheduled load date until 15 days after your scheduled load date is your submittal window.
8.1.2Submittal File Format
If you are reporting for a single campus, the Submittal file created by DataPrep contains:
Header Record
Detail Records
PPC Records (optional)
Trailer Record
If you are reporting for multiple campuses, the Submittal file contains records in the same sequence (Header, Detail, PPC, Trailer) by campus. Each campus has its own Header and Trailer record, and all the records for the first campus appear together, followed by all the records for the second campus, and so on. The sequence looks like this:
Header record for Campus 1
Detail records for Campus 1
PPC records for Campus 1
Trailer record for Campus 1
Header record for Campus 2
Detail records for Campus 2
PPC records for Campus 2
Trailer record for Campus 2
Header record for Campus N
Detail record for Campus N
PPC records for Campus N
Trailer record for Campus N
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.
8.1.3Submitting by Student Aid Internet Gateway
Message
Classes
Use
this message class to send Submittal files to NSLDS:
SHSLDSIN
NSLDS
uses these message classes to send files to you:
TEFFILOP—TEF
File
SLDERROP—Load
Process Error File
SLNDTLOP—NSLDS
Loan Detail File
SHSNTFOP—Error
Submittal Summary Notification File
Once the DataPrep software has created the submittal file
(submit.ff), you are ready to transmit from the EDConnect software
using message class SHSLDSIN and searching for
C:\Dataprep\Current\submit.ff.
For full instructions on how to transmit a file using SAIG, see the EDConnect for Windows User’s Guide available on ED’s Information for Financial Aid Professionals Web site (www.ifap.ed.gov).
If some problem with DataPrep or NSLDS prevents you from transmitting your Submittal file successfully, contact the NSLDS CSC at 800-999-8219.
If your problem is with the EDConnect software or SAIG transmission lines, contact the CPS/SAIG TECHNICAL SUPPORT at 800-330-5947.
8.2Receiving Files
8.2.1Receiving Files by Student Aid Internet Gateway
NSLDS sends you files by SAIG using the following message classes:
Message Class SHSNTFOP—Error Submittal Summary Notification File. NSLDS sends you this file if it fails to receive your Submittal file, or the file you send contains file-level errors that prevent NSLDS from processing it.
Message Class SLDERROP—Load Process Error File. NSLDS sends you this file within 48 hours 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.
Note: The Thresholds, Error Codes and Field Codes File (TEF) can be downloaded into DataPrep from the FSA Web site located at www.fsadownload.ed.gov. The file should be saved into the DataPrep/Current directory with the file name TEF.ff. This file is edited any time NSLDS includes or removes a new error code.
Help!
If
you have problems with DataPrep or NSLDS, contact the NSLDS
CSC at 800-999-8219.
If
you have problems with EDConnect or SAIG, contact the CPS/WAN
at 800-330-5947.
If
some problem with DataPrep or NSLDS prevents you from receiving files
from NSLDS, contact the NSLDS CSC at
800-999-8219.
If your problem is with the EDConnect software or SAIG transmission lines, contact the CPS/SAIG TECHNICAL SUPPORT at 800-330-5947.
Chapter 9:The NSLDS Load Process
Submittal
Window
Your
submittal window runs from 14 days before your Submittal file is
scheduled for processing to 15 days after. If NSLDS has not received
your Submittal file by 1 p.m. Central Time the day before the
scheduled load, it sends you an Error Submittal Summary Notification
file. It sends another if your submittal window expires without a
Submittal file arriving. Your Database Extract file cannot have been
extracted more than 14 days before the scheduled load date.
Once it receives your Submittal file, NSLDS performs the following edits:
File-Level Edits
Domain-Level Edits
Record-Level Edits
Load-Level Edits
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 were corrupted during transmission to NSLDS
Check
Your Mailbox Early
It
is important that you check your SAIG mailbox a day or two after
transmitting your Submittal file. If it encounters a problem reading
the file or some other error that prevents an update, NSLDS will
notify you through message class SHSNTFOP that you must
correct and retransmit the Submittal file.
After it verifies that your Submittal file does not contain any file-level 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 Perkins program 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 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 Federal Perkins Data Dictionary (Appendix A), which describes all the edits applied to each field in a Perkins record, and Appendix B, which lists all the error messages generated by DataPrep and the Load process.
Figure 9–64, NSLDS Load Process
9.1File-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. Among the errors NSLDS checks for are:
File submittal date too early
Submittal file not received
File submittal date too late
Invalid Header record
No data in Submittal file
Missing or invalid Trailer record
Invalid OPEID
Duplicate files
Invalid date in Submittal Date field of Header record
School Code in Detail record does not match code in Header record
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.
9.2Domain-Level Edits
Why
Perform Domain-Level 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 domain-level edits to determine whether
your Database Extract file exceeds the domain error thresholds
established by ED. If it stays below those thresholds, 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.
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 rate and to determine whether that rate exceeds the threshold established by ED. As long as it stays below that threshold, DataPrep creates a Submittal file (Section 7.2.2) even though some of the records in the file contain domain-level 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 domain-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 domain-level edits.
Records that pass domain- and record-level edits are then edited for load-level errors before being loaded onto the database.
9.3Record-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.
9.3.1Duplicates
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 submission.
Duplicate loan records will have an Error Code of 1423 (Identifiers
must be unique on each detail record) on Field Code 225 (Date of
First Disbursement).
9.3.2Reasonability Edits
Reasonability edits check that data are 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 or a Cancellation Amount on a loan that has a Cancellation type.
Reasonability edits also check all date and amount fields on each record to ensure that the data they contain are both reasonable and in compliance with Perkins program regulations. For example, if a loan is reported as a PU loan (Perkins Loan) with a Date of First Disbursement of 19820115 (January 15, 1982), it will be rejected since Perkins loans did not exist in 1982. Reasonability edits ensure data integrity within individual records.
9.4Load-Level Edits
NSLDS only applies load-level edits to records that have already passed domain- and record-level edits. Records that fail domain- or 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.
9.4.1Identifier 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 Perkins loan record on four criteria—Student’s SSN, Original School, Loan Type, and Date of First Disbursement—the record you submitted is considered an attempted update. If all other edits are successful, the record updates the NSLDS database.
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.
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 NSLDS Customer Support Center at 800-999-8219 or by e-mail to [email protected].
If you submit a record that causes a student identifier conflict, NSLDS writes a 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 9–17 in the Detail record) in the Federal Perkins Data Dictionary.
9.4.2OPEID Edits
NSLDS reviews original and current school codes in the records you submit against the most current ED data. If the OPEID code on a record does not exist in the NSLDS database, NSLDS rejects the record and does not update the database.
9.4.3Validate 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.
Loan Type
Loan Status
Enrollment Status
Deferment Type
Deferment Type Usage
Cancellation Type
Perkins Commercial Servicer
9.4.4Date Sequence Edits
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).
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.
If a record you submit is rejected by NSLDS because it causes a date sequence error, first check that the data you have submitted are correct. If they are, you must submit a PPC record to update the historical data already on NSLDS that are making your record cause a date sequence error.
For a more detailed discussion of how NSLDS stores history and how to update historical data using PPC records, see Section 6.6.
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 generate reports. These reports will help you verify the contents of your database and of your submissions to NSLDS. If necessary, they will help you fix problems with your database or extract procedures, a topic discussed in detail in Chapter 11.
Using files produced by either the Extract Validation process or NSLDS, DataPrep can generate the following reports:
Extract Validation Log Report—This report is generated from the Extract Validation Log report 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.
Extract Error Report—This report is generated 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 generated 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 generated from the Extract Loan Detail file created by Extract Validation.
NSLDS Loan Detail Report—This report is generated from the Loan Detail file NSLDS can send you, by special arrangement, to identify and resolve error conditions within your database. Call the NSLDS Customer Support Center at 800-999-8219 to request a reconciliation file.
Error Submittal Summary Notification Report—This report is generated from the Error Submittal Summary Notification file that NSLDS sends you when your Submittal file is not received on schedule by the NSLDS Data Center or fails to load onto the database.
DataPrep for PCs offers advanced users a particularly rich set of selection and sort options for detail Error reports and Loan Detail reports. These options are discussed at the end of this chapter.
10.1The Extract Validation Log Report
Extract
Validation Log
The
Extract Validation Log file created by DataPrep includes the
following information:
The
number of domain-level errors detected
Whether
rejection thresholds have been exceeded
The
number of records in the Database Extract file
The
log report can help you identify problems in your system or
database.
To view or print the Extract Validation Log report, follow these steps:
From the DataPrep Main Menu, click Log Report.
Figure 10–65, DataPrep Main Menu with Log Report Selected
The Log Report dialog box appears.
Figure 10–66, Log Reports Dialog Box
-
Viewers
When you installed DataPrep, it automatically selected its own built-in viewer 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 5.2.2.
Select the log file in your Current folder (C:\DataPrep\ Current\extrlog.ff), and click View. DataPrep displays the log in your default viewer.
Figure 10–67, Extract Validation Log Report
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.
10.2Error Reports
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.
The Extract Error report identifies records that erred out of Extract Validation. It is generated 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 generated 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.
You can generate 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.
10.2.1Error Files
Retrieving
the Load Process Error and TEF Files
We
strongly suggest that you retrieve both files a day or two after
your Submittal file is loaded into NSLDS. Both files are sent at the
same time. This will ensure you have the latest error codes and
messages when you generate your Load Process Error report.
However, before you can generate a Load Process Error report, you must use DataPrep’s File Transfer utility (Section 5.2.3) 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 within 48 hours after your Submittal file is processed. The file will be sent via SAIG. The format of this file has not changed from DataPrep, Version 1, except to add your unique Data Provider Loan ID to the record. The SAIG message class for the Load Process Error file is SLDERROP.
10.2.2Generating Summary Error Reports
To generate a summary error report, the following files must be in your Current folder (Section 10.2.1).
For the Summary Extract Error report:
The Extract Error file created by DataPrep
The latest TEF file sent to you by NSLDS
For the Summary Load Process Error report:
The Load Process Error file sent to you by NSLDS
The latest TEF file available at www.fsadownload.ed.gov
Once these files are in your Current directory, follow these steps to generate a summary error report:
From the DataPrep Main Menu, click Error Report.
Figure 10–68, DataPrep Main Menu with Error Report Selected
The Error Report dialog box appears.
Figure 10–69, Error Report Dialog Box
-
Extract Error Report or Load Process Error Report
The Error Report dialog box allows you to generate 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 request.
Select Extract Validation or Load Processing as the Error Source.
Select Summary as the Report Type.
Highlight the error file from which you want to generate a report (here C:\DataPrep\Current\extrerr.ff).
If you double-click on a file listed in the Error Files list, a File Information message 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.
Select a Sort Sequence (Section 10.6). If you select No Sort, the report is sorted in the same order as the error file from which it is generated.
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.
Figure 10–70, Generate Summary Error Rpt Dialog Box
-
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.
Click View. If you chose the options depicted in Figure 10 –69, you should see a report that looks something like this when viewed in DataPrep’s built-in viewer:
Figure 10–71, Summary Extract Error Report
10.2.3Generating Detail Error Reports
To generate a detail error report, the following files must be in your Current folder.
For the Detail Extract Error Report:
The Extract Error file created by DataPrep
The latest TEF file sent to you by NSLDS
For the Detail Load Process Error Report:
The Load Process Error file sent to you by NSLDS
The latest TEF file sent to you by NSLDS
Once these files are in your Current directory, follow these steps to generate a detail error report:
From the DataPrep Main Menu, click Error Report.
Figure 10–72, DataPrep Main Menu with Error Report Selected
-
Extract Error Report or Load Process Error Report
The Error Report dialog box allows you to generate 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.
The Error Report dialog box appears.
Figure 10–73, Error Report Dialog Box
Select Extract Validation or Load Processing as the Error Source.
Select Detail as the Report Type.
Highlight the error file from which you want to generate a report (here C:\DataPrep\Current\extrerr.ff).
If you double-click 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.
Click Exit to return to the Error Report dialog box.
Select a Sort Sequence (Section 10.6). 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 generated.
Choose one or more Selection Criteria (Section 10.5).
If you choose 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 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.
Viewers
Remember
that DataPrep’s built-in viewer (NSLDS-V3/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.
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.
Figure 10–74, Generate Summary Error Rpt Dialog Box
Click View. If you chose the options depicted in Figure 10 –69, you should see a report that looks something like this when viewed in DataPrep’s built-in viewer:
Figure 10–75, Detail Extract Error Report
Figure 10–76, Detail Load Process Error Report
10.3Loan Detail Reports
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.
There are two loan detail reports:
The Extract Loan Detail report is generated from the Database Extract file, and it allows you to review all or selected records in your file.
The NSLDS Loan Detail report is generated 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. Like the Extract Loan Detail report, the NSLDS Loan Detail report allows you to view every field of each record it contains. Comparing the contents of the NSLDS Loan Detail report to the contents of your database will help you reconcile any conflicts between your data and that on NSLDS.
10.3.1Loan Detail Files
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\Current). For information about changing default
directories, see Section 5.2.1.
Extract
Backup
DataPrep looks for NSLDS Loan Detail files in these folders:
Loan (or Current)
Backup
Unless you have transferred your Database Extract file out of your Extract folder, you will not have to transfer any files before creating the Extract Loan Detail file.
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 5.2.3) 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
Do not change such names; doing so will prevent DataPrep from finding and processing the files.
10.3.2Generating Loan Detail Reports
To generate 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 NSLDS Loan Detail report:
An NSLDS Loan Detail file in the Loan (or Current) folder
To generate a loan detail report, follow these steps:
From the DataPrep Main Menu, click Loan Detail Report.
Figure 10–77, DataPrep Main Menu with Loan Detail Report Selected
The Loan Detail Report dialog box appears.
Figure 10–78, Loan Detail Report Dialog Box
Select Extract Loan Detail or NSLDS Loan Detail as the Source option.
There are several ways to see the date and time a file in the Detail Files list was 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.
Use the horizontal scroll bar to scroll to the right on the Detail Files list.
Double-click the file name, or select a file name in the Detail Files list and then click the blue star to the right of the file name in the Report File section. Either action causes a File Information message to appear.
When you know which Database Extract or NSLDS Loan Detail file you want to create an Extract Loan Detail report for, select it in the Detail Files list of the Loan Detail Report dialog box.
Choose a Selection Criteria (Section 10.5).
If you choose a selection criterion 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 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.
Select a Sort Sequence (Section 10.6). If you select No Sort, the report will be sorted in the same order as the Database Extract file or NSLDS Loan Detail file from which it was generated.
Click Generate. DataPrep displays a message notifying you that the report has been successfully generated.
Click View to view the Extract or NSLDS Loan Detail report in your default viewer. Viewed in DataPrep’s built-in viewer, it should look similar to or resemble Figure 10 –79.
Figure 10–79, Extract 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 5.2.2.
10.4The Error Submittal Summary Notification Report
10.4.1The Error Submittal Summary Notification File
If you fail to send NSLDS a Submittal file or send one that cannot be processed, NSLDS will distribute a notification that your Submittal file was not processed. This Notification file will be sent via SAIG message class SHSNTFOP within 1 or 2 days from your scheduled load date. If this occurs, you must make the necessary corrections and resubmit as soon as possible. If the time frame within which you are scheduled to submit your data has passed, the submittal will be considered missed for the month. You must then include the corrections and appropriate updates with your next scheduled transmission.
Causes that can prompt NSLDS to send you an Error Submittal Summary Notification file include:
You sent some file other than a validated Submittal file, such as your Database Extract file. (The Submittal file will be labeled submit.ff, while the Database Extract file will be called extract.ff.)
You sent a file in an invalid format. For example, the file you sent has no valid header, no 300-byte records, or no trailer record.
The file got corrupted during the SAIG transmission process.
NSLDS did not receive your Submittal file during the time frame in which NSLDS can load your data.
The Error Submittal Summary Notification file consists of a Header record, one or more Detail records containing error messages, and a Trailer record. See Appendix F for the complete layout description.
The Detail record(s) will indicate why the Submittal file was rejected and will give you a brief description of the problem through a message code that can be found in Appendix F. Appendix F also lists the actions you must take to correct the error(s).
10.4.2Generating the Error Submittal Summary Notification Report
If NSLDS sends you an Error Submittal Summary Notification file, use DataPrep’s File Transfer utility (Section 5.2.3) to import the file into your Current folder. The SAIG message class for the Error Submittal Summary Notification file is SHSNTFOP.
To generate the Error Submittal Summary Notification report, follow these steps:
On the Report menu of the DataPrep Main Menu, click Notification. The Notification Report dialog box appears.
Figure 10–80, Notification Report Dialog Box
Select the Error Submittal Summary Notification file (C:\DataPrep\Current\shsntfop.ff) and click Generate. The Generate Notification Rpt dialog box displays a Status message telling you the Error Submittal Summary Notification report has been generated.
To view the report, click View. Your default viewer displays the report.
Figure 10–81, Error Submittal Summary Notification Report
10.5Selection 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:
Data Fields in Error
Identifier Fields in Error
New Identifier Fields in Error
No SSN Conflict Records
Only SSN Conflict Records
Selected Code for Original School
Selected Error Code
Selected Error and Field Code
Selected Field Code
DataPrep allows you to create new selection criteria, and to change or delete existing selection criteria.
To update selection criteria from the DataPrep Main Menu, begin by clicking Selection Criteria on the Options drop-down menu.
Figure 10–82, DataPrep Main Menu with Selection Criteria Selected on the Options Menu
The Selection Criteria dialog box displays.
Figure 10–83, Selection Criteria Dialog Box
From this 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
Select Error Detail Records or Loan Detail Records as the Record Type to add, edit, or delete selection criteria for that report type.
See Section 10.5.5 for a description of the Selection Criteria Comparison Syntax.
10.5.1Adding Selection Criteria
To create new selection criteria, follow these steps:
From the Selection Criteria dialog box (Figure 10 –83), click Add. The Selection Criteria Edit dialog box appears.
Figure 10–84, Selection Criteria Edit Dialog Box
-
Use of Spaces
Do not insert any spaces after position numbers. If you do, the program will assume the selection criterion you have specified has ended. If you want to add any comments (for example additional description) you can put comments after a space.
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.
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 drop-down list on the Error Report or Loan Detail dialog box when you go to run a report.
Enter the codes that specify which records are to be included in the report:
Field Position (Refer to Appendix A for field positions)
Comparison Operator (for example, less than, equal to, greater than)
Comparison Value
Click OK.
One Criterion
To add a selection criterion for all loans with loan status in repayment, enter these values:
Sel Key LoanStatRP
Description Loan Status in Repayment
Comparison 119–120,EQ,RP
Note: Loan Status is position 119–120.
Figure 10–85, 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 RP-Jan1998
Description Loan in RP and Disbursement>= Jan 1998
Comparison (119–120,EQ,RP,&,40–47,GE,‘19980101’)
Notes: 119–120 is the Loan Status position, 40–47 is the Date of First Disbursement position, an ampersand (&) is the AND connector, and GE is greater than or equal to. You must surround the comparison with parentheses when including an ampersand (&) sign.
Figure 10–86, Selection Criteria Edit Dialog Box
10.5.2Editing Selection Criteria
To edit an existing selection criterion, follow these steps:
From the Selection Criteria dialog box (Figure 10 –83), choose the selection criterion you want to change and click Edit. The Selection Criteria Edit dialog box appears populated by the criterion you selected.
Figure 10–87, Selection Criteria Edit Dialog Box
Edit the criterion values as necessary and click OK to return to the Selection Criteria dialog box.
10.5.3Deleting Selection Criteria
To delete a selection criterion, choose it on the Selection Criteria Dialog box (Figure 10 –83) and click Delete.
10.5.4Adding Variable Selection Criteria
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.
To create one, start from the Selection Criteria Edit dialog box (Figure 10 –84) and follow these steps:
Fill in the fields of the Selection Criteria Edit dialog box as described in Section 10.5.1.
Click Add. The Selection Variable Edit dialog box appears.
Figure 10–88, Selection Variable Edit Dialog Box
Enter a name of up to 10 characters in the Name field.
Enter the length of the data element to which the selection variable is to be compared in the Length field.
Enter up to 35 characters that describe the variable in the Description field.
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 119–120).
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 SelLoanSt
Description Selected Loan Status
Comparison 119–120,EQ,*LoanStat
Notes: Position 119–120 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 10–89, 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 LoanStat
Length 2
Description Loan Status Code
Value ‘RP’
Figure 10–90, Selection Variable 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.
10.5.5Selection 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 1 space between last compare parameter and start of comments.
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 Nth compare parameter (optional)
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 + 300 - 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 2-character compare conditions—not case sensitive:
EQ = Equal to
NE = Not Equal to
GT = Greater than
GE = Greater than or Equal to
LT = Less than
LE = Less than or Equal to
string 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.}
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 6-character field or for the number 00000500 in an 8-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 + 300 - 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
105-110,gt,‘0’ Amount of Loan is greater than zero.
(58-66,NE,‘ ’,&,58-66,NE,4) New SSN is not spaces, and it is not equal to current SSN.
9-17,eq,*ssn Student SSN is equal to the variable value.
10.6Sort Options
Sorting
Reports
Summary
Error reports can be sorted by count, error code, or field code.
Detail reports can be sorted by any parameters you choose. DataPrep
has provided preprogrammed sort parameters.
When
you sort by count (summary 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 report only), the report will be sorted
in the same order as the file from which it was created.
Data Provider Loan Identifier
Error Code
Field Code
Student Name (Last, First)
Student Social Security Number
For the Detail report, you can also select No Sort, which means the records in the report will be listed in the same order as they were in the Database Extract file from which the report was generated.
DataPrep allows you to create new sort options, and to change or delete existing sort options.
To update sort options from the DataPrep Main Menu, begin by clicking Sort Parameters on the Options menu.
Figure 10–91, DataPrep Main Menu with Sort Parameters Selected on Options Menu
The Sort Parameters dialog box appears.
Figure 10–92, Sort Parameters Dialog Box
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
Select Error Detail Records or Loan Detail Records as the Record Type to add, edit, or delete sort options for that report type.
See Section 10.6.4 for a description of the Sort Parameter Positions’ Syntax.
10.6.1Adding a Sort Option
To create a new sort option, follow these steps:
From the Sort Parameters dialog box (Figure 10 –92), click Add. The Sort Parameter Edit dialog box appears.
Figure 10–93, Sort Parameter Edit Dialog Box
-
Use of Spaces
Do not insert any spaces after position numbers. If you do, the program will assume the sort parameter you have specified has ended. If you want to add any comments (for example additional description), you can put comments after a space.
Enter up to 10 characters that name the report in the Sort Key box. The Sort Key generally includes the field name, for example “Field Code.”
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 when you go to run a report.
Enter up to 60 characters that define the positions in the record by which the report will sort in the Positions box. Use commas between fields. Refer to the Federal Perkins Data Dictionary (Appendix A) for a complete account of data fields and the positions they occupy.
Click OK.
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
dialog box.
Enter Type-SSN in the Sort Key box of the Sort Parameter Edit dialog box.
Enter Loan Type & SSN in the Description box.
Enter 38–39,9–17 in the Positions box.
Figure 10–94, Sort Parameter Edit Dialog Box
Click OK. The Sort Parameters Dialog Box displays with the new sort parameter that you have just created.
Figure 10–95, 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.
10.6.2Editing a Sort Option
To edit an existing sort option, follow these steps:
From the Sort Parameters dialog box (Figure 10 –92), 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 10.6.1).
Figure 10–96, Sort Parameter Edit Dialog Box
Edit the sort values as necessary and click OK to return to the Sort Parameters dialog box.
10.6.3Deleting a Sort Option
To delete a sort option, select it on the Sort Parameters dialog box (Figure 10 –92) and click Delete.
10.6.4Sort 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 is given.}
Example: 39-73,21-32 Sort by 35-byte field starting in position 39, then by 12-byte field starting in position 21.
Chapter 11:Generating Reports on z/OS LE Version 3.1 or Higher Mainframes
11.1Extract Error Report
The JCL for z/OS LE Version 3.1 or higher executes DataPrep procedures that perform Extract Validation and generate the Extract Error report (Appendix G).
You have the following options for generating the Extract Error report:
To generate both the summary and detail report, leave the Extract Validation JCL as it appears in Appendix G.
To generate the detail report, remove the asterisk (*) from the line immediately before this line in the JCL shown on page G–13.
PSTEP100 EXEC PGM=UTB300PB
To generate the summary report as well as the detail report, comment out (that is, add an asterisk after the double slashes) on the line before this line in the JCL shown on page G–13:
PSTEP100 EXEC PGM=UTB300PB
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:
PSTEP070 EXEC PGM=TIRIOVFI
11.1.1Summary Report Sorting
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.
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.
//*
//* ERROR COUNT ORDER
// SET SORTPARM=PUTB4001
//*
//* FIELD CODE ORDER
//* SET SORTPARM=PUTB4002
//*
//* ERROR CODE ORDER
//* SET SORTPARM=PUTB4003
//*
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=PUTB4001
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=PUTB4002
For error code order, remove the asterisk from this line:
//* SET SORTPARM=PUTB4003
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.
11.1.2Detail Report Sorting
The Detail Extract Error report is automatically sorted by SSN within school. This is the only sorting option available for the Detail report.
If do not want to automatically produce a Detail Extract Error Report, you must change the JCL (see Appendix G).
11.2Load Process Error Report
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.
This JCL can be found in the library created with JCLLIB as part of the name. The library member name is PRBB2000.
Sorting
the Summary Error Report
You
can sort the Summary Error report in any of three ways: error count,
error code, or field code. To select a sort option, use 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.
Chapter 12:Using Reports
12.1Extract Validation Log Report
The Extract Validation Log report is discussed in detail in Section 7.3.2 as part of the Extract Validation process. Use it to verify that a successful Extract Validation has, in fact, produced a Submittal file that passes reasonability checks when compared to previous months’ Submittal files.
12.2Error Reports
12.2.1Summary Error Reports
Using
Summary Error Reports
You
can use summary error reports to focus quickly on the types of
errors your Submittal file contains.
If
a large portion of your errors come from the DOB field, for example,
that will show up in the summary error reports. You can then
generate detail error reports to show individual records that need
to be corrected.
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 all the domain-level errors in your Submittal file, while the Summary Load Process Error report summarizes all the domain-, record-, and load-level errors in your Submittal 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 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 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 attack them at the source by updating your database or extract procedures.
Figure 12–97, Summary Extract Error Report
Figure 12–98, Summary Load Process Error Report
12.2.2Detail Error Reports
View
the Summary Reports First
We
suggest that you generate 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
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 domain-level 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 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 10.5 and Section 10.6) 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.
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
perpetuates errors, since any errors that remain on your database
get reported to NSLDS again the next month.
Appendix B contains a detailed list of all error messages, a cross-reference 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 12–99, Sample Detail Extract Error Report
Figure 12–100, Sample Detail Load Process Error Report
12.3Loan Detail Reports
Both the Extract Loan Detail report and the 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 NSLDS Loan Detail report, the records are contained in the NSLDS database. Together, the two 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.
12.4Error Submittal Summary Notification Report
The Error Submittal Summary Notification report informs you that NSLDS has not received your Submittal file, or that it cannot process the Submittal file it did receive because of some file-level error. Since Extract Validation will not create a Submittal file at all if it detects any file-level errors in your Database Extract file, most file-level errors that can be remedied by correcting your database or extract process will be caught by Extract Validation and will never appear on an Error Submittal Summary Notification report.
The file-level errors that cause NSLDS to send you an Error Submittal Summary Notification file usually result from one of the following:
Some problem with your submittal schedule
Transmitting the wrong file or wrong Submittal file to NSLDS
Data corruption while the file was being transmitted
The remedies to these types of errors usually involve meeting your submittal schedule, modifying your file-handling procedures, or simply retransmitting your Submittal file. They do not normally involve correcting your database or extract procedures.
12.5Error Types
12.5.1File-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 Submittal file. Such errors will cause Extract Validation to generate 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 Submittal file.
File-level errors that prevent NSLDS from processing your Submittal file are normally the result of faulty file handling or data corruption during transmission. Often, these problems can be resolved by re-sending your Submittal file or by sending the correct Submittal file to NSLDS.
12.5.2Domain-Level Errors
There are four types of domain-level errors:
Numeric Field Errors
Invalid Date Errors
Missing Identifiers
Missing New Identifiers
Domain
Error Threshold Levels
ED
has set the threshold levels for domain errors at:
Combined
Date and
Missing
Identifier 5%
Missing
New Identifier 5%
These
percentages are subject to change at ED’s discretion.
Numeric Field Errors 10%
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 established by ED, DataPrep will not create a Submittal file. However, it will create an Extract Error file that you can use to generate Extract Error reports and correct your database before creating a new Database Extract file and re-running Extract Validation. Even if your error rates are below the thresholds, you can still generate 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 error rate remains below the threshold, 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.
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 often occur either when there are 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 loan or student new identifiers are populated by valid data, but the remaining new identifiers 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 occurring properly, so it is essential you review the cause of the error.
12.5.3Record-Level Errors
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 the data have passed the edits
described in Chapter 8, NSLDS will load it onto the database.
There are two types of record-level errors:
Duplicate Records
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 do not 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.
Reasonability Errors
Reasonability errors result from data that do not 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 the data have passed the edits, NSLDS updates its database to reflect the corrected, and reasonable, data.
The following are two examples of Reasonability Errors:
Loan Type equals PU (Federal Perkins Loan). Date of First Disbursement submitted equals 19810120 (January 20, 1981)—This is not reasonable since the Perkins Loan Program did not exist until 1987. (Date of First Disbursement must be at least 19870101.) Therefore, you must correct your database to reflect that either the loan type equals NU, National Direct Student Loan (NDSL), or the date.
Date of First Disbursement equals 19950905. Date of Birth submitted for student equals 19910713—A student cannot have received a Perkins loan and be only 4 years old. Correct the information in your database as needed. (Date of birth must be at least 12 years before Date of First Disbursement.)
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 Disbursement 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 Disbursement.
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.
12.5.4Load-Level Errors
Load-level errors occur when records in your Submittal file contain data that conflict with the 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 re-submit corrected data in a PPC record.
There are four types of load-level errors:
Identifier Conflicts
OPEID Code Errors
Invalid Code 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 are accurate but they conflict with data from another data provider anyway, you must resolve the conflict before NSLDS can be updated. Call the NSLDS Customer Support Center at 800-999-8219 to negotiate identifier conflicts with other data providers.
OPEID Errors
NSLDS reviews original and current school codes in the records you submit against the most current ED data. If the OPEID code on a record does not exist in the NSLDS database, NSLDS rejects the record and does not update the database. OPEID codes can be found at www.nsldsfap.ed.gov under the ORG tab by searching on the school name.
Invalid Codes
Correcting
Invalid Codes
NSLDS
rejects records submitted with invalid OPEID codes. To correct code
errors, you must correct either your database or your extract
process. Correct OPEID codes
can be found at
www.nsldsfap.ed.gov
under the ORG tab by searching on the school name.
Loan Type
Loan Status
Enrollment Status
Deferment Type
Deferment Type Usage
Cancellation Type
Perkins Commercial Servicer
Date Sequence Edits
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).
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.
If a record you submit is rejected by NSLDS because it causes a date sequence error, first check that the data you have submitted are correct. If they are, you must submit a PPC record to update the historical data already on NSLDS that are making your record cause a date sequence error.
For more detailed discussions on how NSLDS stores history and on how to update historical data using PPC records, see Section 6.6.
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 CSC at 800-999-8219 between the hours of 8 a.m. and 8 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 CSC and let it know.
| File Type | application/msword |
| File Title | Perkins DPI (Version 2) |
| Author | Raytheon Systems |
| Last Modified By | burtc9 |
| File Modified | 2012-06-01 |
| File Created | 2010-04-09 |
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