Gainful Employment

1. Gainful Employment Webinar #5 Errors and Corrections in Gainful Employment Reporting January 11, 2012

2. For More GE Information • Link for Gainful Employment Page on IFAP: http://ifap.ed.gov/GainfulEmploymentInfo/ (also accessible from the IFAP Homepage) • Regulations • Dear Colleague Letters and Electronic Announcements • Frequently Asked Questions • Training • Resources

3. The Regulations • Two sets of Final Rules published on October 29, 2010, with effective dates of July 1, 2011 • Program Integrity – • Includes Gainful Employment Reporting and Disclosures • Gainful Employment – New Programs • Final Rules on metrics to define gainful employment published on June 13, 2011

4. Gainful Employment Reporting 4 • Institutions must have reported: • By November 15th, 2011, for enrollments in the: • 2006-2007, 2007-2008, 2008-2009, 2009-2010, and 2010-2011 award years • The deadline for 2012 reporting will be announced in the coming month

5. Gainful Employment Reporting • Institutions must have reported information on students who were enrolled in a GE Program for each award year • Information includes: • Student identifying information • Program identifying information • Amounts of private education loans and of institutional financing plans • Enrollment information • Tuition and Fees (Optional)

6. What comes next? • Calculation of Gainful Employment Debt Measures for Informational Purposes • Debt to Earnings annual ratio • Debt to Earnings discretionary ratio • Repayment Rate • No sanctions, informational rates will be made public • Make sure you have the best and most complete data in NSLDS for these calculations

7. Data submittal

8. Data to NSLDS • When you submit a batch file, you will typically receive a GE Response Error/ Acknowledgment file within 24 hours • If the file has no errors, you will receive a file with just a header and trailer • A GE Response file with no detail records is your indication that all records were accepted as submitted

9. Data to NSLDS • If you did not receive a response file to your batch submission, you may have submittal problems • If you did not receive a response file, no GE dataloaded to NSLDS • Verify that the records you submitted are on the GE List page on NSLDSFAP

10. Check GE List on NSLDS If you get this message after hitting retrieve, no records have loaded to NSLDS.

11. Possible File Level Problems • A batch file was submitted and a GE Response Error/Acknowledgement File was not received • Possible Problem 1: Transmission Problems • Did you use EDconnect? • If you are unfamiliar with EDconnect, call CPS/SAIG Technical Support at 800/330-5947 or send an e-mail to CPSSAIG@ed.gov

12. Possible File Level Problems • A batch file was submitted and a GE Response Error/Acknowledgement File was not received • Possible Problem 2: Transmission Problems • Did you use the right message class?

13. Possible File Level Problems • A batch file was submitted and a GE Response Error/Acknowledgement File was not received • Possible Problem 3: Security problems • Did you provide the SAIG TG Mailbox to NSLDS?

14. Possible File Level Problems • A batch file was submitted and a GE Response Error/Acknowledgement File was not received • Possible Problem 4: File Layout Problems • Did you follow the Record layout and field definition specifications in the NSLDS GE User Guide? • Fixed-Width Batch File typical problems: • Incorrect header format • Incorrect trailer format, especially no leading zeros in detail record count field

15. Possible File Level Problems • A batch file was submitted and a GE Response Error/Acknowledgement File was not received • Possible Problem 5: File Layout Problems • Did you follow the Record layout and field definition specifications in the NSLDS GE User Guide? • Comma Separated Values (CSV) File typical problems • Header contains invisible characters • Missing Record Type Code for each line • Incorrect trailer format, especially no leading zeros in detail record count field

16. Data Review

17. Data Review • Ensure your GE records have loaded and are correct on NSLDS • GE Electronic Announcement #30: • ED not enforcing the 10 day corrections deadline for GE Reporting Errors • Submit all corrections as soon as possible • January 20, 2012, is the completion date for all data to be included in the calculation of GE Informational Rates which will be made public

18. Errors vs. Corrections • Errors • Records not loaded to NSLDS • Record returned with error codes in GE Response Error/Acknowledgement file • Record level errors cause individual records not to load to NSLDS • Corrections • Records loaded to NSLDS • Data loaded with some inaccurate information

19. Record Level Errors • Record Level Errors • Record was not loaded to NSLDS • Record contained data which did not pass NSLDS Edits for GE data • Resolution: Identify error/field code combination in GE Response File, update the fields and re-submit record • Resubmit in another batch file, or • Create a submittal template with records to load, or • Enter data online

20. Record Level Errors Record has three (3) errors Understanding the Error Messages • Fields in Error and Error Code will be at the end of the detail record • Up to five (5) errors per detail record

21. Record Level Errors Gainful Employment Error Code List • Refer to comments in descriptions for the field that is in error to determine appropriate response to the error listed with the student record

22. Record Level Errors Example of the field description with error code from GE User Guide:

23. Record Level Errors • We submitted our records online. Where is our GE Response Error/Acknowledgement File? • Online records do not receive a GE Response File. This is for batch only. Errors for online records are shown online at the time of submission.

24. Record Errors Online During direct online entry, error appears after clicking “Submit”

25. Data Review Reminders • School academic calendar year has no relation to the Award Year being used to report GE records • Award Year is July 1 through June 30 • Report all studentsat the school for the award year, not just the completers • This affects repayment rates which are based on students that enter repayment in debt measure years

26. Data Review Reminders • Medical or Dental Internship, or Residency Field Code 013 • Schools should answer ‘Y’ only for some students who werereported with a Credential Level of 07 • For students reported within an award year with a status of ‘E’ (Enrolled), do not report dollar amounts for Private Loans, Institutional Financing, and Tuition and Fees • These fields apply to studentswho Complete or Withdraw from a GE Program

27. Data Review Reminders • Institutional Financing Amount • Report amount student owes as of the day they withdraw from or complete their program • Private Loan Amount and Tuition and Fees (when reported) • Report cumulative amount at completion of their program or as of the date of withdrawal • For students that stop out, but return and rejoin the program, at conclusion, report total (sum) for the program, not just that period of enrollment

28. Private Loan Example First record: Student enrolls in a GE program on 8/01/2007 and withdraws 11/01/2007 with a private loan amount of $5,000 Second record: Student re-enrolls in the same program and completes on 5/02/2008 accruing between 1/02/2008 – 5/02/2008, $4,000 The private loan amount that should be reported for the second record is $9,000 – the total cumulative for the program

29. Now is the Time to Review • Quality data ensures accurate debt measures • Take time to review your data • Methods of Review: • For batch submitters – make sure you have reviewed and corrected your errors • Take advantage of NSLDS Online sort and filters to review loaded GE data

30. Online Review List • Use ‘Sort By’ and ‘Display Only’ options to filter data for Review

31. Records Display 10 Per Page Use arrows to move down and up the list

32. Options Once Student is Selected

33. Updating a Record Location Code Submit Review & Confirm

34. Correcting Erroneous Data These fields cannot be corrected online or in batch: • Award Year • Student SSN • Institution OPEID • CIP Code • Credential Level • Program Attendance Begin Date • Program Attendance Begin Date for This Award Year • Program Attendance End Date Records with incorrect data in these fields need to be deactivated and re-submitted

35. Correcting Non-correctable Fields Records with the fields that cannot be corrected, if submitted again with different data, will create a second record, not a replacement Both records will be counted in the GE Calculations Prevent the double count by deactivating the incorrect record

36. Deactivating a Record Q: We reported that Henry started on April 22, 2008, but he really started on June 1, 2008. How do we proceed? A:Henry’s record needs to be deactivated online and the correct information re-submittedto NSLDS.

37. Deactivating a Record

38. Deactivating a Record Review & Confirm

39. Deactivating a Record When a record is deactivated, all of the data must be re-entered into NSLDS Enter new data online using the Submittal Template, or by submitting a batch file

40. SSN Conflict Resolution SSN Conflicts may be challenging to resolve • Check the school’s records first • Check the SSN Conflict link on the Aid Tab for a listing of data providers • Contact at least one of the data providers for possible assistance • If the conflict cannot be corrected, document your attempts to resolve the conflict to satisfy your requirement for reporting

41. SSN Conflict Tab on NSLDSFAP

42. SSN Conflict Data Provider(s) Click the Number beside the Organization to get contact information

43. Contact the Provider for Assistance with SSN Conflict

44. No Online Reports Currently, there are no online or by request reports of GE data. You can use the ‘Sort By’ and ‘Display Only’ parameters to provide an overview of the data. For example, you may sort by or display certain CIP codes or Award years. • Use these options to review and make any necessary corrections

45. Future Enhancements

46. Spreadsheet Submittal Template • Implemented December 31, 2011 • NSLDS will accept GE spreadsheet uploads in the 2003 OR 2007 template • No need to move data to the 2007 template if already entered in the 2003 template • Edits are the same in both templates • Conversion relieves some size issues that institutions were experiencing

47. Future Planned Enhancements • Online • Improved template allowing more records • Means to do mass online deactivation • Means to do multiple online corrections • Reports • Batch • Sign-up through FSAWebenroll • Batch deactivation • Introduction of XML reporting

48. Receiving Debt Measure Data

49. FSA Webenroll for GE Data • In order to get Debt Measures in the Spring including back-up detail: • You will need to take action to receive the GE Debt Measures and back-up detail as soon as they are available • VERY IMPORTANT that you sign up for the Debt Measures delivery service

50. FSA Webenroll for GE Data • We are enhancing the SAIG Enrollment Site to allow sign-up for Debt Measures delivery service • Enhancements will be completed by March 12, 2012 • Make sure you designate an institutional mailbox rather than one for the servicer who submitted data • Watch for an Electronic Announcement