| DCLPublicationDate: 3/1/97 DCLID: 97-G-296 AwardYear: 1997-1998 Summary: This letter describes the telecommunications services provided to State and Non-state Guaranty Agencies under the Title IV Wide Area Network (WAN) services, the receipt of Institutional Student Information Records (ISIRs) through the Electronic Data Exchange (EDE) or the Institution Applicant Data Service (but NOT both), and applicable enrollment procedures. Action Letter #7 March 1997 97-G-296 SUMMARY: This letter describes the telecommunications services provided to State and Non-state Guaranty Agencies under the Title IV Wide Area Network (WAN) services, the receipt of Institutional Student Information Records (ISIRs) through the Electronic Data Exchange (EDE) or the Institution Applicant Data Service (but NOT both), and applicable enrollment procedures. Dear State Agency and Non-state Guaranty Agency Director: The Title IV Wide Area Network (known as 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. The Title IV WAN transmits data from ED's Electronic Data Exchange (EDE). This letter details Title IV WAN services, the EDExpress enhancements for the 1997-98 award year, provides enrollment information for the Title IV WAN, defines the equipment needs for your PC, and describes the Institution Applicant Data Service. A Glossary (Enclosure A) explains terms that are used. AGENCIES THAT ARE ALREADY ENROLLED IN TITLE IV WAN AND HAVE NO CHANGES OR ADDITIONS TO MAKE SHOULD NOT RETURN THE ENROLLMENT DOCUMENTS INCLUDED IN THIS LETTER. Whether you need to complete enrollment documents or not, you should examine the enhancements for the new year, review the equipment recommendations, and examine the new Title IV WAN price schedule for the 1997-98 award year. What services does the Title IV WAN provide? The Title IV WAN provides three basic services that allow you to: - 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. - Browse on-line destination information. This service is called Query. Through EDE, you are eligible to receive electronically processed applicant data. As participants in EDE, you may receive data for 1) residents (those who indicate your state as their state of legal residence) and/or 2) non-residents (those who indicate an institution that is within your state but do not indicate your state as their state of legal residence). You may also receive data for individual students who do not meet either of these two conditions as long as you have, and maintain, a signed form whereby the students release their data to you. There are three ways for you to obtain processed student data through EDE: - Automatic ISIRs - Year-to-Date Data Requests - Federal Data Requests (FDR) With the Automatic Electronic Institutional Student Information Record (ISIR) option, electronic versions of the ISIR are automatically transmitted to you when students submit applications and corrections. This ISIR represents complete information submitted by the student as well as CPS processing results. If a student does not release data to your state, only certain demographic and processing result fields are provided in the ISIR you receive. Year-to-Date requests provide you with the ability to receive electronic ISIRs from any official transaction processed to date by the CPS. For example, if you become operational to receive ISIRs after the CPS cycle start-up, you may request ISIRs for those students who were processed since that time. Your data can be returned to you electronically, over the Title IV WAN, or via first class mail on magnetic tape or cartridge. Year-to-Date requests are only handled using Query through the Title IV WAN. You are billed for both the processing and transmission costs. The Federal Data Request (FDR) process allows any State or Non- state Guaranty Agency to electronically request a processed record for any student on the CPS database. If the student is not a resident of the state or attending an institution in the state, the student must have signed a loan or state grant application that releases CPS data to the agency. The signed application must be maintained by the agency. To request an applicant's record, you transmit, via the Title IV WAN, the applicant's Social Security number and first two letters of his or her last name. If data is not on file for the applicant, you will receive an electronic notice informing you that it is not on file. The CPS will retain this request for 30 calendar days and either (1) forward the applicant's ISIR record to you if it is received within the 30-day period or (2) send a record back to you stating that the application has not been received within the 30-day period. EDE uses a file store-and-forward data transmission methodology. As applications and corrections are processed, the CPS transmits the applicant data to the Title IV WAN where it is stored for destination point retrieval. For FDRs, the destination point sends requests to the network and the CPS retrieves them from there. The requests are processed, as described above, and the results are sent back to the network, where the destination point can retrieve them. ED provides the software at no cost to you to perform these transmission and retrieval functions. The two packages provided by ED are: - IAM/EDconnect/NET*CONNECT This software handles the communication between you and the Title IV WAN and gives you the ability to perform Query functions. OPEnet for DOS is included in this package of software. - EDExpress This software enables you to manage the Title IV applicant data provided by ED under the previously described services. The two remaining Title IV WAN services are: OPENET, a PC-based Bulletin Board and E-mail system, gives agencies access to one another, the Internet, and ED information. Agencies that select DOS under Title IV WAN software on the Letter or 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; the Title IV 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 Title IV WAN information and stores messages that have been sent to the network. QUERY gives Title IV WAN users access, through one connection, to the CPS and NSLDS databases as well as to account information on the Title IV WAN. Using Query, Title IV WAN users can: - Request Year-to-Date data. - View transmission history updated at least every 30 minutes (5 am to 7 pm, Central Standard Time). - See when the Title IV WAN shipped software and documentation to them. - Browse on-line destination information. In addition, Title IV WAN customers can: - View their own billing information for past months and see charges as they are added to their current month's invoice. Enhancements for 1997-98 For EDExpress The most significant change for 1997-98 is the move to a student- based EDExpress product versus a program-based product. 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: - EDExpress will organize records by student, not by program. - Pell 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 the SAR field numbers and students' Social Security Numbers (SSNs). - EDExpress will make document tracking available globally, not just for Packaging purposes. Packaging Changes: - 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 assist users in determining why records cannot be packaged. - EDExpress will provide an "Unawarded Funds" button to assist users in determining why specific funds cannot be awarded. Title IV WAN Changes: The most significant change for Title IV WAN in the 1997-98 award year is the addition of EDconnect and NET*CONNECT in a Windows format that run in either Windows 3.1 or Windows95. This software is available by calling Title IV WAN Customer Service at 1-(800) 615-1189. Who is eligible to enroll in Title IV WAN? All State and Non-state Guaranty Agencies are eligible to use EDE, OPEnet, and Query. Non-state Guaranty Agencies are limited under EDE to the FDR service. New EDE users may enroll in EDE for the 1996-97 and1997-98 processing cycles. For those State Agencies 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. BUT PLEASE NOTE: STATE AGENCIES MUST CHOOSE WHETHER TO RECEIVE ISIRS THROUGH THIS SERVICE OR EDE. YOU ARE NOT ABLE TO USE BOTH EDE AND THE APPLICANT DATA SERVICE. However, you may choose to receive your ISIRs through the Applicant Data Service and still enroll for OPEnet and Query through the Title IV WAN. How does an agency enroll in Title IV WAN? Agencies enroll in network and electronic services by completing the appropriate Title IV WAN enrollment documents. The enrollment process for Title IV WAN requires organizations to provide three distinct sets of information. In order to participate in Title IV WAN, an agency must complete a Title IV WAN Customer Initiation Document (Enclosure B) which establishes payment responsibility. An agency must also submit a Title IV WAN Letter of Application (Enclosure C) and complete Block A (if updating information), the "Name of the Organization line," and Blocks B, C, and D. Each user then completes Block E for access to EDE Services. Blocks F, G, and H pertain to Direct Loan and NSLDS and should be left blank by the user. All users must then complete Blocks I, J, and K of the Letter of Application (LOA), paying particular attention to the Privacy Act on page 3. To use EDE, State and Non-state Guaranty Agencies must also complete and submit a signed State Agency Participation Agreement (Enclosure D). Agency Applicant Data Service Agencies may choose to receive ISIRs on magnetic tapes or cartridges rather than through the Title IV WAN. This option is provided through the Applicant Data Service. AGENCIES MAY NOT RECEIVE ISIRS FROM BOTH THE AGENCY APPLICANT DATA SERVICE AND THROUGH THE TITLE IV WAN. To participate, agencies must complete the State Agency Applicant Tape/Cartridge Option Request Form (Enclosure H). NOTE: AGENCIES THAT WISH TO RECEIVE ISIRS FROM CPS MUST RETURN EITHER A PARTICIPATION AGREEMENT OR AN STATE AGENCY APPLICANT TAPE/CARTRIDGE OPTION REQUEST FORM FOR MAGNETIC TAPE OR CARTRIDGE. Where Should the Documents Be Sent? 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 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 you have any questions regarding enrollment, please call Title IV WAN Customer Service at 1-(800) 615-1189. When can an agency enroll? Eligible agencies may enroll in the Title IV WAN, change services, or update information anytime. The CPS began sending automatic ISIRs on January 14, 1997. If you did not sign up for CPS data by then, you may have missed 1997-98 records and need a Year-to-Date file. Your first request will be free, but any subsequent Year-to-Date request will be provided for a fee. Agencies already enrolled in CPS were automatically rolled over for the 1997-98 processing cycle. What happens after enrolling? Once Title IV 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. - EDExpress software and User's Guide. In addition, the technical contact (or the destination contact if it is the same) receives: - The Electronic Data Exchange Technical. Users pay only for additional copies of the software and documentation they choose to order. How is enrollment information updated? Participants may update enrollment information at any time. If information on the Letter of Application (LOA) changes, it is not necessary to submit another Customer Initiation Document, but you must put your customer number on the new LOA. Mark the change box on the LOA. Update only the information that you are changing on the LOA. Do not complete sections that remain unchanged. Does the Title IV WAN support mainframe computers? The Title IV WAN supports both personal and mainframe computers. If an agency chooses to use a mainframe computer, it must complete and submit the Title IV WAN Mainframe Requirements document (Enclosure E). This document provides ED's Title IV WAN technical staff with valuable information that enables them to effectively support communication with the Title IV WAN. If an agency indicates mainframe computer on the Letter of Application and returns a Mainframe Requirements Document, the Title IV WAN sends you 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 the Title IV WAN, please call Title IV WAN Customer Service at 1-(800) 615-1189. What equipment do I need for my personal computer? To run Title IV WAN and EDE 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 Windows95. - 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 you will need to store for EDE. The amount of space required will depend upon the number of records you process. - 3 ½" floppy disk drive (high density). - 3 ½" 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 your Needs for Hard Disk Space The 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 How much will it cost? Although many agencies will already have the needed equipment to participate in the Title IV WAN, some will need to purchase additional equipment as discussed above. Title IV WAN users will be required to pay for enrollment, certain calls to the Title IV WAN Customer Service, and for some of the transmission charges. After enrolling in the Title IV 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 Fees 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 the processing of the Letter of Application. - Users are charged $25.45 for the processing of each Participation Agreement. - Users pay $12.61 for each telephone call to Title IV WAN customer service as outlined in the fee schedule. - Users of OPEnet pay only for the time they spend connected to the network. State Agency Applicant Data Service The Department of Education makes applicant data in the form of ISIRs on tape or cartridge magnetic media available to your state agency free of charge up to 40 times during the processing for an award year. REMEMBER THAT PARTICIPATING IN THIS SERVICE PROHIBITS YOU FROM PARTICIPATING IN THE EDE SERVICE. You are provided complete applicant data on those students who indicate on their application that your state is their state of legal residence and/or that they may attend an institution in your state. There are a few changes to the ISIR layout for 1997-98. Enclosure G provides more detailed information concerning the applicant data service, including the dates on which output will be produced and mailed. All state agencies requesting ISIRs under this service for the 1997-98 award year are required to submit a new Option Request Form (Enclosure H). State agencies which are receiving applicant data service ISIRs for the 1996-97 award year will continue to receive their 1996-97 ISIRs according to the request currently on file at CPS. YOUR FIRST 1997-98 TAPE OR CARTRIDGE WILL BE CUMULATIVE: IT WILL CONTAIN ALL APPLICANTS SPECIFYING YOUR STATE OR AN INSTITUTION IN YOUR STATE ON THEIR LATEST OFFICIAL TRANSACTION SINCE PROCESSING START UP. EACH SUBSEQUENT TAPE OR CARTRIDGE WILL NOT BE CUMULATIVE, BUT RATHER WILL PROVIDE ISIRS ONLY FOR THOSE APPLICANTS WHO INDICATED YOUR STATE (OR AN INSTITUTION IN YOUR STATE) AND HAVE SUBMITTED A TRANSACTION TO THE CPS SINCE YOUR LAST TAPE OR CARTRIDGE WAS PRODUCED. A draft format of the 1997-98 ISIR is provided in Enclosure I. Additional materials to assist you in reading the tapes or cartridges and in using the data contained in the ISIR will be forwarded under separate cover. If you have any questions concerning the State Agency 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 1997-98 award year and believe that all users will share our enthusiasm. If you have any questions concerning enrollment, please call Title IV WAN Customer Service at 1-(800) 615-1189. Sincerely, Elizabeth M. Hicks Deputy Assistant Secretary Student Financial Assistance Programs Enclosures Enclosure A: Glossary Enclosure B: Title IV WAN Customer Initiation Document Complete ONLY if you are a new user or wish to update information on the Title IV WAN Customer Initiation Document. Enclosure C: Title IV WAN Letter of Application Complete ONLY if you are a new user or wish to update destination information or service enrollment information on the Letter of Application. (Instructions for completing this form are on the back of each page.) Enclosure D: State or Non-state Guaranty Agency Participation Agreement Enclosure E: Title IV WAN Mainframe Requirements Complete ONLY if you are a new user AND will be connecting to the Title IV WAN with a mainframe computer. Enclosure F: Fees for Title IV WAN Services Enclosure G: State Agency Applicant Data Service Description Enclosure H: State Agency Applicant Tape/Cartridge Option Request Form and Participation Agreement Complete ONLY if you wish to receive ISIR records via tape or cartridge rather than through the Title IV WAN and are not already enrolled in this service. Enclosure I: Full ISIR Record Description Enclosure A Glossary Agency Applicant Tape/Cartridge Option Request Form -- Organizations use this form to enroll in the Agency Applicant Data Service to receive ISIRs on tapes or cartridges. CPS -- Central Processing System. The CPS is a Title IV automated system that performs data matches, calculates the applicant's Expected Family Contribution (EFC), prints and mails Student Aid Reports (SARs) to applicants, and returns ISIRs to schools. Customer -- A customer with Title IV WAN is responsible for charges of the Destination Point(s) associated with it. Destination Point -- The location that physically transmits and receives financial aid data via the Title IV WAN. Direct Loan Program -- The William D. Ford Federal Direct Loan Program provides direct financing and direct delivery of loan funds to eligible borrowers to cover the costs of postsecondary education. ED -- The U. S. Department of Education. EDconnect -- This telecommunications software, provided by ED, allows users to send and receive data via the Title IV WAN. EDE -- Electronic Data Exchange. This ED-sponsored program allows participating Destination Points to exchange Federal student aid applicant data, Direct Loan data, and Federal Pell Grant payment data electronically via the Title IV WAN. EDExpress -- A software product provided by ED that allows institutions to enter (or have their students enter), edit, manage, and report Title IV student financial aid application data and Federal Pell Grant payment data. The software also allows institutions to package awards, originate Direct Loans, and print Direct Loan promissory notes. Electronic Payment Information -- Software function invoked by EDExpress or installed on a stand-alone PC that pre-loads Pell- eligible applicant records, enters and maintains payment data, generates payment batches, produces reports on recipients, and posts processed payment data to the Federal Pell Grant Database. E-Mail -- Electronic Mail. An electronic mail system that allows you to type a message at one computer or terminal and then send that message to someone at another terminal or computer. The message is stored until the receiver chooses to read it. IAM -- Integrated Application Menu. The IAM allows users to access various DOS functions from an integrated menu format. ISIR -- Institutional Student Information Record. The ISIR contains the applicant's Title IV Financial Aid information. LOA -- Letter of Application. The application institutions must sign to participate in Electronic Data Exchange (EDE) and NSLDS via the Title IV WAN. Megabyte (MB) -- A unit of measure of how much data can be stored on a hard drive. A megabyte is equal to 1,048,576 bytes or 1,024 kilobytes and can store more than 1 million characters. NET*CONNECT -- Dial-up software for accessing 3270-type mainframes used to access On-line Query. Network -- A communications system consisting of telephone lines and computers. A network enables you to use your personal computer and modem to connect to a large mainframe computer and to send and receive data. Non-prime Time -- Non-prime time is from 5 p.m. to 8 a.m. and is based on the time zone of the Destination Point sending the data to the network. Transmission rates are lower during this time. NSLDS -- National Student Loan Data System is a national database of loan-level information and selected grant data on aid disbursed under the Title IV programs. OPEnet -- Office of Postsecondary Education network. An ED- sponsored electronic bulletin board and mail system used for sending and receiving messages, policies, letters, and regulations using a phone line and a personal computer. PA -- Participation Agreement. Organizations must use this form to enroll in or change services for EDE and NSLDS. Password -- A secret word that lets you, but no one else, connect to the Network. P-Message -- A network message sent out to Title IV WAN Destination Points informing them of deadlines, policies, and important network information. Prime Time -- Prime time is from 8 a.m. to 5 p.m. and is based on the time zone of the Destination Point sending the data to the network. Transmission rates are higher during this time. Service Agent -- Someone who is contracted to process data for other organizations. Title IV WAN -- The Title IV WAN links thousands of network nodes, or Destination Points, across the United States, its territories, and certain ED-designated foreign countries to the Higher Education Act's Title IV student financial aid programs and delivery system. Destination Points communicate with the Title IV WAN using a PC or mainframe computer. Title IV WAN Customer Initiation Document -- This document establishes a customer relationship with the Title IV WAN. The person listed on the Customer Initiation Document receives the Title IV WAN invoice. User -- Someone who uses the services of the Title IV WAN as a Destination Point. |