Guaranty Agencies

GA Data Provider Instructions Appendix D: Load Process Error File

4. Load Process Error File (Record Layouts)

Introduction D-1

Tables D-2

Table D–1: Error Record D-2

Table D–2: SSN Conflict Error Record D-5

Introduction

Appendix D defines the record layouts for a Load Process Error File. The Load Process Error File contains the details of records that failed the National Student Load Data System (NSLDS) Load Validation Process. If the error is due to an identifier conflict, the file will also contain information on other Data Providers who have records associated with the same SSN. You are expected to review the error conditions and correct as many as possible before creating the next monthly Extract File. For identifier conflict errors, you may need to contact other Data Providers to resolve the conflict.

The Load Process Error File reports two types of error records:

1. Error Record—contains the student and loan identifier errors as well as information about the error condition. You will receive one error for each error condition. If a loan record has more than one error, you will receive multiple errors, one for each error condition.

2. SSN Conflict Error Record—contains the SSN conflict identifier error. This error identifies the Data Providers who have records associated with the same SSN. You will receive a SSN Conflict Error for each Data Provider associated with the same SSN.

Tables

Table D–1: Error Record
Field Name	Type	Size	Position	Copied from Input Record	Description
Code for Guaranty Agency	Numeric	3	1–3	Yes	Code identifying the guaranty agency.
Student’s Social Security Number	Character	9	4–12	Yes	Social Security Number of a Title IV aid recipient.
Date of Student’s Birth	Date	8	13–20	Yes	Birth Date of Title IV aid recipient.
Student’s First Name	Character	12	21–32	Yes	First Name of a Title IV recipient.
Type of Loan	Character	2	33–34	Yes	Code indicating the type of loan.
Date of Guaranty	Date	8	35–42	Yes	Date when a loan was guaranteed.
Indicator of Separate Loan	Character	1	43	Yes	Code used when multiple loans have same loan identifiers.
Code for Original School	Numeric	8	44–51	Yes	An eight-digit code identifying the original school at which the student was enrolled or accepted for enrollment when the loan was made.
PLUS Borrower’s Social Security Number	Character	9	52–60	Yes	Social Security Number of the PLUS borrower.
Record Type Indicator	Character	1	61	No	This field is set to “E”, which identifies this record as an Error, or “F” if it is an SSN Conflict Error.
Action Code	Character	1	62	Yes	Provided by the input file.
New Student’s Social Security Number	Character	9	63–71	Yes	New Social Security Number of a Title IV aid recipient.
New Date of Student’s Birth	Date	8	72–79	Yes	New Date of Student’s Birth when a Title IV aid recipient was born.
New Student’s First Name	Character	12	80–91	Yes	First Student’s First Name of a Title IV recipient.
New Type of Loan	Character	2	92–93	Yes	New code indicating the type of aid received.
New Date of Guaranty	Date	8	94–101	Yes	New date when a loan was guaranteed.
New Indicator of Separate Loan	Character	1	102	Yes	New code used when multiple loans have same loan identifiers.
New Code for Original School	Numeric	8	103–110	Yes	An eight-digit code identifying the original school at which the student was enrolled or accepted for enrollment when the loan or grant was made.
New PLUS Borrower’s Social Security Number	Character	9	111–119	Yes	Social Security Number of the PLUS borrower.
Code for Field in Error	Numeric	3	120–122	No	A three-digit code associated with the name of the field where the error was found in the input record. (See Appendix B for list of error codes sorted by field code number.)
Value of Field in Error	Character	35	123–157	Yes	The actual value that appears in the field and has been determined to be in error.
Error Code	Numeric	4	158–161	No	A four-digit code for the error found in the input record. (See Appendix B for list of error codes sorted by error code number.)
Error Source Indicator	Character	1	162	No	This field indicates the error level (e.g., where in the process the error was detected). A space means it is a domain- or record-level error. Records with a domain- or record-level error are not checked for load-level errors. A 3 means it is a load-level error (e.g., data submitted is in conflict with data already in NSLDS).
Code for Loan Status	Character	2	163–164	Yes	Code representing the current loan status of a student’s loan as found in the input record. It will show spaces for Past Period Change Record errors.
Student’s Last Name	Character	35	165–199	Yes	Current Last Name of a Title IV aid recipient as found in the input record. It will show spaces for Past Period Change Record errors.
Supplemental Error Data	Character	120	200–319	No	This space will be used by NSLDS to provide additional information about an error condition. For example, it may display dates stored in NSLDS history for a date sequence error.
Date of Loan Status	Date	8	320-327	Yes	Date when the current code for loan status became effective.
Code for Service	Numeric	6	328-333	Yes	Code for current Lender Servicer of an FFELP loan if there is one.
Code for Current Holder Lender	Numeric	6	334-339	Yes	ED code indicating current holder of an FFELP loan or (if a claim has been paid) the lender who submitted the claim.
Conflict Value	Character	35	340-374	No	Value(s) on the NSLDS database/submittal file that caused the load/record level error.
Filler	Character	300	375–619	No	Blank field.
Data Provider Loan Identifier	Character	21	620–640	Yes	Your unique loan identifier as found in the input record.

Table D–2: SSN Conflict Error Record
Field Name	Type	Size	Position	Copied from Input Record	Description
Student/Loan Identifiers			1–60	Yes	This field is the same as the first 60 positions as described in Table D–1, Error Record.
Record Type Indicator	Character	1	61	No	This field is set to “E”, which identifies this record as an Error, or “F” if it is an SSN Conflict Error.
Erroneous Social Security Number	Character	9	62–70	Yes	This is the Social Security Number from the input record that you supplied and that conflicts with the information already in NSLDS.
Erroneous Date of Birth	Date	8	71–78	Yes	This is the Date of Birth from the input record that you supplied and that conflicts with the information already in NSLDS.
Erroneous Student’s First Name	Character	12	79–90	Yes	This is the Student’s First Name from the input record that you supplied and that conflicts with the information already in NSLDS.
Error Code	Numeric	4	91–94	No	A four-digit code for the error found in the input record. (See Appendix B for list of error codes sorted by error code number.)
Data Provider’s Code	Character	8	95–102	No	Code for the School or Guaranty Agency that submitted the information currently stored in NSLDS. It will show “PGRFMS” if the Pell Grant System reported the SSN and “FDLP” if a Direct Loan Servicer reported the SSN.
Data Provider’s Name	Character	65	103–167	No	Name for the School or Guaranty Agency that submitted the information currently stored in NSLDS. It will show “PGRFMS” if the Pell Grant System reported the SSN, and “FDLP” if a Direct Loan Servicer reported the SSN.
Current Social Security Number	Character	9	168–176	No	Existing SSN for a student currently stored in NSLDS.
Current Date of Birth	Date	8	177–184	No	Existing Date of Birth for a student currently stored in NSLDS.
Current First Name	Character	12	185–196	No	Existing First Name for a student currently stored in NSLDS.
Current Last Name	Character	35	197–231	No	Existing Last Name for a student currently stored in NSLDS.
Data Provider’s City	Character	20	232–251	No	City where the School or Guaranty Agency that submitted the information currently stored in NSLDS is located. It will show spaces for the Pell Grant System and Direct Loan Servicer.
Data Provider’s State	Character	2	252–253	No	State where the School or Guaranty Agency that submitted the information currently stored in NSLDS is located. It will show spaces for the Pell Grant System and Direct Loan Servicer.
Filler	Character	364	254–619	No	Blank field.
Data Provider Loan Identifier	Character	21	620–640	Yes	Your unique loan identifier as found in the input record.

January 15, 2013 Version 4.6

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