CLARK ATLANTA UNIVERSITY Policy 8.10.9: Student Transfer Monitoring CLARK ATLANTA UNIVERSITY POLICY and PROCEDURE Subject: Student Transfer Monitoring Department: Student Financial Aid Distribution: Financial Aid Review Date: 4/27/10 7/25/13 Effective Date: 7/25/13 Required Approval: University President Issued By: Provost and Dean for Enrollment Management No. of Pages: 15 Signature Carlton E. Brown Date 8/13/2013 July 25, 2013
Table of Contents Page 1.0 Policy Statement.. 1 2.0 Procedure Narrative 1 2.1 NSLDS Transfer Monitoring. 1 2.2 Eligibility of Transfer Students for Additional Direct Loan Funds 2 2.3 Changes That Are Monitored 3 3.0 Entities Affected By This Policy. 3 4.0 Definition of Key Terms. 3 5.0 Desktop Procedures. 4 July 25, 2013
1.0 Policy Statement The transfer monitoring process of the National Student Loan Data System NSLDS monitors all mid-year transfer students (students who transfer from one school to another during the same award year) for factors that could affect eligibility for Title IV Federal Student Aid. Clark Atlanta University (University) uses NSLDS (www.nslds.ed.gov) as the official source of student Financial Aid histories. NSLDS monitors changes in the financial aid history of those students and alerts the school of any relevant changes. 2.0 Procedure Narrative 2.1 NSLDS Transfer Monitoring NSLDS Transfer Monitoring is a process whereby schools notify the Department of Education of students for whom they want Financial Aid activities monitored. The Department of Education monitors students for relevant changes to their Financial Aid history. Through transfer student monitoring, NSLDS will alert you to any relevant changes in the transfer student s financial aid history other than the default and overpayment information reported in the post-screening process that may affect the student s current award(s). There are three steps: inform, monitor, and alert. Inform. You must identify students who are transferring to your school by creating a list of transfer students on the NSLDS website or by sending the list to NSLDS as an electronic batch file (see the margin note) through SAIG. You may use either or both methods, and a change in method does not require prior notification to the Customer Service Center. Monitor. NSLDS will monitor these students for a change in financial aid history that may affect their current awards and alert you when: a new loan or grant is being awarded, a new disbursement is made on a loan or grant, or a loan or grant (or a single disbursement) is cancelled. Note that defaulted loans and overpayment information are not monitored in transfer student monitoring, as they are already covered in the post-screening process. If the student has not listed your school in Six when filing the FAFSA, he has to add your school for you to receive the postscreening information. Alert. Finally, if changes are detected for one or more of your students and NSLDS creates an alert, it will also send an e-mail notification reminder to the address given on the School Transfer Profile setup page. Your school s designated contact person may then either review the alert list on the NSLDS for Financial Aid Professionals website or download a batch file, if batch alerts were requested, through SAIG in report or extract format. Timing of the disbursement. To pay the student, you ll need to have an output document and an accurate EFC. A valid ISIR will include that and the student s July 25, 2013 Page 1
financial aid history, and it will also tell you if he is in default or owes an overpayment. The post-screening process will send you another ISIR if he subsequently goes into or out of default or owes or ceases to owe an overpayment. When you initiate transfer monitoring for a student, NSLDS will alert you to significant award changes since you last received an ISIR or alert for her; this will continue for 30 to 120 days (depending on the monitoring duration you ve established) after the enrollment begin date. If you start transfer monitoring before you receive ISIRs for a student, NSLDS will track changes in her financial aid history from the date of your request or a future monitoring begin date you choose. The regulations state that a school may not make a disbursement to the student for seven days following the transfer monitoring request to NSLDS, unless it receives an earlier response from NSLDS or checks the student s current financial aid history by accessing NSLDS directly. Therefore, it s usually a good idea to submit the student s name to NSLDS for monitoring as soon as possible, even if he has not yet decided to enroll at your school Because NSLDS is expected to run the transfer monitoring process once each week, after the University informs NSLDS the University must wait seven days before it can make a disbursement of Federal Student Aid to an otherwise eligible student. CAU does not have to wait if it receives an alert from NSLDS during the seven-day period or they obtain the student s financial aid history information directly by accessing the www.nslds.ed.gov website. If CAU makes a disbursement to an eligible student but later receives an alert from NSLDS, CAU must access and review the student s financial aid history to determine whether an action needs to be taken with regard to that disbursement or any subsequent disbursements. 2.2 Eligibility of Transfer Students for Additional Direct Loan Funds With the Direct Loan Program, the application of the annual loan limits imposes the following additional limitations on a borrower s eligibility for Direct Loan funds when the borrower transfers (unless certain conditions exist as explained below): Until 30 weeks have elapsed since the start of the borrower s academic year at the student s original school, the borrower is eligible to receive a loan at the transfer school (CAU) for an amount no greater than the balance (if any) remaining on the loan at the original school. If 30 weeks have elapsed since the start of the borrower s academic year at the original school, but there is an overlap of the two schools academic years (or loan periods), once again, the borrower is eligible to receive a loan at the transfer school (CAU) for an amount no greater than the balance (if any) remaining on the loan at the original school. The borrower is not eligible for a new loan until the academic year at the receiving school (CAU) is over. July 25, 2013 Page 2
If 30 weeks have elapsed since the start of the borrower s academic year at the original school, and there is no overlap of the two schools academic years (or loan periods), the borrower is immediately eligible to receive a new loan. Note that CAU can certify the borrower for a loan period that corresponds to its academic year or the entire balance of the program (so long as that balance does not exceed one calendar year). 2.3 Changes That Are Monitored New Loans Cancelled Loans Changes to Loan Balances New Pell Grant Disbursements Cancelled Pell Grant Disbursements Newly defaulted loans and overpayments are not included. Changes are sent using the post screening system which generates a new ISIR and NSLDS record. 3.0 Entities Affected By This Policy Current and prospective students and Student Financial Aid Office 4.0 Definition of Key Terms Activity Alert If any activity occurs on students requested for monitoring, the Department of Education sends schools an alert by email. Schools also may receive electronic Alert files and load them to Banner. Institutional Student Information Record (ISIR) The ISIR is the electronic version of the Student Aid Report (SAR). The ISIR is sent to colleges and universities the student entered on their FAFSA. ISIR s are also sent to state agencies that award state need-based aid. NSLDS NSLDS is the national database of information about loans and grants awarded to students under Title IV of the Higher Education Act (HEA) of 1965. NSLDS provides a centralized, integrated view of Title IV loans and grants during their complete life cycle, from aid approval through disbursement, repayment, delinquency and closure. July 25, 2013 Page 3
5.0 Desktop Procedures: Identification of Transfer Monitoring Students 1 Access GLRSLCT, Population Selection Definition Rules Form to identify student ID s from incoming NSLDL Alert files. These ID s can be added to the population selection during the Transfer Monitoring Import Process (RNRTMNI) using parameters 03, 04, 05 and 06. 2 Access the Population Selection Definition Rules Form (GLRSLCT) 3 Enter the Application code of FINAID 4 Enter the Selection ID of TRANSFER_ALERT 5 Enter Transfer Monitor Alert in the Selection Description field 6 Click the Manual checkbox 7 Click the Save icon 8 Click the Exit icon Choosing Students for Transfer Monitoring by NSLDS (Option 1 Manually inserting a record using the NSLDS Transfer Monitoring Form RNATMNT) 1 The main window of this form is in query mode- users must first cancel Query mode or perform a Query before the Insert command will work 2 Access the NSLDS Transfer Monitoring Form (RNATMNT) 3 Enter the aid year in the Aid Year field 4 Perform a Next Block function 5 Click the Execute Query icon to view existing records 6 Select Insert New Record from the Options menu to access the Transfer Monitoring Update and Acknowledgement window 7 Enter the Banner ID of your transfer student Note: Click the Use Class button to use the earliest class start date for the enrollment start value. This allows for the use of the earliest start date for students enrolled in Open Learning coursework or for other non-standard class start dates within the term. 8 Press the Tab key 9 Note the information that defaults: SSN, Last Name, First Name, Birth Date from current FAFSA Enrollment Begin date from start date of first term in current aid period School OPEID and Branch from 1. General Student Form (SGASTDN); 2. Institution Financial Aid Options Form (ROAINST) main school OPEID and branch July 25, 2013 Page 4
Monitor End Date calculated as 90 days from Enrollment Begin date 10 Click the Save icon 11 Click the Exit icon For completing the procedure of inserting a batch of new records for transfer monitoring follow the procedure below. CAU is responsible for writing the population selection for input to this process on Population Selection Definition Rules Form (GLRSLCT) 1 Set-up form is GLRLSCLT Population Selection Definition Rules 2 Selection ID: TRANS_ADMITS Print screens of rule on GLRSLCT form: July 25, 2013 Page 5
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Print screens of sub query rule on GLRVRBL and GLRSLCT form: July 25, 2013 Page 7
Execute the Population Selection TRANS_ADMIT GLBDATA Population Selection Extract: July 25, 2013 Page 8
1 Execute the Population Selection TRANS_ADMIT 2 Access the Transfer Monitoring Extract Process RNRTMAC 3 Complete the parameters below: Parameter Description: Parameter 01: Enter Aid Year Code Enter the applicable aid year Parameter 02: Application Code Application of Population Selection Parameter 03: Selection ID Selection ID of Population Selection Parameter 04: Creator ID Creator ID of Population Selection Parameter 05: User ID User ID of Population Selection List Parameter 06: School OPEID and Branch Select Value from ROAINST Parameter 07: Enrollment Begin Date Date to begin monitoring Parameter 08: Remove from Monitoring? N Parameter 09: Print Report Y to produce report Parameter 10: Use Class Start Date Y if Parts of Term are applicable Parameter 11: Request Type to Create T Transfer Monitoring Information Req B Both TSM and FAH Request 4 Click the Save Parameters Set as checkbox 5 Click Submit. 6 Click the Save icon to execute the job Note the job number assigned for.log and.lis files in the AutoHint bar 7 Select Review Output from the Options menu 8 Double-click in the File Name field in the key block to review the.log file. 9 Perform a Roll Back function 10 Click in the File Name field again to review the.lis file 11 Access the NSLDS Transfer Monitoring Form (RNATMNT) Note the following: Monitor Begin Date SSN, Last Name, First Name and Birth Date from current FAFSA Enrollment Begin Date from Parameter 07 or the Start Date of the first term in the student s current aid period School OPEID code from Parameter 06 Monitor End Date calculated as 90 days from Enrollment Begin Date 12 Click the Exit icon July 25, 2013 Page 9
Extracting Records: Run the Transfer Monitoring Extract Process (RNRTMNE) to extract records from the Transfer Monitoring Application Form (RNATMNT). The name of the file that is produced is trninfin. This is the School Information Request File. 1 Access the Transfer Monitoring Extract Process (RNRTMNE) 2 Enter DATABASE in the Printer ID field 3 Complete the parameters below: Parameter Description: Parameter 01: Enter Aid Year Code Enter the applicable aid year Parameter 02: School OPEID and branch Select Value from ROAINST Parameter 03: Hold Code Select Value from RTVHOLD Parameter 04: Sort Order N for Alphabetical List Parameter 05: Application Code Application of Population Selection, if applicable Parameter 06: Selection ID Selection ID of Population Selection, if applicable Parameter 07: Creator ID Creator ID of Population Selection, if applicable Parameter 08: User ID User ID of Population Selection List, if applicable Parameter 09: Resend TSM File Batch N Parameter 10: Request Type to Extract T Transfer Monitoring Information or Request for Both TSM information and FAH Request 4 Click the Save Parameter Set as checkbox 5 Select the Submit radio button 6 Click the Save icon to execute the job 7 Click the Exit icon Note: Transfer the data file from your mainframe to a PC using a binary transfer utility. Once on the PC, these files are transmitted to the Department of Education. The name of the data file created in this process is trninfin. A batch entry will display on the Banner RPIBATC form. July 25, 2013 Page 10
Moving the File - Use FTP software to move the file to a network or hard drive so that the file can be sent to the Department of Education. Warning: SunGard Higher Education does not support this software. 1 Locate the trninfin data file created by the RNRTMNE process 2 Transfer the data file from your mainframe to a PC using a binary transfer utility 3 Check with IT personnel for detailed instructions for moving the file Transmitting the File for Processing - Use the Department of Education software or web site to transmit the file for processing. It is critical that this file get transmitted the same day it is created. 1 Access the Department of Education software or web site. 2 Initiate the file send process. 3 Locate the trninfin data file from the stored location performed in the last procedure 4 Complete the send process. 5 Refer to Department of Education resource documents for specific instructions regarding the send process Moving the File to the Banner Directory - The NSLDS processor will send School Inform file acknowledgements and Transfer Monitoring Alert files to the school. When a file is received, use FTP software to move the file to the proper Banner directory. Check with IT personnel for the proper Banner directory location. The name of the response file will be trninfop. 1 Access the Department of Education software or web site 2 Initiate the file receive process for the trninfop data file 3 Complete the receive process 4 Transfer the data file from your PC to the proper Banner directory using a binary transfer utility 5 Refer to Department of Education resource documents for specific instructions regarding the receive process July 25, 2013 Page 11
Loading Data from the Response File into Banner - Run the Transfer Monitoring Import Process (RNRTMNI) to load data from the response file into Banner. Note: The NSLDS processor returns a file named trinfop Error/Acknowledgment in response to each school Inform file sent to them. The processor also will send Alert files named tralrtop as additional student fund activity occurs. 1 Access the Transfer Monitoring Import Process (RNRTMNI) 2 Select DATABASE as the Printer ID 3 Enter these parameter values: Parameter 01:Acknowledgement or Alert File Enter the name of the file(s) to be imported. This is a repeating parameter so that both Acknowledgement files and Alert files can be listed. Parameter 02: Print Report Option Enter Y to print the report. Parameter 03: NSLDS Output Application ID, Enter FINAID as the Application ID. Parameter 04: NSLDS Output Selection ID, Enter the full name of the TRANSFER_ALERT population selection option to add students from incoming Alert files to a pre-defined population selection. Parameter 05: NSLDS Output Creator ID, Enter the USER ID used to create TRANSFER_ALERT Parameter 06: NSLDS Output User ID, Enter your User ID. Parameter 07: Load FAH Record as Current Record, Enter Y to load a FAH Record as the Current NSLDS Record. Enter H to load a FAH record as the Non-Current NSLDS Record. 4 Select Save Parameters Set as 5 Select Submit 6 Click the Save icon to execute the job 7 Click the Exit icon Note: The RPIBATC form is updated when School Inform batch acknowledgements are loaded. The RNASLxx form is updated when Alert files are loaded July 25, 2013 Page 12
Displaying Imported Data - Use the Student Loan Data System Form (RNASLxx) to display imported data. 1 Access the Student Loan Data System Form (RNASLxx) where xx is the current year 2 Enter a Student ID in the ID field 3 Perform a Next Block function 4 Review the student data 5 Click the Exit icon July 25, 2013 Page 13