| DCLPublicationDate: 9/1/96 DCLID: GEN-96-16 AwardYear: 1997-1998 Summary: This letter gives information and schedules for institutions that wish to have their students receive the 1997-98 Renewal Free Application for Federal Student Aid (Renewal FAFSA). Action Letter #1 September 1996 GEN-96-16 SUMMARY: This letter gives information and schedules for institutions that wish to have their students receive the 1997-98 Renewal Free Application for Federal Student Aid (Renewal FAFSA). Dear Colleague: For the 1997-98 application year, institutions that participate in the Electronic Data Exchange (EDE) may request either electronic or paper Renewal FAFSAs for their students using procedures similar to those used for the 1996-97 application year. The Renewal Application process pre-prints data from a student's 1996-97 FAFSA or Renewal FAFSA, and requires the student to provide only annual financial data and to update other information only if it has changed. Your school will have access to all eligible (see discussion below for description of eligible renewal applicant) renewal applicants who listed your school on their 1996-97 FAFSA or Renewal FAFSA. OPTIONS Your institution has several options it may choose from for participation in the renewal application process for 1997-98. These options allow you to select all of your eligible applicants or only selected groups of applicants (see Enclosure C for more information on selecting groups of applicants). For the 1997-98 Renewal Application process you may: 1. Request that electronic Renewal FAFSAs for all, or selected groups of, eligible applicants who included your school on their 1996-97 application be sent to your school or destination point, to be printed and distributed by you. This process is called Electronic Renewal Applications. When a school receives an electronic renewal application for a student, it must (1) print out the Renewal FAFSA using capabilities contained in the EDExpress software, (2) mail or otherwise distribute the Renewal FAFSA and instructions, and (3) electronically input into EDExpress and transmit to the CPS the application information provided by the student upon completion of the school printed Renewal FAFSA. 2. Choose all, or selected groups of eligible students, and request that paper Renewal FAFSAs be printed for them by the Department's Central Processing System (CPS). These applications will be packaged and mailed in bulk, along with instructions and return mail envelopes, to your institution for distribution to the students. Your school will also receive an electronic file containing Renewal Applications for the students selected that may be used to transmit completed 1997-98 applicant information back to the CPS. Schools that request paper Renewal Applications in bulk mailings are obligated to distribute these applications to the students. 3. Allow the CPS to print Renewal Applications for eligible students not selected by a school. The CPS will then mail the Renewal FAFSA directly to the student's home address. If your school, using options #1 or #2, does not select all of its eligible renewal applicants, the CPS will print and mail renewal applications to all non-selected applicants as described in option #3. Even if you request Renewal Applications, either for electronic applications (Option #1) or for bulk mailing (Option #2) for students who are not enrolled at your school, you still have the obligation to deliver the applications to them. If your institution does not meet this obligation, your ability to participate in the Renewal Application process may be suspended and you may be subject to Title IV non-compliance findings. ENCLOSURES See Enclosure A for the schedule of important dates for the Renewal Application process. Enclosure B provides information about connecting to the Title IV Wide Area Network (TIV-WAN) if your school is not already connected and for using the TIV-WAN. Enclosure C provides information on procedures for submitting institutional RAD requests. Enclosure D answers some frequently- asked questions about the Renewal Application process. SELECTION, SORTING, AND TIMEFRAMES For 1997-98, we streamlined the options that allow you to request Renewal Applications, based on the number of schools that actually used each request option. Although the options are fewer, they allow the same flexibility in selecting students, e.g., rather than choosing the "graduate students" option, an institution can select its graduate students by using the "grade level" option. As in 1996-97, bulk mailings of paper Renewal Applications can be ordered in several sort orders, and you may choose one of two time windows for receiving bulk mailings. We are also allowing a longer period for making RAD requests, and will begin the first bulk mailing and the individual student mailings nine days earlier than in 1996-97. Each complete student package that is sent to the applicant by the CPS, or sent in bulk to a school as a result of the school's request, will include the Renewal FAFSA, an instruction book, and a return envelope that the student may use to send the application to a FAFSA Processor for data entry. The Department will include a FAFSA Processor's return address in each Renewal Application. Any FAFSA Processor, however, will accept Renewal Applications for any other FAFSA Processor so you need not be concerned about which return address is assigned. Schools that request an electronic file (Electronic Renewal Applications) for all or some of their renewal applicants may access the instructions through the SFA BBS, or can request a quantity of instruction books from Title IV WAN Customer Service for distribution to applicants with the school-printed Renewal FAFSA. As a reminder, any renewal application received by a school electronically can only be submitted to the CPS electronically by the school using EDE. RENEWAL APPLICATION REQUEST DEADLINES You may begin requesting Renewal Applications using EDE on September 16, 1996, and may continue to transmit requests through October 31, 1996. Renewal Application records not selected by a school for either electronic downloading or bulk mailing during this period will be printed and mailed by the CPS directly to students beginning November 18, 1996 and ending on January 3, 1997. You may continue to request electronic Renewal Applications after October 31, although the paper printing option will no longer be available and the CPS will continue to process and mail Renewal FAFSAs even though a school may have requested an electronic Renewal Application. ADDITIONAL OPTIONS FOR REQUESTING STUDENT RECORDS We have continued the options that allow you to receive bulk- mailed Renewal Applications in alphabetical order, SSN order, or ZIP code order. You may request students individually using SSN and name, or you may request groups of students by institution, destination point, or grade level (See Enclosure C). A problem in 1996-97 that apparently caused some records to be provided to schools in reverse alphabetical order has been corrected. DELIVERY OF BULK-MAILED RENEWAL APPLICATIONS Schools may request bulk mailings of paper Renewal Applications to be mailed out to them either between November 8 and November 17, 1996 or on a later schedule between January 13 and January 26, 1997. You must specify one of these delivery schedules at the time you transmit your request for bulk student records. See the schedule in Enclosure A. RENEWAL APPLICATION ELIGIBILITY CRITERIA The eligibility criteria for including students in the Renewal Application database are the same as those used in previous years. We do not include in the database Renewal Applications for students whose 1996-97 record was, and remains, rejected, those who show a default of a Title IV student loan, and those for whom the only valid transaction was the result of professional judgement or dependency override. In addition, we will not automatically print Renewal Applications for certain groups of students unless they are requested by an institution. These include students who indicated on their 1996-97 applications that (1) their grade level in college was 4th year/senior or beyond, and (2) that they expected to complete their program by September 1996. CREATION OF THE RENEWAL APPLICATION FILE. We plan to create the renewal applicant database twice, once on October 14-15, and again in late January or early February. The second database will add students whose 1996-97 applications were processed after October 14, or whose status changed from rejected to non-rejected after that date. For these students, the CPS will not print paper applications, either individually or via a bulk mailing request, but their Renewal records will be added to the database and can be drawn down and printed by an institution using the EDE process. We hope that more and more schools will use either the electronic or bulk mailing process for Renewal Applications for their students. We also hope that schools encourage their students to use the Renewal Application rather than a new FAFSA. Since the paper Renewal Application was introduced in 1994-95, approximately 40% of total financial aid applicants have chosen to use this streamlined method of re-applying for student aid, rather than file a regular FAFSA. If you have questions about the Renewal Application process, please call CPS Customer Service at 1-800-330-5947. Enclosure B gives information on the customer service numbers to use for specific types of inquiries relating to this process. Sincerely, Elizabeth M. Hicks Deputy Assistant Secretary for Student Financial Assistance Enclosure A (Schedule) Enclosure B (Participating in Renewal Applications) Enclosure C (Requesting a RAD File) Enclosure D (Q&As) Enclosure A 1997-98 RENEWAL APPLICATION SCHEDULE ACTIVITY 1997-98 Begin transmission of RAD Requests September 16, 1996 by schools using EDE. Cutoff RAD Requests for bulk mailing October 31, 1996 Schools may continue to request electronic renewal applications after this date. CPS processes RAD Requests November 1, 1996 to November 8, 1996 CPS prints and mails bulk mail November 8, 1996 to requests to schools that requested November 17, 1996 early mailing. CPS prints and mails non-RAD November 18, 1996 to requested paper Renewal FAFSAs January 3, 1997 to students. CPS prints and mails bulk mail January 13, 1997 to - requests to schools that requested January 26, 1997 later mailing. Enclosure B PARTICIPATING IN RENEWAL APPLICATIONS There are two ways for EDE-participating institutions to request the Renewal Application Data (RAD) file for the 1997-98 processing cycle: (A) Institutions can create a file of SSNs which can be transmitted to the CPS via the Department of Education's Title IV Wide Area Network (TIV-WAN). If you choose this method to make your RAD request, you should follow the "Type 2 Request Individual RAD Records" file layout. The use of any other file format type will cause your request to be rejected. Once your RAD Request file is created, you will transmit it to the CPS using the TIV-WAN. Please note: - EDConnect, Title IV WAN's transmission software, does not check for correct file formatting, so you will need to double check your created file to ensure it is in the correct format. - You MUST include the Transmitted Message Header and Trailer records within the file you build. - If you want the CPS to print and bulk mail your Renewal applications to your school or destination point, you will also need to include the RAD Request Address 1 and Address 2 header records. - To obtain a copy of the "Type 2 Request Individual RAD Records" file layout, you will need to contact the CPS Automated Customer Service Center at 1-800-330-5947, option 1, then option 3 (for faxable materials), then option 8 (for the file layout). You will need to enter your fax number when prompted. Once this request is received, CPS Customer Service will fax you a copy of the file layout. (B) Institutions can access On-Line Query to create a customized RAD request file. TIV-WAN Customer Service can assist users with accessing On-Line Query via NETCONNECT, a module of TIV-WAN's Integrated Assistance Menu (IAM) software. Please refer to your TIV-WAN User's Guide, Section 6, for directions on how to log onto On-Line Query. Once logged on and at the Main screen, please refer to the directions in Enclosure C for making your request. You will designate within your request which printing option you want: CPS print or institution print. If you choose the CPS print option, your Renewal applications will be printed and bulk mailed to you, along with return envelopes and instruction books. If you choose the institution print, you will print your Renewal FAFSAs onsite using the data in the RAD file. If you chose the CPS print option, you will have two choices as to when you want your printed Renewal Applications and other materials mailed to you. If you designate "Before 12/1/96," the CPS will bulk mail your requested materials to you between 11/8/96 and 11/17/96. If you designate "After 12/1/96," the CPS will bulk mail your requested materials to you between 1/13/97 and 1/26/97. Remember, with either the CPS print or the institution print option, you MUST distribute your printed Renewal Applications to your students. Also, if you choose the institution print option, you have an obligation to enter and submit to the CPS data from all completed electronic Renewal Applications that students complete and return to you. Failure to comply with these responsibilities could result in the Department suspending your Renewal Application participation. CPS will process your RAD request file and return your processed RAD file and/or RAD request error file(s) to your destination point via the TIV-WAN. The message class for the RAD file will be RADD98OP, and the message class for any RAD errors will be EREP98OP. CPS and TIV-WAN will distribute needed software and instructions to you later this fall explaining how to download, import, and print out information from your RADD and EREP data files. This information will be provided using either a network message or mass software distribution. Throughout the RAD request process, you may need to contact either TIV-WAN Customer Service or CPS Customer Service for assistance. The following list of services will explain which Customer Service unit you need to call for assistance: TITLE IV WAN CUSTOMER SERVICE (1-800-615-1189) CAN HELP YOU WITH: - Logging on to On-Line Query via NETCONNECT, or compatible communications software - Distribution and technical support of IAM software, including EDConnect - Updates or status checks on EDE production status - Downloading the RADD and EREP data files from the WAN network CPS CUSTOMER SERVICE (1-800-330-5947, OPTION 8) CAN ASSIST YOU WITH: - Making your RAD request once logged on to On-Line Query - Questions on the Type 2 layouts - Status checks on requests - General inquiries on RAD request process - Technical support for EDExpress - Correction and resubmission of rejected RAD requests CPS AUTOMATED CUSTOMER SERVICE (1-800-330-5947, OPTIONS 1, THEN 3, THEN 8) CAN ASSIST YOU WITH: - Faxing you a copy of the "Type 2 Request Individual RAD Records" file layout NOTE TO PARTICIPATE IN THE RENEWAL APPLICATION PROCESS VIA EDE, YOU MUST BE PRODUCTIONAL FOR ELECTRONIC ISIRS OR RENEWAL APPLICATIONS FOR THE 1996-97 OR 1997-98 ACADEMIC YEARS. INSTITUTIONS WHO RECEIVE APPLICANT DATA VIA CPS'S ELECTRONIC TAPE SERVICE AND WISH TO PARTICIPATE IN THE RAD PROCESS SHOULD TAKE PARTICULAR NOTE OF THIS REQUIREMENT, AND SHOULD ONTACT TIV- WAN CUSTOMER SERVICE AT 1-800-615-1189 IF THEY WISH TO VERIFY OR UPDATE PRODUCTIONAL STATUS FOR AUTOMATIC ISIRS. IN SOME CASES, CERTIFICATION TESTING WITH THE CPS MAY BE NECESSARY. Enclosure C REQUESTING A RAD FILE The following instructions apply to requesting your RAD file once you have successfully logged on to On-Line Query via NETCONNECT: 1) At the NCS screen, type P8CP in the upper left-hand corner, and press ENTER. NOTE: Because of the different ways computer keyboards can be mapped, you may need to use the Right Cntrl key or the Enter key on your number keypad where these instructions direct you to press ENTER. Also, where these instructions direct you to press the PF3, PF4, PF5, PF7 or PF8 keys, you may need to press the F3, F4, F5, F7 or F8 keys. Alternately, you may need to hold down ESC and press the corresponding number to get the command accepted; for example, for PF5 you might need to hold down ESC and hit 5 on your keyboard. If you make any errors during this process, follow the instructions at the bottom of your screen. All error messages are preceded by the word "Message." 2) At the CPS Main Menu, enter 10 to select RAD Requests; press ENTER. 3) At the RAD Request Main Menu: - Verify your destination ID (this field will fill in automatically based on your user logon). - Type "Y" at the CPS Print field if you want the CPS to print and mail your Renewal Applications. If you want to print your Renewal Applications onsite, leave this field blank. - If you chose "Y" for CPS Print, you will need to designate when you want your applications mailed to you. Your options are "Before 12/1/96" or "After 12/1/96." Place a "Y" next to the option you want. - Select a sort order for your Renewal Applications. You have the options of SSN, Alpha (by last name) or ZIP Code. Press ENTER when done or PF3 to go back to CPS Main Menu. 4) If you choose the CPS Print option, you will see the Destination RAD Address Select Screen. You will need to select the address where you want your printed Renewal Applications mailed. Select the address you want by typing an "S" in the field to the left of that address, then press PF4 twice to continue. If you need to create a new address, press PF5. This will take you to the Destination RAD Address Create screen. Type in the preferred destination representative, school name and address in the appropriate fields, then press PF4 when finished to continue. (NOTE: ALTHOUGH THESE DIRECTIONS WILL OFTEN PROMPT YOU TO "PRESS PF4 TWICE," YOU SHOULD ACTUALLY PAUSE AFTER HITTING PF4 THE FIRST TIME AND REVIEW THE DATA YOU'VE ENTERED FOR ACCURACY. IF YOU FIND SOMETHING YOU WANT TO CORRECT, HIT PF3 OR CLEAR TO RETURN TO THE SCREEN AND MAKE YOUR MODIFICATIONS, THEN HIT PF4 AGAIN. THE SECOND TIME YOU HIT PF4, YOU WILL PROCEED TO THE NEXT APPROPRIATE REQUEST SCREEN.) 5) At the Destination RAD Request Options menu, you can specify four different types of electronic and/or printed RAD records you will receive. To select an option, enter the number of the option you want at the Enter an Option prompt. If you choose option 1, press PF4 twice. If you choose options 2 or 3, another screen will be displayed; enter the appropriate data, then press PF4 twice. If you choose option 4, enter the appropriate data on this screen, then press PF4 twice. The Request options are as follows: 1) All records for destination: Use this option if you wish to receive RAD records and/or printed Renewal Applications for all eligible student applicants who listed your institution code on their most recent, valid ISIR transaction for the 1996-97 academic year. To complete your request, press PF4 twice. 2) Institution SSN Requests: Use this option to select particular Title IV applicants by Social Security Number and name identifier (first two letters of student's last name). Upon selecting this option, you will be prompted to enter your institution's Title IV code number, then the SSN's and name identifiers of the specific students you wish to receive RAD data on. If you need additional lines, press PF8. To complete your request, press PF4 twice. (NOTE: IF YOU ARE PLANNING TO REQUEST A LARGE NUMBER OF STUDENTS USING THIS METHOD, YOU MAY WANT TO BREAK UP YOUR REQUEST INTO MULTIPLE SUBMISSIONS IN ORDER TO PREVENT LOSING DATA YOU'VE ENTERED IN THE EVENT OF A PROBLEM. THERE IS NO SAVE FEATURE IN ON-LINE QUERY.) 3) All records for particular institutions: Use this option to receive all eligible student applicants' RAD records for selected institutions for whom your destination point does Renewal Application processing. Upon selecting this option, you will be prompted to enter the Title IV code number(s) for the institutions you are requesting data for. If you need additional lines to enter code numbers, press PF8. To complete your request, press PF4 twice. (NOTE: IF YOU CHOSE THE CPS PRINT OPTION, AND ARE REQUESTING PRINTED RENEWAL APPLICATIONS FOR MULTIPLE INSTITUTIONS, PLEASE BE AWARE YOUR PRINTED MATERIALS WILL ALL BE BULK MAILED TO THE ADDRESS YOU DESIGNATED ON THE DESTINATION RAD ADDRESS SELECT SCREEN. IF YOU WANT THESE APPLICATIONS TO BE MAILED TO THE RESPECTIVE INSTITUTIONS OR BRANCH CAMPUSES YOU ARE MAKING THE REQUEST FOR, YOU SHOULD DO THOSE REQUESTS INDIVIDUALLY AND USE THE DESTINATION RAD ADDRESS CREATE SCREEN TO DESIGNATE THAT PARTICULAR INSTITUTION'S MAILING CONTACT AND ADDRESS.) 4) All records for a destination point by grade level: Use this option to request RAD records for eligible applicants by academic grade level. Place an "S" next to the grade level option you prefer. You may select more than one grade level if you wish, by placing an additional "S" next to the grade levels you want your RAD records selected by. You will receive a sorted batch for each grade level option you choose. To complete your request, press PF4 twice. 6) When your request has been successfully processed, the message "RAD Request Received" will display in large type on your screen. Press PF10 to return to the Destination RAD Request Option screen. At this point, you can create another request. If you are done and wish to exit, press the PF3 key until you are back at the CPS Main Menu, then type "99" to log off the on-line query system. You may also need to hold down the ALT key and press the letter "Q" to log off On-Line Query. Enclosure D RENEWAL APPLICATION Q & As 1. Q To successfully request and receive RAD data, what EDE services does my school or destination point need to participate in? A The school or destination point must be operational for EDE Renewal application or electronic ISIR processing for 1996-97 or 1997-98 to be eligible to submit RAD requests. 2. Q If the CPS prints and mails the Renewal Applications to me, will I also get an electronic file? A Yes. You will still receive the electronic RAD file if you request the bulk print option. 3. Q When can I submit a RAD request for 1997-98 and when will I receive the data? A Starting 9/16/96 through 10/31/96, your destination point can submit EDE RAD requests. Processing of these requests starts on 11/01/96. Printing and mailing of EDE bulk print/mail requests for receipt prior to 12/01/96 will be done first, followed by the printing and mailing of all non-EDE requested Renewal Applications. Finally, all EDE bulk print/mail requests for receipt after 12/01/96 will be processed. 4. Q If I submit a RAD request prior to the 10/31/96 cutoff for bulk print/mail requests BUT my request is rejected, do I have an opportunity to resubmit the rejected request? A ONLY if you submit the initial request prior to 10/31/96. Requests will be processed on 11/01/96 and rejects returned to you. Your revised request must be received by 11/07/96. 5. Q The schedule says the RAD request cutoff is 10/31/96. Can I still request a RAD file after this date? A Yes, but the students will receive paper Renewal Applications mailed directly by the CPS. After this date no print options will be available. 6. Q Can Type 2 RAD requests, can I have the CPS sort the Renewal Applications by the order in which I enter the SSNs through on-line query? Through the network? A Yes. For both methods of requesting Type 2 RAD data (network and on-line), CPS will create the Renewal Applications using the same order in which the SSNs are entered on-line or received in the Type 2 file via the network. 7 Q My destination point submits requests on behalf of several institutions for CPS to print during the EDE RAD Request timeframe ( 9/16/96-10/31/96). How will these records be returned to me? A If a destination point makes one request for all institutions, ALL Renewal Applications will be mailed to the destination point address. If a destination point wishes to have the Renewal applications sent to each institution or branch campus, separate requests for each institution should be made. 8. Q Will the Renewal Applications mailed directly by the CPS to the student be mailed like SARs are, i.e., via first class mail with forwarding authorized? A Yes. 9. Q Can a completed CPS-printed paper Renewal Application be returned to any FAFSA Processor or EDE school for entry? A Yes. However, if an EDE school wishes to enter the Renewal Application, the school will need to draw down the RAD file or process as an original application. 10. Q If I draw down and print the Renewal Applications myself, can I or my students send them to a FAFSA Processor for key entry? A No. If you print your own Renewal Applications, you must enter and transmit the data to the CPS via EDExpress. 11. Q Will schools have access to a supply of instruction booklets should they choose to print electronic Renewal applications and do the mailing themselves? A Yes, upon request by the institution. You may call Title IV WAN Customer Service at 1-800-615-1189 to request a supply of instructions booklets. 12. Q If I don't want to mail or enter Renewal Applications, can I get a list of students who received the CPS Renewal Applications? A Schools not wanting to print, distribute or enter Renewal Applications can make a RAD request after 11/07/96 and receive an electronic file of students who received Renewal Applications. The school can then print a list of students from the electronic file. 13. Q I don't want to be responsible for printing and/or mailing the Renewal Applications but would like to enter Renewal Applications for some students. Can I still make a RAD request? A Yes, but you must wait to make the RAD request until after 11/07/96. Renewal Applications requested prior to this date must be distributed to the students. |