| 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 |