Summary: Additional Information Pertaining to 1995-96 Renewal Applications requested through the Department's Electronic Data Exchange (EDE). (Follow-up to 1995-96 Action Letter # 1).
ACTION LETTER #3
SUMMARY: Additional Information Pertaining to 1995-96
Renewal Applications requested through the
Department's Electronic Data Exchange (EDE).
(Follow-up to 1995-96 Action Letter # 1).
This letter provides additional information to institutions
that are interested in requesting 1995-96 Renewal Applications
through EDE. Institutions may request electronic Renewal
Application records as follows:
- Request that records be sent to the institution to be printed by
- Request that records be sent to the Department's FAFSA
processor (American College Testing [ACT]) to be printed,
along with the electronic Renewal Application file to be sent to
The FAFSA processor will print the Renewal Applications for the
records sent there and mail them in bulk to the institutions. ALL
REMAINING STUDENTS' RENEWAL APPLICATION
RECORDS WILL BE SENT TO THE MDES FOR PRINTING
AND MAILING DIRECTLY TO THE STUDENTS.
We want to thank all those institutions that responded to
Action Letter #1. We appreciate the many comments and
suggestions which ultimately shaped the Renewal Application
process for 1995-96 and which will further help us in our
development for 1996-97. Many institutions were very glad to see
the additional option for 1995-96 of having the printed Renewal
Applications mailed to the institution. Also, we hope you will
be pleased to see we have changed the timing of the Renewal
Application mailings (see pages 3 and 4).
Please be aware that your response to the Action Letter #1
attachment represents INTEREST ONLY in the bulk mailing of
EDE-requested Renewal Applications. Response to that attachment
does not commit you to participate in the bulk mailing of EDE-
requested Renewal Applications to institutions. Each interested
institution must request its 1995-96 Renewal Applications through
EDE as described on the following pages.
SUBMITTING HISTORY CORRECTIONS -- All
changes/corrections, whether through SAR submissions, address
change forms, letters or electronic transmissions must be processed
by the Central Processing System (CPS) by November 1 in order for
those transactions to be included within the 1995-96 Renewal
Application database. For hard-copy changes made through the
MDEs, students should mail their changes no later than October 15
in order to ensure that the changes are processed by November 1.
Institutions should complete their EDE transmissions by noon
Central time on October 27 in order to ensure that the CPS
processes the changes by November 1.
Institutions do not need to get a student's signature on a SAR
in order to submit a change of address electronically. However,
for 1995-96 the institution must obtain the student's signature
on some type of documentation (for example a change of address
form used by the school to update a student's record within the
institution's financial aid, registrar's or bursar's office). ED
prefers, but does not require, that you include a notice on the
standard change of address form to advise the student that this
address change will also be used to update his/her FAFSA record,
if the institution is going to submit such a change
electronically to the CPS. In this manner, the student is aware
that his/her address on his/her FAFSA record will be updated.
When a change of address is the only change made to an
individual's record, the institution is required to obtain only
the student's signature, not parental signatures. An address
change, like any other history correction, will result in a new
DEADLINE FOR REQUESTING RENEWAL APPLICATIONS
THROUGH EDE --Institutions will have from October 3 until
November 15 to request Renewal Applications through EDE.
Records not selected by institutions will automatically be printed by
the MDE processors and will be mailed directly to students.
Information pertaining to how institutions request Renewal
Applications through EDE is provided later in this letter. Institutions
may continue to request Renewal Applications through EDE after
November 15 (except bulk mail requests); however, one of the
MDEs will also have printed and mailed Renewal Applications to
students who were not selected by any school prior to that date.
CREATION OF THE RENEWAL APPLICATION FILES -- The
process for sorting/building the 1995-96 Renewal Application file is
similar to that used for 1994-95. For example, records which were
void, rejected, or were returned as undeliverable, had a professional
judgment adjustment or dependency override will be deleted from
the Renewal Application file. The CPS will run the remaining
records through the default matches as well as through the Social
Security Administration match. Any student's record which has
been flagged as being in default or that does not contain a valid
SSN will also be deleted from the Renewal Application file.
RENEWAL APPLICATION RECORDS PROVIDED TO
INSTITUTIONS AND MDES -- Between November 18 and 25, the
CPS will send the Renewal Application records to the MDEs and an
electronic file of EDE-requested Renewal Applications to
institutions. Institutions that requested Renewal Applications
through EDE can receive two types of records. The first type
includes those that the institution requested the FAFSA
PROCESSOR (ACT) TO PRINT. They will have a "Y" flag in the
batch header print indicator field. The FAFSA processor will print
the Renewal Applications and send them directly to the institutions
via first class mail. The second type will be those Renewal
Application records which the institutions requested through EDE
but which the INSTITUTIONS MUST PRINT themselves.
PRINTING AND MAILING OF RENEWAL APPLICATIONS BY
THE MDES -- Upon receipt of the non-EDE-requested Renewal
Application records, the Pennsylvania Higher Education Assistance
Agency (PHEAA) and the College Scholarship Service (CSS) will
begin printing individual Renewal Applications. These applications
will be mailed directly to students beginning on November 28 and
the mailing is expected to be completed by December 19.
Due to the volume of records that ACT as the FAFSA processor and
also as an MDE processor must handle, the work must be staggered.
ACT will print the Renewal Applications as follows:
- The EDE-requested Renewal Applications will be printed first.
The bulk mailing will begin on November 30 and is expected to
be completed by December 12.
- On December 2, ACT will begin printing the Renewal
Applications that were not selected through EDE: first those
with the FFFFF designation and then those with the AAAAA
designation in the upper right hand corner of the Renewal
Application. ACT will mail them directly to students and
expects to complete the individual mailings by January 3, 1995.
Procedures to Request Renewal Applications through EDE
Only institutions that can send and receive Renewal Applications
electronically will be able to make requests through EDE. To
become operational, a destination point must be certified to
receive electronic Institutional Student Information Records
(formerly called ESARS). The last date for an institution to
become operational is November 11. If you have questions about
your certification status, please call GES Customer Service at
(319) 339-6642. See Enclosure A for a list of options available
and procedures required for requesting Renewal Applications
Questions and Comments
Enclosure B contains answers to many of the commonly asked
questions and comments received as a result of Action Letter #1.
Again, please be aware that submission of the Action Letter #1
attachment constituted an institution's INTEREST ONLY in the
bulk mailing of EDE-requested Renewal Applications. Each
interested institution must request its 1995-96 Renewal
Applications through EDE as described above by November 15. In
order to keep assessing the volume of Renewal Applications that
will be bulk-mailed to institutions, we are still accepting
notices from institutions which are interested in the bulk
Renewal Application mailing.
Again, we appreciate that so many institutions took the time to
send questions and comments in response to Action Letter #l. The
Department will continue to work with its institutional
consultants as well as with financial aid administrators who have
comments or suggestions for the processing of students' Federal
student aid applications.
If you have any questions or comments regarding the application
processing system, please contact the Applicant Systems Division
at (202) 260-9988 or fax your inquiries to (202) 401-1637.
If you are interested in signing up to participate in EDE, please
call NCS User Services at (800) 553-2159.
William L. Moran, Director
Student Financial Assistance Programs