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(CB-96-21) Cover letter for 1997-98 FISAP Edit/Verification Process

DCLPublicationDate: 11/1/96
DCLID: CB-96-21
AwardYear:
Summary: Cover letter for 1997-98 FISAP Edit/Verification Process


November, 1996


CB-96-21

Summary: Cover letter for 1997-98 FISAP Edit/Verification Process

FEDERAL STUDENT FINANCIAL AID HANDBOOK
REFERENCE: This letter supplements the information in Chapter 5,
Section 3 of the 1996-97 Federal Student Financial Aid Handbook.

Dear Financial Aid Administrator:

We have completed the editing of your institution's 1995-96 Fiscal
Operations Report/1997-98 Application to Participate (FISAP) for
the Federal Perkins Loan, Federal Supplemental Educational
Opportunity Grant and/or Federal Work-Study Programs.

Enclosed is a FISAP edit/verification diskette containing data you
submitted on your institution's FISAP. Your careful review of the
data on the enclosed diskette and the timely submission of any
corrections to these data, along with the Edit/Verification Signature
Page, are critical to the calculation of your institution's 1997-98
funding levels for these programs. THE APPROPRIATION FOR
THE FEDERAL WORK-STUDY PROGRAM WAS INCREASED
FROM $616 MILLION FOR 1996 TO $830 MILLION FOR 1997.
WITH THE AVAILABILITY OF ADDITIONAL FUNDS
APPROPRIATED FOR THE FWS PROGRAM, YOUR
INSTITUTION MAY WISH TO CHANGE THE REQUESTED
AMOUNT REPORTED ON YOUR FISAP DISKETTE FOR
1997-98 DURING THIS EDIT PROCESS. Instructions for the
proper review and correction of data are contained in the following
pages. Please address each error message listed on your data
diskette, either by providing corrected data or an explanation to
justify the original entry. Your explanation should be typed on your
additional information electronic screen.

After you have verified the data on the enclosed diskette, please
respond within two weeks of receipt, if possible. However, we must
receive your response postmarked no later than December 6, 1996.
If you are sending corrected data via a modem, the transmission must
also be completed by December 6, 1996. All changes/corrections
must be accompanied by your signed Edit/Verification Signature
Page and mailed to:

FISAP Edits
c/o Universal Automation Labs
8300 Colesville Road, 5th Floor
Silver Spring, Maryland 20910


The signed signature page must be returned even when there are no
corrections or changes being made. The edit signature page can be
printed from the data diskette software.

If you require assistance in the verification and correction of the
enclosed data, please call the Campus-Based Financial Management
specialist for your state.

Sincerely,


Michele Selvage
Director Institutional Financial
Management Division

Enclosures


INSTITUTIONAL FINANCIAL MANAGEMENT DIVISION
CAMPUS-BASED PROGRAMS FINANCIAL MANAGEMENT
SPECIALISTS


Ms. Carolyn Short (202) 708-9184 NE,NV,NH,NJ,NM,NY,
alternate - C. Franklin-Jones PR,UT,VI

Mrs. C. Franklin-Jones (202) 708-9183 AL,AK,AZ,CO,CT, DE,
alternate - Carolyn Short GA,KY,RI,VT

Mrs. Rhonda Herbert (202) 708-9191 AR,DC,HI,TN,TX,VA,
alternate Jim Porter PI, GU

Mr. Joseph Morris (202) 708-8745 ID,IL,IN,IA,KS,MO
alternate - Alice Payne

Ms. Dinah Nelson (202) 708-8759 FL,MS,OH,PA
alternate - Vicki Roberson

Mrs. Alice Payne (202) 708-9754 CA,SC
alternate - Joseph Morris

Mr. Jim Porter (202) 708-7752 NC,ND,OK,OR,SD,
alternate - Rhonda Herbert WA,WV,WI,WY

Ms. Vicki Roberson (202) 708-7747 LA,ME,MD,MA,
alternate - Dinah Nelson MI,MN,MT

Financial Management Specialist's Fax (202) 260-0522
(202) 401-0387

If ultimately you are unable to reach your Financial Management
Specialist at the above telephone number, you may call the
alternate identified below the name of your Financial Management
Specialist or call (202) 708-7741.


EDIT PROCESSING

1995-96 Fiscal Operations Report and
1997-98 Application to Participate


OVERVIEW
INSTRUCTIONS FOR EDIT CORRECTIONS

Enclosed you will find an Edit Diskette and Edit Return diskette to
be used to make Edit Corrections. There are ten (10) files on the
program diskette. The files consist of :

- INSTALL.CFG - This file is used to install the software.
- INSTALL.EXE - This file is used to install the software.
- FISEDIT.LZH - This file contains the EDIT Corrections
Software (FISEDIT.EXE).
- FISAP001.LZH - This file contains an updated version of the
FISAP001.EXE.
- EDPVxxxx.DBF - This file contains data from your 1994-95
fiscal operations report portion of the 1996-97 FISAP currently
in the Department s files.
- EDCRxxxx.DBF - This file contains the latest data processed by
the Department of Education for your 1995-96 fiscal year report
that was on your 1997-98 FISAP.
- CODExxxx.DBF - This file contains the edit message codes for
the errors still found in your 1997-98 FISAP.
(xxxx IN THE NAMES ABOVE, IS YOUR INSTITUTION' S
CAMPUS-BASED SERIAL NUMBER)
- FYIDESC.DBF - This file contains the field name descriptions
used for printing the Compare Report.
- README2.TXT - This file contains latest information regarding
the FISAP.
- LHA.EXE - This file contains the utility program to uncompress
the FISAP/EDIT software.

In order to make the necessary corrections to your data you must:

1. Insure that the 1997-98 FISAP program is installed on your PC.
2. Install the enclosed Edit software in the same directory as the
FISAP.
3. Print the Edit Report from the Edit program and a copy of the
FISAP from the FISAP program.
4. Compare data from supplied Edit diskette and data from
institution' s PC.
5. Copy the data from the Edit files to the FISAP directory.
6 .Make the necessary corrections to the data using the FISAP
software.
7. Print a copy of the signature page from the Edit program.
8. Send the data and the signature page to the DEPARTMENT OF
EDUCATION at the provided address.

The instructions for performing these steps are provided here and in
your FISAP User Guide. If you encounter any problems with the
software, you may seek assistance by calling a FISAP Administrator,
Mon.-Fri., between the hours of 8:00 am and 5:30 p.m. (EDT)
at: (301) 565-0032



IF YOU ENCOUNTER THIS MESSAGE
ERROR DBFNTX/1012 CORRUPTION DETECTED

Your FISAP data on your PC has been corrupted. You must install
the Institution Edit Diskette and proceed to Step 5 Copying Edit Data
to FISAP. This process will restore your completed FISAP data as of
your last submission to ED.


1997-98 FISAP Software NOT Currently Installed
1. Follow the instructions in the Electronic FISAP User Guide to
install the 1997-98 FISAP.
2. Be sure you are in the FIS9798 directory.
3. Open FISAP by typing "FISAP" at the prompt and perform the
options set-up.
4. Continue with Step 1 below to install Institution' s Edit Diskette

STEP 1. INSTALLING INSTITUTION EDIT DISKETTE

1. Insert the Edit diskette into the proper disk drive.
2. At the C:\prompt, type X:install.exe ( where X is the proper
drive designator.)
3. When the Title Screen appears, press "Enter".
4. When prompted for DRIVE TO INSTALL FROM: verify the
Source drive and press "Enter"..
5. When prompted for the DRIVE TO INSTALL To: select the
Target drive where FISAP is currently installed. Press "Enter".
6. The default directory is FIS9798. This should be the same
directory where the 1997-98 FISAP is currently installed. If this
is not the correct directory, type the correct name and press "Enter".
At the next prompt, verify your selection and Press "Y" to
continue or press "N" if you wish to change your directory
information selections.
7. When the installation has verified that the FISAP is installed, a
message will be displayed:
"Use Existing Directory [Y/n]" Press "Y" to continue or press "N" if
you wish to change your directory information selections.
If the message does not appear, the directory entered in #6 above
does not exist. Remove the Edit software
from the incorrect directory and install in the correct directory.
(The 1997-98 FISAP must be installed before installing the Edit
Software.)
When prompted with "Do you want to view Read Me Files at this
time [y/N]?" Press "Y" to view or press "N" to complete the
installation.
8. When complete, the INSTALLATION COMPLETE box will
appear.

STEP 2A. INSTALLING EDITS FOR ADDITIONAL
INSTITUTIONS

1. Follow instructions above in Step 1 to install the diskette for
each institution.
2. Use the same directory for all institutions.
3. When you receive the message "Use Existing Directory [Y/n]" ,
press "Y" to continue or press "N" if you wish to change your
directory information selections.
STEP 2B. ALTERNATE METHOD FOR INSTALLING
MULTIPLE INSTITUTIONS

1. Follow the Install Institution Edit Diskette instructions in Step 1
above for the first institution.
2. Copy the following files for each additional institution to the
same directory:
- EDCRxxxx.DBF
- EDPVxxxx.DBF
- CODExxxx.DBF
(xxxx IN THE NAMES ABOVE, IS THE INSTITUTION' S
CAMPUS-BASED SERIAL NUMBER )

STEP 3. PRINTING EDIT AND FISAP REPORTS

The Edit Report will print all outstanding errors that still remain on
your FISAP data.
1. For the Edit Report, start up the Edit program by typing the
"FISEDIT" at the DOS prompt and pressing "Enter"..
2. Select the button labeled "Edit Report" by pressing "Enter". when
the button is highlighted or "left click" on it with the Mouse.
3. If you have multiple schools, select the desired school from the
list by scrolling through the list with the "down arrow" and "up
arrow" keys or "left click" with the Mouse.
4. At the prompt, choose "View Report", "Print Report" or Cancel.
5. After viewing the report, you will be given the option again to
print.
6. Review the report to determine the errors still remaining in your
data.
7 To print the FISAP report, see Step 8 in the FISAP User Guide
(August 1996).

STEP 4. PRINTING THE COMPARISON REPORT

The comparison report will compare the data received on the diskette
with the data currently in your FISAP files. This will show if you
have made any changes to your data since you reported to the
Department. After reviewing the report, you can decide if you wish
to copy the data received on the Edit disk to the current FISAP files
or continue to use the current files.

1. For the Compare Report, start up the Edit program by typing the
"FISEDIT" at the DOS prompt and pressing "Enter".
.
2. Select the button labeled "Compare Report" by pressing "Enter".
when the button is highlighted or "left click" on it with the Mouse.
3. If you have multiple schools, select the desired school from the
list by scrolling through the list with the "down arrow" and "up
arrow" keys or "left click " with the Mouse.
4. At the prompt, choose "View Report", "Print Report" or Cancel.
5. After viewing the report, you will be given the option again to
print.
6. Review the report to determine which data file contains the more
up-to-date information.

STEP 5. COPYING EDIT DATA TO FISAP

This step copies your current FISAP data to a new file name, then
copies the data you received with the Edit package into the files used
by the FISAP program. After reviewing the Compare report, you
may wish to skip this step and validate this data instead. See the
FISAP User Guide for instructions. If you decide to proceed, you
can use the "Restore Data" option to reverse the process performed
by "Copy Data". To copy data:

1. Start the Edit program by typing the "FISEDIT" at the DOS
prompt and pressing "Enter"..
2. Select "Copy Data" by selecting the button. You can "left click"
with the Mouse, use "TAB" to move there and then press "Enter".
or hold down "ALT" while you press "Y" and then press "Enter"..
3. If you have multiple schools, select the desired school from the
list by scrolling through the list with the "down arrow" and "up
arrow" keys or [ with the Mouse.

STEP 6. MAKING CORRECTIONS TO YOUR DATA

Follow the instructions in your FISAP User Guide (August 1996) to
proceed with your changes and validation of the data.

STEP 7. PRINTING THE EDIT SIGNATURE PAGE

1. For the Signature Page, start up the Edit program by typing
"FISEDIT" at the DOS prompt and pressing "Enter"..
2. Select the "Signature Page" button, "left click" on the button with
the Mouse, press the "Tab" key once or hold down the "ALT" while
pressing the "s" and then press "Enter".
3. When the message box appears, verify the information. If the
information is correct choose "Yes" and the signature page will
be printed. If the information is incorrect, choose "No" and
follow the instructions on the next message box.

STEP 8. SENDING DATA AND SIGNATURE PAGE TO ED

The data may be sent to Department of Education by mail or by
modem. See the FISAP User Guide (Steps 10-12) for instructions to
send data. If you are mailing the data, use the supplied Edit Return
diskette. If you use another diskette to return your completed Edit
Data, you must put your institution' s name and Campus-Based serial
number on the label for proper identification. The Edit Data and
Signature Page must be mailed to ED at the following address:

Electronic Edits
c/o Universal Automation Labs
8300 Colesville Rd. Ste. 500
Silver Spring, MD 20910

Last Modified: 10/31/1996