| DCLPublicationDate: 11/1/96 DCLID: GEN-96-20 AwardYear: 1997-1998 Summary: This letter describes Title IV Wide Area Network (TIV WAN or Title IV WAN) services, enhancements for the 1997-98 award year, enrollment procedures, access to the National Student Loan Data System (NSLDS), and receiving Institutional Student Information Records (ISIRs) through the Electronic Data Exchange (EDE) OR the Institution Applicant Data Service (but not through both). Action Letter #4 November 1996 GEN-96-20 SUMMARY: This letter describes Title IV Wide Area Network (TIV WAN or Title IV WAN) services, enhancements for the 1997-98 award year, enrollment procedures, access to the National Student Loan Data System (NSLDS), and receiving Institutional Student Information Records (ISIRs) through the Electronic Data Exchange (EDE) OR the Institution Applicant Data Service (but not through both). Dear Financial Aid Administrator: The Title IV Wide Area Network (known as TIV WAN or Title IV WAN) is the U.S. Department of Education's (ED's) vehicle for electronically transmitting and receiving data on financial aid programs authorized under Title IV of the Higher Education Act. TIV WAN transmits data from ED's Electronic Data Exchange (EDE), the Direct Loan Program, and the National Student Loan Data System (NSLDS). This letter describes TIV WAN services, details EDExpress enhancements for the 1997-98 award year, provides enrollment information for TIV WAN and for access to the National Student Loan Data System (NSLDS), defines PC equipment needs, and describes the Institution Applicant Data Service. A Glossary (Enclosure A) explains terms that are used. INSTITUTIONS THAT FILLED OUT FORMS CONTAINED IN 1996-97 ACTION LETTER 7 (MARCH 6, 1996, GEN-96-8) AND HAVE NO CHANGES OR ADDITIONS TO MAKE DO NOT RETURN THE ENROLLMENT DOCUMENTS INCLUDED IN THIS LETTER. Whether institutions need to complete enrollment documents or not, they will want to examine EDExpress enhancements for the new year, read about Title IV application systems, review the equipment recommendations, and examine the new TIV WAN price schedule for the coming year. Information in this Action Letter is organized as follows: TIV WAN Services. . . . . . . . . . . . . . . . . . page 2 Enhancements for 1997-98. . . . . . . . . . . . page 4 Enrolling in TIV WAN . . . . . . . . . . . . . . page 6 Mainframe Computers. . . . . . . . . . . . . . . page 9 PC Equipment . . . . . . . . . . . . . . . . . . . . . page 9 Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 11 National Student Loan Data System (NSLDS) . . . . . . . . . . . . page 11 Institution Applicant Data Service . . . . . . page 13 Enclosures A - H What services does TIV WAN provide? TIV WAN provides a link between the U. S. Department of Education's (ED) Title IV databases -- the Central Processing System (CPS), the Direct Loan Program, National Student Loan Data System (NSLDS), and Pell Grant Recipient and Financial Management System (PGRFMS) -- and participating institutions and servicers. Currently, almost 7,000 institutions administering Title IV federal student financial aid programs benefit from the speed and ease of electronic data transmission. TIV WAN provides three basic services that allow participants to: - electronically exchange files of financial aid data through the Electronic Data Exchange (EDE), - access bulletin boards as well as send and receive electronic mail through OPEnet, and - access the CPS and NSLDS databases in an on-line mode through a service called "Query." TIV WAN allows participants to: - complete and send electronic initial and renewal applications to the CPS; - receive electronic Institutional Student Information Records (ISIRs) from the CPS; - make electronic corrections to applicant data and send them to the CPS; - exchange Pell Grant payment data with the PGRFMS; - receive Electronic Statements of Account (ESOA) from the Federal Pell Grant Program; - exchange data with the Direct Loan Program to originate loans; draw down, disburse, and reconcile loan funds; and report student statuses; and - exchange data with the NSLDS. Institutions may submit and receive data electronically using a mainframe or personal computer (PC). Each location that physically transmits and receives financial aid data via TIV WAN is called a "Destination Point." An institution can establish itself as its Destination Point or it may use features of TIV WAN that allow the institution to designate a third-party servicer (or servicers) to be its Destination Point(s). In both instances, the institution can designate multiple destination points for each of the functions provided by TIV WAN. Destination Points transmit and receive data through the store-and-forward feature of TIV WAN. Using ED software, provided at no cost to participants, users send files of formatted records to the electronic mailbox of a Title IV application system (CPS, the Direct Loan Program, NSLDS, or Pell Grants) on the TIV WAN network. Transmissions remain in the respective mailbox until retrieved by the appropriate application system. The application system processes the data and sends the results back to the user's mailbox on TIV WAN. From there, the user can retrieve the returned data. OPENET A PC-based bulletin board and e-mail system, OPEnet gives institutions access to one another, the Internet, and ED information. Institutions that select DOS under Title IV WAN software on the Letter of Application (Enclosure C) automatically receive the DOS version of OPEnet. Those who select Windows receive the Windows version of OPEnet. Users pay only for the time they are connected to the network; TIV WAN does not assess an administration charge for OPEnet. The e-mail function of OPEnet enables users to send messages to other OPEnet users, including ED and the Title IV WAN contractor. Users can also send messages to and receive messages from the Internet. The bulletin board system of OPEnet provides relevant TIV WAN information and stores messages sent to the network. QUERY Through a single connection, Query gives TIV WAN users access to the CPS and NSLDS databases, as well as to account information on TIV WAN. Using Query, TIV WAN users can: - access the CPS and NSLDS Title IV databases (depending on access privileges), - view their transmission history, which is updated at least every 30 minutes (5 am to 7 pm, Central Standard Time), - see when TIV WAN shipped software and documentation to them, and - browse information at on-line destinations. In addition, TIV WAN customers can use Query to: - view their billing information for past months and see charges as they are added to their current month's invoice, and - view information at Destination Points for which they have assumed payment responsibility. Enhancements for 1997-98 For EDExpress The most significant change for the 1997-98 award year is the move to student-based EDExpress information (rather than program- based information). Also, for 1997-98, EDExpress will not be available in DOS, only in a Windows format. Some of the specific changes for the 1997-98 EDExpress Windows software are listed below in three categories. Global and Application Processing Changes for 1997-98: - EDExpress will organize records by student, not by program. - Pell Grant payment software will be fully integrated into EDExpress. - EDExpress will make on-line verification available to create automatic correction records. - EDExpress will allow for correction records for multiple students to be created at the same time using SAR field numbers and students' Social Security numbers (SSNs). - EDExpress will make document tracking available globally, not just for packaging purposes. Packaging Changes for 1997-98: - EDExpress will expand the codes for budgets, award methodologies, academic year profile codes, and satisfactory academic progress (SAP) to provide users with more flexibility. - EDExpress will provide more descriptive prompts to help users determine why specific records cannot be packaged. - EDExpress will provide an "Unawarded Funds" button to help users determine why specific funds cannot be awarded. Direct Loan Program Changes for 1997-98: - Cash management will track only transactions that receive cash and return excess cash. - Cash management will be year-specific, as in other Title IV programs. - Disbursements will be reconciled as soon as the loan origination record, promissory note, and disbursement record are all accepted, thus reducing the number of loan detail records included in a monthly reconciliation file. - When a loan is booked, the reconciliation status for disbursements will be returned on promissory note and/or disbursement acknowledgments. - Selected fields from the loan table will be available to create user-defined export record layouts. - The Direct Loan Origination Center will send acknowledgments after receiving the Reconciliation Allocation/Reallocation Statement. - Users will be able to reallocate Direct Loan funds using the Reconciliation Allocation/Reallocation Statement. For TIV WAN The most significant change for TIV WAN in the coming year is the addition of EDconnect and NET*CONNECT in Windows format that will run in either Windows 3.1 or Windows 95. This software will be available beginning December 1996. New users who select Windows software on their Letter of Application (Enclosure C) before December will receive the DOS version; they will be mailed the Windows version when it is ready for general distribution. Current users will be notified when the Windows software is available and sent instructions on how to obtain it. Who is eligible to enroll in TIV WAN? The following organizations may exchange data electronically through TIV WAN: - any postsecondary institution that participates in at least one of the Title IV federal student financial assistance programs and - any organization that services institutions that participate in Title IV programs. In addition, the following organizations may acquire OPEnet and Query: - state educational agencies, - Federal Family Education Loan (FFEL) Program lenders and guaranty agencies, and - state scholarship agencies. How does an institution or servicer enroll in TIV WAN? Institutions and servicers enroll in network and other electronic services provided by CPS, the Direct Loan Program, NSLDS, and Pell Grants by completing the appropriate Title IV WAN enrollment documents. The enrollment process for Title IV WAN requires institutions and servicers to provide three distinct sets of information, depending on the TIV WAN services in which they wish to participate. To participate in TIV WAN, an institution (or servicer on behalf of an institution) must complete a TITLE IV WAN CUSTOMER INITIATION DOCUMENT (CID)(ENCLOSURE B), which establishes payment responsibility. This document covers all Destination Points sponsored by the institution and needs to be submitted only once. To establish specific Destination Points, an institution must submit a TITLE IV WAN LETTER OF APPLICATION (LOA)(ENCLOSURE C) for each of its Destination Points. (Make photocopies of the original form if there will be multiple submissions). Each Destination Point contact must complete Block A (if updating information), the "name of the organization" line, and Blocks B, C, and D. Each contact then selects specific Title IV WAN services: - For access to EDE services, complete Block E. - For access to Direct Loan Program services, complete Block F. - For access to NSLDS batch services (for instance, for Student Status Confirmation Reports [SSCRs] and financial aid transcripts [FATs]),complete Block G. - For access to NSLDS on-line services, complete Block H. All contacts must then complete Blocks I, J, and K, paying particular attention to the Privacy Act Statement on page 3. The PARTICIPATION AGREEMENT (PA) (ENCLOSURE D) designates those Destination Points that will have access to one or more of the Title IV WAN store-and-forward batch capabilities. For instance, a Participation Agreement enables the institution to receive and transmit Institution Student Information Records (ISIRs), electronically submit Pell Grant payment data, and receive NSLDS Student Status Confirmation Reports (SSCRs). There is not always a one-to-one correlation between a Letter of Application and a Participation Agreement. For example, a service agent may act on behalf of many institutions and needs only to submit a Participation Agreement for each institution it adds. For institutions with several Destination Points, the Title IV WAN contractor is currently investigating how to simplify the way user access is granted and canceled, as well as a way to avoid sending unneeded duplicate materials every time a new user receives access to the system. Institution Applicant Data Service Institutions may choose to receive ISIRs on magnetic tapes or cartridges rather than through TIV WAN. This option is provided through the Institution Applicant Data Service. SCHOOLS MAY NOT RECEIVE ISIRS FROM BOTH THE INSTITUTION APPLICANT DATA SERVICE AND THROUGH TIV WAN. To receive ISIRs through the Institution Applicant Data Service schools, must complete the Institution Applicant Tape/Cartridge Option Request Form (Enclosure H). NOTE: INSTITUTIONS THAT WISH TO RECEIVE ISIRS FROM CPS MUST RETURN EITHER A PARTICIPATION AGREEMENT OR AN INSTITUTION APPLICANT TAPE/CARTRIDGE OPTION REQUEST FORM FOR MAGNETIC TAPE OR CARTRIDGE. Where should enrollment documents be sent? Send all enrollment documents, including the TIV WAN Customer Initiation Document (Enclosure B), Letter of Application (Enclosure C), Participation Agreement (Enclosure D), Mainframe Requirements Document (Enclosure E), and Institution Applicant Data Service Description (Enclosure G), Institution Applicant Tape/Cartridge Option Request Form (Enclosure H), as appropriate, to TIV WAN customer service. By mail, send the enrollment documents to: Title IV WAN Customer Service PO Box 30 Iowa City, IA 52244 For overnight delivery, send the enrollment documents to: Title IV WAN Customer Service NCS 2510 North Dodge Street Iowa City, IA 52240 If there are any questions about enrolling, please call TIV WAN customer service at 800-615-1189. When can an institution or servicer enroll? Eligible institutions and organizations may enroll in TIV WAN, change services, or update information at any time. Institutions that do not sign up for CPS data by January 10, 1997, however, might miss 1997-98 records and may need to request a Year-to-Date file for which there is a fee. Institutions already enrolled in CPS automatically will be rolled over and enrolled in the 1997-98 processing cycle. What happens after enrolling? Once TIV WAN project staff receive the enrollment documents, the Destination Point contact listed on the Letter of Application is sent the following software and user's guides: - Integrated Application Menu (IAM) software, - OPEnet software, - Title IV WAN and OPEnet User's Guide, and - EDExpress software and User's Guide. In addition, the technical contact (or the destination contact if it is the same person) receives: - The Electronic Data Exchange Technical Reference (if enrolled in EDE or the Direct Loan Program) and - The Direct Loan Technical Reference (if enrolled in the Direct Loan Program). The only fee to users is if they order additional copies of the software and documentation. How is enrollment information updated? Participants may update enrollment information at any time. If information on the submitted Letter of Application (LOA) changes, it is not necessary to submit another Customer Initiation Document, but a new LOA must be submitted. The REVISED LOA should include the institution's customer number, and the change box should be checked. Update only the information that is changing. Do not complete sections of the LOA that remain unchanged. If information submitted on the Participation Agreement (PA) changes, an ENTIRELY NEW PA must be submitted. The new PA should include the Destination Point number (or the number of the servicer that acts as your Destination Point) in the box at the top of the agreement. The new PA must be filled out in full, this includes filling out information that has not changed. The new Participation Agreement completely supersedes any prior PA. Does TIV WAN support mainframe computers? TIV WAN supports personal computers or mainframe computers. If an institution or third- party servicer chooses to use a mainframe computer, it must complete and submit the Mainframe Requirements Document (Enclosure E). This document provides ED's TIV WAN technical staff with valuable information that enables it to effectively support communication with TIV WAN. If a mainframe computer is indicated on the Letter of Application and a Mainframe Requirements Document is submitted, TIV WAN sends communications software in IEBCOPY format, on tape or cartridge, and a mainframe user's guide that addresses communications protocols. The software runs on IBM or IBM-compatible mainframes with MVS operating systems. If there are any questions about completing the Mainframe Requirements Document or operating in a mainframe environment on TIV WAN, please call Title IV WAN customer service at 800-615-1189. What equipment is needed for a personal computer? To run TIV WAN and other application system software products effectively, ED recommends the following personal computer (PC) configuration: - IBM or fully IBM-compatible PC with at least a 486DX2, 66MHz processor - MS-DOS version 6.2 or higher (configured to provide maximum conventional and expanded memory) - Windows 3.1 (or 3.11) or Windows 95 - 620 K of conventional RAM available (600 K for DOS only) - 16 MB of total RAM memory - At least 300 MB of available hard disk space for all the software and records the institution will need to store for EDE, the Direct Loan Program, and NSLDS. The amount of space required will depend on the number of records the institution processes - 3.5" floppy disk drive (high density) - 3.5" high-density double-sided diskettes formatted using DOS - 14,400 bps or higher baud Hayes or fully Hayes-compatible asynchronous modem - Dedicated phone line - Printer capable of printing on standard paper (8 ½" x 11") Estimating needs for hard-disk space The supplied software takes up the following space on your hard disk: Product: Size: IAM/EDconnect/ NET*CONNECT/OPEnet 10.5 MB OPEnet for Windows 10 MB EDExpress (DOS) 7 MB EDExpress (Windows) 16 MB Conversion (EDE) 8-10 MB Electronic Payment Information (Pell) 1 MB Each set of 5,000 records requires the following space: Record: Size: Direct Loan 6 MB ISIR 15 MB NSLDS 4 MB Packaging 2 MB Pell Payment 3 MB How much will it cost? Although many institutions already may have the equipment needed to participate in TIV WAN, some will need to purchase additional equipment, as discussed above. TIV WAN users will be required to pay for enrollment, certain calls to TIV WAN customer service, and for some of the transmission charges. After enrolling in TIV WAN, users receive three copies of their invoice within 10 working days after the end of each month in which they had billable activity. Check the Fee Schedule For Title IV WAN Services (Enclosure F) for a complete list of prices and for a list of activities paid for by ED. - Users do not pay a monthly service charge for using Title IV WAN. - First-time users are charged $25.51 for processing their Letter of Application. - Users are charged $25.45 for processing each Participation Agreement they submit. - Users pay $12.61 for each telephone call to TIV WAN customer service, as outlined in the fee schedule. - OPEnet users pay only for the time they spend connected to the network. National Student Loan Data System (NSLDS) The National Student Loan Data System (NSLDS) is a national database of Title IV loan-level information and selected grant data. Enrolling in the NSLDS is required of all institutions that participate in Title IV federal student financial aid programs. The NSLDS includes information on the following: - Federal Family Education Loan (FFEL) Program - William D. Ford Federal Direct Loan Program (Direct Loan Program) - Perkins Loan Program - Pell Awards/Disbursements - Pell/FSEOG Overawards Institutions, servicers, and guaranty agencies have access to NSLDS in order to perform their Title IV regulatory responsibilities. TIV WAN users can obtain NSLDS data via direct on-line access or by transmitting batch files to the NSLDS TIV WAN mailbox. On-line functions of NSLDS include: - Financial aid transcripts (FATs) -- These on- line screens can be used to meet the regulatory requirements related to FATs according to the provisions provided by ED in "Dear Colleague" Letter GEN-96-13. - Student Status Confirmation Reports (SSCRs) -- Institutions can update students' enrollment status on-line and select SSCR reporting cycles. - Overpayment reporting -- Users can enter Title IV overpayments into NSLDS. - Borrower tracking -- These on-line screens provide detail and historical information about a borrower's loans. - Report selecting -- Several preprogrammed reports are available to institutions and guaranty agencies to assist in administering Title IV aid. Each on-line user receives an NSLDS User ID and password and should not share it with anyone, including other institutional staff members. To obtain on-line access, each user must complete a Letter of Application (LOA) (Enclosure C). Users must provide their personal information in Block I of the LOA. NSLDS uses this information to verify eligibility for a NSLDS User ID and to establish security for resetting passwords. If NSLDS finds discrepant data, a User ID and password will not be issued. Batch access to NSLDS is necessary for transmitting and receiving large data files, such as data provider submissions and SSCR files. NSLDS sends these files to an institution's TIV WAN mailbox using the store-and-forward capability of TIV WAN. The institution's transmissions go directly to the NSLDS mailbox on the network. To establish batch access to NSLDS, each institution must complete a Participation Agreement (Enclosure D). Batch files may also be sent to a Destination Point other than an institution's site with the institution's approval. Page 3 of the Participation Agreement gives the option of selecting other Destination Points for SSCR reporting, FATs, Perkins Loan Data Provider files, and Pre-Claims Assistance. The person signing the Participation Agreement can also be the recipient of Backup Default Data for the institution's cohort default rates. Users do not need additional software to access NSLDS. On-line users use the NET*CONNECT function contained in TIV WAN software to access NSLDS screens. Users obtain batch access through the EDconnect program, which is also included in TIV WAN software. If there are questions about NSLDS, please call the NSLDS Customer Service Center at 800-999-8219. Institution Applicant Data Service ED makes ISIRs containing student financial aid applicant data available to institutions on tape or cartridge without charge up to 40 times during the processing year. All institutions eligible to participate in Title IV federal student financial aid programs may request and receive applicant data in the form of ISIRs through this service. REMEMBER, PARTICIPATING IN THIS SERVICE PROHIBITS AN INSTITUTION FROM PARTICIPATING IN THE ISIR SERVICE THROUGH EDE. ISIR output for 1997-98 is available on tape or cartridge magnetic media; there are a few layout changes from 1996-97. Enclosure G provides more detailed information about the Institution Applicant Data Service, including the dates on which output will be produced and mailed. Institutions that currently receive Institution Applicant Data Service ISIRs for the 1996-97 award year will have their requests rolled over and receive 1997-98 ISIRs automatically according to the same schedule. If your institution wants to change, cancel, or initiate this service, please submit a new Institution Applicant Tape/Cartridge Option Request Form (Enclosure H) indicating your wishes. THE FIRST 1997-98 TAPE OR CARTRIDGE AN INSTITUTION RECEIVES WILL BE CUMULATIVE: IT WILL CONTAIN ALL APPLICANTS SPECIFYING THE INSTITUTION ON THEIR LATEST OFFICIAL TRANSACTIONS SINCE PROCESSING START UP. EACH SUBSEQUENT TAPE OR CARTRIDGE WILL NOT BE CUMULATIVE; IT WILL PROVIDE ISIRS ONLY FOR THOSE APPLICANTS WHO INDICATED THE INSTITUTION AND HAVE HAD A TRANSACTION PROCESSED BY THE CPS SINCE THE INSTITUTION'S LAST TAPE OR CARTRIDGE WAS PRODUCED. Note that the Institution Applicant Data Service, EDE, the Federal Pell Grant Recipient Data Exchange (RDE), and the Federal Pell Grant Floppy Disk Data Exchange (FDDE) are separate and distinct processes: - The Institution Applicant Data Service provides ISIRs from the CPS via tape or cartridge media. - EDE provides the ability to receive and transmit ISIRs and Pell Grant and Direct Loan Program payment information electronically via TIV WAN. - RDE and FDDE allow institutions to submit Pell Grant payment data to ED and receive back processed payment data/student payment summary data via tape, cartridge, or floppy diskette. If you have any questions about the Institution Applicant Data Service, please contact customer service for Institution Applicant Data Service, Federal Student Aid Programs, at 800-330-5947. We are excited about the electronic data services ED's Student Financial Assistance Programs (SFAP) is able to offer in the coming year, and we believe that users will share our enthusiasm. For any questions concerning TIV WAN enrollment, please call Title IV WAN customer service at 800-615-1189. Sincerely, Elizabeth M. Hicks Deputy Assistant Secretary Student Financial Assistance Programs Enclosures Enclosures Enclosure A: Glossary Enclosure B: Title IV WAN Customer Initiation Document (CID) Complete only if you are a new user or wish to update information on TIV WAN CID. Enclosure C: Letter of Application (LOA) Complete only if you are a new user or wish to update destination information or service enrollment information on the LOA. Enclosure D: Participation Agreement (PA) Complete only if you are a new user, wish to update information regarding EDE or NSLDS services, or wish to change designation of Destination Points. Enclosure E: Mainframe Requirements Document Complete only if you are a new user and will be connecting to TIV WAN with a mainframe computer. Enclosure F: Fee Schedule for Title IV WAN Services*1* Enclosure G: Institution Applicant Data Service Description Enclosure H: Institution Applicant Tape/Cartridge Option Request Form Complete only if you wish to receive ISIR records via tape or cartridge rather than through TIV WAN and are not already enrolled in this service. *1* Institutions participating in the Direct Loan Program are not charged for TIV WAN services, however, they will receive a bill for OPEnet connect time. |