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Tip of the Week - Alternative to Year-To-Date Data Requests

PublicationDate: 11/6/98
Summary: Tip of the Week - Alternative to Year-To-Date Data Requests
Author: CPS - Central Processing System (CPS)

Posted November 6, 1998

To: All EDE Destination Points
From: CPS Customer Service
Re: Tip of the Week - Alternative to Year-To-Date Data Requests

This week's tip highlights a feature or process in EDE: Alternative to Year-to-Date Data Requests.

Many schools request Year-To-Date (YTD) ISIRs when they could actually get the same information in other ways that are less costly to them. Requests for YTD are especially common after CPS stops accepting correction/duplicate requests and before the year's final Pell payment deadline when schools are trying to reconcile their Pell Payment data.

To avoid the expense of a YTD file, we recommend you use one of the following alternatives:

1. TITLE IV WAN RESTORE: Title IV WAN keeps ISIR files sent by CPS to destination points for 180 days (6 months). We recommend you do a monthly review of your EDExpress or other system to ensure you have received and imported each of the daily ISIR files from the CPS. By doing this monthly (or even quarterly) review, you can request that any missing ISIR files be restored by Title IV WAN within the 180 days. Once the file is restored you can download it and import it. The cost to you is the phone call to Title IV WAN plus any transmission costs.

2. ARCHIVE YOUR DAILY ISIR FILES: Once you have successfully imported your ISIR file into EDExpress (or other system), we recommend you make an archive copy of your ISIR file (copying the files to whatever media you prefer: hard disk; zip disk; network drive) that can be restored later if your system gets corrupted and needs to be rebuilt. The cost to you is the cost of the media you use to save these files on.

3. DUPLICATE REQUEST: If your institution is on an ISIR record, you can request a duplicate of the ISIR using EDExpress (or whatever other system your institution uses). All duplicate requests get sent to NSLDS to obtain updated information--if there isn't any update, you get the transaction you requested; otherwise a new transaction (with all the same information except NSLDS data) is generated. The cost to you for duplicate requests is the transmission costs.

To request duplicate ISIRs via EDExpress, go to FILE | EXPORT. Select APP Express as the SYSTEM and Duplicates as the EXPORT TYPE. You can either leave the File Name at the default or click on FILE to enter a different file name. Click OK. A data entry box will display. Enter the Transaction Identifier (Original SSN, First Two Letters of Last Name, and Transaction Number) for the students you need. If you want the most current transaction, enter 99 as the Transaction Number. Once you are done entering all identifiers, click OK. A progress bar will display and once the export is complete, a statistics box will show how many duplicate requests were put in the batch. Transmit the file to Title IV WAN as you normally would.

For questions regarding restoring batches on Title IV WAN, contact them at 1-800-615-1189. Any other questions regarding the options above should be directed to CPS Customer Service at 1-800-330-5947, option 8, or via e-mail at CPS@NCS.COM.