Colleague Financial Aid Using ISIR Processing for

Colleague Financial AidUsing ISIR Processing for

Colleague Financial Aid

Release 18May 2018

© 2014 – 2018 Ellucian.

Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question.

In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will guarantee compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting, and other similar professional services from competent providers of the organization's own choosing.

Ellucian2003 Edmund Halley DriveReston, VA 20191United States of America

Revision History

Publication Date Summary

May 2018 Updated “FAFSA forms” on page 31 as part of SU018591.

December 2017 Added “Set the highest ISIR transaction on file for the student for federal and institutional awarding” on page 15 as part of SU018252.

September 2017 Added “View general CPS information on a student's ISIR” on page 9 as part of SU017333.

June 2017 Updated as part of SU017332.

December 14, 2016 Added “Purge ISIRs” on page 45 as part of SU015841.

June 29, 2016 Revised to support 2017/2018 FAFSA processing software update SU015842.Updates include the following:- “FAFSA forms” on page 31-“Export flat file information to SAIG” on page 41

October 6, 2015 Revised to support 2016/2017 FAFSA and INAS/PROFILE software update SU014807.

August 7, 2015 Added the IHVX form (“Identify students who have been flagged for possible identity fraud” on page 41) and updated formatting throughout.

October 3, 2014 Revised to include the 2015/2016 FAFSA forms as part of the 2015/2016 FAFSA and INAS/PROFILE software update SU012917.

December 18, 2013 This is a new book to support ISIR processing in Colleague Financial Aid. This information previous existed in the Using Need Analysis book.

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Contents

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Exchange Data with CPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

EFC and Colleague calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

View general CPS information on a student's ISIR . . . . . . . . . . . . . . . . . . . . . . . . . 8

View and Maintain ISIR Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Understand transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Active transactions in Colleague . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Set the highest ISIR transaction on file for the student for federal and institutional awarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Set Up ISIR Import Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Update Core fields during ISIR import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Understand addresses in financial aid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Prevent duplicate PERSON records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Import ISIR Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Import need analysis data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Import tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Import ISIR files from SAIG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Populate Colleague with imported ISIRs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Review imported ISIRs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

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Compare demographic data after import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Generate the birthdate variance report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Unlinked ISIRs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Generate a report on unlinked ISIRs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Link individual ISIR records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Batch process unlinked ISIRs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Purge unlinked ISIR records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Understand unlinked ISIR records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

View and Maintain Application Information . . . . . . . . . . . . . . . . . . . . . . . 30

FAFSA forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Print ISIRs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Print ISIRs in Colleague . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Export Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Create export files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Create correction application export files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Export flat file information to SAIG. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Identify students who have been flagged for possible identity fraud . . . . . . . . . . 40

Ready to send flag and send demo changes flag . . . . . . . . . . . . . . . . . . . . . . . . . . 41


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Initial ISIRs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Purge ISIRs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44


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Introduction

This manual provides instructions for using Colleague’s Financial Aid module to perform ISIR processing tasks. These tasks include importing, exporting, viewing, maintaining, linking, and printing student data. These procedures do not take into consideration your institution’s policies and procedures; therefore, you may need to modify the procedures provided in this manual to incorporate the way in which your office performs these tasks.

Anyone who works with or is responsible for processing Institutional Student Information Records (ISIR) for your institution should become familiar with the procedures and concepts presented in this manual. This group may include financial aid officers, administrative staff in the financial aid office, and anyone who supports the technical aspects of financial aid.

6ing ISIR Processing for Colleague FA | Introduction

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Exchange Data with CPS

This chapter describes Colleague’s role in the electronic exchange of ISIR data between your institution and the Department of Education’s Central Processing System (CPS).

When a student submits a Free Application for Federal Student Aid (FAFSA) form that includes your institution’s Title IV School Code to the Department of Education, the Department of Education does the following:

• Sends the Student Aid Report (SAR) to the student.

• Sends an Institutional Student Information Record (ISIR) to your institution’s Student Aid Internet Gateway (SAIG) mailbox.

Importing ISIR data from your SAIG mailbox is the first step in Need Analysis processing, which is based on ISIR data. For information about Need Analysis, see the Using Need Analysis manual.

EFC and Colleague calculations

You can obtain official Expected Family Contribution (EFC) calculations for applicants only from the Department of Education.Software vendors, such as Ellucian, can provide EFC calculations based on the specifications provided by the Department of Education but cannot provide official EFC calculations. For this reason, institutions must be able to quickly and efficiently transmit their financial aid application data to the Department of Education for EFC calculation and to be able to receive the official results in an equally timely manner.

Note: Ellucian’s Financial Aid module cannot provide official need analysis calculations, an EFC figure, based on the Department of Education’s Federal Methodology, is available to provide preliminary need analysis results. Ellucian also provides a Supplemental Methodology calculation for use with non-federal awarding.

The Financial Aid module includes a direct interface between Colleague and the Student Aid Internet Gateway (SAIG). These interfaces let you perform the following tasks electronically:

• Import ISIRs, which contain the official EFC results from the Department of Education’s Central Processing System (CPS).

• Export initial and corrected financial aid application data and any corrections.

• Export requests for initial ISIRs for applicants who did not specify your institution’s Title IV identification code on the FAFSA.

Electronic data exchange also facilitates electronic transmittal and receipt of COD data.

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Note: You do not have to use PC-based products, such as EDConnect, to transfer your data files between Colleague and SAIG.

Import data into Colleague from CPS

1. The Department of Education’s Central Processing System (CPS) sends processed ISIR data to your SAIG mailbox.– saigportal.ed.gov/tdcm/

2. Use the Department of Ed Import (DOEI) form in Colleague to automatically sweep files from your SAIG mailbox into your FA.RECEIVE.DIR directory using TDClient.– “Import ISIR files from SAIG” on page 21.

3. Use the ISIR Import (ISIM) form to extract the ISIR records from the FA.RECEIVE.DIR directory. – “Populate Colleague with imported ISIRs” on page 22.

Export data from Colleague to CPS

1. After entering or maintaining ISIR information within Colleague, use the Initial Application Export (IAPX) or Correction Application Export (CAPX) forms to create export files with original or corrected FAFSA data. These forms export files from the FA.SEND.DIR directory to the SAIG mailbox. – “Create export files” on page 39.

2. Use the Send Files to SAIG (SFTS) form to transfer the new or corrected FAFSA data from the FA.SEND.DIR directory to your SAIG mailbox. – “Export flat file information to SAIG” on page 41. and “Initial ISIRs” on page 44.

3. The CPS picks up and processes your files, then sends data to your institution, beginning the cycle again. – www.ifap.ed.gov/

Circumstances that cause the CPS to send an ISIR

Your institution receives ISIRs under the following circumstances:

• Your institution electronically submits an initial application.

• The applicant submits a FAFSA or paper renewal application to the Department of Education and designated your institution as the recipient of the ISIR.

• The applicant submits corrections on paper to the Department of Education and designates your institution as the recipient of the ISIR.

• Your institution submits electronic corrections directly to the Department of Education.

• Your institution requests an ISIR for an applicant.

• The National Student Loan Data System (NSLDS) post-screening process identifies changes in certain types of data such as the student having a default or overpayment status.


http://www.ifap.ed.gov/ifap/

http://www.saigportal.sfa.ed.gov/

https://saigportal.ed.gov/tdcm/

http://www.ifap.ed.gov/

http://www.saigportal.sfa.ed.gov/

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View general CPS information on a student's ISIR

Use the CPS General Information (CPSI) form to view general CPS information on a student's ISIR. CPSI displays match information and flags imported from the ISIR import process.

Note: If you access CPSI from the menu, the form displays information on the federally flagged transaction. If you access CPSI from the Needs Analysis Summary (NASU) form, CPSI displays information on the transaction you detailed on. The transaction must be either an ISIR or CPSSG type.

1. Access the CPS General Information (CPSI) form and enter the academic year and ID of the person you want to view.

2. Review the information.

3. Access the following forms to view additional information:

• Match Flag Information (MFLG) to view imported match flag information

• Student IRS Data Retrieval Flags (SIDR) to view the IRS information on a student's ISIR

• Parent IRS Data Retrieval Flags (SIDR) to view the IRS information on a parent's ISIR

4. Exit CPSI.


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View and Maintain ISIR Data

After importing ISIRs into your Colleague database, you can do the following:

• View CPS information.

• Correct a FAFSA application.

• View NSLDS information.

• Create and maintain supplemental applications.

You can do all these tasks through the Need Analysis Summary (NASU) form, which provides a simple, streamlined flow of information.

Colleague keeps a record of all transactions imported through the ISIR Import (ISIM) process. You can access these transactions for a student from NASU.

Understand transactions

When application data for an award year first arrives at the CPS and is processed, the resulting ISIR and SAR are defined as the “01” transaction. If corrections are necessary, the student can make changes by one of the following methods:

• Returning the corrected SAR.

• Using the FAFSA website.

The school can also make changes in Colleague and export a correction record to the CPS.

For each correction, the CPS generates a new ISIR and SAR, which have an updated transaction number (02, 03, 04, etc.).

A transaction may also be “system-generated” by the CPS. For example, when a student’s eligibility for federal student aid changes on the National Student Loan Data System (NSLDS), the CPS automatically reprocesses the application information and generates a new transaction without additional input from the student or the school.

Identifying the correct transaction is important when reporting Pell Grant and Direct Loan payments, and when requesting duplicate ISIRs or SARs.

For more information and resources on ISIR transactions see www.ifap.ed.gov/ifap/.

For an example of a printed ISIR see ifap.ed.gov/isirguide/attachments/1617ISIRGuide.pdf

10ing ISIR Processing for Colleague FA | View and Maintain ISIR Data


http://fsa4schools.ed.gov

https://ifap.ed.gov/isirguide/attachments/1617ISIRGuide.pdf

https://ifap.ed.gov/isirguide/attachments/1617ISIRGuide.pdf

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Transaction types

Colleague uses these transaction types to differentiate between the kinds of transactions your institution might use in need analysis processing.

• The ISIR transaction type represents an Institutional Student Information Record (ISIR) that has been received from the Department of Education. You can make official correction records to ISIR transactions and send those corrections to the Central Processing System (CPS).

• The CPSSG transaction type represents an ISIR that has been received from the Department of Education as a result of a CPS-generated correction.You can make official correction records to CPSSG transactions and send those corrections to CPS.

• The IAPP transaction type represents an initial application that you have manually entered into Colleague. Colleague sends the IAPP transaction is sent to CPS as an initial transaction. After you submit an IAPP transaction, CPS sends an ISIR transaction back to your institution. You can change information in an IAPP transaction, but you cannot make official correction records to IAPP transactions.

• The SUPP transaction type represents a Supplemental application. Supplemental applications can be created within Colleague by using data from existing ISIR or CPSSG transactions or by creating a SUPP application from scratch. Both are done on the Application Workflow Choices (NAWC) form. You can also create Supplemental applications from federally active transactions in batch mode. Supplemental applications can be used to modify need analysis information without losing original data. This is useful when your institution wants to see the effect of changes to need analysis data on the Estimated Family Contribution (EFC) or Cost of Attendance (COA). In addition, you can add supplemental data that does not appear on the FAFSA record for purposes of non-federal awarding.

• The PROF transaction type represents a PROFILE application. If your institution does not use the optional INAS module, you will not see the PROF transaction type in your Colleague database. You can modify PROFILE data but cannot send this data to the College Board.

• The CORR transaction type represents a correction record for a federal ISIR. You can create a CORR type by entering data on Colleague’s FAFSA forms that differs from imported ISIR data. This transaction type code is never displayed in Colleague on the Need Analysis Summary (NASU) form, but the data and estimated calculation results from that data are viewable. The code itself is used only for internal processing.


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Active transactions in Colleague

Colleague keeps a complete history of all transactions that it receives for each student, and displays the transactions on the Need Analysis Summary (NASU) form.

At any given time, one transaction is used for federal awarding. The same transaction, or a different one, can also be used for institutional awarding, though schools can use the PROF or SUPP types for this purpose. The transactions used for these types of awarding are considered active transactions — federally active transactions and institutionally active transactions.

Colleague displays the active transactions on NASU with any other available transactions for an individual student.

• F – Federally active transactions.

• I – Institutionally active transactions display an I.

• B – A single transaction is used for both federal and institutional awarding.

Colleague evaluates all new transactions against certain criteria to determine whether the new transaction should be flagged federally active, institutionally active, both, or not flagged at all. You can also manually set transaction statuses.

Technical Tip: Colleague does not store the F, I, or B flags. Instead, Colleague sets the following pointers in the CS.ACYR file with the specific ISIR.FAFSA recored ID that has been flagged on NASU:

– CS.FED.ISIR.ID is populated when Colleague displays F.

– CS.INST.ISIR.ID is populated when Colleague displays I.

If both pointers are set and point to the same transaction, Colleague displays B.

When Colleague receives a new ISIR transaction from the Central Processing System (CPS), it evaluates whether the new transaction should become the active transaction. Colleague flags transactions only when they meet specific criteria. If you manually create an application, you must set the active flag yourself. You can also manually change the active flag for any transaction on NASU.

Note: You cannot finish from NASU if you have any applications listed and none of them are federally flagged. For example, if you create a SUPP record and the student has no other application types, then you must flag the SUPP records with a B or F until another applications type is created or imported into the system.

Criteria for federal and institutional transactions

These are the criteria for federal and institutional transactions.


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Federal transaction type and criteria

A new import is flagged as federally active if any one of the criteria listed in th is true.

For a Federally flagged transaction, Colleague sets the CS.FED.ISIR.ID pointer, and shows the F active flag.

Criteria:

1. Student has no federally-flag transaction.

2. Current federally flagged import is not an ISIR or CPSSG.

3. The new import meets all of the following criteria:

• Is an ISIR or CPSSG.

• Has a higher transaction number.

• Is flagged as a change by your institution.




• the federally flagged transaction has a reject.

• the student record has not been touched.

Note: An untouched import meets the following criteria:

– No CORR records.

– No transactions have been flagged as corrections by your institution.

– No active federal awards.

– A verification status of less than 6.




• Has no rejects.

• The student has not been touched.

Institutional transaction type and criteria

A new import is flagged as institutionally active if any one of the following is true.

For an Institutionally flagged transaction, Colleague sets the CS.FED.ISIR.ID pointer, and shows the I active flag.

Criteria:


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1. The student has no transaction currently flagged as federally active.

2. The new application is an imported PROF or a school-created SUPP.


• Existing institutionally-flagged transaction is not a PROF type.

• The new import is an ISIR, CPSSG or has been changed to federally flagged.

• The Institutionally flagged transaction was previously Federally flagged.

Colleague can flag a single transaction as both federally and institutionally active. In these cases, NASU displays B on the transaction to indicate that Colleague uses the transaction for both federal and institutional awarding.

For example, if the new transaction is the very first transaction for a student (no transactions were previously created or imported), Colleague flags the new transaction as both federally and institutionally active and displays a B on NASU.

Even when Colleague references a single transaction for both federal and institutional awarding, it evaluates new transactions for federally active status. If Colleague flags a new transaction as federally active, NASU displays F for the new transaction and I for the original transaction. This is because Colleague referenced the original transaction (shown as B on NASU) for both federal and institutional awarding. When only the federally active flag is moved to a new transaction, Colleague still references the original transaction for institutional awarding and NASU displays I.

The same applies for evaluating new transactions for the institutionally active flag. Even when Colleague references a single transaction for both federal and institutional awarding (shown as B on NASU), Colleague evaluates new transactions for institutionally active status. If Colleague flags a new transaction as institutionally active, NASU displays I for the new transaction and F for the original transaction. This is because Colleague referenced the original transaction (shown as B on NASU) for both federal and institutional awarding. When only the institutional active flag is moved to a new transaction, Colleague still references the original transaction for federal awarding and NASU displays F.

The active transaction is also the one on which the Communication Management module bases its “Missing” letter process.

Title IV code matching for active flags

Colleague checks the Electronic Federal School Code Indicator field (IRES.ELECT.SCHOOL.IND) for each incoming correction transactions for the purposes of flagging them active. This field indicates which school (if any) made the correction. This check insures that the Title IV code associated with the correction transaction matches your financial aid office’s Title IV code.

If a student created a correction to a currently active transaction, the new transaction will not have an Electronic Federal School Code Indicator associated with it. Because of this, student-generated corrections are not considered to be corrections by the school when applying Colleague’s correction transaction set of criteria.


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Set the highest ISIR transaction on file for the student for federal and institutional awarding

Use the Make Highest ISIR Active (MHIA) batch process to set the highest ISIR transaction on file for the student for federal and institutional awarding. If both the federal and institutional flags are set to Yes, Colleague sets the highest ISIR transaction as Both (B) the federal and institutional active flag.

1. Access the Make Highest ISIR Active (MHIA) form and enter the academic year.

2. Enter Yes in the Set Fed Flag to Highest ISIR field if you want to set the highest ISIR transaction for federal awarding. This tells Colleague to set the field CS.FED.ISIR.ID to the imported ISIR with the highest transaction ID.

3. Enter Yes in the Set Inst Flag to Highest ISIR field if you want to set the highest ISIR transaction for institutional awarding. This tells Colleague to set the field CS.INST.ISIR.ID to the imported ISIR with the highest transaction ID.

4. Indicate whether you want to run this process first in simulation mode.

5. Use the remaining fields on this firm to further narrow your selection criteria.

6. Save your work on MHIA.

7. Complete the Peripheral Defaults and Process Handler forms according to your preferences.


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Set Up ISIR Import Parameters

This chapter describes the setup procedures for importing ISIRs.

Update Core fields during ISIR import

Use the Core Import Options (CIMO) form to set parameters for automatically updating Core. When you import ISIR information, you can allow the ISIR Import (ISIM) process to automatically update Colleague Core’s PERSON file with imported data.

1. Access the Core Import Options (CIMO) form.

2. Use the Create PERSON Records During Import field to indicate whether you want the ISIR Import (ISIM) process to create PERSON records when it imports an ISIR for a student who is not currently in your Colleague database.

Note: When adding a new PERSON record, the import process updates all available fields even if your entries in the Import Options group are set to Never Update Core. The Fields group controls only cases where the import process is attempting to update an existing PERSON record.

3. Use the Duplicate Match Criteria field to access the Duplicate Match Criteria (DUPC) form to assign weights and penalties to duplicate checking fields.

Warning! You must enter the ISIM.PERSON record in the new Duplicate Match Criteria field before running the ISIM process even if you do not want additional fields to be compared before creating a new PERSON record. Entering the ISIM.PERSON record in the Duplicate Match Criteria field sets up the default. If you try to run ISIM without at least the default set up, Colleague displays an error message.

4. Use the Import Options Group fields (Name, Birthdate, Gender, Driver’s License, Email, Address, and Phone) to determine how Colleague updates specific types of information in the student’s PERSON record in cases where ISIM is able to match the imported record with a student in your database.

Note: Because the Name and Birthdate fields are used for identification purposes, you can add an extra layer of security to those items. If you set the associated Match field to Yes, Colleague performs an update action only if the student’s identification information has been verified by the Department of Education (the SSN Match equals 4). However, if you set the import option to Never Update Core, the Match field is not relevant.

16ing ISIR Processing for Colleague FA | Set Up ISIR Import Parameters

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5. In the Export Address Hierarchy field, enter the Name/Address Hierarchy to be used when exporting ISIR data.

6. Use the Type fields to indicate your preferences to be updated in Colleague when you import ISIRs.

7. (Optional) In the Origin Code for ISIR field, select an origin code, which the ISIM process can assign to a newly created PERSON record. If you leave this field blank, the import process creates the PERSON record, but does not populate the origin field. This field is used only if the Create PERSON Records During Import field is set to Yes. If the import process assigns an origin code, it also assigns an origin date to the record.

8. Use the Country Codes fields to maintain the codes used to denote countries of origin of your applicants.

9. Save your work on CIMO.

Understand addresses in financial aid

Colleague can store multiple addresses in Core for each individual in the system. These addresses have types assigned to them to help organize and track addresses and address changes. For example, Jane Doe may have both a Home and a Business address.

When you set up Colleague, you can create customized address types on the Address Type Definition (ADTM) form. Access ADTM using the Name and Address Hierarchy (NAHM) form. For information about address types, see Getting Started with Colleague Core.

There are two ways to add addresses to Colleague:

• Enter them manually into the system.

• Import them using a document such as an ISIR.

By default, addresses that Colleague imports do not have an address type associated with them. When students fill out the Free Application for Federal Student Aid (FAFSA), the field is marked “Address” and does not indicate a particular type. Colleague deals with this by setting a default address type to assign to addresses coming in from ISIRs. Colleague’s setup allows for a great deal of flexibility in this default. Set this default on CIMO.

Sometimes, you might need to export and address correction to the Department of Education. In this case, Colleague uses an address hierarchy to ensure that the corrected address is exported. Define address hierarchies on NAHM and set them on CIMO. See Using Demographics for information about defining address hierarchies.


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Prevent duplicate PERSON records

Use the Duplicate Match Criteria (DUPC) form to set up ratings, weights and penalties to be used in determining if two records in different files are duplicates.

1. Access the Core Import Options (CIMO) form and detail on the Duplicate Match Criteria field to detail to the Duplicate Match Criteria (DUPC) form.

2. In the Field field, enter the name of the intermediate file field that will be used in deciding whether one record is a duplicate of another.

3. In the Weight field, enter an integer signifying the relative importance of the associated field.

4. In the Penalty field, enter an integer signifying a penalty if data is different between two records.

5. In the Compare to Field field, enter name of the field to be compared to.

6. In the Subroutine field, enter name of a user subroutine to be invoked for each entry in the association. The input to this routine would be the associated field, weight and penalty; the output would be a rating. See online help for the arguments.

7. In the Limiting Field, enter a value that tells the duplicate checking routine which subsets of records to select.

8. In the Limiting Compare to Field, enter a value that tells the duplicate checking routine which subsets of records to select.

9. In the Limiting Subroutine field, enter name of a user subroutine to be invoked for each entry in the association. The input to this routine would be the associated fields; the output would be a list of Colleague record IDs that would be the subset of records

10. In the Dupl Rating field, enter an integer used to determine if records in two files are duplicates.

11. In the Poss Dupl Rating field, enter an integer specifying if two records are possibly duplicates of each other.

12. In the Dupl Subroutine field, enter name of a user-defined subroutine used to do duplicate checking. If this subroutine exists, all other fields on the duplicate criteria record are ignored; however, they can be entered for use by this subroutine. See online help for the arguments.

13. Save your work on DUPC and CIMO.

Note: Changes made to DUPC do not take effect until after you completely exit your session and log back in.

Additional information about duplicate PERSON records

Use the Core Import Options (CIMO) form to check against multiple fields before importing an ISIR record or creating a new PERSON record. This functionality helps to prevent incoming transactions from being attached to the wrong student. The ISIM import checks


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incoming records for Social Security numbers (SSNs) that already exist in the Colleague database to determine the ID to use for importing the ISIR data.

Note: If an ISIR record does get attached to the wrong student, you can delete that ISIR record by using NASU.

To increase the number of fields that Colleague compares before creating a new PERSON record, use the Duplicate Match Criteria (DUPC) form. DUPC displays fields from the ISIR.DEMO file that would be logical comparison fields to determine whether the information being imported already exists in the PERSON file. Ellucian delivers DUPC already populated with a record for this validation process. The default setup of this record provides SSN checking only. Using DUPC, you can modify this record by assigning weights and penalties to fields your institution wants to use for validation. The ISIM process uses the data you set up on DUPC for comparing incoming data to existing data during import.

If you want to increase your checking to prevent duplicate PERSON records, you must assign a weight or penalty to a field listed on DUPC.

For more detailed information on DUPC, see the online help and the Using ELF manual.

Note: Ellucian recommends that you leave the IDEM.CURR.SSN value in the Limiting Field/Subroutine field and SSN in the Limiting Compare to Field field. This is the quickest way for ISIM to compare the ISIR’s SSN to the SSN stored in the PERSON file. If you remove these values and attempt to search on data fields other than SSN, then you may be using search fields that are not indexed and your import process time will be dramatically increased.

The information from DUPC is assigned to your session when you first log in.

There are three DUPC categories:

1. Sure of single match. This is used to copy data into Core.

2. Possible match but not sure it is the same person. This leaves the transaction unlinked so you can review the transaction and determine what action to take.

3. No match. This either creates a new student (if you select to create new students for those that do not match) or it leaves the transaction unlinked. If you choose to create students, be aware that because Colleague is first limiting the comparisons to students who match the SSN, if a transaction contains an SSN that is not in Colleague, this will create a new student.


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Import ISIR Records

This chapter provides information and procedures for importing Institutional Student Information Records (ISIRs) from the Department of Education’s Central Processing System (CPS).

Import need analysis data

The major source of need analysis data is the Institutional Student Information Records (ISIR). Importing ISIRs into Colleague is the starting point for determining an applicant’s need for financial aid. After ISIRs have been imported, they are available for use in calculating Expected Family Contributions (EFCs), from which the applicant’s need is derived, and on which the applicant’s financial aid awards are based.

Sources of need analysis data

Need analysis data can be imported from the following sources:

• The Central Processing System (CPS) of the Department of Education’s Electronic Data Exchange program.

• The College Board.

Import need analysis data into Colleague

To import need analysis data into Colleague, use the following forms:

• Department of Ed Import (DOEI). Moves the ISIR files from your SAIG mailbox into the FA.RECEIVE.DIR directory. The DOEI process is also used to import the College Board’s PROFILE Data and Non-Custodial Parent (NCP) data. See the Using INAS PROFILE Processing manual for more information about PROFILE data.

• ISIR Import (ISIM). Pulls need analysis information into your Colleague database. See “Populate Colleague with imported ISIRs” on page 22.

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Import tasks

These steps summarize how to import records and provide a reference to more detailed information.

Warning! Before using the ISIR Import (ISIM) process for the first time, you must set up your preferences on the Core Import Options (CIMO) form. See “Populate Colleague with imported ISIRs” on page 22 for more information.

1. Download ISIR files from your Student Aid Internet Gateway (SAIG) mailbox. – “Import ISIR files from SAIG” on page 21.

2. Import electronic data. This process identifies ISIRs that were both linked and unlinked. – “Populate Colleague with imported ISIRs” on page 22.

3. Produce a report that lists the name, address and Social Security number on unlinked ISIRs. – “Generate a report on unlinked ISIRs” on page 26.

4. Process unconverted ISIR records. – “Link individual ISIR records” on page 26 and “Batch process unlinked ISIRs” on page 27.

Import ISIR files from SAIG

Use the Department of Ed Import (DOEI) form to import ISIR files from the Student Aid Internet Gateway (SAIG). DOEI saves ISIR files in your FA.RECEIVE.DIR directory. You must then run the ISIR Import (ISIM) process to update Colleague.

By setting up DOEI as a scheduled background process, you can import information from SAIG as often as you need to without requiring a staff member to complete this form each time. Set the Ext field to Yes to automatically append a date and time value to the interview output saved list name. For example, if the Output Saved List Name field was defined as FAINTERVIEWS and this process was run on July 21, 2016 at 8:53 a.m., then the output name would be generated as: FAINTERVIEWS_072116_0853. If any students are linked during the DOEI run and if an output saved list is generated, then the name of the newly named list is displayed on the DOEI report.

DOEI uses the Java Parser to parse the SAIG information. The process then saves ISIR file information into the FA.RECEIVE.DIR directory file.

After you perform these steps, run the Import ISIR (ISIM) process to import ISIRs. See “Populate Colleague with imported ISIRs” on page 22 for more information.

1. Access the Department of Ed Import (DOEI) form.

2. Select the 1 - All Steps option in the Process Steps field.

3. Save your entries on DOEI.

4. Complete the Peripheral Defaults and Process Handler forms as needed.


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Populate Colleague with imported ISIRs

When you run the Department of Ed Import (DOEI) process, Colleague downloads ISIR flat files and saves them to your FA.RECEIVE.DIR directory.

Use the ISIR Import (ISIM) process to extract ISIR information from those downloaded files and populate your Colleague database. After you run ISIM, Colleague produces an output report of both linked and unlinked ISIRs.

When you import ISIR information, you can use the ISIR import process to automatically update Colleague’s Core system’s PERSON file with imported data. ISIM can create new PERSON records for students who are not already in your database.

Use the Core Import Options (CIMO) form to set parameters for automatically updating the Core System. See “Import ISIR files from SAIG” on page 21 for information and setup procedures.

Before running ISIM, you must do the following:

• Set up your preferences on CIMO.

• Import the ISIR files into the FTP.RECEIVE.DIR directory file.

• Run DOEI to move the file to the FA.RECEIVE.DIR directory.

1. Access the ISIR Import (ISIM) form, and enter the appropriate academic year.

2. In the SSN Display Option field, enter the SSN display option you prefer for new linked and unlinked reports.

3. In the Print Remaining Unlinked field, indicate whether you want to print a report that shows the incoming ISIRs that remain after this process is run.

4. Specify your import options in the following fields:

• CM Code

• CM Date

Note: If you define a Communications Management code, but leave the date field blank, then the date the process was run will be used. This is especially useful if you plan to run this as a scheduled process.

5. Indicate whether you want to generate a temporary comma separated value (.csv) file that you can view and save using the data generated by this report.

6. Use the following fields to select the files to import:

• Combine Input Files

Note: By using a single, combined import file, all of the records from that file can be included on a single Output Saved List, which you can use in subsequent reporting and processing.


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Technical Tip: All files you want to combine must contain *05/95 headers and trailers.

• Combined File Name

• Message Class

• School Code

• Max File Size Limit

Note: If you experience performance problems on your system while running this process, you can restrict the size of the combined input file by entering the maximum number of records that it can contain. You will learn from experience the appropriate number to enter here.

• Single Import File Name

7. In the Output Student List field, indicate whether you want Colleague to create a saved list of all the student identification numbers to which ISIRs are linked during this process.

8. If you want Colleague to create a saved list of all the ISIR.FAFSA Identification Numbers converted during the process, enter the name of a saved list in the Output ISIR List field. You will be able to use this saved list name in any process that requires a list of ISIR.FAFSA keys.

9. In the Add Extensions field, enter Yes to automatically add the date and time to both the Output Student List and the Output ISIR list saved list names.

If you use this option, your saved list name cannot exceed 18 characters. The date that is added to the name is displayed in external format; the time is displayed in hours and minutes. For example, if the Output Student List field was defined as STUDENTISIRS and this process ran on July 21, 2014 at 8:53am, then the output name would be generated as: STUDENTISIRS_072114_0853.

Note: This extension can be helpful when running the ISIM process in background mode on a schedule because it creates a uniquely-named saved list instead of overwriting the list each time.

10. Save your work on ISIM.


12. Review the linked ISIRs report to determine which ISIR records were imported but left unlinked. You can also run the Unlinked ISIR Report (UNIR) process separately to retrieve this same type of information.


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Review imported ISIRs

Use the ISIR Alert Report (IART) form to view any ISIRs that require attention. This report alerts you to changes in a student’s overpayment, loan default, verification selection, EFC, reject codes, comment codes, and NSLDS information. This report identifies any student who has an imported ISIR transaction on file that is newer than the actively flagged transaction.

1. Access the ISIR Alert Report (IART) form, and enter the academic year that you want to process.

2. In the Change Source field, enter the change entity (the source that generated the new transaction) to which you want to compare the active federally flagged ISIR.

3. Use the SSN Display Option field to define how Social Security numbers will be displayed on the report.


5. If you want to further limit your criteria, use the following fields:

• Input Saved List Name

• Student ID

• Additional Selection Criteria

6. Save your work on IART.

Compare demographic data after import

Use the FAFSA App Demographic Update (FADU) form to maintain student information stored in the Core Demographics (DM) module. This form shows a comparison of the information that is contained in both the Federally flagged ISIR and in Core. You can modify the Demographics information by moving the financial aid information to the corresponding demographics fields.

1. Access the FAFSA App Demographic Update (FADU) form, and enter the academic year and student when prompted.

2. Review all of the demographic information displayed on the form. The Electronic App Data column is automatically populated with ISIR information by the import process. After import, use FADU to compare the information in CORE to the information in the ISIR record. You can use FADU to move information between the ISIR record and Core. Modify the Demographics information by moving the financial aid information to the corresponding demographics fields (refer to field help for Action fields).

3. Enter Yes in the Null Last Name field if the student legitimately does not have a last name and you need to send the student to COD.

4. To send demographic changes to CPS, change the Send Demographic Changes field to Yes, and the changes are picked up when you run the Correction Application Export (CAPX) process.


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5. Save your work on FADU.

For more information about individual fields, see online help. For more information about the Send Demo Changes field, see “Ready to send flag and send demo changes flag” on page 42.

Generate the birthdate variance report

The Birthdate Variance Report (BDVR) allows you to compare a student’s Core and federally flagged ISIR dates of birth. You can run this report in three different modes:

• Display variances for verified students. Verified refers to whether or not the federally flagged ISIR date of birth has been matched at a level 4 by the CPS on the Social Security Administration database.

• Display variances for students whose dates of birth have not been verified.

• Display all variances regardless of verification.

If you enter a saved list name in the Output Saved List Name field, a saved list of student IDs for those students who have not been verified will be created. This saved list can then be used to send corrections to the CPS.

Note: On the FA System Parameters (FASP) form, a new field, Import Birthdate Options, allows your institution to specify how to handle the student's date of birth during ISIR import in relation to the DOB on Core.

1. Access the Birthdate Variance Report (BDVR) form, and enter the appropriate academic year.

2. In the Variance Type field, specify the type of variance report you want to run.

3. In the Output Saved List Name field, enter a saved list name if you want Colleague to create a saved list of students who have not been verified by the SSA.

4. Use the rest of the fields on this form to further limit your criteria.

5. Save your work on BDVR.


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Unlinked ISIRs

This chapter provides information and procedures for processing unlinked ISIR records.

Where to find additional information

Additional information is available from the following sources:

• Viewing and Maintaining Application Information in Colleague – “View and Maintain Application Information” on page 31

• Importing ISIR Records – “Import ISIR Records” on page 20

• Working with CSS PROFILE Data – Using INAS PROFILE Processing

Generate a report on unlinked ISIRs

The Unlinked ISIR Report (UNIR) displays a list of unlinked ISIRs for a given year or for a given date range. The records shown on this report are created during the ISIR Import (ISIM) process whenever a student link to Colleague cannot be found.

1. Access the Unlinked ISIRs Report (UNIR) form, and enter the appropriate academic year.

2. In the Import Date Range fields, enter the date range for Colleague to use to select all Unlinked ISIRs for the specified year with an ISIR within this date range.

3. In the SSN Display Option field, choose the SSN display option for SSNs that appear on the report.

4. Use the Generate Spreadsheet field to indicate whether you want to generate a .csv file when you run UNIR.


6. Save your work on UNIR.

Link individual ISIR records

Use the Link Unlinked ISIRs (LISR) form to select and link lSIR transactions that the ISIR Import (ISIM) process created but left unlinked.

You can use the Unlinked ISIR Report (UNIR) to identify these unlinked transactions. The report includes the student's Social Security number (SSN), which can be used to access the student on LISR.

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After you have identified the student, LISR displays all unlinked ISIRs that match the student's SSN. You can link all transactions at one time on this form by setting the Link field to Yes.

LISR attempts to link all transactions on this form and performs all of the steps generally handled during the ISIR import process when a link is found.

1. Access the Link Unlinked ISIRs (LISR) form, and enter the academic year and student ID when prompted.

2. In the CM Code and CM Date fields, enter the communication code and date that you want Colleague to use when updating the Communications Management module through this process.

3. In the Link field, enter Yes to link all of the transactions shown on this form. LISR attempts to link all of the listed transactions. The linking steps match the steps that are performed during the ISIR Import (ISIM) process.

4. Save your work on LISR.

Batch process unlinked ISIRs

Use the Batch Link ISIRs (BLIS) process to evaluate unlinked ISIRs and to link these ISIR records as a batch. You must define an import date range. This process will then select the appropriate records from the ISIR.FAFSA file that do not have a student identification number assigned to them and that fall within the date range specified. The records selected must be ISIR or CPSSG types.

After the appropriate records are selected, this process calls a subroutine to attempt the link. This linking subroutine is the same subroutine that is called during the ISIR Import (ISIM) process when the student's ISIR record is initially received. Like ISIM, this process prints both a Linked and Unlinked ISIR report.

If you specify output saved lists, then these lists are built. You can build a saved list of linked ISIR keys, or of linked student identification numbers.

1. Access the Batch Link ISIRs (BLIS) process, and enter the appropriate academic year.

2. In the Import Date Range field, enter the date range to be used to select unlinked ISIR records for processing. ISIR.FAFSA records with a type of ISIR or CPSSG and without an associated student identification number are selected if they have been updated or imported with the date range.

3. In the SSN Display Option field, select how you want Social Security numbers to be displayed for the report.

4. In the CM Code and CM Date fields, enter the Communication code and date you want Colleague to use when updating the Communications Management module through this process.

5. In the Print Remaining Unlinked field, enter Yes to print a report of the ISIRs left unlinked. Otherwise, enter No to suppress the report.


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7. If you want Colleague to create a saved list of all the identification numbers linked during this process, enter the name of the saved list in the Output Student List field. You can use this saved list name in any process that allows for entry of a saved list.

8. If you want Colleague to create a saved list of all the ISIR.FAFSA Identification Numbers linked during the process, enter the name of a saved list in the Output ISIR List field. You can use this saved list name in any process that requires a list of ISIR.FAFSA keys.

9. In the Add Extensions field, enter Yes to automatically add date and time to both the Output Student List and the Output ISIR list saved list names.

If you use this option, your saved list name cannot exceed 18 characters. The date that is added to the name will be displayed in external format; the time will be displayed in hours and minutes. For example, if the Output Student List field was defined as STUDENTISIRS and this process ran on July 21, 2014 at 8:53am, then the output name would be generated as: STUDENTISIRS_072114_0853.


11. Save your work on BLIS.

Purge unlinked ISIR records

Use the Purge Unlinked FA Applications (PUNI) process to purge the following:

• ISIR records that are not linked to students during the ISIR Import (ISIM) process.

• PROFILE and NCP records that are not linked to students during the Department of ED Import (DOEI) process.

You can select which types of records to purge by entering a value in the Process Type field.

You can also choose to run this process in Simulation Mode. Using this option will allow you to examine an output report of unlinked ISIR, PROFILE, and NCP transactions that would be purged before actually purging the records.

You can also purge records by using a saved list. The keys contained in this saved list must be from the ISIR.FAFSA file.

1. Access the Purge Unlinked FA Applications (PUNI) process, and enter the appropriate year.

2. In the Import Date Range Start and End Date fields, enter the date range you want to use to select all Unlinked ISIRs or PROFILE/NCP records.

3. In the SSN Display Option field select how you want Social Security numbers to be displayed for the report.

4. In the Process Type field, enter the code that designates the type of records to purge.


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5. In the Simulation Mode field, enter Yes if you want to run this process in Simulation Mode. Colleague generates an output report but does not purge any records. If you want to purge records, enter No in the field or leave the field blank

6. Use the rest of the fields on this form to further narrow your results.

7. Save your work on PUNI.

Understand unlinked ISIR records

Unlinked ISIR records are created during the ISIR import process and contain all fields present on the incoming ISIR with the exception of a Colleague ID. There are several conditions that will generate an unlinked ISIR record.

ISIR takes the following steps to evaluate the incoming ISIR record and link it to an existing PERSON record in Colleague:

1. Determine the ISIR record to update or create.

ISIM selects against the ISIR.FAFSA file to match the incoming Social Security number against the IFAF.CURR.SSN field. If found, the current year being processed against the IFAF.IMPORT.YEAR. The IFAF.ISIR.TYPE must be either ISIR or CPSSG. If a matching record exists, then Colleague issues another select against the ISIR.RESULTS file to match the incoming transaction number against the stored IRES.TRANS.NBR fields to capture the ISIR key to update. If no match is found, then Colleague generates a new key for the ISIR.FAFSA file.

2. Populate the incoming ISIR information.

After Colleague determines the ISIR key (either existing or newly generated), then all of the information contained in incoming ISIR records is distributed to various ISIR files such as ISIR.DEMO, ISIR.FAFSA, ISIR.RESULTS, ISIR.CALC.RESULTS, ISIR.NSLDS, ISIR.NSLDS.LOAN, ISIR.NSLDS.PELL, ISIR.NSLDS.GRANT, CS.ACYR, FIN.AID, and in certain situations, PERSON and FOREIGN.PERSON.

3. Attempt to link the student.

If the ISIR record is not already linked, then ISIM attempts to link the imported ISIR record to a student in Colleague. Colleague evaluates the ISIM.PERSON record to find a Social Security number match in Colleague. The ISIM.PERSON criteria record is an Ellucian-delivered record that compares the imported IDEM.CURR.SSN field against the indexed SSN field in the PERSON file. These fields are shown on the Duplicate Match Criteria (DUPC) form. After comparing the IDEM.CURR.SSN to the student’s SSN, ISIM further narrows down the possibility of duplicate students by evaluating various fields in the ISIR.DEMO file such as IDEM.BIRTHDATE and IDEM.NAME.LAST against the PERSON fields, BIRTHDATE and LAST.NAME.

If a fatal error is generated while attempting to evaluate the DUPC parameters, the ISIR remains unlinked. This may indicate a permissions issue, a missing subroutine, or missing parameter information.

If multiple student matches against the PERSON file are found, then the ISIR remains unlinked. Examine the PERSON records for the student and clean up duplicate records.


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If no fatal errors were encountered and one exact student match is found, then ISIM links the Colleague ID associated to this student to the incoming ISIR records by populating the IFAF.STUDENT.ID field in the ISIR.FAFSA file.

If no fatal errors are generated, and no possible matches or exact matches are found in Colleague, then the Create Person Records During Import field on the Core Import Options (CIMO) form is evaluated. If this field is No, then the ISIR record remains unlinked. If the field is Yes then the Social Security Match flag contained on the incoming ISIR record must be equal to 4, which indicates that the incoming ISIR contains SSN, Name, and Date of Birth values match the Social Security Administration records. If the SSN Match Flag is 4, then a record is created in the PERSON record and the ISIR.FAFSA record is linked to the student.

If the SSN Match Flag is not 4, then the PERSON record is not created and the ISIR remains unlinked.

You can generate a report on incoming unlinked ISIRs when ISIM is run. Those unlinked ISIR records can be found either by selecting to “Print Remaining Unlinked” records on the Student Information Records (ISIR) form or by running the Unlinked ISIR Report (UNIR) process. In either case, the report shows the reason the ISIR is unlinked and in certain situations may show a “Possible Match” if a matching student was created on the Colleague system after the ISIR record was created. In this situation, run the Link ISIR Record (LISR) or Batch Link ISIRs (BLIS) processes to link the ISIR record.

Use the Need Analysis Summary (NASU) form to view all linked ISIR transactions for a student.


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View and Maintain Application Information

This chapter describes the FAFSA forms and how to access them.

FAFSA forms

The forms in Table 1 are used for FAFSA processing through Colleague each year.

The xx represents the last two digits of the academic year. For example, the mnemonic for the Student FA Interests form is SI19 for the 2019/2020 financial aid year.

Table 1: FAFSA forms

Form Description

Student FA Demographic Data (SDxx)

Use the Student FA Demographic Data form to enter or correct personal data about the student, and information about the student's education background and academic plans. The information on this form is consistent with questions on the corresponding year’s Free Application for Federal Student Aid (FAFSA).

The student's email address is not displayed on this form.

Student FA Interests (SIxx) Use the Student FA Interests form to enter or correct personal data about the student, and information about the student's education background and academic plans.

Student FA Financial Data (SFxx)

Use the Student FA Financial Data form to enter or correct financial information about the student.

Additional Student Financial Info (ASxx)

Use the Additional Student Financial Data form to enter or correct additional financial information about the student.

Dependency Status Questions (DSxx)

Use the Dependency Status Questions form to enter or correct personal information about the student and the student's dependents. You can also override a student's dependency status on this form, which will be considered in the calculations and exported.

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The Supplemental Calc Student Data (SCSD) form is only used for supplemental calculations.

Parent FA Demographic Data (PIxx)

Use the Parent FA Demographic Data form to enter or correct demographic information about the student's parents. Answer all questions on this form about the parent, even if the student does not live with the parent.

You only need to complete this form if the student is a dependent.

Parent Benefit Programs (PBxx)

Use the Parent Benefit Programs form to enter or correct information about the types of federal benefit programs that were used by individuals in the parent's household. Answering these questions will not reduce the student's or parent's eligibility for student aid or these other federal benefits.


Parent FA Financial Data (PFxx)

Use the Parent FA Financial Data form to enter or correct financial information about the student's parents. Answer all questions on this form about the parents, even if the student does not live with the parents.


Additional Par Financial Info (APxx)

Use the Additional Par Financial Info form to enter or correct additional financial information about the student's parents.


Student Benefit Programs (SBxx)

Use the Student Benefit Programs form to enter or correct information about the types of federal benefit programs that were used by individuals in the student's household. The fields on this form is consistent with questions on the corresponding year’s Free Application for Federal Student Aid (FAFSA).

Answering these questions will not reduce the student's eligibility for student aid or these other federal benefits.

Releases and Signatures for FAFSA (RSxx)

Use the Releases/Signatures for FAFSA form to enter or correct information about the release of student data to colleges and state agencies, and about the signatures on the Free Application for Federal Student Aid (FAFSA).

Table 1: FAFSA forms

Form Description


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How to access the FAFSA forms

Access the Colleague FAFSA forms directly from the menu and in the following ways:

• From the Correct a FAFSA Application field on the Application Workflow Choices (NAWC) form. Colleague displays a list of all the Colleague FAFSA forms.

Note: You can only access the FAFSA forms the first two ways if the student has an active ISIR or CPSSG application on file.

• From the Create/Maintain a FAFSA Application field on NAWC. Colleague opens each form in sequence to facilitate data entry. When you finish the last form, Colleague returns you to NAWC. If you are creating an initial application, you must access NAWC by first detailing on a blank row on the Need Analysis Summary (NASU) form.

• From the Correct a Supplemental Application field on NAWC. This option only works if detail on an existing Supplemental application on NASU.

• From the Create/Maintain a Supplemental Application field on NAWC. Colleague opens each form in sequence to facilitate data entry. When you finish the last form, Colleague returns you to NAWC. If you are creating a Supplemental application from scratch (not based on imported ISIR data), you must access NAWC by first detailing on a blank row on NASU.

• From the Quick Create a Supplemental Application field on NAWC. You must first detail on an ISIR/CPSSG type on NASU to NAWC. Then detail on Quick Create. This automatically creates a Supplemental application based on the ISIR data. You will be taken directly to the Supplemental Calc Student Data (SCSD) form to enter additional data that doesn’t appear on an ISIR.

A note about correction records

There are two columns of data on each form:

• The data on file at the Department of Education's Central Processing System (CPS).

• The data entered by your school.

If there is a difference between the data on file at CPS and the data entered by your school, the Diff column displays Yes for that piece of data. If you are correcting a student's FAFSA, enter the correct information in the School column and the Diff column automatically displays Yes to indicate a difference. If you are creating a new FAFSA for a student, the CPS column on this form is blank because the student does not yet have data on file at CPS. Use the Ready to Send field at the bottom of each form to send the new or corrected data to CPS. When you make a correction to any FAFSA field and finish from the forms, Colleague creates a correction record. If there are no differences between the original ISIR and the school data, Colleague does not create a correction record when you save from each of the forms.

FAFSA forms are only accessible for the most recent five years.


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Additional income and asset information

Use the Supplemental Calc Student Data (SCSD) form to enter additional income and asset information, such as medical expenses, home value, and expected income for the next award year that is not entered on the FAFSA. This form is available only by detailing on a Supplemental (SUPP) type on the Need Analysis Summary (NASU) form.

When you create a new SUPP application or view an existing SUPP application through Create/Maintain a SUPP, this form appears at the end of the chain of FAFSA forms. When you correct or view an existing SUPP application, this form appears at the end of the list of available forms. When you generate a new SUPP application via Quick Create a SUPP, this form immediately appears for data entry, because all other data is automatically taken from the ISIR when using this option.

Colleague uses the data on SCSD to determine the supplemental family contribution. The Colleague Supplemental Calculation is based on the Federal Methodology, and can be used for non-federal awarding. This data is not exported as part of the electronic application.

The Federal Methodology uses the data from the FAFSA, and additional income and asset information, such as medical expenses, home value, and the expected income for the next award year that is collected on this form. The Colleague Supplemental Calculation uses the same dependency, simple need edits, and complete assumptions that are used by the Colleague calculation based on the Federal Methodology, in addition to a set of assumptions related to the following fields on SCSD:

• Student and Parent Medical/Dental Expenses

• Tuition Paid

• Home Value Debt

You can modify the calculation defaults on the Supplemental Calc Parameters (SCPM) form as needed.

Access SCSD by detailing from NASU > NAWC.


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Print ISIRs

This chapter provides information on printing Institutional Student Information Records (ISIRs) through Colleague.

Print ISIRs in Colleague

Some institutions print Institutional Student Information Records (ISIRs) so they can have hard copies of these records in their files. Colleague provides the ability to print ISIRs using the Student Information Record (ISIR) form.

ISIR prints only ISIR and CPSSG transaction types. The IAPP, SUPP, PROF, and CORR types are not printed.

You can print ISIRs for either individual or multiple students.

1. Access the Student Information Record (ISIR) form, and enter the year you want to process.

2. Enter Yes in the Print All Sections field if you want to print all sections. The following fields will also be automatically populated with Yes:

• FAA Comments

• Application Information

• NSLDS Summary

• NSLDS Detail

• Application Information

• Signature/Certification

3. If you decide you do not want to print all fields after you have selected Print All Sections, enter No to override the individual fields listed in Step 3.

4. In the Add Date fields, enter the date range to use to select transactions. Colleague references the ISIR.FAFSA.ADDATE field to make this selection.

5. In the CPS Application Date fields, enter the date range to use to select transactions by the date the initial application was processed by the Central Processing System (CPS).

6. In the CPS Transaction Date fields, enter the date range to use to select transactions by the date each transaction was processed by CPS.

7. In the CPS Transaction Preference field, specify which student ISIR transactions to select for this report.

8. Use the rest of the fields on this form to further narrow your criteria.

9. Save your work on ISIR.

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Sample ISIR form selections

The following are examples of ISIR form selection criteria and their results.

Print all transactions for an individual student

If you want to print all transactions for an individual student, you can enter the student’s ID in the Student IDs field and AL in the CPS Transaction Preference field.

For example, to print all transactions for Patrick Westfield, enter his student ID, 000756, in the Student ID field and AL in the CPS Transaction Preference field.

Print all transactions entered within a date range

If you want to print all transactions entered into Colleague within a date range, enter the date range in the Add Date fields and AL in the CPS Transaction Preference field.

For example, if you want to print all transactions added to Colleague between Monday, March 9, 2015 and Friday, March 13, 2015, enter 03/09/2015 and 03/13/2015 in the Add Date fields. Enter AL in the CPS Transaction Preference field.

Print active transactions processed by CPS within a date range

If you want to print active transactions processed by CPS within a date range, enter the date range in the CPS Transaction Date fields and AC in the CPS Transaction Preference field.

For example, if you want to print all active transactions processed by CPS between Monday, March 9, 2015 and Friday, March 13, 2015, enter 03/09/2015 and 03/13/2015 in the CPS Transaction Date fields. Enter AC in the CPS Transaction Preference field.

Transactions that are not flagged federally active are also not printed.

Print highest transaction processed by CPS within a date range for a group of students

If you want to print the highest transaction processed by CPS within a date range for a group of students, enter the group either by entering a saved list in the Saved List field or entering the individual student IDs in the Student IDs field. Enter HI in the CPS Transaction Preference field.

For example, to print the highest transaction processed by CPS between Monday, March 9, 2015 and Friday, March 13, 2015, enter 03/09/2015 and 03/13/2015 in the CPS Transaction Date fields. Enter HI in the CPS Transaction Preference field.


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In this example, transactions processed outside the specified dates are not printed. So if a student in the group has transactions numbered 1 through 4, all processed by CPS in the week of March 9th, 2015, and transaction 5 processed on March 13, 2015, transaction 4 is printed. Transaction 5 falls outside the date range entered, so it is not selected for printing.

The printed ISIR format

Colleague prints ISIRs in a single-column format instead of the two-column format printed by EDExpress. Colleague has the ability to print 80 character lines while EDExpress can print 96 character lines. Because of this difference, Colleague has less space in which to print characters. Instead of trying to crowd characters together to print an ISIR in the exact same format as EDExpress, Ellucian chose to print ISIRs in a single-column format.

The single-column format makes the ISIR more organized and easier to read. For example, the Reject Override Codes in Step Seven are much easier to read because they are flush against the left side of the page.

The printed ISIR

ISIR prints all information available on the ISIR transaction selected. If information for a particular question on the printed ISIR is not available, Colleague prints the question and leaves the field blank.

The printed ISIR can be marked with several symbols. Table 2 shows the symbols and what each indicates. Also, a key to these symbols appears on the bottom of the printed ISIR pages.

ISIR prints an ISIR that differs from the standard ISIR printed by EDExpress in the following ways:

• The ISIR is in a single-column format.

• The student identifier is printed in the footer of the first page and in the header of all other pages.

Table 2: Symbols on the printed ISIR

Symbol Indicates Printed

* Assumption. The symbol and the assumed value is printed to the right of the original value.

h Highlighted on the SAR. Left of the field label.

# Corrected on printed ISIR.

Left of the field label.

@ Corrected on previous ISIR

Left of the field label.


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• The transaction number is printed in the second line of the header instead of after the student ID.

• The SAR C flag printed in the header of the FAA Comments page has the following values:

• Y. There is a SAR C flag for the printed transaction.

• Blank. There is no SAR C flag for the printed transaction.

The header on the FAA Comments page of the printed ISIR includes the verification flag. Colleague prints the following values for the verification flag:

• * – Selected for verification on a previous transaction.

• Y – Selected for verification on this transaction.

• N – Not selected for verification.

If you choose to print the Signature/Certification page, Colleague prints one for each transaction.

For information about any of the codes printed on the ISIR, see SAR/ISIR Comment Codes and Text [current year] on the Federal Student Aid website (www.ifap.ed.gov).


http://www.ifap.ed.gov

http://www.ifap.ed.gov



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Export Files

This chapter provides information and procedures for creating export files that contain original or corrected Federal financial aid application information.

Create export files

Use the Initial Application Export (IAPX) and Correction Application Export (CAPX) forms to produce flat files containing application information for selected students.

There is little difference between the two processes. IAPX selects financial aid applications that you have entered from scratch in Colleague. It creates an export file with an EAPS##IN message class, which the CPS recognizes as an initial application.

CAPX selects financial aid applications that have already been processed through the Department of Education and updated in Colleague. It creates an export file with a CORR##IN message class, which the CPS recognizes as a correction application.

After creating export files with IAPX and CAPX, you must send the files to the Student Aid Internet Gateway (SAIG) for CPS processing.

1. Access the Initial Application Export (IAPX) form and complete the following required fields:

• Academic Year

• File Name to Create

Although a file name is defaulted here, you can assign your own file name if you prefer.

2. In the Using EDConnect on the PC field, enter Yes in this field if you choose to use EDConnect instead of TDClient.

If you enter Yes, the process formats the export file so that it can be transmitted by EDConnect (it omits the O*N05 header and O*N95 trailer). Without the O*N05 header, the export file remains in the FA.SEND.DIR directory file until you manually transfer it.

3. Enter any additional selection criteria in the following fields:


• Students


4. Save your work on IAPX.

All records successfully processed are now contained in your export file, which is stored in your FA.SEND.DIR directory file. Continue with “Export flat file information to SAIG” on page 41.

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Troubleshoot country codes

If you attempt to run the Correction Application Export (CAPX) process before defining Canada and Mexico in the Country Code fields on the Core Import Options (CIMO) form, Colleague displays an error message. You must access CIMO and define codes for Canada and Mexico before continuing with CAPX.

Before performing this procedure, you must enter each student’s FAFSA information into Colleague and set the Ready to Send flag to Yes on any of the FAFSA forms.

Colleague automatically gives each export file created a unique file name based on the Job ID to prevent files from being overwritten. Note that if you run the Initial Application Export (IAPX) process multiple times before you export, you’ll have multiple files to send.

Create correction application export files

Before performing this procedure, you must do the following:

• Enter corrections for each student’s FAFSA information into Colleague.

• Flag the Ready to Send field or Send Demo Changes field. See “Ready to send flag and send demo changes flag” on page 42 for more information.

Colleague automatically gives each export file created a unique file name based on the Job ID to prevent files from being overwritten. Just remember that if you run CAPX multiple times before you export, you’ll have multiple files to send.

1. Access the Correction Application Export (CAPX) form and complete the following required fields:

• Academic Year

• File Name to Create

Although a file name is defaulted here, you can assign your own file name if you prefer.

2. In the Using EDConnect on the PC field, enter Yes in this field if you choose to use EDConnect instead of TDClient.

If you enter Yes, the process formats the export file so that it can be transmitted via EDConnect (it omits the O*N05 header and O*N95 trailer). Without the O*N05 header, the export file remains in the FA.SEND.DIR directory file until you manually transfer it.

3. Enter any additional selection criteria in the following fields:


• Students


4. Save your work on CAPX.


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All records successfully processed are now contained in your export file, which is stored in your FA.SEND.DIR directory file. Continue with “Export flat file information to SAIG” on page 41.

Export flat file information to SAIG

Use the Send Files to SAIG (SFTS) form to send flat files created by the Initial Application Export (IAPX) and Correction Application Export (CAPX) processes directly from Colleague to your SAIG mailbox.

IAPX and CAPX create flat files and place them in the FA.SEND.DIR directory file. SFTS scans the FA.SEND.DIR for available export files, and sends them to your SAIG Mailbox. The process also saves archive copies of the exported records in your FA.SEND.ARCH.DIR file.

Note: In addition to the exported files created by IAPX and CAPX, the SFTS process sends XML files previously created by the Export COD XML Records (CODE) process in cases where those files are “stuck” in the COD.SEND.DIR due to a communications failure. If you chose to use EDConnect, then STFS will not send any files and they will remain in the FA.SEND.DIR directory.

1. Access the Send Files to SAIG (SFTS) form.

2. Use the Start the Communications Process field to indicate whether you want to send files to your SAIG Mailbox.

3. Save your work on SFTS.

4. Complete the Process Handler form as needed.

Note: Consider setting up SFTS as a scheduled background process to run periodically without any user intervention. See the Runtime

Administration manual for more detailed information.

Identify students who have been flagged for possible identity fraud

Use the Identity HS Verif Flag Export (IHVX) process to create an export file of students who have been flagged for possible identity fraud (verification tracking groups V4 and V5). The export file contains a single record for each student with some demographic information and a status flag. After Colleague creates the file in the FA.TEXT.SEND.DIR directory, you can do the following:

• View the contents of the file using the FA Exports (FAEX) form.


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• Manually upload the file to the FAA Access to CPS Online website.

This process selects students who meet the following criteria:

• Have a federally-flagged imported ISIR with a Verification Tracking Group of either V4 or V5.

• Have an existing Identity/High School Verif Flag value, which is maintained on the ISIR Verification Processing (IVER) form.

• Have not previously been sent, which is determined by evaluating the entry of the Identity and High School Reported Date on IVER.

If you want to resubmit a student for export, you can delete the reported date on IVER and run IHVX again.

1. Access the Identity HS Verif Flag Export (IHVX) form and enter the academic year that you want to process.

2. (Optional) Enter Yes in the Simulation field if you want to run this process in simulation mode, which means that no records are written to the export file.

3. Use the SSN Display Option field to define how Social Security numbers will be displayed on the report.

4. Use the rest of the fields to further narrow your criteria.

5. Save your work on IHVX.


Ready to send flag and send demo changes flag

FAFSA application information is made up of demographic data and FAFSA data, which is data that appears on any of the FAFSA application forms and verifications forms. When submitting corrections, Colleague exports these two sets of data depending on the Ready to Send and Send Demo Changes flags. To send both sets of data, both fields must be flagged.

Note: For initial applications you only need to set the Ready to Send flag to Yes on a FAFSA Form. Demographic data will be sent along with the rest of the FAFSA information.

Ready to send flag

To improve ease of use, every Colleague FAFSA form and the ISIR Verification Processing (IVER) form includes the Ready to Send field. When you flag the Ready to Send field on any of these forms, Colleague includes any corrected FAFSA data in the correction export file that is created the next time you run the Correction Record Export


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(CAPX) process. The demographic data is not included unless you also flag the Send Demo Changes field on the FAFSA App Demographic Update (FADU) form.

Colleague does not include correction records or initial applications when export files are created unless the Ready to Send field is flagged.

If fields are corrected, but Rejects are generated during the recalculation process, CAPX will not allow the data to be sent. You must correct the issue before sending the corrected data to CPS.

If there is no difference between CPS and school data, then no correction record will be created and you will not be able to send out that data to CPS.

If you change previously entered correction data back to its original state so all school data matches the imported CPS data, then the correction record is deleted.

Send demo changes flag

If you want to update the demographic information that was imported on an ISIR, flag the Send Demo Changes field on the FAFSA App Demographic Update (FADU) form. This data is the information that cannot be viewed on the FAFSA forms and must be viewed on FADU. If you only flag the Send Demo Changes field, Colleague exports only the demographic data. The rest of the FAFSA data is not exported unless you also flag the Ready to Send field (located on any of the Colleague FAFSA forms) and a correction exists.


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Initial ISIRs

Use the ISIR School Code Addition (ISCA) form to request an initial ISIR for applicants who did not list your institution's Title IV Institution code on their initial FAFSA applications. ISCA adds your institution's school code to the list of school codes contained in a student's ISIR.

Note: You must enter the student’s DRN to receive an ISIR record for that student.

The new school code always overwrites the first value in the existing list of school codes in the ISIR.

1. Access the ISIR School Code Addition (ISCA) form for the appropriate year for the applicants for whom you are requesting initial ISIRs.

2. If your institution uses EDConnect, enter Yes in the Use EDCONNECT field.

3. Enter your institution’s Title IV Institution Code in the School Code field.

4. Enter the applicant’s Social Security number in the SSN field.

5. Enter the first two letters of the applicant’s last name in the Last Name field.

6. Enter the applicant’s DRN from the applicant’s paper Student Aid Report (SAR).

7. Repeat Step 4 through Step 6 for each applicant for whom you want to request an initial ISIR.

8. Save your work on ISCA.

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Purge ISIRs

Use the ISIR/PROFILE Purge (ISPP) process to purge ISIR records for a given academic year.

Note: Ellucian strongly recommends that you backup your records prior to running this purge process.

You can only purge records that are older than five years because Colleague supports five years of Financial Aid information.

You can also run this process is simulation mode.

1. Access the ISIR/PROFILE Purge (ISPP) process and enter the academic year that you want to process.

2. Select I in the Types field.

3. Indicate how you want SSNs to display.

4. Save your work in ISPP.


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Documents

Colleague Financial Aid Using ISIR Processing for