Maintained for Historical Purposes

This resource is being maintained for historical purposes only and is not currently applicable.

Corrections and Updates

AwardYear: 1997-98
SectionNumber: III
SectionTitle: Corrections and Updates
PageNumbers: 23-27


III. CORRECTIONS AND UPDATES

The first step in the application process is sending a student's
application information into the system, and receiving that student's
processed application data back from the system. When data must be
updated under the limited circumstances allowed by regulation, or
must be corrected, additional steps are required.

In the electronic system, changes (corrections or updating) can be
made to any student's record regardless of whether it originally
entered the system as a paper or an electronic application. Both
updates and corrections are referred to as correction transactions.
The electronic correction process requires that signed correction
documentation be maintained by the school that inputs the new
information. Documentation can be a paper SAR or other documents
such as tax returns, a verification worksheet, or a change-of-address
form. The FAA enters the changes on the EDExpress screen,
transmits them to the CPS, and receives an ISIR containing the new
processed data. In this situation, when the input is electronic, the
student receives a SAR Information Acknowledgement.

Part 2 of the SAR is a vehicle for corrections in the paper system.
Students may use the SAR to correct and update their application
information, and mail the SAR to a FAFSA processor for data entry.
After the corrections are processed, the student receives a new
two-part SAR and the schools receive ISIRs.

If a student's application information is not rejected, and for students
receiving Reject 19 only, Part 2 of the SAR is an Information
Review Form (IRVF). A student whose application is rejected for
any other reason receives a Part 2 called the Information Request
Form (IRQF).

On Part 2 of all SARs, the top right corner of each page shows the
date the SAR was processed. The message "BA DEG REC'D" or
"GRAD/PROF" will be printed under the date if either applies to the
student. The student's EFC is printed if the SAR has a calculated
EFC. The student's social security number and PIN appear on the
right side of the page, just above the information columns.

The bottom left of each page in Part 2 has a set of numbers in small
type. On the left appears the SAR sort type/serial number. These
numbers are used by the FAFSA processors to identify and track
individual SARs and groups of applicant records that are sent in
batches to the CPS.

The numbers at the bottom right of the page are the student's original
SSN, the first two letters of the original last name, and the
transaction number. These numbers also appear on Part 1, and are
used by the FAFSA processors to ensure that SAR pages for each
student are collated and packaged correctly.

As mentioned previously, when corrections need to be made to data
reported on the SAR Information Acknowledgement, the student
may have corrections transmitted electronically through EDExpress
at a school, or the student may request a duplicate SAR (which will
be a two-part SAR) and send corrections or updates to a FAFSA
processor using Part 2 of the SAR.

[[The graphic "The SAR, Part 2: Information Review Form" on
page 24 is currently unavailable for viewing on the SFA BBS.
Please reference your paper document or download the pdf files for
additional information.]]

Information Review Form (IRVF)

The IRVF is generated when the student provides enough
information on the FAFSA to allow an official EFC to be calculated.
The IRVF appears as Part 2 on Pell-eligible and Pell-ineligible
SARs. A SAR that receives Reject 19 only (the student is in one of
the Department's hold files) also receives the IRVF as Part 2 but will
not have a calculated EFC. This applicant must resolve the
eligibility problem to be released from the hold file, but otherwise
the information provided on the application appeared complete.
Once an applicant is released from hold, the CPS will produce a
system-generated SAR based on the application information.

Part 2 of the SAR was redesigned for 1997-98, and the Information
Review Form has two columns rather than three columns as in
previous years. The "YOU TOLD US" column shows a shortened
version of each numbered item that corresponds to a question on the
FAFSA, and has printed beneath it the student's response to that
question. The second column, "WRITE IN ONLY NEW OR
CORRECTED INFORMATION" has boxes and ovals that resemble
the answer fields on the FAFSA, and allow the student to indicate or
write in a corrected answer, if necessary.

Items that are highlighted (printed in boldface type) require special
attention. Highlighting means the CPS identified the responses as
questionable or inconsistent with other answers. The CPS may
assume answers to certain questions by comparing them with other
information on the application. Answers might be assumed when the
question was left blank, or a positive number might be assumed
when the answer to an income question was given as a negative
number.

When the CPS assumes an answer, both the reported value
(value = answer) and the assumed value are printed on the SAR. The
word "ASSUMED" will appear in parentheses with the assumed
value. Assumed values are used by the CPS in performing the
calculation and should always be reviewed carefully. If the assumed
values are correct, the student does not need to change them on the
IRVF.

Fields that show assumed values or that trigger certain edits can also
be identified as highlighted items on the ISIR. The fields will have
an "H" printed next to the questioned or assumed item.

The student can always correct other items, if necessary, whether or
not they are highlighted.

[[The graphic "The SAR, Part 2: Information Request Form" on
page 25 is currently unavailable for viewing on the SFA BBS.
Please reference your paper document or download the pdf files for
additional information.]]

Information Request Form (IRQF)

When an applicant receives any reject other than Reject 19, the
resulting SAR will have an Information Request Form (IRQF) as
Part 2 and will not have a calculated EFC. The IRQF requires the
student to correct information and return the SAR to the CPS for
reprocessing.

The redesigned IRQF also has two columns, like the IRVF. The
first, "YOU TOLD US," shows the numbered questions and the
student's response. The second column, "WRITE IN ONLY NEW
OR CORRECTED INFORMATION," provides the same boxes and
ovals as the IRVF for the student to write in a new or corrected
response.

When an item is questioned by the CPS, it will be highlighted
(printed in bold type) and an arrow will print in the "YOU TOLD
US" column pointing to the response field for the questioned item.
This indicates that the student must provide a new answer because
the original response was blank or illegible, and the item is necessary
to perform an EFC calculation. The student may also correct other
items, if necessary, even if they are not highlighted.

At the top of the IRQF are instructions to the student explaining the
meaning of the arrows, and the proper way to verify an answer, fill in
an oval, or to delete an answer. New for 1997-98, the IRQF DOES
NOT have brackets allowing a student to verify an answer by
checking the bracket--To verify, the student must rewrite the same
value in the response fields.

Sometimes students are caught in a reject "loop" because they don't
respond to all of the highlighted and arrowed items to turn off the
reject, or because they provide new information that the edit check
still considers to be inconsistent or questionable.

Parent Information for Independent Students

The SARs for dependent students and for independent students
contain exactly the same sections and numbered items as the FAFSA.
Parent information will be printed in the parent section for an
independent student if the student provided it on the FAFSA.
Students in the health professions are instructed to provide parental
data, because the data are required by many health profession
schools to award Title VII aid. Parental data provided by
independent students will not be subject to any edits, but the data
will appear on the SAR and on ISIRs and be carried forward on all
transactions.

Parental data are always required for dependent students and will be
edited and used in the EFC calculation.

Signatures for SAR Corrections

On the last page of Part 2, a message in the top left corner shows the
address where SAR corrections should be mailed. Each FAFSA
processor has a different address to receive SAR corrections. (See
Appendix E for processors' P.O. Box Numbers.)

In the top right corner of the same page, the student is asked to
certify that any corrections made on Part 2 are accurate and
complete. This statement must be signed by the student. You may
note that the wording of the certification has been changed to the
same wording that appears on the FAFSA. For a dependent student
at least one parent must sign, and for a married, independent student,
the spouse should sign, although it is not required.

Reject 16--Signatures and Certifications

SARs with Reject 16 are mailed to students who submitted their
applications via FAFSA Express, but did NOT follow up with a
signed Signature/Certification page, or the page was incomplete and
could not be processed. If the FAFSA Express record indicates that a
printer was not available to the student, the CPS processes the
FAFSA Express application immediately and mails a Reject 16 SAR.
If the record indicates that a printer was available, the CPS holds the
FAFSA Express transmission for up to 14 calendar days while
waiting for a Signature Page. If a signature is not received in
14 days, the CPS processes the record and sends a Reject 16 SAR.
A Reject 16 SAR will not have a calculated EFC, and on this type of
SAR ONLY, Part 2 will contain the Statement of Educational
Purpose and the Certification Statement on Overpayments and
Defaults.

To receive an EFC calculation, the student must sign Part 2 of a
Reject 16 SAR and return it to the FAFSA processor's address
indicated on the SAR. The student can also make other corrections
to the Reject 16 SAR at the same time, if necessary. By signing and
returning the certification statements along with the application data,
the student completes the application process. Note that Reject 16
may appear with other rejects or highlighted data requiring
correction or verification.

When the student does mail in a Signature Page, an EFC can be
calculated and Reject 16 does not apply.

New for 1997-98: the CPS will send ISIRs for a Reject 16
transaction to schools that the student listed on the FAFSA Express
application, and to state agencies.

SAR Part 2 General Information

On the last page of Part 2, we print important information and
instructions for all students on a page headed "Instructions and
Codes."

Two of the FAFSA questions--course of study and type of
degree/certificate--require the student to enter a code number rather
than a literal response. To assist students in correcting these two
fields, the instruction page provides code lists for the questions.

If corrections are not necessary, the student may retain Part 2 as a
summary of the application questions and responses.

School Use Only Box

An aid administrator can perform a dependency override from
dependent to independent on the SAR by using the "School Use
Only" box at the end of Part 2 (see illustration, next page). This
box is designated "Professional Judgment" to identify the two types
of professional judgment actions a financial aid administrator may
perform, i.e., dependency override or FAA EFC Adjustment. To
perform a dependency override, the FAA fills in the oval marked
"1" on the line labeled D/O (Dependency Override), fills in the
school's six-character Title IV School Code, and signs in the
signature space. Dependency overrides can be performed on either
the IRVF or the IRQF as well as on the FAFSA or Renewal
Application. The SAR also allows an FAA to cancel a dependency
override by filling in oval "2" in the D/O section, and providing the
Title IV School Code and a signature.

The Dependency Override indicator in the FAA Information section
will contain this information: a "Y" if an override from dependent to
independent was performed (comment 164 is triggered); an "N" if a
dependency override was cancelled (comment 165 is triggered); and
"blank" if no action was taken.

If a dependency override action is not performed correctly, the
student receives comment 46.

DEPENDENCY STATUS CHANGES IN THE ELECTRONIC
SYSTEM. The EDExpress software provides a dialogue box
following the student status questions, and asks whether a
dependency override will be performed. At this stage, an FAA may
enter the code to perform the override from dependent to
independent and subsequent screens will bring up only those
questions the independent student must answer.

The other type of Professional Judgment that may be performed
using the School Use Box is a request for a professional judgment
adjustment indicating that the FAA used professional judgment to
make changes to one or more data elements. To indicate the request,
the FAA would fill in the oval marked "FAA EFC Adjustment,"
provide the Title IV School Code and a signature.

The Information Request Form on a rejected SAR (shown below)
does not allow this type of professional judgment adjustment because
the student has not received an EFC. When a professional judgment
request is processed, the resulting SAR or ISIR carries a flag of "Y"
in the "FAA EFC Adjustment Request" location, and a comment
(#27) stating that the record resulted from a professional judgment
action.




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Last Modified: 08/05/1998