| DCLPublicationDate: 3/1/96 DCLID: GEN-96-8 AwardYear: 1996-1997 Summary: This letter describes the Title IV Wide Area Network (WAN) services, the receipt of Institutional Student Information Records (ISIRs) through the Electronic Data Exchange (EDE) or the Applicant Data Service (but not both), the National Student Loan Data System (NSLDS), and applicable enrollment procedures. This letter is a replacement of Action Letter #4 (GEN-95-53) dated November 1995 for enrollment to the Title IV WAN. Action Letter #7 March 1996 GEN-96-8 SUMMARY: This letter describes the Title IV Wide Area Network (WAN) services, the receipt of Institutional Student Information Records (ISIRs) through the Electronic Data Exchange (EDE) or the Applicant Data Service (but not both), the National Student Loan Data System (NSLDS), and applicable enrollment procedures. This letter is a replacement of Action Letter #4 (GEN-95-53) dated November 1995 for enrollment to the Title IV WAN. Dear Financial Aid Administrator: The U. S. Department of Education (ED) is pleased to announce the services and products now available through the Title IV Wide Area Network (WAN) contract that was awarded to National Computer Systems (NCS). GE Information Services (GEIS) is the network provider for the Title IV WAN. The Title IV WAN has replaced the General Electronic Support (GES) network as the vehicle to transmit and receive Title IV financial aid data. The Title IV WAN transmits data for the Electronic Data Exchange (EDE), Direct Loan, and the National Student Loan Data System (NSLDS). This letter introduces you to the services of the Title IV WAN, provides Title IV WAN enrollment information and instructions for the Title IV WAN, provides information regarding the National Student Loan Data System (NSLDS), and describes the changes in the Institution Applicant Data Service What Services does the Title IV WAN Provide? The Title IV WAN provides three basic services that allow you to: - Send and receive files of financial aid data. This service is called Electronic Data Exchange (EDE). - Access bulletin boards and electronic mail. This service is called OPEnet. - Access Title IV data bases, such as the CPS and NSLDS, in an on-line mode. This service is called Query. EDE establishes a link between ED's Title IV databases--the CPS, NSLDS, and Direct Loan System--and participating institutions and servicers. Currently, almost 7,000 schools benefit from the speed and ease of EDE. EDE allows participants to perform one or more of the following functions: - Complete and send electronic initial and renewal applications. - Receive electronic Institutional Student Information Records (ISIRs). - Make electronic corrections. - Send and receive electronic payment information for Federal Pell Grant recipients. - Receive electronic Statements of Account for the Federal Pell Grant program. - Transmit to, and receive data from, the Direct Loan servicer to originate, drawdown, disburse, reconcile, and report student status for the Direct Loan program. - Transmit to, and receive data from, the NSLDS. Institutions may submit and receive data electronically using a mainframe or personal computer. The site responsible for transmitting and retrieving the data from the network is called a destination point. An organization may become a destination point or acquire Title IV WAN services through existing destination points known as servicers. EDE uses file store-and-forward data transmissions for the processing functions listed above. Using software provided at no cost by ED, a destination point sends batches of formatted records to the network. The transmissions are stored there until one of the Title IV Application Systems (CPS, NSLDS, or the Direct Loan servicer) retrieves them. The batches of data are processed and the results are sent back to the network, from which the destination point can retrieve them. OPEnet, under the Title IV WAN, is a PC-based Bulletin Board and E-mail system that gives schools access to one another, the Internet, and a wealth of ED information. OPEnet is available in both DOS and Windows versions. Every school that signs up with the Title IV WAN automatically receives the OPEnet DOS software and User's Guide. Those who request the Windows version also receive that software along with its User's Guide. The first copy of either the DOS or Windows software and User's Guide is paid for by ED. There is no monthly service charge, but all schools pay for the time they are connected to the network. The E-mail part of OPEnet enables users to send messages to other OPEnet users, including ED and the Title IV WAN contractor. Users are also able to send messages to and receive messages from the Internet. The Bulletin Board system of OPEnet provides access to such things as Federal regulations, Dear Colleague letters, policy directives, and information about special initiatives of agencies and institutions. QUERY gives Title IV WAN users access to Title IV databases as well as to account information on the Title IV WAN. The On-line Query consists of a series of screens, accessed from an initial menu, that will allow users to take advantage of its interactive access. Through one connection, authorized users will have access to the Title IV databases as well as their own Title IV WAN information. Using Query, Title IV WAN destination points will be able to: - Access Title IV databases such as the CPS and NSLDS depending on their authorization. - View transmission history that is updated continuously rather than every 24 hours. - See when products were shipped to them. - Browse on-line destination information. - See what institutions they service, if any. In addition, Title IV WAN customers will be able to: - View their own billing information for past months and even see charges as they are added to their current month's invoice. - View destination information of destinations for which they have assumed payment responsibility, if any. Title IV WAN Highlights and Enhancements The Title IV WAN provides improved technological advances and services in many areas that benefit the Title IV user community: - NEW NETWORK PROVIDER - GE INFORMATION SERVICES (GEIS). GE Information Services, a recognized network leader, is working with NCS to deliver the Title IV WAN by providing the telecommunications network. - ENHANCED MAINFRAME SUPPORT. Mainframe users with SNI capability are able to communicate with the Title IV WAN at speeds up to 56 kbps. Bisync mainframe users are supported at speeds up to 14.4 kbps. We have also established a knowledgeable team to help mainframe users become operational on the new network. - HIGHER PC NETWORK ACCESS SPEEDS. PC users are able to communicate with the Title IV WAN at higher speeds up to 28.8 Kbps. - FILE TRANSFER CAPABILITY. The Title IV WAN supports file transfer data transmission that allows records to be transmitted at actual length. This eliminates the need to block and de-block records into 79 byte records. - INTEGRATED PC SOFTWARE. Users are provided with an integrated PC software package that provides access to all Title IV WAN systems, including the Bulletin Board and E-mail system and On- line Query. Users are not required to purchase additional software to access these systems. - ENHANCED PC INTERFACE SOFTWARE. The PC interface software has been enhanced to make using the Title IV WAN easier, more flexible, and more efficient. The software can query a user's store-and-forward mailbox and receive a list of all messages waiting to be received. The user can then choose any or all of these messages to be downloaded to their PC. Restart capability has been added so that if a transmission is interrupted, it can be restarted where it left off rather than at the beginning. User definable fields allow the user to specify a path for each message class to be sent from or received to, rather than always using one default path for all message classes. Of course, the option to use one default path is still available. - ENHANCED ON-LINE SYSTEMS. Users of the Title IV WAN have greater on-line access to network transmission history and billing information. Destinations are able to browse participation information for institutions they service. Customers are able to view invoices for past months as well as the invoice in progress for the current month. - ENHANCED CUSTOMER SERVICE. Customer Service, under the Title IV WAN, has also been enhanced to meet the increasing demands of the financial aid community. There is a toll free 800 number (800/615-1189) for all customers needing assistance as well as expanded hours of phone coverage and an automated voice response system that offers help even when the Network Operations Center is closed. - NO MONTHLY SERVICE CHARGE. There is no monthly service charge for handling invoices. - ARCHIVE CHARGES HAVE BEEN ELIMINATED. Data resides in your mailbox for 180 days or until you receive it. You are no longer charged to archive the data after 27 days. In addition, data received from your mailbox can be easily restored to your mailbox by calling Title IV WAN Customer Service. - ENHANCED BILLING FLEXIBILITY. Under the Title IV WAN, users who have more than one destination point incurring charges are able to receive one invoice consolidating charges for all their destination points. Who is Eligible to Enroll in Title IV WAN? EDE is available to any postsecondary institution that participates in at least one of the Title IV programs and to organizations providing services to such institutions. OPEnet and Query are available to any organization, including state educational agencies, scholarship agencies, lenders, guaranty agencies, and need analysis servicers. For those institutions who choose not to receive applicant data through the Electronic Data Exchange (EDE) on the Title IV WAN, the U. S. Department of Education makes applicant data available on tapes or cartridges from the CPS through the Applicant Data Service. This service is similar to what was provided for 1995-96, but with one significant change: INSTITUTIONS MUST CHOOSE WHETHER TO RECEIVE ISIRS THROUGH THIS SERVICE OR EDE. HOWEVER, YOU MAY CHOOSE TO RECEIVE YOUR ISIRS THROUGH THE APPLICANT DATA SERVICE AND STILL ENROLL FOR EDE TO PROCESS ELECTRONIC ORIGINAL APPLICATIONS, CORRECTIONS AND PELL PROCESSING. How Do I Enroll? Institutions subscribing to any service--EDE, OPEnet, and Query-- must complete and sign both a Customer Initiation Document (Enclosure A) and Letter of Application (Enclosure B) indicating the desired services and agreeing to share the cost of the services provided by the Title IV WAN. To use EDE, Direct Loan, or NSLDS, organizations must also complete and submit a signed Participation Agreement (Enclosure G). EDE destination points acting as servicers to institutions must complete and sign a Participation Agreement for each school they service. REMEMBER: FOR 1996-97, YOU CANNOT RECEIVE AUTOMATIC ISIRS FROM BOTH EDE AND THE INSTITUTION APPLICANT DATA SERVICE. YOU MUST DECIDE TO RECEIVE THE DATA ONE WAY OR THE OTHER. All documents, including the Customer Initiation Document, Letter of Application, Participation Agreement, Mainframe Requirements Document, and Applicant Data Service Option Request Form must be mailed to: Title IV WAN Customer Service P.O. Box 30 Iowa City, IA 52244 NOTE: IF YOU ELECT TO PARTICIPATE WITH THE INSTITUTIONAL APPLICANT DATA SERVICE TO RECEIVE ISIRS, YOU CANNOT RECEIVE ELECTRONIC AUTOMATIC ISIRS FROM THE EDE SERVICE. If you have any questions regarding enrollment, please call Title IV WAN Customer Service at (800) 615-1189. When Can I Enroll? Eligible organizations may enroll anytime during the year. There is no enrollment deadline. EDE subscribers may enroll now for the 1995-96 and/or 1996-97 processing cycles by checking the appropriate boxes on the Letter of Application. What Happens After I Enroll? Once a new Title IV WAN subscriber submits the required forms, the destination contact listed on the Letter of Application is sent, at no charge, the following software and user's guides: - Integrated Application Menu (IAM) software that enables the user to connect to the network, perform the Query functions, and receive batches of information. - OPEnet software. All users receive OPEnet software for DOS as a part of the IAM. Those who request Windows also receive the Windows version of OPEnet at no cost. - Title IV WAN and OPEnet User's Guide. - EDExpress software and User's Guide (if enrolling in EDE or Direct Loan). - DataPrep software and User's Guide (if subscribing to NSLDS services). In addition, the technical contact (or the destination contact if it is the same) receives: - The Electronic Data Exchange Technical Reference (if enrolling in EDE or Direct Loan). - The Direct Loan Technical Reference (if enrolled in Direct Loan). It is not necessary to purchase any additional software to connect to the on-line Query service or to use OPEnet. Users are only charged for any additional copies of the software that they choose to order. Mainframe Support A special feature of the Title IV WAN will be increased mainframe support. To assist ED in planning for the transition, please complete the enclosed Mainframe Requirements Document (Enclosure D) if you plan to communicate with the Title IV WAN in any way other than using a PC. Your answers will help us identify your software and support needs thus making your transition to the Title IV WAN quicker and easier. We have assembled a staff of dedicated professionals who are specifically trained to assist you in becoming operational on the Title IV WAN. They will use your responses on the document to assess your requirements and give you support throughout the transition process. If you have any questions concerning the Mainframe Requirements Document, please call us at 800-638-8730, extension 4391. This number will only be available during the transition from the GES to the Title IV WAN. Please complete the Mainframe Requirements Document and mail it along with your Customer Initiation Document, Letter of Application, and Participation Agreement. These documents, along with instructions for completing them, are enclosed at the end of this letter. What Computer Equipment Do I Need? MAINFRAME USERS are supported by the Title IV WAN. If you indicate mainframe computer on the Letter of Application and return a Mainframe Requirements Document, you will be sent communications software in IEBCOPY format, on tape or cassette, which runs on an IBM or IBM-compatible mainframe with an MVS operating system. You will also receive a mainframe user's guide that will address communications protocols. NSLDS subscribers also have the option of requesting a mainframe version of DataPrep which operates in an IBM MVS environment. Call Title IV WAN Customer Service at (800) 615-1189 if you have any questions about operating in a mainframe environment. PERSONAL COMPUTER USERS must have the following equipment to connect to the network: - IBM or fully IBM-compatible PC with at least a 80386 processor. - MS-DOS version 3.3 or higher. - 512 K of conventional RAM available. - 4 MB of expanded memory. - At least 30 MB of available hard disk space for the software with additional space required to store your information. The amount of space required will depend upon the number of records you process. - 3.5" floppy disk drive (high density). - 3.5" high-density double-sided diskettes formatted using DOS. - 9600, 2400, or 1200 baud Hayes or fully Hayes-compatible asynchronous modem. - Dedicated phone line. - Printer capable of printing on standard paper. However, we RECOMMEND the following configuration: - IBM or fully IBM-compatible PC with at least a 486DX2, 66MHz processor. - MS-DOS version 5.0 or higher. - 620 K of conventional RAM available. - 16 MB of expanded memory. - At least 300 MB of available hard disk space for the software with additional space required to store your information. The amount of space required will depend upon the number of records you process. - 3.5" floppy disk drive (high density). - 3.5" high-density double-sided diskettes formatted using DOS. - 9600 baud Hayes or fully Hayes-compatible asynchronous modem. How Much Will It Cost? The purchase of equipment is one cost to consider when enrolling in the Title IV WAN. Another cost consideration is the bill for network services you will receive monthly if you participate in certain functions. Once you enroll, three copies of your invoice will be sent within 10 working days after the end of each month in which you had billable activity. The billable services are listed on the Fees For Title IV WAN Services schedule (Enclosure F). - There is no monthly service charge for using Title IV WAN. - First-time users, those not converting from the GES, are charged $18.61 for the processing of the Letter of Application. - Users are charged $15.65 for the processing of the Participation Agreement. - There is no monthly service charge for OPEnet. Users will only be charged for the time they spend connected to the network. - Users are charged $12.07 for each Customer Service telephone call. The network transmission costs for most types of records are free to the user (e.g., electronic ISIRs and electronic applications, including renewal applications). Users pay a per kilocharacter fee for certain transmissions including electronic corrections to the CPS and Federal Pell Grant Payment information. Transmitting this type of data during non-prime hours (5 p.m. to 8 a.m. your time) will assure considerable savings. With ED paying for so many of the expenses, we are convinced that Title IV WAN users will discover that the costs of participating will be far outweighed by the benefits each school will derive from the Title IV WAN. We are pleased to announce the beginning of the Title IV WAN and are excited about the enhancements planned for the 1996-97 award year. We look forward to welcoming you as a participant in the Title IV WAN. National Student Loan Data System (NSLDS) The National Student Loan Data System (NSLDS) is a national database of loan-level information and selected grant data on aid disbursed under Title IV systems. The database is populated with data on the following Title IV programs: - FFEL (Federal Family Education Loan) Programs; - William D. Ford Federal Direct Loan Program (Direct Loan); - Perkins Loan Program; - Pell/SEOG Overawards; and - Pell Awards/Disbursements. Once fully implemented, NSLDS will perform the following principal functions: - Prescreen Title IV applicants for eligibility and data returned on the initial ISIR to serve as the interim Financial Aid Transcript to Financial Aid Administrators; - Provide electronic Financial Aid Transcripts; - Process Student Status Confirmation Reports; - Calculate default rates for schools, lenders, and Guaranty Agencies (GAs) participating in the FFEL program and provide backup data for these calculations on request; - Support research by users at ED, schools, GAs, and other organizations; - Provide Pre-claims Assistance/Supplemental Pre-Claims support; and - Borrower tracking assistance. Schools participating in the Perkins Loan program are required to provide loan-level data, as well as Pell and SEOG overpayment information to NSLDS. The Title IV WAN communications software is used to transmit and receive data to and from NSLDS. ED provides a software package called DataPrep to assist institutions in the preparation of their data for transmittal to NSLDS. This software is available for either an IBM compatible PC running DOS or an IBM or compatible mainframe with a MVS/XA or MVS/ESA operating system. To receive the DataPrep software package, mark the box next to "Do you need Data Provider Software?" This software is intended to assist you in determining the record formats and data requirements that your program must support to meet your data submission requirements to NSLDS. All schools, regardless of whether they participate in the Perkins Loan Program or not, are eligible to access data on their students that is stored in NSLDS. If you wish to access data in NSLDS, check the appropriate box in the NSLDS section of the Letter of Application (Enclosure B) and complete the Participation Agreement (Enclosure G). Even those simply modifying their Participation Agreement (PA) should submit a complete PA. IF YOU HAVE ANY QUESTIONS ABOUT NSLDS, YOU MAY CONTACT THE NSLDS CUSTOMER SERVICE CENTER AT 800/999-8219. Institution Applicant Data Service The Department of Education makes applicant data in the form of ISIRs available to your institution free of charge up to 40 times during the processing for an award year. All institutions eligible to participate in Title IV Federal student aid programs may request and receive applicant data in the form of ISIRS through this service. REMEMBER THAT PARTICIPATING IN THIS SERVICE PROHIBITS YOU FROM RECEIVING ISIRS IN THE EDE SERVICE. This 1996-97 ISIR output is available on tape or cartridge magnetic media, and is similar to that provided for 1995-96, but with changes. Enclosure I provides more detailed information concerning the Applicant Data Service, including the dates on which output will be produced and mailed. Institutions requesting ISIRs under this service for the 1996-97 award year are required to submit a new Option Request Form (Enclosure J). Institutions who are currently receiving applicant data service ISIRs for the 1995-96 award year will continue to receive their 1995-96 ISIRs according to the request currently on file at CPS. YOUR FIRST 1996-97 TAPE OR CARTRIDGE WILL BE CUMULATIVE: IT WILL CONTAIN ALL APPLICANTS SPECIFYING YOUR INSTITUTION ON THEIR LATEST OFFICIAL TRANSACTION SINCE PROCESSING START UP. EACH SUBSEQUENT TAPE OR CARTRIDGE WILL NOT BE CUMULATIVE, BUT WILL PROVIDE ISIRS ONLY FOR THOSE APPLICANTS WHO INDICATED YOUR INSTITUTION AND HAVE SUBMITTED A TRANSACTION TO THE CPS SINCE YOUR LAST TAPE OR CARTRIDGE WAS PRODUCED. Note that the applicant data service, EDE, and the Federal Pell Grant Recipient Data Exchange (RDE) are separate and distinct processes. The Applicant Data Service provides you ISIRs from the CPS via tape or cartridge media. RDE allows you to submit and receive payment data to the Department on magnetic tape. EDE gives you the ability to receive and transmit both ISIRs and payment information electronically via the Title IV WAN. While you may use the applicant data tapes or cartridges to build a database for use in the RDE process, a request to receive the applicant data tapes or cartridges does not allow, nor prohibit, you to participate in RDE. If you have questions concerning the RDE, please contact Pell Grant User Support Hotline at (202) 708-6832. If you have any questions concerning the Applicant Data Service, please contact Customer Service for Applicant Data Service, Federal Student Aid Programs, at 1-800-330-5947. We are excited about the electronic data services we are able to offer you in the coming year and believe that all users will share our enthusiasm. If you have any questions concerning enrollment, please call the Title IV WAN Customer Service Center on 1-800-615-1189. Sincerely, Elizabeth M. Hicks Deputy Assistant Secretary Student Financial Assistance Programs Enclosures **[The enclosures identified below, except for Enclosure H , currently are unavailable on the BBS. Please reference the actual document or contact the Federal Student Aid Information Center at 1-800-433-3243 to request a hard copy of this letter with attachments.]** Enclosure A: Customer Initiation Document Enclosure B: Letter of Application Enclosure C: Instructions for enrollment documents Enclosure D: Mainframe Requirements Document Enclosure E: Instructions for Mainframe Requirements Document Enclosure F: Fee Schedule for Title IV WAN Services* Enclosure G: Participation Agreement Enclosure H: Instructions for the Participation Agreement Enclosure I: Institution Applicant Data Service Description Enclosure J: Institution Applicant Tape/Cartridge Option Request Form *Schools participating in the Direct Loan program are not charged for Title IV WAN services but will receive a bill for OPEnet connect time. + See separate document for text of this enclosure. |