Service School Perkins

Perkins Data Provider Instructions Appendix D: Load Error File

Appendix D:Federal Perkins Loans Load Error File (Record Layouts)

Introduction D–1

Table D–1: Error Record D–2

Table D–2: SSN Conflict Error Record D–4

Introduction

Appendix D defines the record layouts for a Load Error File. The Load 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 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.

Table D–1: Error Record

Field Name	Type	Size	Position	Copied From Input Record	Description
Code for Original School	Numeric	8	1–8	Yes	An eight-digit code identifying the original school at which the student was enrolled or accepted for enrollment when the loan was made.
Student’s Social Security Number	Character	9	9–17	Yes	Social Security Number of a Title IV aid recipient.
Date of Student’s Birth	Date	8	18–25	Yes	Birth Date of Title IV aid recipient.
Student’s First Name	Character	12	26–37	Yes	First Name of a Title IV recipient.
Type of Loan/Other Aid	Character	2	38–39	Yes	Code indicating the type of aid received.
Date of First Disbursement	Date	8	40–47	Yes	Date (year, month, and day) on which the first disbursement was made on a loan.
Record Type Indicator	Character	1	48–48	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	49–49	No	This field will no longer be used.
New Code for Original School	Numeric	8	50–57	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 Student’s Social Security Number	Character	9	58–66	Yes	New Social Security Number of a Title IV aid recipient.
New Date of Student’s Birth	Date	8	67–74	Yes	New Date of Student’s Birth when a Title IV aid recipient was born.
New Student’s First Name	Character	12	75–86	Yes	New Student’s First Name of a Title IV recipient.
New Type of Loan/Other Aid	Character	2	87–88	Yes	New code indicating the type of aid received.
New Date of First Disbursement	Date	8	89–96	Yes	New date (year, month, and day) on which the first disbursement was made on a loan or grant.
Code for Field in Error	Numeric	3	97–99	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	100–134	Yes	The actual value that appears in the field and has been determined to be in error.
Error Code	Numeric	4	135–138	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	139–139	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	140–141	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	142–176	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.
Date of Loan Status	Date	8	177−184	Yes	Date when the current code for loan status became effective.
Conflict Value	Character	35	185−219	No	Value(s) on the NSLDS database/submittal file that caused the load/record level error. The value(s) are preceded by (000) for load-level errors and the field code of the conflicting value for record-level errors.
Supplemental Error Data	Character	62	220–281	No	Value(s) on the NSLDS database that caused the load-level error. This field is populated with the most current 3 preceding dates for date sequencing errors.
Data Provider Loan Identifier	Character	19	282–300	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			1-47	Yes	This field is the same as the first 47 positions as described in Error layout. (See Error layout above for details.)
Record Type Indicator	Character	1	48–48	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	49–57	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	58–65	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	66–77	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	78–81	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	82–89	No	Code for the School or Guaranty Agency that submitted the information currently stored in NSLDS. It will show “Federal Grant” if the Common Origination and Disbursement (COD) System reported the SSN and “FDLP” if a Direct Loan Servicer reported the SSN.
Data Provider’s Name	Character	65	90–154	No	Name for the School or Guaranty Agency that submitted the information currently stored in NSLDS. It will show “Federal Grant” if COD reported the SSN, and “FDLP” if a Direct Loan Servicer reported the SSN.
Current Social Security Number	Character	9	155–163	No	Existing SSN for a student currently stored in NSLDS.
Current Date of Birth	Date	8	164–171	No	Existing Date of Birth for a student currently stored in NSLDS.
Current First Name	Character	12	172–183	No	Existing First Name for a student currently stored in NSLDS.
Current Last Name	Character	35	184–218	No	Existing Last Name for a student currently stored in NSLDS.
Data Provider’s City	Character	20	219–238	No	City where the School or Guaranty Agency that submitted the information currently stored in NSLDS is located. It will show spaces for COD and Direct Loan Servicer.
Data Provider’s State	Character	2	239–240	No	State where the School or Guaranty Agency that submitted the information currently stored in NSLDS is located. It will show spaces for COD and Direct Loan Servicer.
Filler	Character	60	241–281	No	Blank field to complete record length.
Data Provider Loan Identifier	Character	19	282-300	Yes	Your unique loan identifier as found in the input record.

June 1, 2012 Version 6.0

1